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Home My WebLink About2002.05.14_Worksession Agenda PUBLIC NOTICE OF THE MEETING OF THE OW ASSO CITY COUNCIL TYPE OF MEETING: DATE: TIME: PLACE: Special May 14,2002 6:00 p.m. Owasso City Hall Main Conference Room Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Friday, May 10,2002. ~-1'.I~2 ~-I~ Marci Boutwell, City Cl rk AGENDA 1. Call to Order Mayor Brogdon Request to Address the Council for the Purpose of Making a Statement. Councilor Armstrong 3. Character Presentation Character. Mr McElrath Mr Coker Attachment #3 Declaring a Owasso City Council May 14,2002 Page 2 4. Discussion Relating to a JAKE BRAKE Ordinance. Chief Greene Attachment #4 5. Discussion Relating to Quotes to Paint the Animal Control Facility. Chief Greene Attachment #5 6. Discussion Relating to Issues With Titan Towers. Mr White Attachment #6 7. Discussion Relating to a Change Order for the Wastewater Treatment Plant Construction. Mr Carr Attachment #7 8. Discussion Relating to Rural Water District Deeds of Dedication. Mr Rooney Owasso City Council May 14,2002 Page 3 9. Discussion Relating to Election of Trustees for the Oklahoma Municipal Assurance Group. Ms Boutwell Mr Ray Attachment #9 10. Discussion Relating to a Contract With the FOP. Mr Ray Attachment # 1 0 Enclosure 11. Discussion of Issues Relating to a Request for adoption of Resolution #2002-06, a Resolution Requesting Funding Assistance in the Amount of $250,000 from the Congress of the United States. Mr Ray Attachment # 11 1 Ray to Owasso City Council May 14, 2002 Page 4 13. Report from City Manager Mr Ray 14. Adjournment. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OW ASSO FROM: RODNEY JRAY CITY MANAGER SUBJECT: RESOLUTION 2002-05, A RESOLUTION DECLARING THE INTENT TO INIATE AND SUPPORT THE CITY OF OW ASSO BECOMING A CITY OF CHARACTER DATE: May 1 0, 2002 BACKGROUND: Resolution 2202-05, if adopted, will provide direction and authority for the City of Owasso Council and staff to initiate a process that would result in the City of Owasso developing and implementing a program that brings the community together to promote positive "character traits." Such programs are currently being developed or are actually in place in approximately 150 cities throughout the country. The program targets youth and families with a strategy that has the City, the schools, civic groups, churches and other groups join together to promote and emphasize one character trait per month. Some successful programs include traits such as attentiveness, truthfulness, gratefulness, self-discipline, personal morality, punctuality, forgiveness, and resourcefulness. It is anticipated that, if Resolution 2002-05 is adopted, there will be an effmi to bring various community groups and organizations together to support the program. The development of a "Character Council" is the anticipated second step. Beyond that point, the Character Council would guide and direct the initiative with assistance other patiies. The staff supports this effort and recommends adoption of Resolution No. 2002-05. ATTACHMENT: 1. Resolution No. 2002-05 2. Character First Background Information CITY OF OW ASSO, OKLAHOMA RESOLUTION NO 2002-05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OW ASSO, OKLAHOMA DECLARING THE INTENT TO INITIATE AND SUPPORT THE CITY OF OWASSO BECOMING A CITY OF CHARACTER IN ASSOCIATION WITH THE INTERNATIONAL ASSOCIATION OF CHARACTER CITIES. WHEREAS: the people of the City of Owasso recognize the importance of honorable character qualities based upon the moral standards held by our Founding Fathers on which they established our nation and legal systems; and WHEREAS: we desire to build upon our heritage and make our city a place where families are strong, homes and streets are safe, education is effective, business is productive, neighbors care about one another, and citizens are free to make wise choices for their lives and families; and WHEREAS: we recognize that individuals are responsible for their actions and that daily decisions should be based upon objective moral standards that are the basis of universally-recognized character qualities, including obedience, honesty, truthfulness, diligence, generosity, kindness, loyalty, and courage; and WHEREAS: lack of commitment and irresponsibility have resulted in an increasing number of family problems causing personal, social, and financial consequences to individual family members and to this city as a whole; and WHEREAS: there is a need for more positive role models among our young people to help prevent juvenile delinquency and violent behavior; and WHEREAS: the City of Owasso, Oklahoma has experienced an increase in juvenile crimes being committed by younger and younger juveniles, and crimes of a more serious nature; and WHEREAS: a growing number of towns and cities have experienced an amazingly high rate of success in rehabilitating juvenile delinquents and others by practical time-proven programs emphasizing character traits; and WHEREAS: encouraging employees by recognizing positive character qualities has resulted in an increase in workplace morale, employee safety, and corporate profits; and WHEREAS: the emphasis of positive character qualities in every sector of society can only occur as individuals commit themselves to exemplifying character in their personal lives and inspiring others to do the same; and WHEREAS: other tovvns and cities have developed programs with a city-wide emphasis on character, which includes teaching character in public schools, emphasizing character in business, promoting character in churches and homes, and proclaiming character qualities on billboards and in the media; and WHEREAS: the City of Owasso now has an opportunity to benefit from the ideas and experience of those other towns and cities by participating and joining in the Character Cities Program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OW ASSO, OKLAHOMA that the Mayor of the City of Owasso and the City Council, as leaders of city government, are fully committed to the promotion of positive character qualities throughout the city and especially within city government and shall actively seek to promote character in our city government, schools, businesses, homes, places of worship, and other community groups and to pursue the resources and programs that are available to make our city a City of Character participant. PASSED AND APPROVED this 21st day of May, 2002, by the City Council of the City of Owasso, Oklahoma. Randall C Brogdon, Mayor ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney Tl@ Chuck Coker Integrity Focus 14148 S. Poplar Pl. Glenpool, OK 74033 (918) 381-9442 Chuck@integrity-focus.com Introduction "The measure of a man's character is what he would do if he knew he never would be found out." - Baron Tlwmas Babington Macauley "Character is like a tree and reputation like its shadow. The shadow is what we think of it; the tree is the real thing." - Abraham Lincoln a vapor, popularity an accident, riches take wings, and only character endures." - Horace Greeley Introduction Character Determines Success Achievement in life is always birthed from effort and discipline. The same is true of character. Basing your organizational focus on character and developing character in the lives of your employees will require diligence, vision, and creativity on your part. But the reward of seeing lives changed and success replace failure more than compensates for any amount of effort. Character is revealed by what a person does, even when no one is looking. Character is an individual matter, but an individual's character greatly impacts those around himlher. The moment-by-moment decisions employees make and the effort they put into the job impact morale, productivity, quality of work, community/schoolrelations and workplace excellence. At the end of the day, that same character will affect relationships within the family. Character transcends age, position, financial status, race, education, sex, and personality. It affects your decisions, words, attitudes, goals, relationships, and actions. It is only through hu.i1ding character that you can reach your full potential. Good chm.acter makes you a better spouse, parent, employee, neighbor, and citizen. Technology advances, information expands, and the world change-s~ but. the- essential character qualities for producing effective individuals, families, and workplaces do not -chang€. or that largest settlements are now for by these types claims. These situations can usually be traced to a lack of specific character qualities such as alertness, attentiveness, self~ control, kindness, forgiveness, and truthfulness. An organization that does not emphasize character can be legally liable for negligent hiring, negligent retention, and negligent training. City of Owasso 2 Introduction "I have a dream that my four children will one day live in a nation wher.e they will not be judged by the color of their skin but by the content of their character. I have a dream." - Dr. Martin Luther King, Jr. "I long to accomplish some great and noble task, but it is my chief duty to accomplish small tasks as if they were great and noble." - Helen Keller Character First! helps you as a leader address the daily challenges that are character related. Organizations and government agencies currently using Character First! are experiencing up to a 90% decrease in employee turnover, absenteeism, workers' compensation costs and work. related injuries. Their employees are demonstrating an increased loyalty, enthusiasm, creativity, productivity, personal responsibility, and willingness to serve. Building Character Character is not something you complete in a day, a week, or a ye-ar. Building character takes a lifetime. Changing one's character requires little more than hard work and commitment. Just as a mountain is constantly being reshaped by weather patterns, our character is reshaped by the choices we make and the principles by which we choose to live. New characteristics are developed by deliberately changing the old pattern of behavior. If your desire is total quality management and workplace ex-cellence, Character First! was created for you, your management staff, and your employees. City of Owasso 3 Benefits "Excellence is doing a common thing in an " uncommon manner. ~ Booker T Washington "Character is the only secure foundation of the state." ~ Calvin Coolidge experience trial and suffering can soul be strengthened, vision cleared, ambition inspired, and success achieved." - Helen Keller enefits . Identifies the root causes of many problems . Clarifies expectations of employees . Reduces hiring mistakes . Develops a moral compass for behavior . Reduces dependence on policy . Limits inappropriate behavior and liability . Defines good behavior . Provides a common vocabulary . Instills universally desired qualities . Creates a good attitude in employees . Reduces stress on leadership . Provides a basis for future leadership . Influences others for good . Builds a foundation for success in life . Enhances personal and professional relationships . Defines and clarifies company values . Evaluates performance on good character . Teaches how to make wise decisions . Unifies team members company~wide . Fosters accountability . Reduces silent approval of wrong behavior . Improves quality . Cultivates stronger supplier relations . Reduces waste . Increases productivity . Develops customer relationships costs . Reduces turnover publi~ to employee without . Helps employees reach their full potential . Highlights the value of each employee . Balances personal and professional roles . Focuses on lifetime goals of significance . Provides a sense of purpose . Serves the community . Strengthens families every City of Owasso 4 Trainin~ Character Training In the Workplace "Nearly all men can stand adversity, but if you want to test a man's character give him power." ~ Abraham Lincoln "Character is power." - Booker T. Washington is wiHto :rally men women to a common purpose and the character which inspires confidence." - Bernard Montgomery Lasting solutions to workplace problems come when employees demonstrate character qualities such as diligence, dependability, and thoroughness. When you emphasize, require, and recognize these and other positive character qualities in employees, you encourage them to reach their full potential Integrity Focus and Character First! utilize a variety of training and resources to address workplace challenges that are character related. This involves a seminar for managers and supervisors at on~site locations, consulting and support services to provide education and start~up, employee evaluation tools, and character training materials for all employees. Character First! Implementation Seminar This seminar provides management personnel with the training needed to make the paradigm shift from an achievement- based to a character-based emphasis. This seven-hour seminar will acquaint you with character- based principles and equip you with powerful yet practical insights on how to successfully promote character within your organization. You will learn how to: . Improve quality and productivity · Identify and minimize challenging personnel problems · Minimize hiring pitfalls . Correct character weaknesses effecti vely 1. What is good How to test for character How is character developed Benefits of character City of Ow as so 5 Traini "The only thing that walks back from the tomb with the mourners and refuses to be buried is the character of a man. This is true. What a man is survives him. It can never be buried." ~ J.R. Miller "Leadership is a potent combination strategy and character. But if you must be without one, be without strategy." ~ General H. Norman Schwarzkopf 2. How to build Character. Understanding skills vs. character Establishing a character-based culture How to praise character What does building character accomplish 3. How to use Employee Meeting. How to recognize character How to motivate good character How to give a certificate of recognition Three step of praise 4. How to use Character Bulletins. Bulletin format How to use the bulletin How the bulletin develops character Leadership Training This training is intended for directors, managers, supervisors and other leaders within your organization. A variety of topics are available to encourage continued leadership development and character understanding. Some topics include: · Communicating the Standard . Character-Based Correction . How to make an Appeal . Hiring for Character . Encouraging . Leading with Vision the City of Owasso 6 Resource Materials Character building begins in our infancy and continues to death ~ Eleanor Roosevelt "Try not to become a man of success, but to become a man of value." - Albert Einstein Monthly Employee Meetings All-employee meetings provide opportunities for supervisors to present the character quality of the month, to teach employees what qualities are important to management, as well as opportunities to recognize individual employees for specific character qualities they have displayed. The meetings also allow the supervisor to regularly refine his or her own understanding of the specific character qualities, and they remind and motivate supervisors to be watching for and recognizing positive character as the most valuable attribute of an employee. In these meetings, employees are reminded that character is the most important factor affecting their work and value to the organization, and are motivated to continue demonstrating character. Employees learn reasons to appreciate coworkers they may otherwise not get along with. Recognition Certificates Certificates, provide a meaningful way to document character and give tangible evidence of your sincerity, Each certificate explains both the character quality being recognized and a detailed description of how the individual demonstrated this quality. Public character recognition benefits both the recipient and the onlookers as they observe what is really important to the organization, and it also communicates to the employee's family members the employee's value to the organization. A copy of the certificate becomes a permanent employee's work record. It a the employee's The employee application session is designed to aid the employee in applying the character quality to their specific work situation. It is designed to be used in the same group setting. City of Owasso 7 Traini "To educate a person in mind, but not in morals is to create a menace to society."