City Council

C6A From: Brian Talley Sent: Monday, August 15, 2016 1:21 PM To: Janice Almy Subject: FW: Golf nets And don’t forget the sender Kevin Brisbin and whomever Mrs Grey would like to honor. From: Kevin Brisbin [mailto:ktbrisbin@aep.com] Sent: Tuesday, July 05, 2016 2:49 PM To: Brian Talley Subject: RE: Golf nets Blake Little Jake Kinman James Cooke Ben Bryan Chuck Bunch Joe Chambers From: Brian Talley [mailto:bctalle@sandspringsok.org] Sent: Tuesday, July 05, 2016 2:37 PM To: Kevin Brisbin Subject: RE: Golf nets This is an EXTERNAL email. STOP. THINK before you CLICK links or OPEN attachments. I would like to thank you and the guys for the great work they did at the golf course on the nets. We can’t express the how much it helps in our quest to produce a product for our community. I would like to get the names of the employees that participated in the project so that council can show some recognition for everyone’s efforts. If you could help me with that I will get them to my city manager. If there is ever anything we can do to help in the future please don’t hesitate to call. Thanks again you guys are great.  C6B Certificate of Appreciation THIS CERTIFICATE IS PRESENTED TO American Heritage Bank FOR YOUR COMMUNITY E NHANCEMENT CONTRIBUTIONS TO THE CITY OF SAND SPRINGS S ignature Date S ignature Date  C6C Mayoral Proclamation WHEREAS the Daughters of the American Revolution was organized in 1890 and chartered by Congress in 1896 to recognize women who had a direct lineage to soldiers and other persons who aided in the struggle for independence and freedom during the American Revolutionary War; WHEREAS the Osage Hills Chapter of the Daughters of the American Revolution was formed in Sand Springs in 1970, and has a significant membership of women dedicated to community service through upholding the ideals and values instilled by those who fought in the American Revolution; WHEREAS the United States Constitution, which outlines our nation’s form of government, was drafted 229 years ago, and serves as a model aspired by people seeking freedom throughout the world; and WHEREAS it is fitting and proper to officially recognize the patriotic celebration during Constitution Week, September 17—23, 2016, as a tribute to the American Revolution and the nation’s founding fathers who would come to frame the Constitution as an exemplary governmental document that has fulfilled its founding principles during those 229 years; NOW, THEREFORE, I, Mike Burdge, as Mayor of the City of Sand Springs, Oklahoma, do hereby proclaim the week of September 17— 23, 2016 to be “Constitution Week” in the City of Sand Springs, and urge all citizens to reaffirm the ideals extolled by the framers of this treasured national document which continues its guiding service to this day.  C7A MINUTES Sand Springs City Council Regular Meeting August 22, 2016 – 7:00 p.m. Sand Springs Municipal Building 100 East Broadway – Room #203 Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge (5-0) Vice Mayor John Fothergill (5-0) Councilman Phil Nollan (4-1) Councilman Patty Dixon (4-1) Councilman Beau Wilson (5-0) Councilman Brian Jackson (5-0) Councilman Jim Spoon (5-0) ALSO PRESENT: City Manager Elizabeth Gray City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: None The Sand Springs City Council met in regular session on August 22, 2016 in Room No. 203 of the Sand Springs Municipal Building pursuant to the agenda filed with the City Clerk’s office and posted at 2:00 pm on August 18, 2016, on the digital display board located in the first floor lobby of the Sand Springs Municipal Building, 100 East Broadway, Sand Springs, Oklahoma 74063. 1. Call to Order Mayor Burdge called the meeting to order at the noted time of 7:00 pm. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Jackson, here; Councilwoman Dixon, here; Councilman Spoon, here; Vice Mayor Fothergill, here; Mayor Burdge, here; Councilman Wilson, here; Councilman Nollan, here.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 2 3. Invocation Following Roll Call, Councilwoman Dixon provided the invocation. 4. Pledge of Allegiance Councilman Jackson led the Pledge of Allegiance. 5. Presentation(s) A) United Way Campaign Councilman Jackson introduced D. J. Morrow with the Tulsa Metro Area Salvation Army in regards to United Way. D. J. Morrow with the Tulsa Metro Area Salvation Army, Lieutenant David Brittle with the Sand Springs Salvation Army and Don Jacobs with Tulsa Area United Way all expressed appreciation of the City and the city employees’ support of the United Way Campaign. B) AEP/PSO Recognition Mayor Burdge stated representatives from AEP/PSO would be recognized at a later date, but acknowledged their work and contributions for the removal and replacement of the netting at the Sand Springs Canyons at Blackjack Ridge Golf Course. 