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Home My WebLink About2003.09.16_OPWA AgendaTYPE OF MEETING: Regular DATE: September 16, 2003 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center 301 South Cedar Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, September 12, 2001 JujUann M. Stevens, Administrative Assistant 1. Call to Order Chairman Cochran 2. Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of the Minutes of September 2, 2003 Regular Meeting, Attachment #4-A B. Approval of Claims. Attachment #4-B I I Agendas 01'1V \ I K) 1603 doc Owasso public Works Authority September 16, 2003 Page 2 5. Consideration and Appropriate Action Relating to a request for Trustees to Declare an Emergency and Authorize the Purchase of a Defuse Vehicle, Mr. Carr Attachment #5 Staff will recommend Trustees declare an Emergency, Waive Competitive Bidding Requirements, and Authorize the purchase and Payment of a Crane Carrier Model PLDT2 - 40 Demonstrator Unit from Crane Carrier Company, Tulsa, Oklahoma in the amount of $ 14'4,701.00. 6. Deport from OPWA Manager. 7. Deport from OPWA Attorney, 11 Ag,,,das 0PVVA 091603 d- OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, September 2, 2003 The Owasso Public Works Authority met in regular session on Tuesday, September 2, 2003 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, August 29, 2003. ITEM 1. CALL TO ORDER Chairman Cochran called the meeting to order at 7:3• p.m, ITEM 2. FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3. ROLL CALL STAFF Rodney J. Ray, Authority Manager Stephen Gray, Authority Attorney A quorum was declared present. ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of Minutes of the August 19, 2003 Regular Meeting. B. Approval of Claims. Ms. Kimball moved, seconded by Mr. Helm, to approve the Consent Agenda including claims totaling $275,919.76 and payroll claims totaling $35,190.88. YEA: Helm, Kimball, Thoendel, Cataudella, Cochran NAY: None Motion carried 5-0. Owasso Public Works Authority September 2, 2003 Mr. Ray introduced 'Thriftiness' as the character trait for the month of September. He also introduced Julie Stephens as the new Administrative Assistant to the Managerial Dept. ITEM 60 REPORT FROM OP WA ATTORNEY sm ITEM 7. NEW BUSINESS Mr. Helm moved, seconded by Mr. Cataudella, to adjourn. YEA: Kimball, Helm, Thoendel, Cataudella, Cochran NAY: None Motion carried 5-0 and the meeting was adjourned at 7:44 p.11 Pat Fry, Minute Clerk N Gary Cochran, Chair OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 9/6/03 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES Utility Billing 58.6� 3,440.40 Wastewater 187.10 9,642.6 OPWA CLAIMS TO BE PAID 09116/03 VENDOR DESCRIPTION AMOUNT TREASURER PETTY CASH DEPOSIT REFUND 12.34 REFUND TOTAL f2'34 0AMSCLUB RERA|R/M4|NT8UPPL|ES 43.85 OKLAHOMA NATURAL GAS 08/03 USE 20.50 AEFYPSO 08/03 USE 1.432.32 K8ETROCALL.|NC 08/03 USE 7.12 0K MUNICIPAL LEAGUE SUBSCRIPTION 15.00 ADMINISTRATION DEPT TOTAL 1'918.5@ D|NK|NS.TYRDNE METER READINGS 351.45 CAMPBELL, PETER METER READINGS 244.05 KXCLAUR|N.08CAR METER READINGS 55.24 K4EYER.MARK METER READINGS 003.00 OL|NGHOUSE. DAVID R. METER READINGS 38205 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 963.03 UTILITY B|LUNG DEPT TOTAL -------- GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 20,81 FARM PLAN REPA|FVMA|NTGUPpL|ES 0.97 TREASURER PETTY CASH PAINT 10.95 C)K ARMY SURPLUS H|PVVADERS-GRAHAM 60,00 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 25.13 UN|F|R8TCDRPDFAT|ON UNIFORM RENTALS 82.06 MILL CREEK LUMBER &SUPPLY REPA|FKMA|NTSUPPL|EB 20.52 BROWN FARMS SOD SOD 55.00 FARM PLAN REPA|FVMA|NTSUPPL|E3 5.08 CITY GARAGE CITY DFOWAGS0 VEH|CLEMA/NT 1.026.28 FUEL&iAN FUEL 664.22 FARM PLAN REPA|R/MA|NTSUPPL|E8 00.07 AEP/P3O 08/03 USE 548.25 NATIONAL POWER WASH VEHICLE WASHING 15.00 TREASURER PETTY CASH VEHICLE WASH 13.00 K4ETROCALL. INC 08/03 USE 21.48 SOUTHWESTERN BELL NON-PLEXAR 72 WATER DEPT TOTAL 2.721.94 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 20.61 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 25.13 UN|F|R8TC0RP0RAT|()N UNIFORM RENTALS 65.04 GAk8GCLUB REPA|R/MA|NTSUPPL|E8 10.35 CITY GARAGE CITY OFOWAS8O VEH|CLEMA|NT 204.80 FUELK4AN FUEL 80.73 AEFYPGO 08/03 USE 10.103.77 DALE & LEES SERVICE INC A/C REPAIR 253.50 METROCALL.