~ Theodore Roosevelt City of Owasso Character First! Bulletin Series Each 16-page, full-color monthly bulletin focuses on a specific character quality. Bulletins open with a working definition of the featured character quality and use examples from history and nature to further illustrate the quality. The bulletins relate character qualities to today's world workplace and home. Bulletins are available in English or Spanish. Character Quality Pocket Guide The pocket guide equips you with a quick reference to the 49 character qualities. Available in English and Spanish, this laminated tool lists the character qualities, definitions, antonyms, and steps to effective character recognition. Character Support Package The support package includes a video, PowerPoint presentation, Public Service Announcements (PSA), and character poster. These components allow leadership to present the monthly character quality in an effective and easy to understand way. 8 A A M T# MEMORANDUM TO: THE HONORABLE MAYOR CITY COUNCIL CITY OF OW ASSO FROM: JIM GREENE CHIEF OF POLICE SUBJECT: ORDINANCE NO, 710 RELATING TO VEHICLE BRAKES DATE: May 9, 2002 BACKGROUND: Recently, Owasso citizens have been complaining to the police department and the Office of the City Manager about the extremely loud noises that large trucks are emitting when they are braking. Many large trucks are equipped with a mechanical device commonly known as a "Jake Brake". The Jacobs Engine Brake is a device that mounts on the engine overhead. The device changes the action of the truck's exhaust valves, turning the engine into a giant air compressor. When the truck driver is downshifting in order to slow and brakes the vehicle, the Jake Brake assists in the process. The problem is that once the engine is reversing its compression power, the truck emits a very loud sound. Councilor Cochran has experience with this method of braking, and he has requested that the staff review city ordinances and, if necessary, develop an ordinance prohibiting "unmuffled Jake Brakes". Pursuant to that request, the staff has developed an "enforceable" ordinance relating to the use of Ulnnuffled trucks utilizing Jake Brakes (see attached). While the addition of a Jake Brake is very helpful in slowing a vehicle, the exhaust must be properly muffled. In trucks that have mufflers in good condition and are properly functioning, there is no problem with noise. In trucks that are operating with either defective mufflers or are running "straight pipes", the can be extremely loud, hence the complaints. Anti..Jake are in cities with hilly or mountainous as the truckers are always downshifting in order to slow down or stop. Staff researched some of these ordinances and found one in the City of Branson, Missouri that properly addresses this problem. It is not the intent of this legislation to outlaw or prohibit the use of the Jacobs Engine Brake, as it definitely helps a truck stop much more quickly than the truck's regular brakes do. Without the use of a Jake Brake, the truck will need many more feet in order to come to a stop. The device reduces the danger involved by allowing a truck to stop more quickly in the event of an unexpected emergency. ORDINANCE #710 - JAKE BRAKES MA Y 9, 2002 PAGE 2 The recommended solution to the noise problem is to ensure that a truck equipped with this device has a muffler in good working condition. While the City of Owasso does have "vehicle equipment" and "noise" ordinances already on the books, it does not have an ordinance that is specific to this problem. To address that specific issue, the staff has developed an ordinance that models the Branson, Missouri ordinance. This ordinance, if approved, will amend Part 15 Traffic and Vehicles, Chapter 3 Vehicle Equipment, of the Code of Ordinances of the City of Owasso, Oklahoma, by adding provisions regarding vehicle brakes which create an excessive or unusual noise (Jacobs Engine Brake or other exhaust or engine device without a muffler or with a malfunctioning muffler). RECOMMENDATION: The staff recommends City Council approval of Ordinance #710, amending Part 15, Chapter 3, of the City of Owasso Code of Ordinances, relating to the use of a Jacob Engine Brake or other exhaust engine device without a muffler or with a malfunctioning muffler. ATTACHMENTS: 1. Ordinance #710 1. Traffic Literature addressing the use of Brakes from the State of Maine CITY OF OW ASSO, OKLAHOMA ORDINANCE NUMBER 710 AN ORDINANCE RELATING TO PART 15, ANIMALS, SECTION 15-304, MUFFLERS: MODIFICATIONS PROHIBITED, OF THE CODE OF ORDINANCES OF THE CITY OF OW ASSO, OKLAHOMA, AMENDING SAME BY ADDING THERETO PROVISIONS REGARDING VEHICLE BRAKES WHICH CREATE AN EXCESSIVE OR UNUSUAL NOISE, DECLARING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OW ASSO, OKLAHOMA, TO-WIT: Section One: That Part 15 - Traffic and Vehicles, Chapter 3 Vehicle Equipment, Section 15-304 Mufflers: Modifications Prohibited of the Code of Ordinances of the City of Owasso, Oklahoma, is hereby amended to provide as follows, to-wit: A. Every motor vehicle shall at all times be equipped with a muffler in good working order and in constant operation to prevent excessive or unusual noise and annoying smoke. No person shall use a muffler cutout, bypass or similar device upon a motor vehicle on a street. No person shall modify the exhaust system of a motor vehicle in any manner which will amplify or increase the noise or sound emitted louder than that emitted by the muffler originally installed on the vehicle. B. It shall be unlawful to operate or use a Jacobs Engine Brake, or other exhaust or engine device without a muffler or with a malfunctional muffler, as braking power or to slow down a vehicle's rate of speed in the City of Owasso, Oklahoma, except in emergencies. For the purpose of this sub-section, a Jacobs Engine Brake is a hydraulic-electric engine attachment that converts a diesel engine into an air compressor by changing engine exhaust valve operation. Section Two: The provisions of this ordinance shall become effective thirty (30) days froll the date of first publication as provided by law. PASSED AND APPROVED this 21st day of May, 2002. CITY OF OW ASSO, OKLAHOMA ATTEST: Randall C Mayor Marcia Boutwell, Clerk APPROVED AS TO FORM: Ronald D City Attorney jakebrake Page 1 of 4 COMMUNITY SERVICES DIVISION Maine Local Roads Center TRAFFIC ISSUES "Jake Brakes" Ie What they are andean a town control the truck engine noise? 2. What is a Jake Brake? 3. What are the benefits of usingJLjake brake"? 4. Can our town pass an ordinance to "control" the noise? 5. What is the real problem? 6. What can a town do? 7. The MDOT respons~ aJre can a towns Jake something similar) in hopes of "controlling" the engine noise from downshifting trucks. Many residents are conscious the noise and want the town ~'to do something" about the noise. Depending on your town and the cooperation oftruckers, the results may be positive or they may be negligible. What is a Jake Brake? IIJalce Brake@1I is a registered trademark of Jacobs Vehicle Systems™. The term "Jake Brake" is sometimes incorrectly used to refer to compression release type engine brakes in_gITl~r01. The term correctly refers to all of Jacobs Vehicle Systems retarding products, including their line of Exhaust Brakes and Driveline Brakes. . .. . .. as well as laco bs Engine Brakes. httn:/ /www.state.me.us/mdotJplanning/csdJiakebrake.htm 5/8/2002 jakebrake Page 2 of 4 The Jacobs Engine Brake is a device that mounts on the engine overhead. The principle behind the Jacobs Engine Brake™ engine retarder is simple. It changes the action of the exhaust valves, turning the engine into a giant air compressor. It makes a distinctive sound while in operation, and converts a power-producing diesel engine into a power-absorbing retarding mechanism. It is typically used on class 7 and 8 vehicles and can be activated or deactivated at the flip of a switch or foot on the pedaL Further details can be seen on the company's website: "www.jakebrake.com When operating, it produces a distinctive staccato sound. When used on a vehicle with a poorly muffled or un-muffled exhaust (straight pipes for example), the sound can be quite loud..... which is what citizens will complain about. According to the Jacobs Company, the real problem here is the illegally modified or defective exhaust systems. The signs around Maine are probably unfairly using the company trademark, because they are brand-specific. The term "Jake Brake" also refers to the company's nearly silent exhaust brakes and mveline brakes, so these signs don't make sense for all Jake Brakes.. .... and don't target the root problem of illegal exhaust systems. Therefore, any sign or ordinance should avoid use of the term '~ake brake". 3. What are the benefits of using a "jake brake"? A "jake brake" can provide: @ Faster, steadier, more efficient braking perfOlmance. @ Reduced wear on engine, tires, and service brakes, @ Lower vehicle maintenance costs. @ Less vehicle downtime. @ Enhanced driver confidence. our town an to has no authority. with place to "enforce" the actual signs, or a sign or two without an any regulatory traffic issue, a traffic ordinance must the sign is advisory only. Enacting a traffic ordinance to deal with "jake brakes" under 30-A 9 3009 may seem like a kind and responsive reaction to engine noise, but is safety of the public being compromised?? Engine brakes are very effective at reducing the speed of heavy trucks on a downgrade, but what if the trucker had to stop quickly for a child or elderly person or an entering vehicle, and only use his regular brakes?? In most cases, the stopping distance will be longer without the engine braking system and this could lead to disaster at the bottom of the hill. At best, the success of an ordinance will probably be voluntary compliance from http://wvvw.state.me.us/mdot/planninglcsd/jakebrake.htm 5/8/2002 j akebrake Page 3 of 4 truckers. Some truckers may be sensitive to their truck noise and will tly to reduce the noise, while others may intentionally try to make it worse, especially if a "squeaky wheel" citizen is emphatic about the noise problem. If a town passes a specific "jake brake ordinance", is the "No Jake Brake" sign or "Quiet Zone" sign a black lettering-on-white regulatory type sign.... or is it (wrongly) on a black-on-yellow warning sign?? If the local police get into the action of enforcement, are they going to check the actual engine braking system installed on each truck, or have a decibel meter to measure the noise level? What if the trucker says he had to stop quickly for a pedestrian? Or the car in front of him stopped quickly? 5? What is the real problem? The federal government has required all vehicles manufactured since 1978 to meet noise requirements when delivered to the customer. Today, trucks are required to emit less than 80 dBa of noise when they drive by, as measured at 50 feet. So trucks have been required to meet noise requirements when they leave the dealership as new vehicles for quite some time. In many "noisy truck" areas, the real problem is modified or defective exhaust systems. There is a good chance that the noisy trucks are running with straight stacks or gutted mufflers. Some are poorly maintained vehi~les, while others have drivers who simply enjoy making noise. In any case, the use ofthe engine brake may not be the problem. The re~l problem in this noise issue is 'the illegal exhaust systems in many trucks. At other times, it may be the engine braking system, which is being used by the driver who has not tried to slow down in advance of a hill or traffic signal. The regulations on vehicle noise relating to engine/muffler systems need to be enforced. Otherwise, a town would be fining for using engine brakes (sometimes being used justifiably) and not fining for the illegal muffler system. What can a town do? Most states, including Maine, already have a law on the books that prohibits operating a motor vehicle on a public highway without a serviceable muffler (MRSA 29-A~ 1912). The real noise offenders, those with straight stacks or gutted mufflers, are operating in violation of this law. Have your local police stop noisy vehicles and check them for muffler integrity. Cite those that are not in compliance. This is a fairly easy step that should produce a noticeable quality of life community 0 S 3009, it probably is to vollLl1tmy the Another ordinance without possibilities is relatively uselesso sure to use the white-on-black signs and try to the telm 'jake brake".. o. maybe use "quiet zone ahead", or "l'educe engine noise ahead". If a town does not adopt an ordinance and simply puts up a sign or two, the signs have no legal authority or enforceability. 