6. Consent Agenda (A-F) Mayor Burdge informed Council that all matters listed under the Consent Agenda to be considered by Council are to be routine and will be enacted by one motion. Mayor Burdge noted that questions or clarification on any consent agenda items could be addressed prior to taking action. Mayor Burdge requested if Council had questions or needed clarification on any consent agenda item or whether any item needed to be considered separately. Councilman Nollan expressed concerns of the 18-percent hike in the subsidy amount for EMSA services in FY17 – Consent Agenda Item 6C. Fire Chief Mike Wood provided a brief update in regards to the EMSA subsidy. There being no other questions or requests, Mayor Burdge requested a motion regarding Consent Agenda 6A through 6F.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 3 A motion was made by Councilman Spoon and seconded by Councilman Wilson to approve the Consent Agenda Items No. 6A through 6F, as follows: A) The minutes of the July 25, 2016 regular City Council meeting. B) The monthly Transfers of Funds. C) The payment of the FY17 subsidy in the amount of $270,150, with payments to be made quarterly in the amount of $67,537.50, for Emergency Medical Services provided by EMSA. D) The proposed Amendment No. 3 to the McKinley Hills Water Storage Capacity Evaluation professional engineering services agreement with Dewberry Engineers, Inc. for engineering services associated with the McKinley Hills South Tank replacement project. E) The acceptance (final) of Bid No. 1025 – Splashpads and Playgrounds as constructed by Rick Scott Construction and authorization to make final pay application. F) The acceptance (final) of Bid No. 1028 – Sand Springs Cultural and Historical Museum Exterior Rehabilitation project as constructed by Voy Construction. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 7-0-0. 7. Appointments A) Sand Springs Park Advisory Board Councilman Wilson informed Council that the appointment of a Ward Five (5) representative to serve an unexpired term to May 2018 on the Sand Springs Park Advisory Board would be passed at this time. B) Sand Springs Planning Commission Vice Mayor Fothergill excused himself from the meeting at the noted time of 7:16 pm.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 4 Mayor Burdge informed Council that the appointment of a representative to serve a three (3) year term to July 2019 on the Sand Springs Planning Commission. A motion was made by Mayor Burdge and seconded by Councilwoman Dixon that Keri Fothergill be appointed as a representative to serve a three (3) year term to July 2019 on the Sand Springs Planning Commission. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 6-0-0. Vice Mayor Fothergill returned to the meeting following Agenda item No. 7 at the noted time of 7:17 pm. 8. 2017 Calendar Year Schedule of Regular Meetings of the Sand Springs City Council Janice L. Almy, City Clerk, requested Council’s approval of the times and dates of regular Sand Springs City Council meetings for the 2017 calendar year. Following discussion, a motion was made by Councilman Dixon and seconded by Councilman Nollan that the requested approval of the times and dates of regular Sand Springs City Council meetings for the 2017 calendar year, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 7-0-0. 9. Amendment to Resolution No. 16-30 A) Amendment to Resolution No. 16-30 Councilman Jackson requested Council to consider an amendment to Resolution No. 16-30 concerning participation in and payment of public funds for JA (Junior Achievement) Biztown.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 5 Councilman Jackson stated 145 students from Garfield and Northwoods fifth- grade classes would not be able to attend due to school funding cuts. Following lengthy discussion, regarding other Sand Springs area schools, conflict of interest with Councilman Jackson being employed by JA, and that the hotel/motel tax is designated for economic development and that the expenditure appeared to be a donation rather than an economic development expenditure. Phyllis Cole, 711 Greenview Circle, stated she feels Council should not pay for the JA Biztown. Council took no action regarding Agenda Item 9A. B) Supplemental Appropriation Council took no action regarding Agenda Item 9B. - Supplemental Appropriation in the General Fund for an increase of $3,625 in the Economic Development budget and a decrease in the Hotel/Motel Tax reserve of $3,625 for participation in and payment of public funds for JA (Junior Achievement) Biztown. 