|NC 08/03 USE 14.20 VVVV TREATMENT PLANT DEPT TOTAL 10.044J9 GEORGE & GEORGE SAFETY FARM PLAN GEORGE & GEORGE SAFETY UN|F|RGTC0RP(]RAT|0N CITY GARAGE CITY DFOWASGD FUELMAN AEP/p8O NATIONAL POWER WASH TREASURER PETTY CASH METROCALL.|NC SOUTHWESTERN BELL ACCURATE TRAINING CENTER DEPT OF ENVIRONMENTAL QUALITY WATER UN|F|RSTCORPOFAJ|ON AEP/P3 K4ETROCALL.|NC BANK ONE TRUST CO NA BANK ONE TRUST QONA BANK ONE TRUST CONA DESCRIPTION AMOUNT PROTECTIVE CLOTHING 20.81 REPA|FVMA|NTSUPPL|EG 1.60 PROTECTIVE CLOTHING 25,13 UNIFORM RENTALS 8522 VEH|CLEMA|NT 363.37 FUEL 487.96 0803 USE 2.915.87 VEHICLE WASHING 20.00 VEHICLE WASH 3.00 08/03 USE 35.59 NON-PLEXAR 602.13 TF-�A|N|NB-PER|GD 170.O0 L|CENGETEGT|NE-PER|G0 40.00 WASTEWATER DEPT TOTAL 0,7 7 0-4 8 PROTECTIVE CLOTHING 20.01 PROTECTIVE CLOTHING 25.13 UNIFORM RENTALS 43.32 VEH|CLEMA|NT 2.172.58 FUEL 1.710.15 VEHICLE WASHING 15I00 08/03 USE 85.58 REFUSE DEPT TOTAL UNIFORM RENTALS 10.80 08A0 USE 74.64 08/03 USE 712 RECYCLE DEPT TOTAL ----92.56 OPWA OPERATING FUND TOTAL FAP-01'0003-L 4`714.75 FAP-92'0107-L 23,462.02 h4P'82'0107-L 2.800.63 ORF-01-0002-L 0.134.08 DRF'02'0017-L 10.215.48 ORF-99-008-L 2.177.08 ELM CREEK NOTE 23,000.00 CAPITAL IMPROVEMENTS FUND TOTAL 1QS7 REV BONDS 43.415.15 19S0 REV BONDS 9496020 OPWA SALES TAX FUND TOTAL 138,375.35 OPWA GRAND TOTAL 239,76-7-.64-- ,� z SUBJECT: REQUEST FOR EXPENDITURE TO REPLACE REFUSE VEHICLE DATE: September 9, 2003 On August 30, 2003, the 2000 Lodal refuse truck was destroyed as a result of a fire near the engine compartment. The loss of this equipment has affected the ability to provide refuse collection services by reducing the primary equipment fleet to four (4) side - loader vehicles. The typical refuse collection day requires the use of three (3) vehicles four (4) days per week to service our existing residential and light - commercial customer base. prior to the fire, the primary vehicles utilized for route collections consisted of a 2003 Crane Carrier, 2000 Lodal (the one destroyed) and 1998 Lodal. A 1996 International and 1992 Lodal are utilized for standby purposes. The loss of a primary collection vehicle interrupts preventive maintenance rotations and limits the ability to provide necessary redundancy during equipment breakdown and /or extended repair time. These conditions could potentially impact the ability to provide timely refuse collection removal services; thereby having a potential effect on the health and safety of the public. In addition, continued development and expansion of city limits is expected to necessitate additional routes in the near future. Therefore, a replacement vehicle is needed to ensure an adequate amount of equipment is available for current and future needs. Because of the recommended need for an additional vehicle, staff immediately began reviewing options for replacing the equipment. The analysis of alternatives included: - Locating, evaluating and purchasing used equipment; - Utilizing the normal bid process to purchase new equipment; and - Declaration of an emergency and purchasing available demonstration equipment Page 2 Refuse Vehicle replacement A summary of advantages and disadvantages of each alternative is presented below: Replacement Options Advantages Disadvantages Locate, evaluate and Lower up -front investment; ability Limited options - uncertainty purchase used equipment to negotiate price regarding equipment reliability Utilize bid process to Specifications to ensure equipment Lengthy process; may take 6 to q purchase new equipment conforms to operational needs