7. The MDOT response The MDOT will not erect these signs on state roads. The only way that a sign will appear http://www.state.me.us/mdot/planning/csd/jakebrake.htm 5/812002 jakebrake Page 4 of4 is if a town officially adopts an ordinance and erects the signs themselves. Then the town will be responsible for enforcement, sign maintenance, or any liability issues. Reviewed and edited by MMA Legal Division (October, 2000) "_~_",~'m"'u~'_~""""_~""",,,,_'~___~~_'~~______"-_"__~'_~~~_~~''_~__~~._"'_"M_"~_~_~"'""_"~_'~"""'~~V"._"U'H". Maine Local Roads Center, Traffic Issues http://www.state.me.us/mdot/planning/csd/jakebrake.htm 5/8/2002 TTACHME T # MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OW ASSO FROM: JIM GREENE CHIEF OF POLICE SUBJECT: REQUEST AUTHORIZATION TO PAINT ANIMAL CONTROL FACILITY DATE: May 9,2002 BACKGROUND: The Owasso Animal Shelter is approximately eleven yem's old and is in need of various repairs. One such need is a complete repainting of the entire facility both inside and out. Over the course of the years, city staff has repainted palis of the shelter, however the paint used was not of a "commercial" quality and the painting was not professionally done to where the area is first stripped, refinished, and then repainted. The animal control officer contacted several local painters and obtained estimates for this project. All painting estimates were in excess of six-thousand dollars for the scope of work. Because the projected costs exceeded five-thousand dollars, vendors were contacted for the purpose of requesting a "sealed quote". This project scope of work includes painting the animal shelter both inside and out, removal of the 14 individual heating units in the kennel area that are not operational, and painting of the outside soffits but not the fascia. The outside fascia of the facility is already on contract with a painting company doing other city work and will be painted to match the other buildings in area. 14, 2002, Local vendors who were contacted regarding sealed quotes are: Todd Coleman Painting - Owasso, Oklahoma Bell Painting, Inc. -- Owasso, Oklahoma Davis Custom Painting, Inc. - Owasso, Oklahoma Mid-America Painting - Muskogee, Oklahoma PAINT ANIMAL CONTROL FACILITY MAY 9, 2002 PAGE 2 Based on the estimates received, the projected cost of this project is between $6,000 and $10,000. All contractors have initially indicated that all work will be completed within one- week of beginning the project. Staff has contacted the Tulsa SPCA and the animal shelter for the City of Collinsville, both of whom have indicated they will house any animals in our facility if the project is approved by the Council. There will be no charge by those cities to house our animals, as both have been assisted by the City of Owasso in the past and a close working relationship with them has been developed. FUNDING: If this request is granted and the facility is repainted, funding is available for this project within the FY 2001 - 2002 Animal Control operating budget. That funding was originally intended for the constmction of an incinerator, a project no longer considered a priority due to a more cost effective process for the disposal of animals. BE!=OMMENDA TION: The staff recommends that the Owasso Animal Control Facility be completely repainted, specific vendor will be recommended at the Council Works Session on Tuesday, May 14th. By the time of the meeting, the seal quotes will have been opened and a recommendation developed for your review and consideration. TTAC T lVIEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITYOFOWASSO FROM: LARRY WHITE SUBJECT: THE REQUEST TO PURCHASE EQUIPMENT NECESSARY TO RELOCATE RADIO SYSTEM ANTENNAS TO TOWER. DATE: 5/10/2002 BACKGROUND: On February 16, 1999, the Owasso City Council approved the purchase of a new 800-megahertz radio system. The system consisted of fifty hand held, fifty mobiles, five repeater base stations, and associated equipment. By June of 1999 the radio equipment was operational with the radio system antennas located on the 100-foot Water Storage Tank on 96th Street NOlih. This site provides marginal coverage, but does not provide the best possible coverage available. On June 6, 2000 the City Council approved a lease agreement with Titan Towers LP; an Abilene Texas based company, for the construction of a 250-foot telecommunications tower on property owned by the City of Owasso and popularly referred to as the Water Storage Tank Site on 96th Street North. The scope of this agreement recognized the benefit to the City by vhiue of its ability to co". locate antennas thereon and thereby provided for three mounting surfaces in the lease agreement. In July of2000 funds for the installation of a new antenna system were encumbered, and the Federal Commination Commission documents were filed for the improvement of the City's antenna system. These improvement have not been completed due to the unforeseen delay of the FCC authorization. This authorization was received April 30 2002, which allows us to move forward with this project Consideration to the weather conditions inherent to this region, the probability for the disruption in power and the fact the entire communication backbone for the Police and Depmiment relies on the radio equipment to be located at this tower site based on these considerations. It has been realized that an emergency back-up generator is required at our radio communication site. A 30 kW generator which the public works department has removed from service is available fuld could be retrofitted to meet this need. This would involve some repairs and alteration, the installation of a concrete pad, power transfer switch, wiring and ice protection for the equipment. The total cost to install the emergency power generator should not exceed $8,300. The scope ofthis relocation project would include the relocating of telephone lines, site controllers, five repeater base station, and related communication equipment. In addition, the installation of two 800-megahertz antennas, 550 feet of coaxial line, 30 kW diesel generator, and all associated equipment. The total cost of the relocation to the 250-foot Titan Tower should not exceed $17,000 for the following items: . Two 800 megahertz antennas . 7/8" helix transmission cable . Mounting brackets and associated hardware . Installation of antennas and relocation of communication equipment . Repairs to the 30 k W generator . Construction of a concrete pad and ice protection for the generator . Installation of generator and a 100 amp automatic transfer switch FUNDING: Funding is available for the relocation of this system from the E911line item. REQUEST: Since it has always been the City intent to locate the antennas for the 800..megahertz radio system on Titans telecommunication tower, the staff requests the approval for the purchase and installation of the equipment necessary to relocate the antenna system and provide an emergence power source. RECOMMENDATION: Staff recommends that the Owasso City Council authorize the expenditure of not to exceed $17,000 to Total Radio Inc. and Clifford Power Systems for the purchase and installation of the necessary equipment to relocate our communication equipment on the Titan tower. 04.26.2U02 11:59 FAX 91883J612J I4J02 \W 9310 East 46th Street North Foal Office SOl". 581807 Tursa, OK 74158-1807 (918) 836-0066 Fax (918) 836-0094 Toll Free 1-BOo-324-0000 LARRY WHITE CITY OF OW AS$O 4/26/02 RADIO TOWER GENERATOR REFURBISH AND INSTALL (rENERAC }0 KW MfN g8Am03317mS SIN 8R7392 TO PICK UP UNIT DELIVER TO SJlOP INSTALL NEW BELTS, HOSES, BLOCK l (Ell TER. SILICON F. HEATER HOSES, CLAMPS, WATER PUMP, THERMOSTAT, FUEL HOSES. OIL FILTER, AIR FILTER. FUEL FILTERS, BATTRIES, BATfERY C^BLES.l~NGINr: COOLANT. ENGINE. OIL, REMOVE REPAIR!::: AND CLEAN RADIATOR. H.EP AIR RODENT DAMAGE TO WIRING, REWIRE GENERATOR TO 120/240 VOLT. MAKE ALL NESSARY ADJUSTMENTS TO CrOVONERS AND VOLTAGE REGULATORS TO MATCH VOLTAGE CHANGE. RUN 211R 100 % RESESTIVE LOAD BANK. AND DELIVER AND SET ON CEMENT PAD AT TOWER SITE PARTS AND LABOR WOULD RUN APPROX $3.315.27 TO POUR CEMENT SLAB INSTALL NEW 100 AMP NEMA:; 1 PH 120/240 VOLT AtJTOMA TIC TRANSFER SWITCI I WITH ENGINF. EXOSIZER TIMER. INST ALL NEW \VllU~ TO AC PANEL" AND WIRE TN A'l'S, HOOR UP GENERATOR AND PERFORM STARTUP AT SITE FILL FUEL CELL l,'fRST TIME BUILD AND INSTALL ICE BRIDGE OVE.R GENERATOR AND ONE-YEAR SEMI-,ANNUAL PREVENTIVE ]V{AINTIANCE AGREEMENT .PARTS AND LABOR WOULD RUN APPROX $4.852.41. FOR A TOTAL COST OF l\J'PROX.$ 8,167.68 NOTE l!< T11IS PRiCE MAY CHANGE IF THERl:: ARE ANY OTUER PROBLEMS TIIAT EXrST WITH GENERATOR. THAT IS POUND AFTER UNIT IS DELIVERED TO SHOP FOR REPAIRS. INC- WWW.cliffordpower.com Inro@cliffordpower.com ... II ~ N Q 8 ID ~ 8 ~ ~ g ~ ~ Q Q Q 0 z m .....'"01;; ~ ~ ~-~ 'S &I) ~ -m(l1 :J g~~ a ~ co C ~ ~ it ::i U) 0 u b.:3~ In !r:O (I.) ........ ...... OJ ~ :3 0 lU ~ 8 d ~ o 6 ~ ...J d>> ~ ~ e i ~ ~. ~ ... m "-" - 0 )( w'W'~ ;:"'N oo~t: ~::t:q -om fIJ ~w m1lJ~ M~e I c0a 6f:B'ON _m- g~~ Oi-''U ~ !L.= a,-- m E ~ e Wlt:w ~ m !C €V ~ - !l) ~~itl (00- ~ .dt:s. !l)ifj'fil;> ~o~o <<) 'a E w - c !l) g~ 00 = lI;l E Iii n ~f~ e ~ 15 il3 .,<w. ~~8;~(f)o;g88 0 0 ..... ... ~ ~a~Bt ~~~.n~ :.8 ~ NM ~.....! m &Q ~"~ 4.1') en"CiIt m ~ e ~~ ;;; ('1)0)0(")..........,...000 m ~ r)....0,................000 ai..;lrici~lri<<Qou)o ($ Ol!l)fl)NM""Momeo .... :t: ~ (l1 .... ~~~~~N(Q(j:) .D m €J ~ CiIt...,:w II) E .... :;3 '5 cd w ~ 00 ...... CfJ - ell)~ ::IQ)_ 1: 8>eQ. 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VI!@ L >> 1: o ~ ;:) ~ le o ~,!f oo,co,,) MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITYOFOWASSO FROM: LARRY WHITE SUBJECT: MEMORANDUM OF UNDERSTANDING WITH THE CITY OF TULSA & DEPARTMENT OF PUBLIC SAFETY DATE: 5/1 0/2002 BACKGROUND: On February 16, 1999, the Owasso City Council approved the purchase of a new 800-megahertz radio system. The system consisted of fifty hand held, fifty mobiles, five repeater base stations, and associated equipment. The design of this two-way radio system provided for the ability to interface the Owasso radio system with the radio system for the City of Tulsa. This inter-operability of the two radio systems on the State and Regional Mutual Aid Frequencies of the Tulsa's system will allow the Owasso Police and Fire Departments to directly communicate with not only the City of Tulsa Public Safety entities but with Tulsa County Sheriff, OHP, and other communities. This would mean that a police officer could directly contact other agencies before he or she enters their jurisdiction. On the other hand, the fire departments could communicate directly with each other when called upon to provide mutual aid. In addition to the inter-operability between agencies, the mutual aid frequencies of the Tulsa system would provide redundancy in our communication system. If the unanticipated would render our system inoperative, we would have the ability to use the systems in Tulsa for our local communications. The Owasso Fire and Police Departments and the City of Tulsa's Telecommunication Department have agreed to the arrangement, and with the signing of the Memorandum of Understanding between the City of Ow as so, the City of Tulsa, and the Oklahoma Department of Public Safety this inter-operability may be achieved. The with Staff recommends that the Owasso City Council authorize the Mayor to execute the attached Memorandum of Understanding. ATTACHMENT: Inter-Operability Memorandum of Understanding STATE OF OKLAHOMA/CITY OF TULSA 800 MHz Radio System Inter-Operability MEMORANDUM OF UNDERSTANDING This Agreement is made and entered into and executed by and between the City of Tulsa, a municipal corporation ("City") the Department of Public Safety, a public safety agency of the State of Oklahoma ("State") and , a public safety agency of ("User"). WITNESSETH WHEREAS, The City and State each have a trunked 800 Megahertz Radio System ("TRS") and are duly licensed by the Federal Communications Commission ("FCC") for the operation of same; WHEREAS, emergency purposes; desires to utilIze TRS for Public Safety inter-operability WHEREAS, the City/State desire to accommodate additional Radio units on their TRS and to effectuate the usage ofthe system for Public Safety Inter-operability and emergency purposes of both the City/State and _ ~_"_, NOW, THEREFORE, in consideration of the mutual covenants, agreements, and benefits to all parties, it is agreed as follows: I. Definitions For purposes of this Agreement, the following definitions apply: Primary Dispatch System,: communications system or on to assigned level system access that the of access to the Radio System between two or more Radio Units seeking use simultaneously; public Safety AW10'~ Governmental and public entities or those non-govemmental, private organizations which are properly authOi"ized by the appropriate governmental authority whose primary mission is providing public safety services, D. Radio System: A trunked Simulcast! SmartZone 800 Megahertz Public Safety Radio System owned by The City and the State, and licensed by the FCC and that enables the engagement ofradio communications via Radio Units in accordance with technical specifications; E. Radio Unit: Mobile, stationary, or portable radio communications devices communicating among themselves at certain air wave frequencies; and F. System Code Identification Number: An identification number that allows Radio Units to gain access to the Radio System thereby enabling the Radio Units to communicate among themselves at certain airwave frequencies. n. City/State Obligations The City/State agrees that during the term of this Agreement, the City/State shall: A. Allow access to TRS for the sole purpose of Public Safety Emergency Communications inter-operability among Radio Units; Provide __~ with programming services to program a Systems Code Identification Number to provide access to the TRS, thereby providing Inter-Agency Inter-operability for Emergency Public Safety Communications. A list ofthe current units is attached; Observe and abide by all applicable statutes, laws, rules and regulations, including, but not limited to, those enforced by the FCC, as well as those applicable administrative lllles of City/State that are now in effect or that may become effective during the term of this Agreement. Further, the User acknowledges that, should any ofthese statutes, rules, regulations, or administrative rules change during the term of this Agreement and if this change necessitates a modification of the Agreement, the modification may be effectuated by the other pariy without incurring any liability for such modification. that one or more 's has been lost or stolen, will take all reasonable actions to any of ~.___'s lost or stolen Radio Units fi.om gaining access to (including attempting to disable the lost or stolen Radio Unit) Provide the smne level of Priority Access to the TRS for _0__ as that afforded the owner of the TRS. F. Provide User with copy of City's Emergency Radio Broadcast Procedures Page 2 or7 Rev.C OSIIO/{)2 HI. User Obligations During the teml of this Agreement, the User agrees to: A. Assume all cost and responsibility for providing the Radio Units that will have access to the TRS to include the following required feature sets: 1. SmartNet II Signaling 2. SmartNet / SmartZone Software 3. Dynamic Regrouping 4. Selective Inhibit 5. Valid Site Registration ID's 6. System Access Using Push-To-Talk Identification 7. Required programming of State Mutual Aid and Regional Mutual Aid Talkgroups within the first two zones/personalities respectively in all Public Safety Radio Units 8. Required Programming of five (5) NPSPAC Conventional Mutual Aid Channels 9. A valid unique authorized, System Code Identification Number programmed into each authorized radio unit (NO Duplicate ID's). R Upon execution of this agreement User will provide the City of Tulsa with a complete listing of all radio units covered by this agreement Radio unit information provided shall include the Radio unit Fixed Asset or ID #, Model #, and Serial Number. Give the City of Tulsa at least ten (10) days prior written notice of its intent to increase, decrease or othmwise change the number of Radio Units that have access to the Radio System. Notify the .city of Tulsa by telephone (918) 591-4200 and email (Kshoemaker@ci.tulsa.ok.us) that one or more of its Radio Units have been lost or stolen within twenty-four (24) hours of knowing or having reasons to know that the Radio Units have been lost or stolen; Use the System to Identification Number described in this Agreement to access the radio communications for the of Public inter-operability among Radio Units; all applicable statutes, and regulations, including but not limited to the as well as those applicable administrative rules ofthe City/State that are now in effect, specifically the Emergency Radio Broadcast Procedures published by the City, or that may become effective during the term of this Agreement. Further, the User acknowledges that, should any ofthese statutes, rules, regulations, or administrative rules change during the term of this Agreement and if this change necessitates a modification of the Agreement, the modification may be effectuated by the City/State without incurring any liability for this modification. Should any change in the applicable statutes, rules, regulations, or administrative rules necessitate modification of Page 3 or 7 Rev. C 05/1 0/02 this Agreement, the City/State shall notify the User of any such change within 30 days of such date that the City/State becomes aware of the change. IV. Consideration It is expressly understood and agreed that in consideration of the mutual benefits derived from this Agreement between the City/State and , no fee will be assessed for access to TRS nor for programming "State Mutual Aid" and "Regional Mutual Aid" talkgroups in User's radio units. V. Term The term of this Agreement shall be one (1) year from the date this Agreement is executed by the parties hereto. This Agreement will automatically renew for another one (1) year term unless terminated by any of the parties providing written notice to City/StatelUser of its intent to terminate. Notice oftermination by one party shall be given to all other parties not less than sixty (60) days prior to the expiration of the term of this Agreement in effect at the time the notice of termination is given. Notwithstanding the preceding provisions, this Agreement shall terminate: A. Immediately if all or substantially all of the authorizations held by the owner of the TRS or the User are revoked by the FCC or its successor agency; or B. Upon any party giving the other parties thhiy (30) days prior written notice of its intent to terminate. VI. Should any party fail to perfOlm as provided under the terms of this Agreement, the other patiy's sole remedy shall be to terminate this Agreement. VII. Disclaimer It is expressly understood and agreed that one hundred cent (100%) coverage of any area at all times is improbable. may be adverse conditions such. as short term, unpredictable effects and sky wave from distant stations that can interrupt the Radio at times. Likewise, there are causes beyond reasonable control City/State, including but not limited to, motor ignition other electrical noise that may be minimized by at the User's expense. Any surveys, studies, research or other measures taken to ensure the adequacy of coverage provided to the User by this Agreement shall be the sole responsibility and expense of the User. VIII. Notice All notices and communications permitted or required to be given under this Agreement are to be mailed by certified mail, return-receipt requested, to the following addresses: Page 4 oj' 7 Rc\'. C 05/1 0/01 FOR THE CITY OF TULSA: City of Tulsa, TISD Radio Services Division 3411 N. Columbia Tulsa, Oklahoma 74110 Attention: Radio Services, Resources Support Coordinator with a copy to: City of Tulsa, Telecommunications & Information Services Department 911 Civic Center Tulsa, Oklahoma 74103 Attention: Director of TISD Single Point Contact: Radio Services Mmmger Phone: (918) 591-4226 Fax: (918) 591-4205 THE OKLAHOMA: Depmiment of Public Safety, Telecommunications Division 3600 N. M.L. King Ave. Oklahoma City, Oklahoma 73136 Attention: Gene Thaxton Single Point Contact: --~~~~'-~~--_..._~~~~-~-,--~~~~~-~-~_.,_.~~-_.~-"-~~~ ~._~-~-~--~._-~-~~.~~--~-_.~- Page 501'7 Rev. C 05110/02 Single Point Contact for the User: Title: Phone: Pax: These addresses can be changed upon giving prior written notice to all parties. All mailed notices and communications are deemed given and complete upon deposit in the United States Mail. IX. Assignment The User agrees to not assign this Agreement unless it receives the pIior wIitten consent from both the City of Tulsa and State of Oklahoma. Venue This Agreement is governed and .constmed according to the laws of the State of Oklahoma. The venue for any action or claim arising out of this Agreement for agencies located in Osage, Washington, Nowata, Rogers, Craig, Ottawa, Delaware, Mayes, Wagoner, Okmulgee, Tulsa, and Creek Counties is Tulsa County, Oklahoma.. The venue for any action or claim arising out of this Agreement for agencies located in all other counties shall be Oklahoma County, Oklahoma. the parties to the rights herein modifications concerning this Agreement shall Page 6or7 Rey. C 05/ I 0/02 be of no force and effect unless in writing and executed by all parties hereto, except for those modifications effectuated pursuant to the provisions of Paragraphs II (C), III (E), above. IN WlTNESS WHEREOF, this Agreement is hereby executed as follows: FOR THE CITY OF TULSA: By: Director, Telecommunications and Information Services Department Date: FOR THE STATE OF OKLAHOMA: Manager, Telecommunications Department of Public Safety Date: FOR THE USER: Printed Title: Pagc 7 or 7 Rc\'. C 05/10/02 ATT MEMORANDUM FROM: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY ( , r \~ F. ROBERT CARR, JR., P.E. ~ ~J PUBLIC WORKS DIRECTOR < \../ TO: SUBJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS (PHASE lIB) CHANGE ORDER #1 DATE: May 9,2002 BACKGROUND: Over the past five years, the Wastewater Treatment Facility has been expanded and improved to meet increased wastewater flows and more stringent water quality criteria. Phase 1 improvements, completed in 1998, increased the flow capacity to 2.15 million gallons per day (MGD). Phase II was divided into two sub-phases. Phase IIA improvements (completed in March 2001) involved construction of sludge dewatering facilities, sludge digestion, and modifications to the influent structure, ultraviolet disinfection system, and main lift station. Currently, Phase lIB improvements are under construction and include expansion of the treatment facility to handle additional hydraulic flow and organic loading. Upon completion, the plant will be expanded from 2.15 MGD to 3.3 MGD with construction of the third clarifier, a new blower building and additional aeration to convert the oxidation ditch to conventional activated sludge. Phase IIB was awarded by the Trustees to Lamar Industries, Shawnee, Oklahoma on October 30, 2001 in the amount of$l,838,373.00. Construction started in December 2001 and is anticipated to be complete by mid-September 2002. WORK CHANGES ENCOUNTERED~ Work in this contract anticipated some unforeseen circumstances would occur that would require modification to the engineering design drawings and changes in the work to be perfonned. These changes were expected to result in additional or deductive costs on the project. The General Conditions to the contract state such changes require an official Change Order process. Change Order is defined as: written order to the Contractor authorizing an addition, deletion, or revision in the work within the general scope of the Contract Documents, or authorizing an adjustment in the contract price or contract time. Page 2 Wastewater Treatment Plant Improvements (Phase IIB) Change Order # 1 In accordance with Oklahoma Statutes, contract changes are subject to compliance with provisions of the Oklahoma Public Completive Bidding Act of 1974, Chapter 61, paragraph 121 entitled "Change orders or addendums" indicates the following: Change orders or addendums to public constmction contracts of over One Million Dollars ($1,000,000) shall not exceed the greater of One Hundred Fifty Thousand Dollars ($150,000) or ten percent (l 0%) cumulative increase in the original contract amount. Any change orders or cumulative change orders which exceed these limits shall require readvertising for bids on that part of the contract. Change Orders in any amount shall be formally approved by the governing body ofthe public agency involved and the reasons therefore recorded in the permanent records. Change Orders are to be processed through the Contractor, Resident Engineer, and the Owner for authOlization. For this project, the Owner is the City Council acting as the Owasso Public Works Authority; therefore, all Change Orders are to be approved by the Authority. WORK CHANGE DIRECTIVES: Typically, due to the nature oftrus work, it is necessary to make changes as construction proceeds or with little lead time due to the schedule of constmction. The time required to receive, review, and process a Change Order for approval could take as long as 30 to 45 days, depending on occurrence of an OPW A meeting. In some cases, conditions such as timing constraints, construction sequencing and availability of manpower may make it difficult to delay work In most cases, it is beneficial to the city to proceed with construction rather than delay and potentially be faced with higher incremental costs. In addition, costs of making some ofthe changes can be expected to be relatively small in relation to the total project cost. Good business practice is to find means to expedite authorization for these types of changes. Under these conditions, provision has been allowed in the contract for the use of a "Work Change Directive." The Work Change Directive was developed for use in situations involving changes in the contracted work which, ifnot processed expeditiously, might delay construction. These changes are often initiated in thef1eld and may affect the contract price or the contract time. The directive provides authorization to proceed with work that would be included in a subsequent Change Order. The Resident Engineer initiates requests for work changes, including a description ofthe tasks involved and attachments. Based on information transferred between the Engineer and Contractor, the Engineer will complete and sign a Work Change Directive fonn and copies are to be sent to the Owner for authorization. The Engineer alone does not have the authority to authOlize changes in price or time. Page 3 Wastewater Treatment Plant Improvements (Phase IIB) Change Order # 1 Once the work covered by the directive is completed or a final cost and time is determined, the Contractor will submit documentation for inclusion in a Change Order. The Change Order will be submitted to the Trustees for review and consideration. On June 17, 1997, the Authority approved authorization for the Public Works Director to act as a representative ofthe Authority for Work Change Directives not to exceed $5,000. A maximum cumulative total of $20,000 was also authorized prior to submittal of a Change Order for the Directives. Once work covered by the directive is completed or a final cost and time determined, the Contractor will submit documentation for inclusion in a Change Order. The Change Order will be submitted to the Trustees for final review and consideration. CHANGE ORDER NUMBER 1: A Change Order has been submitted for Trustees approval representing the summary of authOlized Work Change Directives numbers 1-3, as shown below: Work Directive No.1 - Work Directive No.2.. A: deleted 18'x12' sectional overhead door at the existing storage building. B: Replaced the bottom section ofthe existing sectional overhead door at the storage building. Added one 11 0 Volt, single phase door opener at the existing overhead door ofthe bobcat barn. D. Replaced the existing 3 'xT steel door, frame and hardware. $41.55 (No additional days) $146.04 (No additional days) Modified the telephone system so it could be connected to system at City Hall in the future. 