months to receive equipment Declare an emergency; Competitive bidding requirements Equipment availability — limited purchase demonstration waived; expedite purchasing process number of demonstrator units equipment The last refuse vehicle bid and purchased by the City was a Crane Carrier in August 2002 in the amount of $144,701. Crane Carrier was contacted to determine if they would be able to provide a similar vehicle at the same or better price and determine the time of delivery. It was determined that a demonstrator vehicle with slightly larger capacity was immediately available and offered for the same price of $144,701. The vehicle has approximately 1,200 miles of use and can be purchased at a cost equal to the 2002 contract price. The demonstrator meets all established operational requirements and is covered by a 15,000 mile /12 -month parts and labor warranty. The only significant difference between the previously purchased vehicle and proposed Crane Carrier is body size. The previous vehicle has 25-cubic yard capacity, while the proposed vehicle is 33-cubic yards. The additional 8 -cubic yards of storage space will increase operational efficiency by reducing the number of trips made to the landfill each week. Additionally, the proposed vehicle is equipped with various accessories and options that are not typically included in our bid specifications due to additional expense. Available accessories include: • Dual cart tippers, valves, piping and controls • LED body light package • Daytime running lights • Air conditioning • AM /PM stereo radio cassette Due to the immediate opportunity to purchase a relatively new vehicle which meets our needs (at a cost approximately $ 10,000 below the manufacturer's list price), staff believes that the best available option is to declare an emergency and purchase the demonstrator unit. Other replacement options present too many uncertainties regarding our ability to obtain quality equipment in a timely manner. Page 3 Refuse Vehicle Replacement Funds to purchase the vehicle will be divided between the Vehicle Self Insurance and CPWA Funds. Vehicle Self Insurance is in the amount of $75,000. The OPWA budget does not include provisions for a refuse vehicle; therefore, a shift in priorities will occur as a result of the expenditure to fund the remaining $69,701. ;taux , Staff recommends Trustees declare an emergency and waive competitive bidding requirements and authorize the purchase and payment of a Crane Carrier Model PLDT2-40 ]demonstrator Unit from Crane Carrier Company, Tulsa, Oklahoma in the amount of $ 144,7010 ATTACHMENT: MENT: 1. Crane Carrier Equipment Proposal RA- I-N gc t, MV, eatz,,7� 1"r �57 15 ! MMM lim Wi lz l mzl� CRANECARRIERCO ID:q1 RR?97�A7� X�t � YwtQLLw291d_T2_1' FRONT AYLF WEIGHT #15,630 REAR AXLE WEIGH'F, #16,630 TOTAL VEHICLE ftoffr #31,260 MODEL YL-AR; 2003 8:35 t%lo.002 P.01 Cab: LDT2 Mirrors'. LH&RH IV'x 7" West Coast/ Combo wl Dual 7.25" Convex Spot Mirrows Cak) Interior: Air Conditioning Doors: LH RH 131-fold indoors: LH RH Sliding seats: LH Sears Voyager Extreme Duty Air RH Flip-up J matching gray cloth Cab E?ecl!Llghtlnga 2nd Electric Horn Personal Radio Cokinectimi Post AM/FM Stereo Radio Cassette Back-Up Alarm: Warn Model 107 dB(A) Misc. Eq.: Cab Tilt Pump, 12V Assist Dual Cab Fans Air Horn, Single Tone Triangle Waming Kh - Mtd Fire Extinguisher 10* - Shipped Loose Auto Neutrat AG" Function Air Dryer, BendIx AD-9EP Heated DV-2 Drain on Wet Tank Block Heater, 1000 Watts Racor 325 Fuel/Water Separator, Heated Dual Intermittent Wipers CGS' DaytIme Run Mng Lights Codent Recovery Tank Dash Mtd Filter Minder CrnneCarrilearEampimnU P.13. Box 5132891'Tufan,GK 741158 Ph-'9113-1036-1111551 117=918o830,,7343 ;Ft qw Vd;z& !�U� Rev. 8103 CRANECRUIERCO ID: 9188327343 - �tl SEP 12'03 8:31 NO.001 P.03 Wittke 33 Yd Manual Side Loalder Body # 05438 PLDT240 SNOU 45650 it !U, WW WWI RITE / R Rev. 8/03 U IZtjdv Vt4eh 5kte