3 - given for difference in of industrial valves requested to be used by Contractor versus A WW A valves specified. ($2,196.00) additional days) TOT AL WORK CHANGE DIRECTIVES ($2008.41) (No additional days) Each ofthese directives is below the maximum established for authorization by the Public Works Director. Work Directive No.3 is a credit, resulting in a net credit for all three directives. Page 4 Wastewater Treatment Plant Improvements (Phase IIB) Change Order # 1 Two additional items are included in the Change Order that exceed the authorization under a Work Change Directive. These items are as follows: Item 1 - Provide and install a new 60 horsepower (HP) variable frequency drive (VFD) $15,106.00 (No additional days) Item 2 - Match paint on mansard of existing sludge press building. Sand and paint mansards of new blower building, existing office building, and existing blower/lift station building. $8,057.40 (No additional days) TOTAL PROPOSED CHANGES $23,163.40 (No additional days) Item 1 allows for installation of a new variable frequency drive (VFD) motor operator at the Main Lift Station. A VFD allows the pump motor to tum at variable speeds enabling varying pumping rates. The new VFD will match two (2) existing VFD units that were installed in Phase IIA. The unit to be installed is the last remaining unit in the lift station and is presently inoperable. Replacement oftms VFD will provide equipment consistency for all motors. Item 2 is to paint the top portion (mansard) of three (3) buildings on the treatment plant site. Each of the buildings have similar block wall construction with sheet metal mansards. Each building is proposed to be painted to match the sludge press building built in Phase IIA in order to provide a uniform appearance on the plant site. (Additionally, the Animal Control Facility, adjacent to the treatment plant, will be painted; however, this cost is not included in the Change Order.) The total net cost of Change Order Number 1 is $21,154.99. A total of$38,845.01 remains in the project allowance should other changes be needed. Funding for construction is included in a loan from the Oklahoma Board. $60,000.00 "Project Allowance" was included in the total construction contract award for the project All change order costs are proposed to be included under the project allowance for this contract; therefore, there is no increase in the contract amount. Staff proposes the Trustees authorize the use of a portion of the proj ect allowance in the amount of $21,154.99 for items included in Change Order No. L Funds in the amount of$38,845.01 will still be included in the project allowance. Page 5 Wastewater Treatment Plant Improvements (Phase IIB) Change Order # 1 At the present time, funds have been obligated on the project in the amount of$1,799,532.99 (the total contract award of$1,838,378.00 less the $38,845.01 remaining project allowance following Change Order No.1). RECOMMENDATION: Staff recommends the Trustees authorization to use a portion of the remaining $60,000.00 project allowance for the Wastewater Treatment Plant Phase IIB Improvements to pay for Change Order No. 1 to include a $21,154.99 increase in the contract obligation and no increase in the contract time. ATTACHMENTS: 1. Recommendation letter fi-om Garver Engineers 2. Change Order Number 1 (with supporting documentation) 3. OPWAResolution 97-01 ent By: HUB INC ; 9186827811 ; May-8-02 4:15PM; Page 2/4 G@~, Il'ic, Fnglrrtn)rS 5411 S. 125th Eaot .Ave. S uilf: JO 1 Tulp,a, OK 741..16-6208 918-250-5922 FAY- ~(B'~'6o-,"429 wwlrY..gs.rvennc,com GARveR!e:NGINEERS May 8. 2002 F. Robelt Carr Public Worb Di rector City of Owusso P.O. Box 180 Owasso, OK 74055 Re: Wastewater Treatment Plant InlprovemeT1l& ~ Phase IIB Dear Mr. Carr: This letter is to provide l11ronnation and our recommendation concerning Change Order NO.1 on the above referenced project Change Order No.1 incorporates five (5) Work Directives (lA, 2A, 3, 4, and 5) jntotlH~ constructkm (;ontract with Lamar Industlies. The total cost of the work directives is $21,154.99. PH.Y1'Fi€,:11t for rhi~ work will he made fmrn the "project allowance" Jncluded in rile c;oTIlmcL Nu !;;hange in lhc..f9ntract pri~,wi1t be required. No increase in the: pr~ject completion tinle is required. An explanation of each work directive is as follow::;: ~ Cost Qcscription 2A 3 1.55 Aodjtu~t to ex.i dtX)1!'!i/!operu::1'g. Add electric" donr orlener. Adjust new plant valve type uk on ail' supply new vmiablc speed drive (V,fiD) fai (VFD) on PYlTlP \.\.1; '1\1:":171 l"ift Station. 'Station ~'"l'\" thrlEll:! pumr~1 with on@ PlJY11p . "'b" ." ",n.l . 'Jl out servICe. II fUS Itcrn 'WIn retwTI,7 puxnp to serViCe WI rnalch the & on other 2 pumps l1''!JJtalled in PhE\:;e 1.i\. 4 DrCFrt'wood, TH '" rc..l,y't.~tk..v~l1cr An 0, 14\..Jnto',,'illc, I\L '" LittlF.1 r-t.......ok, .^,R m f'v'l.::"dh..:.e,H"l, ~lIS M> TQFvd!..::"J.., I-t.g fl> T1...J1.;;9., 01<' em: By: HUB Ii'JC Ml'. Carr May 8,2002 Page 2 5 818682781 "I j lV1aY-8'02 4: 16FIVlj Fage 3/4 Painting of metal mansard on 5 buildings: The projed site has 5 hUl1dings all constructed under separate contmcl.s. The metal mansards do not match due to various IJlLlJlur<lIAw;cr'~ "::-0101" ~.;;h';;ln.;;" ~nd. f~M;l.in$' (Bvv i:l.tt<l.c;hvd momo ft'G1" project inspector) The work directive will sand and repaim all :> mlimw,rds to match. Two (2) coats of paint will be applied. No cost ~nvln2~ could he achieved hy obtaining an unpainted mansard for the fie>''v blo...l,'et' building since aU p;.ineb :are ITIanUliH:luretl in sOttle- colo!' \Vc have reviewed the scope of work on all work directives and the associated costs. WP:. t'f'lr:nmm<':fld fit1proVflll of Chnn!?e Ol'ner No.1. Sincerely, GC J,nt'ccl Bolte::, Richard Flood ant By: HUB INC ; 9'1 8682781 1 ; Msy-8-02 8:31AM; Page 4/4 GARVER ENG\NEERS P.O. BOX l543 818 EAST SIDE BLVD, MUSKOGEE. OK 74403 JOB NO. " .~;... ra OffiCE (9.18) 6S2'781l~ ~8) 6BrJpl ~ _!AY . L tkE . P ~.;ret-I' ~rAV~;e: CONTRACTOR ()WNE':R WI:iAT\1ER l'(;MP. Qa1 "'al AM PM Prl'f"e:fiNO AT SITr:. -HE FOLLOWING WAS NOTED: ~"~~-: ;?;;~SSI"A~ ~ p/l.(jB~ vi- %v-.- ~n~ .~,~f";:;' . ~_. 1!h€1ih:-. :;1l\/~ __ ~ ~eseNrlEb A ",_(}:;/~L ttl~rz;I4t~ D~,,,, 6?YSIS'77~ ~..C"~'uc/- 4.?JJ/~ ~. ~ __...._...<~~===,=~~_==========~."m.,.,.,..,.,'~....,__..,\',.,.......-~- <..,.,!.',.....<=""=~~~-==='='~~======~"",...,~'~~ COPIES TO SECTION 00600 CHANGE ORDER PROJECT: CHANGE ORDER NO: 1 Wastewater Treatment Plant Improvements - Phase IIB DATE: 05/06/02 TO CONTRACTOR: CONTRACT DA TE: 10/06/01 Lamar Industries P.O. Box 3078 Shawnee, OK 74802 CONTRAc;T FOR: Phase IIB TIle Contract is changed as follows: To Incorporate Work Directive Changes lA, 2B, 3, 4, and 5 as attached. NOT VALID lJNI1L SIGNED BY THE OWNER AND CONTRACTOR The original Contract Sum was Net change by previously authorized Change Orders The Contract Sum prior to this Change Order was The Contract Sum will be unchanged by this Change Order in the amount of The new Contract Sum including this Change Order is The Contract Time will be unchanged The date of Substantial Completion as of the date of this Change Order is still November 5,2002. $ 1,838,378.00 $ 0.00 $ 1,838,378.00 $ 0.00 $ 1,838,378.00 (0) days Lamar Industries Owasso Public Works Box 3078 Shawnee, OK 74802 ADDRESS Box 180 Owasso, OK 74055 u~__~~ ADDRESS BY BY DATE DATE Summary of Work Directives Change Order No. 1 Owasso Wastewater Treatment Plant Improvements Phase lIB Work Directive 1A 2A 3 4 5 Total Additional Cost Amount Applied to Allowance Total Allowance Remaining Amount $41.55 146.04 (2,196.00) 15,106.00 8,057.40 $21,154.99 $21,154.99 $38,845.01 Purpose Modify door replacement schedule Modify phone system Modify 6" air valves on aeration basin air supply lines Replace failed variable speed drive on Main Pump Station to match 2 new VFD's on other two pumps Re-paint metal mansard on 5 buildings to match DATE: WORK DIRECTIVE CHANGE NO. / Ii . ~;zs-/e~ PROJECT: W ASTEW A TER TREATMENT PLANT IMPROVEMENTS - PHASE IIB OWNER OW ASSO PUBLIC WORKS AUTHORITY ENGINEER: GARVER ENGINEERS, INC. CONTRACTOR: LAMAR INDUSTRIES for implementation in accordance with: - Sfl}~ ~LJj g, ~ ===-=============~==.===, Date to begin Add'l Calendar DESCRIPTION COST REQUESTED BY: -J I ;:}. 6) DATE c-}kl1)0~ DA E RECOMMENDED BY: APPROVED BY: ~- Fc~ 14. 2002 WORK DIRECTIVE CHANGE #iiI DncriptiC:)iU At the request of the Owner. Mdldc~ the fuUo~ items: 1) Delete 13'x12' sectional overhead door at the e~ soor. building) 2) Replace the bottom section of the e~ma sutional over~ door at the storage building~ 3) Add one 110 Voh, smgle phase door opener at the emmi overhead door in the bobcat ~ 4) RepJau tM exist~ 3'x7' steel door, iame Md hardware at tM stomge buikfing, LAMAR INDVSTRmS~ INC. WORK ITEMS LABOR . Mod~ e~ door o:pemq to k:~l ofncw concrete Immillll~w 3 @~. 000'1'. ~ an4 ~~I.", "____0 , Total Laoor $150.00 $115.00 MATERIALS New 3')(7@ door and brdware (~an~) TOlal ~terWs /' $182.00 /,.- 00 l. ~ Tulsa Jee P.o, Sox 3018 A 204 N. lewi$S\ A. Shiillwnae, OK ~ 74B02w3Cr78 .& (405)27'5-3374 .4,. (40~)2,.e-3376 fax "-..........'.,...1. ~.'" 1'...~~..ll1lMbM:.;lli:~.":!;.... . . . ,"" ,. ,....... ....1." . ,., " t;H' ",' :; '..,^'''i1'lu 'J" ,. ., "q ~ .~" ~- DATE: WORK DIRECTIVE CHANGE NO, :;2)2:Z~l9lb M- PROJECT: W ASTEW ATER TREATMENT PLANT IMPROVEMENTS - PHASE IIB OWNER OW ASSO PUBLIGWORKS AUTHORITY ENGINEER: GARVER ENGINEERS. INC. CONTRACTOR: LAMAR INDUSTRIES The following work or other items are requested or implementation in accordance with: . It::> Justification or Goal: Date to begin Add'l Calendar DESCRIPTION COST Subtotal Profit 10% TOTAL Total with this REQUESTED BY: RECOMMENDED BY: APPROVED BY: JQum From-LAMAR INDUSTRIES 405-275-3376 T-230 P.03/05 F-4BO ." e February 14.2002 WORK DIRECTIVE CHANGE #2 Description: At the :request of the Owner. modifY the new telephone system as described on the attached list of materials form. EIS Communications. LAMAR INDUSTRIES, INC. WORK ITEMS SUBCONTRACTS ElM Comm.unications (net change, see am.l.chedL., Total Subcontracts $102.12 $102.12 P.O. .Box 3078.204 N. Louisa"" Shawnee, OK"" 74S02s3cr18 "" (405)275-3374 "" (405)275-3376 fax u9:56am From-LAMAR INDUSTRIES e 405~27H376 Nortol Norstar c~ cd Pricing p~ Num~ AOt552661 A0182067 A.0652612 A0190981 A0409172 :pes9I!ptiClI\ QJl~Ul!itt Compact xes !{su (LSIDS) 1 Compact lCS ~ SIW wilh mAD 1 LSlDS Analog Th.wk Card 1 Flash Voice Mall Lite (12 MaX) 1 M1310 Set 2 EnGemus 2.4 GHZ ~ Te!epl11me 2 AmJog Tetmhml AdapWf 2 NT8B90AL93 Installed Purchase Price $ 6tOS2.12 Breakdown of Changes: Deleted:3 Engenius Cordl~s Phones Deleted 1 Analog Station Card Added 1 17316 Digital Set Added 2 Analog Terminal Adaptors T-230 P.04/05 F-480 $ !~512.00 $ 1,280.00 $ 240.00 $ 400,00 09:57am From-LAMAR INDUSTRIES ,if' 405-275-3376 . r MA l'iU, " :::n. t;j J:::1b tdl;J:;) (' T-230 P,05/05 F-480 Oct. 02 20Bl 11:17AM P2 ,. .' ...<1~" :, ....;,;~r."'" :::~"""~. EIS C MMUNICATIONS un S) 664,,0980 4159 S. B8th E. Avenue Thrsa, Oklahoma 74145.3336 NORTEL NORSTAR COMMUNICATIONS SYSTEM QUOTE ~m"Ji:>>n ~quipm~Ult :1 C CICS ) Compac:t Integrated Communications Sysrem Control Unit 1 Caller!D Trunk Cartrldge C -4 ckt. ) 1 Power Bar 1 Power Une O.:mdltloner ~I"fi 1 crcs 4.1 Standard w/I..AAD and AulD Attendant Programming Prompts 1 English Docume:ntaUcm statfon IEnuiDnJeot 5 1\1I1310 Feature Set al~ck ( or ) T131E; ~ture Set Black ( New Dlgltar Sets ) "" Ytlur cholal! :!l~Jce Pmreufng 1 Man US English :2 In~n~~~n 1 llibor COmmon Equipment 5 New Voice Cable Rum Trni~IM :1 $ '. DATE: WORK DIRECTIVE CHANGE NO. 31;;>.ot &"2- 3 PROJECT: W ASTEW A TER TREATMENT PLANT IMPROVEMENTS @ PHASE IIB OWNER OW ASSO PUBLIC WORKS AUTHORlTY ENGINEER: GARVER ENGINEERS, INC. CONTRACTOR: LAMAR INDUSTRIES The following work or other items are requested for implementation in accordance with: 7> Justification or Date to begin Add'l Calendar DESCRIPTION TOTAL TO DATES' Previous WDC Total with TOTAL REQUESTED BY: RECOMMENDED BY: APPROVED BY: March 25, 2002 Mr. Jay Updike, P.E. Graver, Inc. 5411 S. 125th East Avenue Tulsa, Oklahoma 74146-6206 RE: OW ASSO WASTEWATER PLANT - PHASE IIB DIFFUSED AERATION VALVE CREDIT Mr. Updike: Per previous discussions on the referenced matter, Lamar Industries, Inc. hereby offers a credit of Two Thousand One Hundred and Ninety Six Dollars ($2,196) for using ABZ wafer butterfly valves in lieu ofMH valves on the referenced project. This credit is based on a thirty six dollar difference in the two valves multiplied by sixty-one total valves. Price quotations and information on the valves are attached. Please contact me if you wish to discuss this matter further. Your assistance is greatly appreciated. P.O. ,Box 3078 .GJ. 204 N. Louisa A Shawnee, OK A 74802-3078 A (405)275-3374 A (405)275-3376 fax ~16 - d It:l.LU.L I!I.;. ~ ... ~ i j ... ~ ~ )"!~l!!'Cl :!, ~li ... I .s ~ Ie $ IIB'J...c::..... .5 z 1:> ~ :0.: 16 ~ j;i~ii,g i:.~ " ... ~ t; i. .~ EO: - ~ i ~ ,g e.l.il~~e ~~ ~.e-j b c:; ~ J ~""":J ~-e Z'" ...~ [..:r].~ ::: "'" m ~ Q'" .J:! alt; AI - e: ... .. ..2.~ ..0: :..... ::s ~~ ~ '" ::0 :liI: @> ~ <<::1.1.. ~i 1!!~ ... ~;; ~ ~ <l>f: ;;I C -.- ~ ::W\~~ _ ~~ ~ -C) .8.8 c:: CD Ii:) t::> .g:i ~'" e <> :;:I ;s ";; 11I ~ '.~ "'" .... ~ z =~ :z z ~ ea.-:;lIX:C ~: tt: ~~ ~~ '" '" ..$ .2:' Ii> .8 0>- = ~ ,S:!! .-s-~ ....ii\ := ~ ~!E ~ ~';'a;Ij~ -... 3: - ..,::, G '" e ~2s am'" . ~~ ::1::... .:l'il ! ~:d~a; ~ ... _lo' - E 'e -", ~ ;;; ... ... "I '" III ~ ... .... ..c a ~.~ ;;; ~ ......&:) 00 :m: ~ ~ fa- ... ~~ ~~. 011 ~"" r: e e. W '0 ... -"" e -H 2 .-'..la3t~ ...... 2i ~Q 6?iC'lllt:............fJ :;;;;; ~ ~ "'" <1:)... 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"'i'iJ i:~ ~~ ~ ~~~~~~~~~}s ~~~~ ~ IJ!!...~"""~E!:~~ -< I J~ ;~~ E;;!5~~i~t!,"d~ ~ iU""<s ....:i-"$!~ ... ... '<fe_~:::!il ~~:!i:uJ.i ~ ~ \i:; 11 ~ ..... ~ <;'<.i :::J ~ ~ .. .Q '" ~ ~~ GJ 0": m ..:?!"",~ Q3~""lidi< ~o':S~ h;.M I :ii!l_~..~ !:i~~ ...... iil. 'OO"l;> 1'1 l'l"'/!::'Otf!:f\l 1 ... I.:::l!.... '-' . ",.. ~f~~~;~"" -. m "''''''w<O .., ~e"'~'<::::';1"l . . ::c3'i~Ji a ~ ,,' ~ I J '. ' . .. ,. "y "'" " ..... . ~..".. -=1 ..... co:: "" ll!: ~ ~ ~ PI: "'" t>t:: Of,! :IE 5 "'ll ... 'lI:: I:ilI i P>. ~ ..... "'" ..... .... =0 ~ AVAILABLE SEAT MATER'~l$ SC-:01: ,O/9;::'/~eJ :m; <::i 5 ~ ii: l:b .,g -' "" (f; ~ w 699L. SS9 SOC 'I-- .LN3~Jd r no:.! crl,Jej :;/'11 dId "1("""'"\ '......n """"l' II ........,.,., ~ ~q~ :i~ '<:>c;: ~~ "'rf is,,,, ~.{; :0. J;;; ~ ei..E Q '" .- 5~ e:.'!i!. ~~~~~ &"'''l~-'= >..&;; 11l._ ~ .,- &'.t4f) ~.5:;}~.. <93 "C 0 ~9 .s-!~~:; ~I~ ;n t!; ~ g;~ &l ts - ~u~~ ~ :e~1f~:i ~~~:~ ~~.!!~~ """cCb. ':ti.- Ii!! "= ~.c 4'l N~ ~;;::S ~ Q ~"';V&>l"""" ..,6~.5eg ''9 c.Yi,$!::;g ~g~'d;E~ ro~t<=V)G\ln; ~:tlJj~ ~'" &f)~~_ CE:} !~~~ ~ "'1>>_1:: :-;:;. -"" "''''' ~~ .5~~~ :;:! '" I::>> ro tg .t;;~ ~!} If> rtl "" Q .2 I>> '" ::l ... t.J ~\%n ~~ "5 .~ Q ~ ~ ::~. ~ ~ -~ ~ ~~ ~!i1 N I1IB 5li: ~ ~~ ~~ ." rI.,:-" -_ - ~..~ -g :: ~ tlefUa;;J&::; ~~ ;:: Q) m.E c fQ ~ c::;..&;'tJ:t: rg ~~ ~ ::: '5 "g 1U ... t:: :!~=8&~~ EATURES AND BENEFITS 1. This valve, like the entire ABZ line, is completely.universal on the top-side dimension and face to face. (. ) 2. The phenolic backed seat is non-collapsible, stretch resistant and blowout proof. 3. The figure 396/397 has a series of molded in o-rings that give extra protection around the stem area. This helps prevent the possibility of stem leakage. 4. This valve has graphite Teflon bushing. This is a self-lubricating, wear resistant bushing that won't seize like the bronze bushings. 5. The 396/397 is rated to 200 psi close off, and 150 psi for dead end service. The ABZ figure 396/397 is designed for complete adaptability to utilize various actuators for throttling. They may be used with handles, gear operators, pneumatic or electric operators. As requirements change or demand arises, actuators can be changed without changing the valve. ( \ CONSTRUCTION SPECIFICATIONS: .- Body: Cast iron Ductile iron nickel coated, Aluminum 416 stainless steel Viton steel Graphite-Teflon impregnated (self-lubricated) Same as seat material Buna-N 316 stainless steel Stem Stem See the attached ABZ drawing for further material specifications and all dimensional data. j l~~ 1\'" ABZ VALVES & CONTROLS, INCm A Division of ABZ Manufacturing, Inc. . P.O. Box 157 · 224 West Main. Madison, KS 66860 (316) 437-2440 · FAX (316) 437.2435 . website: www.abzvalve.com . e-mail: abzvalve@madtel.net This brochuro presents data which is moant for gonorallnformation only. 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Q (/) ffi w ...J 0 w (/) ::Ii Cl LU Z Z (Q i5 ~ t- <( z Gi if it 0 :J :c LU 0 (/) z < ....I D- o (Q z ~ J: (/) ii5 z @ :l!. ~ii! ..- N ('J '<l' It) (l) I"- 00 m ~~ w <!b if) ~~ d z S !!! :> a: 01 w Il: en ::Ii :;) Z U t- ~ a: Z ~ .. >< ~ .!:! ~ (!In IX) if) III Z ~ ::ll C2 w W if) ::l ~ <n ..... <n :;) u if) ~ <( 1::: 0 tf '" ::l W C') Z .....I <C C ~ Z N <( m J: E ~ <( jE :z 0 i= a. ii u (f) ill C ill 1- <( 0 ;;... III .- MAR~2~'-02 18 g 1"1. At1 P. \\1\ 71 ater .. 'tV! i71J rocess 1l Systems March :22, 2002 Cecil Miller Lamar Industric:; Box 3018 Shawnee, OK 14802,,3078 Re: OWttSso Wastewater. Treatment Plan.t Improvements _ Phase lIB Valve Quote .~;. :. v'~ ~L; Cecil: .: t.. The price for the M&H 6" wafer butterfly valve is $246, F. .R Factory. Lowell W, President .~_.-j..~;' '''~('-\.:~~<.,. J 115 Wss!t Broadwav ~ Srokan Arrow, Oklahoma 4012 IIil (918)255-2221 Fax (918)258-3376 (}i-"\ PROJECT: WORK DIRECTIVE CHANGE NO. 5h/<9~ I .I W ASTEW A TER TREATMENT PLANT IMPROVEMENTS - PHASE IIB DATE: OWNER OW ASSO PUBLIC WORKS AUTHORITY ENGINEER: GARVER ENGINEERS, INC. CONTRACTOR: LAMAR INDUSTRIES The following work or other items are requested for implementation in accordance with: Justification or Goal: Date to begin Add'l Calendar DESCRIPTION REQUESTED BY: LAMAR INDUSTRIES DATE RECOMMENDED BY: GARVER ENGINEERS, INC. DATE APPROVED BY: OW ASSO PUBLIC WORKS AUTHORITY DATE 05-01'"02 11:20am From-LAW'R INDUSTRIES 405-275-3376 T-510 P,OI/OS F-757 March 7, 2001 Mr. Richard Flood (ir,aver, Inc. , 5411 S. 12Sm East Avenue Tulsa, Oklahoma 14146-6206 VIA FAX (918) 214-0251 RE: OW ASSO WAStEWATER PLANT - PHASE IIB REQUESTED PRICES FOR ADDITIONAL WORK Mr. Flood: Ntached are worksheets showing t4e priee fOt additional work requegted by the Owner at the: referenced project. The price fur the w01'k bas been calculated .as set forth in S~ci:f:k:atlo.fi 1.1.S of the contract docw.:nems. The Prices for the ll'equested itel"m> are as follows; 'Pamt ~m p"''''~Ii;l nf'hwUd~fi "t 111\\7P to &uawh P~1t ~~:!;:~ pmel~ at.-dog pe\m~ mfttM Provide a:nd mstall 60 hp VFD at J:nail1 pump station sn.516.4& $-1.0Sa.~ $1.5.106.00 ~ Owner to with these chmlges" please ootifY om office writing. Please contact U1e if you wish to discuss this matter futther. Your [Wsistanc:e is greatly appreciated. P.O, ,Box 3019.& N. ,Louisa &. Shawnee, OK &. 14602~3D7a A (406)276-3374 A (405)275~3376 fax U! -' ~ ~ff a.,::i: :tit gffi ~5 fa ~~ ~ ~e <~ c.tJ ~~ 0 'W ~w 5;::!: iIiE 2: ~i -- ffi~ '" ~o m w 5;.~ ~~ i2 I~ O,.J Ie- i~ w= UJ ~~ ;:) u.fi C ""w Z It:~ 0;>- ..... ~t; b>~ ~ ~;l ~ c ~z :E 1-&:1 :3 ;1 ~~ f-"~ t:c hz al-O a:~1= M.~~ 02$-' ~~~ iE8~ ~~t;: 191-, ~OlvO'd 519-1 ~ ...J 8 ~---: o~ F g !:: ~ I.L~ c_ i= ..... 11. !~ 8 ,..; ~ <') w ~ 0 10 t; ~ 0 0- U ..- * ~ ~ >- fl. :I: ~ ~ fn ~ z ~ ~ :I: i 'it 91€HLZ-QOv S3'~lSnGNI ~~1-~nj1 WP7.z: I I 70-lo-cn 05~OH2 11 :22am Fron,-LAMAR INDUSTRIES 405-275"3376 1-51& ~"05!05 F-15l A EDM &-11:' RV'G IIIlIl! March 14t 2002 Mr. Joe Gilbert Lmnar Indusmll.'$. IM. P.O. BDx 3078 Slm~ OK 14802-3018 ~:krnooCJ: Owasoo WWTP.... PhMe" JIB 405m215-3374 FAX: 405~2'15..3316 Subjcet: BlooWool MdltlortS Joo~ We :haw be.en mqucmed to proVide; p.cl.oing for providmg and fusWling addltbmd electrical ~mtton the:re~ projoot. . ~ ~~h()n tOO new $13fS. v Mn..fused. stainI~ ~ ~ e' com :fur tbh ite;m is - The ~nd"hem m to remove the exiHt1fhS variable freqMncy drIve at the Main Pump StatiDn w:ud fmWl a new 60hp VFD simi1f:1r to those ~ und~ ~ previous contract. The oost fOf~ item i~ SlOp190,OO, EDM will proceed with theSi!! clumges tipOn written approval from Lamar !ndtm:ri~s. Regatd.~ f~'l!l111l1Q'~OOO ~ F!1l:le (~'H~) G1KH~OOO " 5401 Selw~h 1(:11"& EiI}(jl'l:Av~nwilll tl T&JI~81. Okl81hom:f1l 741.<$15 /, DATE: WORK DIRECTIVE CHANGE NO. S 5/5 /(J:2- I I W ASTEW ATER TREATMENT PLANT IMPROVEMENTS - PHASE lIB PROJECT: OWNER OW ASSO PUBLIC WORKS AUTHORITY ENGINEER: GARVER ENGINEERS. INC. CONTRACTOR: LAMAR INDUSTRIES O;;/~IL H/~/AI(;i Date to begin work: Add'l Calendar DESCRIPTION REQUESTED BY: LAMAR INDUSTRIES DATE RECOMMENDED BY: GARVER ENGINEERS, INC. DATE APPROVED BY: OW ASSO PUBLIC WORKS AUTHORITY DATE 05-01"02 11:202/IT From-LNAHz INDUSTRIES 405-275-3376 1-519 P,OI/OS F-T57 March 7, 2001 :M't. Richard Flood Graver, Inc. . 5411 S. 12Sth Emt Avenue Tulsa, Oklahoma 1414&.6206 VIA FAX (91 S) 214-0251 RE: OW ASSO WASTEWATER PLANT"" PH.ASE liB REQUESTED PRICES FOR ADDITIONAL WORK Mr. Flood: AUach~ arc: VItO:t:ksheets showing the price for additioMl work requested by the Owner at the referenced project. The price fur the work bas been calcuIared as ret forth in Specification 1.1.5 of the contract documents, The prices for the requ~ted itew me as follows: Pamt :&scm panels ofbui.ldings at WWTP to minch ~ ~t ~mpmeh at dog PQundJ:o ~~ ' ~ ' Piovide"l!nd msl.Jl. 66 lip "\lm ill J:'rJcin pump sra.rlon ----- $i"'S;106.00 4' .ifL Iftlw Ovvner chooses to with these changes. please 1101ny om in writing. Please contact ~ if you wish to ~ this :matter fUrther. Yom !l5si$tance is gteatJy appreciated.. 'P.O. ,Sox 3079 ~'204 N, .LoUlsa A Shawne€Y, OK A 14S02@3D78 A (405)215-3374 J},. (40S)21S~3376 fax ~I t; ~ 8 ~ T'" ~ ~ 2~*.~~ ~ ~ tEg~i!!~ ~ ~ i... f2~. L ~ ~i~ 8 I ~~l ~ i ii .Ib it~fg ""'" .If ~~ .. 8.. ffi Ii Ii .u~ ~ ti ' ~ .~ ~ i ~Ii c ~ z ~~ ..... ~fi I Ii U~ II ~~i~ i!: if; ~~ ~. .ht~ I~I~ ilf 15h~ ~si ~i~ 12~":l 9n/lO d ~Ig"l 1l1~~_e "_h^" 05-0'~02 I I :21.ffi Frum-LAlNIP IND~STRIES 40H75",:3376 T~519 P.03/05 F~757 MID AMERICA PAINTING, INt:': ~ClS 1 SO 24iH ST W MIJSKOtiEE. 01< 74401 PnQne 9 18-682-1986 F~ 913-682-6868 , (. b, .. .f \. EXTRA \. '.' /> """"0' RI::: OWMSO WASTEWATER TREATMENT PLANT OWA$SO, OK . . &: } ;t.....:.\)..~ SCOPE OF' WORK: POWIR WAS~ $AND; AND APPL.Y TWO COATS . OF SHERWIN",WLtJAMS DTM ACRYUC LATEX . , , ExlsnNG MANSARa ON DOG POUND SLaG ExlsnNG MANISAM 'ONSLUDGE mESS $750.00 .2.,615,00 ExisTING aN ON '. . ~ . ~ 0 . . 0 .. OW ASSO PUBLIC WORKS AUTHORITY OPWA RESOLUTION NO 97-01 A RESOLUTION OF THE TRUSTEES OF THE OW ASSO PUBLIC WORKS AUTHORITY RELATING TO THE WASTEWATER TREATMENT PLANT IMPROVEMENTS PROJECT DELEGA TING TO THE PUBLIC WORKS DIRECTOR OF THE CITY OF OWASSO, OKLAHOMA THE AUTHORITY TO MAKE WORK CHANGE DIRECTIVES IN AN AMOUNT NOT TO EXCEED FIVE THOUSAND DOLLARS PER OCCURRENCE OR TWENTY THOUSAND DOLLARS CUMULATIVE, SUBJECT TO THE LIMIT A TIONS OF THE PUBLIC COMPETITIVE BIDDING ACT OF 1974. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY THAT: In regard to the construction of the Wastewater Treatment Plant Improvements Project, the Public Works Director of the City of Owasso, Oklahoma, is hereby authorized to approve, without further authority from the Trustees of the Owasso Public Works Authority, work change directives in an amount not to exceed Five Thousand Dollars per occurrence, or Twenty Thousand Dollars cumulative, provided, however, such work change directives shall at all times be in compliance with the provisions of the Public Competitive Bidding Act of 1974. APPROVED AND ADOPTED this 17th day of June, 1997 by the Trustees of the Owasso Public Works Authority. '. \ ....!/ ...." '<" > AS TO FORM: OWASSO PUBLIC WORKS AUTHORITY OPWA RESOLUTION NO 97-01 A RESOLUTION OF THE TRUSTEES OF THE OW ASSO PUBLIC WORKS AUTHORITY RELATING TO THE WASTEWATER TREATMENT PLANT IMPROVEMENTS PROJECT DELEGATING TO THE PUBLIC WORKS DIRECTOR OF THE CITY OF OWASSO, OKLAHOMA THE AUTHORITY TO MAKE WORK CHANGE DIRECTIVES IN AN AMOUNT NOT TO EXCEED FIVE THOUSAND DOLLARS PER OCCURRENCE OR TWENTY THOUSAND DOLLARS CUMULATIVE, SUBJECT TO THE LIMITATIONS OF THE PUBLIC COMPETITIVE BIDDING ACT OF 1974. BE IT RESOLVED BY THE TRUSTEES OF THE OW ASSO PUBLIC WORKS AUTHORITY THAT: In regard to the construction of the Wastewater Treatment Plant Improvements Project, the Public Works Director of the City of Owasso, Oklahoma, is hereby authorized to approve, without further authority from the Trustees of the Owasso Public Works Authority, work change directives in an amount not to exceed Five Thousand Dollars per occurrence, or Twenty Thousand Dollars cumulative, provided, however, such work change directives shall at all times be in compliance with the provisions of the Public Competitive Bidding Act of 1974. APPROVED AND ADOPTED this 17th day of June, 1997 by the Trustees of the Owasso Public Works Authority. A.TTEST: '" l!:rb,ul:llJL- lla&kJwd~~~~~~~~_ ary I Barnhouse, Chairperson -, If', . f!I1Jr~~X/f~ Marci Boutwell, Trust Secretary AS TO FORM: TT C EN MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OW ASSO FROM: MARCIA BOUTWELL CITY CLERK SUBJECT: ANNUAL ELECTION OF TRUSTEES TO OKLAHOMA MUNICIPAL ASSURANCE GROUP DATE: May 9,2002 BACKGROUND: The Oklahoma Municipal Assurance Group (OMAG) is an Oklahoma "Interlocal Cooperation Agency" formed in 1977 by the Oklahoma Municipal League and approximately 3 5 individual cities. The group was created in response to a crisis created by the withdrawal of municipal insurance coverage by most Oklahoma insurance companies. Finding themselves without liability coverage prompted the cities to join together to form what is best termed as a "modified self insurance program" for its members. Since its formation, the agency/trust has evolved to a full service insurance provider for its members and cunently offers liability, propeIty, workers compensation, auto and specialty insurance coverage to its members. Although the City of Owasso no longer purchases insurance from OMAG, the city is a full member of the OMAG, with the voting rights accorded such membership. an lnterlocal membership. seven trustees terms of member cities through a nomination and laws. IS a by for a number of trustees. are must be elected from the officers and staff detailed in the organization's This year there are two trustees "up" for election for terms ending on June 30, 2005. The nominating process has produced 15 candidates for those two positions (see attachment). As a member of OMAG, Owasso may cast votes for three of the 15 candidates. Members of OMAG must have their ballots returned by May 31, 2001 in order for their vote to be included in the final count. Upon completion of the count, the two nominees with the highest vote totals will be declared the winners and will be seated effective July 1, 2001. Annual OMAG Ballot May 9, 2002 Page 2 The staff will discuss the nominees with you during the work session, and receive your suggestions and input. An action item will be placed on the May 21 5t regular meeting agenda for your official vote. ATTACHMENTS: 1. Official Ballot BALLOT OKLAHOMA MUNICIPAL ASSURANCE GROUP 2002 Election of Three Trustees The biographical sketch for each nominee was written by the persons who made the nomination. Nominees are listed in alphabetical order. YOU MAY VOTE FOR THREE (3) NOMINEES, RYAN L. ADAMS, Finance Director. Sand Springs. Before appointed Finance Director, Mr. Adams practiced law specializing in products liability and insurance defense. He received his B.B.A. in Finance & Economics from NSU and his J.D. from OU. He is a member of Rotary, GFOA and lIMC. (Sand Springs participates in the Municipal Liability Protection Plan, Workers' Compensation Plan and the Municipal Property Protection Plan.) STANLEY W. ALEXANDER, Mavor. The Village. OMAG Board member since 1985, past Chairman of the Board, current Secretary. Started Alexander & Strunk Insurance Agency in 1972, licensed property-casualty, life, health agent since 1963; member, City Council of the Village since 1970; Mayor 7 terms; Member of the House of Representatives of the 37lh Oklahoma Legislature. (The Village participates in the Municipal Liability Protection Plan and the Workers' Compensation Plan.) WILT BROWN, City Manager. Hobart. Fourteen years experience as City Manager currently serving in Hobart, Oklahoma. I am the current President of the City Management Association of .Oklahoma. It is my desire to be of further service to the cities of Oklahoma and offer good sound advice in the area of Municipal Insurance needs. (Hobart participates in the Municipal Liability Protection Plan and the Workers' Conipensation Plan.) JANICE L. CAIN, City Administrator, Marlow. Served in Municipal Government in various positions since 1975. Served as City Manager for three (3) communities, Comanche, Lindsay and since 1998 for the City of Marlow. Participates in local civic clubs and committees. Participates in state associations for the City Management Association of Oklahoma, Board Member: Municipal Electric Systems of Oklahoma, secretary/treasurer. (Marlow participates in the Workers' Compensation Plan, the Life & Health Plan, the Municipal Liability Protection Phm and the Municipal Property Protection Plan,) ;KENNETH FERREIRA~ City Manager, "Waurika, Ken was in the Air Force 1960-1964, Furniture Appliance and Electronics Store Owner 1970-1983, Certified Police Officer 1983-1985, Police Chief 1985-1989, Public Works Director 1989-1999, City Manager 1999-present for Waurika. Flood Plain Administrator for Waurika and holds water, sewer and gas license and mechanical contractors license. (Wauril{a participates in the Municipal Liability Protection Plan.) DAVID GLENN, Coundlmember, Walters. 3,d term as CouncilmemberlMayor and Vice-Mayor; 9-years on Walters School Board; 2-terms President/First President of the Walters Education Foundation! 20-years Volunteer Fire Dept/10-years Local Pension Board; Chairman of the First United Methodist Church Trustees; Employed 35-years at Cotton Electric Cooperative/currently Supervisor of Cotton Electric Services Inc. (Walters participates in the Municipal Liability Protection Plan, Municipal Property Protection Plan and IJfe and Health Benefits Plans,) CHRIS HARDEN Ma or Shawnee, OMAG Board Member since 1999. Chris has served on Shawnee City Commission since 1992, Mayor since 1996 when she replaced tl1e late Mayor Pierre Taran. Harden holds a bachelor's degree in Education with a minor in Business from Northeastem State University, She directs a four county senior nutrition program as director of HoE.A.R.T. iID! the Liability Protecti<<:m Plan .) Has been a City Manager for 35 years, with the last three and one- half (3 1/2) yeaTS as Broken Arrow's City Manager. He has served in communities from 8,000 to 100,000 and has dealt with insurance and workers' comp in all these situations. He has a Master's Degree in Public Administration. (Broken Arrow participates in the Life and Health Plan.) . GUY MCELROYl Councilmember, Ada. Married, three (3) children. Served on many Boards including Mayor of Ada, Ada School Board, President of East Central Blood Institute, Past President of Ada United Way; former Director of Ada Chamber of Commerce. Director of Science and Natural Resources, graduate of Leadership Oklahoma; Member of Gov. Keating's International team. (Ada participates in the Life & Health Plan and the Municipal Liability Protection Plan .) (OVER) EARLENE WADE, City Clerk/Treasurer, Durant. Risk Manager for City. Administers fully insured and partially self. funded programs. 19 years with the City, six (6) years as City Treasurer with two (2) years as Clerk/Treasurer. PersOImel Director, serves on Accident Review Board, Labor negotiating committee. Chairman of Employee Awards Committee. Past President of local civic club. (Durant participates in Municipal Liability Protection Plan.) ROBERT W. W A TIS, City Manager, Madill. Robert has served as City Manager for Madill for 4 years. Also served as City Manager for Madill from 1990 to 1992. Robert graduated from the University of Oklahoma with a BBA in money and banking. Robert has served on Madill Housing Authority Board, Murray State College Foundation Board, Director of Madill Chamber of Commerce, Madill School Board, Madill Industrial Foundation and numerous other civic positions. He presently serves as board member for SORD and SODA for this area of Oklahoma. (Madill participates in the Workers' Compensation Plan.) DENIS WEST. City Clerk/Treasurer, Piedmont. Denis West has been in Municipal Government four (4) years. He has expertise in government f'mance, human resources, public works and municipal record keeping. Prior experience: 27 years with the U. S. Department of Health, including CEO of Financial Affairs for the Mid-west Region. Current Memberships: GFOA, MTA, OMC, T&FOA and GAO. (Piedmont participates in the Municipal Liability Protection Plan and the Municipal Property Protection Plan.) JIM: WHITLOCK. City Mamll!er. Mannford. Has served as a city manager for over 30 years in a number of communities in Oklahoma and Arizona. Previous experience includes membership on the Board of Directors of Oklahoma Municipal Retirement Fund; Arizona Municipal Risk Retention Pool; Oklahoma Municipal League and City Management Association of Oklahoma. (Mannford participates in the Municipal Liability Protection Plan.) STEVEN WIDTLOCK.City Manager, Coweta. Education: B.A. from Oklahoma State Umversity/Master of Administration from Oklahoma University. Mr. Whitlock currently serves as City Manager for 'the City of Coweta, a position he has held for approximately seven (7) y.ears. Previous employment with the City of Drumright, City of Mustang, City of Owasso and the City of Collinsville. (The City of Coweta participates in the Workers' Compensation Plan, the Municipal Liability Protection Plan and the Municipal Property Protection Plan.) LEO WILLEY. Police Chief. Bartlesville. I have 32 years experience in municipal government; 8 years as a Chief of Police and 2 years as a Human Resource Director. I am a graduate of the FBI National Academy. I have a Bachelors Degree in Police Management and 29 hours of Post Graduate work in Public Administration. (Bartlesville participates in the Life amI Health Plan, the Workers' Compensation Plan and Municipal Property Protection Plan.) Ballot cast for the governing body of the municipality Mayor Clerk BE ADVISED THAT THE Your Ballot must be returned Suite A, OWahoma City, TO TillS BALLOT WILL certified mall to the OWahoma Municipal Assurance 4130 N, arid must be os/-marked no later than Ma 31 200L. THE Blvd, TT C NT 1 MEMORANDUM TO: HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST FOR COUNCIL CONSIDERATION AND APPROVAL OF A CONTRACT AGREEMENT BETWEEN THE CITY OF OW ASSO AND FOP LODGE #149 DATE: May 9, 2002 BACKGROUND: The City and the FOP Lodge #149 have reached a tentative agreement on a contract for FY 2002-03. The contract is enclosed for your information and review. As is generally the case with contract negotiations, the proposed contract is a consensus agreement that did not provide for everything that both parties wanted to achieve. Both the City and Lodge had goals that were not 100% attainable in a collective bargaining environment. However, on the whole, the proposed contract appears to be a good compromise that produces a "win-win" for the City, Lodge #149 members, and citizens. CONTRACT HIGHLIGHTS: The following are the three major areas that represent changes the proposed contract: ~ The proposed contract represents a favorable change in the uniform portion of the contract. The change no longer requires the City to replace uniforms. This change resulted in an increase in the dollar amount the City pays officers, but yet an overall decrease in the cost to the City. ~ The proposed contract provides a greater separation in pay between the different levels of supervision in the Police Department. There is now a greater separation in Sergeant and to accountability ~ contract on a SUMMARY: The proposed contract increases cost to the City in the amount of$95,542.12, an amount that is within the parameters set in the FY 2002-03 budget proposal. It is the result of both a collective bargaining process and a mediation process that worked. FOP ACTION: The FOP Lodge # 149 met on Friday, May 3, 2002, to consider ratification of the agreement. The President of the Lodge has informed the City that, at that meeting, the proposed agreement was accepted and that the Lodge representatives were authorized to execute the contract document. RECOMMENDATION: The staff recommends Council approval of the contract and that the Mayor be authorized to execute the document on behalf of the City Council. ENCLOSURE: 1. Proposed contract between the City of Ow as so and the FOP, Lodge #149 AT HM NT 11 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OW ASSO FROM: RODNEY JRAY CITY MANAGER SUBJECT: REQUEST FOR ADOPTION OF RESOLUTION #2002-06 DATE: May 10, 2002 BACKGROUND: During the past fifteen years the area. of Northern Tulsa County, Eastern Rogers County and Southern Washington County has become one of the fastest growing regions in the State of Oklahoma. Those growth trends have had an especially strong impact on the area's water treatment and distribution systems. Even though most of those systems have made shOli-term improvements, the growth of the area has caused most water providers to focus on keeping up with demand rather than the comprehensive planning necessary to produce long-term solutions, Additionally, the history of relations between rural water districts and municipalities, including the City of Owasso, has generally not been one to encourage partnering of the two types of providers. Historically, in high-growth metropolitan areas throughout the nation, the disputes between the rural water districts and cities have become divisive, forcing customers to fund the construction and operation of redundant and parallel treatment and distribution systems at a cost significantly higher than most analysis find really necessary. This request is the result of four water treatment and distribution systems (Rogers County Rural Water District #3, Washington County Rural Water District #3, the City of Collinsville and the City of Owasso) joining together to form a consortium that, if successful, could create water system operating efficiencies, and may reduce the cost of construction and operation of those systems for Owasso customers. this approach is it for a single water treatment facility, centrally located, to more effectively serve a area and provide a long..term solution to (l) treatment issues, (2) concerns relating to rising cost, and (3) efficiencies in production and distribution, as well as provide a venue for relationship building. The latter being important to well planned and coordinated solutions to the tremendous growth this area is experiencing. The group has benefited from the assistance of the Adkins~.Benhim Engineering Group in its preliminary discussions. Based on a preliminary study by that engineering firm, it appears that the construction of a single treatment facility to serve the approximate 65,000 users of the four systems is both a realistic and fiscally responsible project. The representatives of the four entities have, based on the results of that preliminary study, agreed to proceed to the next step, that of performing a more in-depth feasibility study designed to provide detail information and data for the purpose of fmiher decision making. REQUEST FOR ADOPTION OF RESOLUTION MAY 10,2002 PAGE 2 However, such studies are expensive and require the appropriation of funds from each of the four entities. It is in regard to such funding that prompted the group to contact the offices of Congressman Sullivan and Congressman Carson to seek assistance in the area of funding the feasibility study. It appears that the type of study needed to provide the necessary level of detail and data would require a funding in the amount of approximately $250,000. Since most of the group is already in the final completion stages of budget preparation, the ability to move forward with the feasibility study in a timely manner may be hampered unless funding from some other source is found. As a note, the group has met with officials of the Oklahoma Water Resources Board, as well as State Senator Stratton Taylor and State Representatives John Smilago and Joe Eddins for the purpose of briefing them on this regional concept. All have expressed their support of the effort and indicated they are available to provide assistance. During the last meeting of the consOliium, a model "Resolution" was developed for submittal to the governing bodies of the four entities. That "draft" resolution is attached for your review and consideration. If adopted, the resolution requests funding assistance from the Congress in the form of a special appropriation. Both of the Congressmen's offices have indicated a willingness to suppOli such an appropriation. FUNDING REQPIREMENTS: Adoption of this resolution does not require any appropriation or expenditure of funds from the City. REQUEST: This request Resolution #2002~06, and to The staff has reviewed the resolution and recommends Council adoption. ATTACHMENTS: 1. City of Owasso Resolution #2002-06 2. Joint Resolution 3. Correspondence to Congressman Sullivan & Congressman Carson CITY OF OW ASSO, OKLAHOMA RESOLUTION NO 2002-06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OW ASSO, OKLAHOMA APPROVING THE SUBMITTAL OF A JOINT RESOLUTION REQUESTING FUNDING FOR A FEASIBILITY STUDY RELATING TO THE CONSTRUCTION OF A REGIONAL WATER TREATMENT FACILITY, AND AUTHORIZING THE MAYOR TO EXECUTE SUCH JOINT RESOLUTION. WHEREAS: the area of Northern Tulsa County, Western Rogers County, and Southern Washington County is experiencing a tremendous growth in population; and WHEREAS: the treatment and distribution of safe, clean water is critical not only to sustain growth, but also to serve existing citizens; and WHEREAS: the availability and delivery of large volumes of water is vital to the continued Economic Development of the region; and WHEREAS: municipalities and rural water districts often share common boundaries; and WHEREAS: the issues relating to providing water service to the citizens of the area must transcend issues of boundaries and politics; and WHEREAS: the four entities of Washington County Rural Water District #3, Rogers County Rural Water District #3, The City of Collinsville, Oklahoma and the City of Owasso, Oklahoma desire to pursue the constmction of a jointly-owned water treatment facility; and WHEREAS: fimding for a feasibility study for such a project is needed as a first step in this process; and WHEREAS: the unique nature of this multi-jurisdictional project could well serve as a model for other areas of growth within the State of Oklahoma. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OW ASSO, OKLAHOMA: Section 1. TIle City Council approves the submittal of the joint resolution to the Office of Congressman Brad Carson and Congressman John Sullivan for the purpose of requesting a special appropriation in the amount of $250,000 for the funding of a feasibility study relating to the construction of a regional water treatment facility. ~im:L2. The Mayor is authorized to execute the joint resolution on behalf of the City of Owasso. PASSED AND APPROVED this Oldahoma. of May, 2002, by the Council of the of ATTEST: Randall C Brogdon, Mayor Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney MEMORANDUM TO: THE WATER CONSORTIUM WASHINGTON COUNTY WATER DISTRICT #3 ROGERS COUNTY WATER DISTRICT #3 CITY OF COLLINSVILLE CITYOFOWASSO FROM: RANDY BROGDON VICE MAYOR, CITY OF OW ASSO SUBJECT: POTENTIAL FUNDING FOR FE AS ABILITY STUDY DATE: April 22, 2002 BACKGROUND: During the last meeting of the consortium it was decided that a representative group would try to meet with Senator Stratton Taylor, President Pro-Temp of the Oklahoma State Senate for the purpose of briefing the Senator relative to the groups efforts to jointly fund, construct and operate a regional water treatment facility. Pursuant to that direction, Mr. Kimball made contact with the Senator and scheduled a meeting for Wednesday April 10th. Jerry Gammill, Chuck Bums, Summerlin, Tom Kimball, Rodney Ray, and Randy Brogdon attended the meeting with Senator. Several topics were discussed that ranged :Ii-om funding to the acquisition of water rights. Additionally, the issue of participation by the City of Claremore was raised. Generally, however the three specific areas of discussion centered on the need to secure the needed water rights, the potential impact on the area for the four entities to come together in a joint venture, and the funding of the feasibility study. forthright assessment the difficulty relating to to some thought" the group during the valuable insight to the issues that would to the impact the effort, quickly recognized the magnitude and potential of the project commented on the possibility of it becoming a model for the rest of the state's urban/rural water areas, In response to Mr. Kimball's request for state assistance in funding a feasibility study for the project, Senator Taylor also offered to contact the Oklahoma Water Resources Board Executive Director to set-up a meeting with us to discuss the possibility of such funding. Unfortunately, the two top executives of the OWRB were out of the state attending a multi-state water conference, however, Senator Taylor did get a meeting set for the group to meet with Mr. Joe Freeman, the OWRB's Financial Director. WATER CONSORTIUM MEMORANDUM FUNDING FOR FEASABILITY STUDY PAGE :2 After the meeting with Senator Taylor, Mr. Gammill, Mr. Kimball, Mr. Ray and I did in fact meet with Mr. Freeman and discussed several funding options for the project and for the feasibility study. Mr. Freeman also seemed impressed with the project concept and agreed to get several dates when his superiors would be available for a follow-up meeting to further discuss funding and water rights. Subsequently, Mr. Freeman and Mr. Paul Hodge, a long time OWRB projects annalist called Mr. Ray with a funding idea that may have merit. Generally, Mr. Hodge suggested that Congressman Watts (Oklahoma's Fourth District Congressman) had been successful in securing "Special Appropriations" for Lawton and Ardmore for unique water related proj ects and studies. He suggested that the consortium might want to contact our Congressman and attempt to do the same. Special Appropriations are a vehicle for a Congressman to fund certain unique and needed projects for his district or state. The appropriations process is generally . completed in October, however in order to be considered the initial request are generally due in by ApriL Mr. Ray has followed-up on that idea by contacting both Congressman Sullivan and Congressman Carson's office to determine if such a request would be favorably received. While no commitments were given it does appear that both congressmen would be receptive to a joint request for funding for the feasibility study. Both of the staffs however have indicated that a joint resolution from the four participating groups would be helpful in supporting the congressmen's effort on our behalf. Therefore, the purpose of this memorandum is to brief you on the status of the meeting with Senator Taylor and to propose a resolution for each our boards and councils to consider as a request for a special appropriation by the Congress of the United States. I have attached a model resolution that we may want to consider during tomorrows meeting. Please note that there is no pride of authorship and any changes we, as a group, or your individual group, may want to make are certainly appropriate" I look forward to seeing each of you tomorrow at 9:00am for a discussion this latest our If, in questions, call me. A RESOLUTION BY WASHINGTON COUNTY RURAL WATER DISTRICT #3, ROGERS COUNTY RURAL WATER DISTRICT #3, THE CITY OF COLLINSVILLE AND THE CITY OF OW ASSO, OKLAHOMA WHEREAS, the area of Northern Tulsa County, Western Rogers County and Southern Washington County are experiencing a tremendous growth in population; and WHEREAS, the treatment and distribution of safe, clean water is critical not only to sustain growth but also to serve existing citizens; and . WHEREAS, the availability and delivery of large volumes of water is vital to the continued Economic Development of the region; and WHEREAS, municipalities and rural water districts often share common boundaries; and WHEREAS, the issues relating to providing water service to the citizens of the area must transcend issues of boundaries and politics; and WHEREAS, the four entities of Washington Country Rural Water District #3, Rogers County Rural Water District #3, and the Cities of Collinsville and Owasso, Oklahoma, desire to pursue the construction of a jointly owned water treatment facility; and WHEREAS, fimding for a feasibility study for such a project is needed as a fIrst step in this process; and WHEREAS, the unique nature of this multi-jurisdictional project could well serve as a model for other areas of growth within the State of Oklahoma, NOW, THEREFORE, BE IT RESOL YED BY THE BOARD OF DIRECTORS 011' WASHINGTON COUNTY RURAL WATER DISTRICT #3 AND ROGERS COUNTY RURAL WATER DISTRICT #3, AS WELL AS THE COUNCILS OF THE CITY OF COLLINSVILLE AND OW ASSO, OKLAHOMA AS FOLLOWS: SECTION 1, The above named entities approve the submittal of this joint resolution to the Office of Congressman Brad Carson and Congressman John Sullivan for the purpose of requesting a special appropriation in the amount of $250,000 for the :ful1ding of a feasibility study relating to the construction of a regional water treatment facility. PASSED AND APPROVED. VI ashington County R WD #3 County R WD #3 Date Date of Collinsville City of Owasso Date Date MEMORANDUM TO: CONGRESSMAN JOHN SULLIVAN FIRST DISTRICT OF OKLAHOMA UNITED STATES HOUSE OF REPRESENTATIVES FROM: RODNEY J RAY CITY MANAGER, CITY OF OW ASSO SUBJECT: REQUEST FOR FUNDING FOR FEASABILITY STUDY DATE: April 25, 2002 BACKGROUND: The purpose of this correspondence is to solicit the assistance of your office in an endeavor that could well serve as a model for other growth areas. As you know, the area of Northwest Tulsa County, Eastern Rogers County and Southern Washington County has become one of the fastest growing regions in the State of Oklahoma. Recent growth trends have had an especially strong impact on the area's water treatment and distribution systems. Even though most of those systems have made short-term improvements, the growth of the area has caused most providers to focus on keeping up with demand rather than the comprehensive planning necessary to produce long-term solutions. Additionally, the history of relations between rural water districts and municipalities has generally not been one to encourage partnering of the two entities. In high-growth metropolitan areas, the disputes between the rural water districts and cities have become divisive, forcing customers to fund the construction and operation of redundant and parallel treatment and distribution systems at a cost significantly higher than necessary. This request is the result of four water treatment and distribution systems (Rogers County Rural Water District #3, Washington County Rural Water District #3, the City of Collinsville and the City Owasso), joining together to form a consortium that, if wiIl create water system operating efficiencies, and, it appears, reduce the cost systems constituents and our customers. vision held by entities is that a single water treatment facility, centrally located, could more effectively serve the area and provide a long-term solution to treatment issues, concerns relating to rising cost, efficiencies as well a provide a venue for relationship building. The latter being important to well planned and coordinated solutions to the tremendous growth this area is experiencing. WATER CONSORTIUM MEMORANDUM FUNDING FOR FEASABILITY STUDY PAGE 2 The consortium has benefited from the assistance of the Adkins-Benhim Engineering Group in our preliminary discussions. Based on that preliminary study, it appears that the construction of a single treatment facility to serve the approximate 65,000 users of the four systems is both a realistic and fiscally responsible project. The members of the ConsOliium have, based on the results of the preliminary study agreed to proceed to the next step, that of performing a more in-depth feasibility study designed to provide detail information and data for the purpose of further decision making. However, as you well know, such studies are expensive and require the appropriation of funds from each of the four entities. It is in regard to such funding that prompted this group to contact your office. It appears that the type of study necessary to provide the level of detail and data will require a funding level of approximately $250,000. Since most of our members are already in the final completion stages of budget preparation, our ability to move forward in a timely manner may be hampered. We have taken the first and in some ways the most difficult step that of putting aside those historical differences and have come together to support a concept that will be a win-win for everyone. Now, we need the help of our Congressional Delegation and specifically the help of you and Congressmen Carson. Your assistance in securing a "special appropriation" in the next federal budget in the amount of $250,000 could well make this concept a reality and help several thousand Oklahoma citizens. As a note, the group has met with officials of the Oklahoma Water Resources Board as well as State Senator Stratton Taylor, State Representatives John Smilago and Joe Eddins for the purpose of briefing them on this regional concept All have expressed their suppOli of the effort and indicated they are available to provide assistance. During the last meeting of the consortium a model "Resolution" was approved for submittal to the governing bodies of the four entities. That "draft" resolution is attached for your review and information. While time restraints have not allowed each group to take official action on the resolution, the representative of each of those groups have indicated their beliefthat their governing bodies will ultimately approve the language. following representing Washington Rural Water District #3, Chuck representing County Rural Water #3, Jim Summerlin is providing legal counsel for the organizing of the Public Tmst, Richard McClanathan represents the City of Collinsville with Randy Brogdon and Tom Kimball representing the City of Owasso. A list of these members and their telephone numbers are attached. The members of this Consortium thank you for your past assistance and for your attention to this request. If I can be helpful in further explanation of the concept or issues please contact me at (918) 376-1512, or contact any of the persons listed on the attachment. MEMORANDUM TO: CONGRESSMAN BRAD CARSON SECOND CONGRESSIONAL DISTRICT OF OKLAHOMA UNITED STATES HOUSE OF REPRESENTATIVES FROM: RODNEY JRAY CITY MANAGER, CITY OF OW ASSO SUBJECT: REQUEST FOR FUNDING FOR FEASABILITY STUDY DATE: April 25, 2002 BACKGROUND: The purpose of this correspondence is to solicit the assistance of your office in an endeavor that could well serve as a model for other growth areas. As you know, the area of Northwest Tulsa County, Eastern Rogers County and Southern Washington County has become one of the fastest growing regions in the State of Oklahoma. Recent growth trends have had an especially strong impact on the area's water treatment and distribution systems. Even though most of those systems have made short-term improvements, the growth of the area has caused most providers to focus on keeping up with demand rather than the comprehensive planning necessary to produce long-term solutionso Additionally, the history of relations between rural water districts and municipalities has generally not been one to encourage partne11ng of the two entities 0 In high-growth metropolitan areas, the disputes between the rural water districts and cities have become divisive, forcing customers to fund the construction and operation of redundant and parallel treatment and distribution systems at a cost significantly higher than necessary. This request is the result of four water treatment and distribution systems (Rogers County Rural Water District #3, Washington County Rural Water District #3, the City of Collinsville and the City of Owasso), joining together to form a consortium that, if will create water system efficiencies, and, it appears, the cost and our customers. by these four entities is that a single water treatment facility, centrally located, could more effectively serve the area and provide a long-term solution to treatment issues, concerns relating to rising cost, efficiencies as well a provide a venue for relationship building. The latter being important to well planned and coordinated solutions to the tremendous growth this area is experiencing. WATER CONSORTIUM MEMORANDUM FUNDING FOR FEASABILITY STUDY PAGE 2 The consortium has benefited from the assistance of the Adkins-Benhim Engineering Group in our preliminary discussions. Based on that preliminary study, it appears that the construction of a single treatment facility to serve the approximate 65,000 users of the four systems is both a realistic and fiscally responsible project. The members of the Consortium have, based on the results of the preliminary study agreed to proceed to the next step, that of performing a more in-depth feasibility study designed to provide detail information and data for the purpose of further decision making. However, as you well know, such studies are expensive and require the appropriation of funds from each of the four entities. It is in regard to such funding that prompted this group to contact your office. It appears that the type of study necessary to provide the level of detail and data will require a funding level of approximately $250,000. Since most of our members are already in the final completion stages of budget preparation, our ability to move forward in a timely manner may be hampered. We have taken the first and in some ways the most difficult step that of putting aside those historical differences and have come together to support a concept that will be a win-win for everyone. Now, we need the help of our Congressional Delegation and specifically the help of you and Congressmen Sullivan. Your assistance in securing a "special appropriation" in the next federal budget in the amount of $250,000 could well make this concept a reality and help several thousand Oklahoma citizens. As a note, the group has met with officials of the Oklahoma Water Resources Board as well as State Senator Stratton Taylor, State Representatives John Smilago and Joe Eddins for the purpose of briefing them on this regional concept. All have expressed their support of the effort and indicated they are available to provide assistance. During the last meeting of the consortium a model "Resolution" was approved for submittal to the governing bodies of the four entities. That "draft" resolution is attached for your review and information. While time restraints have not allowed each group to take official action on the resolution, the representative of each of those groups have indicated their belief that their governing bodies will ultimately approve the language. entities. Washington County Water District #3, Chuck representing Rogers County Rural Water District #3, Jim Summerlin is providing legal counsel for the organizing of the Public Trust, Richard McClanathan represents the City of Collinsville with Randy Brogdon and Tom Kimball representing the City of Owasso. list of these members and their telephone numbers are attached. The members of this Consoriium thank you for your past assistance and for your attention to this request. If I can be helpful in further explanation of the concept or issues please contact me at (918) 376-1512, or contact any of the persons listed on the attachment.