10. Resolution No. 17-03 – Affirming Dilapidation Public Nuisance David Weatherford, City Attorney, and Mike Wood, Fire Chief, were available to address questions of Council regarding Resolution No. 17-03. Mike Wood, Fire Chief, requested Council’s approval of Resolution No. 17-03, a resolution affirming dilapidation public nuisance administrative hearing findings and authorization for the bringing of any action necessary in District Court. Phyllis Cole, 711 Greenview Circle, stated a more detailed description should be provided so she would know whether or not it involves property in her neighborhood. Mayor Burdge informed Ms. Cole that the backup information is available on the City’s website. Following discussion a motion was made by Councilman Spoon and seconded by Councilman Wilson that the requested approval of Resolution No. 17-03, a resolution affirming dilapidation public nuisance administrative hearing findings and authorization for the bringing of any action necessary in District Court, as presented, be approved. Mayor Burdge called for the vote recorded as follows:  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 6 Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 7-0-0. 11. Ordinance No. 1288 – Rezoning SSZ-486 Brad Bates, City Planner, requested Council’s approval of Ordinance No. 1288, as ordinance amending the zoning map of the City of Sand Springs, Oklahoma, rezoning from RS-3 (Residential Single-Family) to RS-4 (Residential Single-Family) unplatted property located in Section 34, Township 19 North, Range 11 East, Tulsa County, City of Sand Springs, Oklahoma, in Ward Boundary District 4, repealing all ordinances or parts of ordinances in conflict herewith, and declaring an effective date. David Charney, Developer for Capital Homes, was available to address questions of Council. Following discussion a motion was made by Councilman Nollan and seconded by Councilman Wilson that the requested approval of Ordinance No. 1288, as ordinance amending the zoning map of the City of Sand Springs, Oklahoma, rezoning from RS-3 (Residential Single-Family) to RS-4 (Residential Single- Family) unplatted property located in Section 34, Township 19 North, Range 11 East, Tulsa County, City of Sand Springs, Oklahoma, in Ward Boundary District 4, repealing all ordinances or parts of ordinances in conflict herewith, and declaring an effective date, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 7-0-0. David Charney, Developer for Capital Homes, stated that staff was great to work with and that Council needs to obtain rural development loan capabilities for the Sand Springs area.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 7 12. Ordinance No. 1289 - Alarms Michael S. Carter, Police Chief, requested Council’s approval of Ordinance No. 1289, an ordinance relating to Title 8, Health and Safety; creating a new Chapter 08.60 entitled Alarms, creating a new Section 08.60.010 entitled Audible Alarm duration; creating a new Section 08.60.020 entitled Silencing of Fire Alarms in Establishments Open to the Public; creating a new Section 08.60.030 entitled Excessive False Intrusion, Hold-Up Panic or Fire Alarms Prohibited; of the Code of Ordinances of the City of Sand Springs, Oklahoma, and declaring an effective date. Following discussion, a motion was made by Councilman Nollan and seconded by Councilman Wilson that the requested approval of Ordinance No. 1289, an ordinance relating to Title 8, Health and Safety; creating a new Chapter 08.60 entitled Alarms, creating a new Section 08.60.010 entitled Audible Alarm duration; creating a new Section 08.60.020 entitled Silencing of Fire Alarms in Establishments Open to the Public; creating a new Section 08.60.030 entitled Excessive False Intrusion, Hold-Up Panic or Fire Alarms Prohibited; of the Code of Ordinances of the City of Sand Springs, Oklahoma, and declaring an effective date, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 7-0-0. 13. Dewberry Architects, Inc. – Public Safety Facility Michael S. Carter, Police Chief, requested approval of a contract with Dewberry Architects, Inc. for design of the new public safety facility. A motion was made by Vice Mayor Fothergill and seconded by Councilman Jackson that the requested approval of a contract with Dewberry Architects, Inc. for design of the new public safety facility, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye; Councilman Nollan, aye. The motion carried 7-0-0.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 8 14. Resolution No. 17-02 – Vision 2025 Case Community Park and Sand Springs Highway Corridor Capital Improvement Projects Grant Gerondale, Parks Director, requested Council’s approval of Resolution No. 17-02, a resolution related to park funding; park leases; park improvements; approving and rejecting the award of bids for the identified components and future components; authorizing an award of contract for guaranteed maximum price contracts; executing interlocal agreement with Tulsa County Board of Commissioners; authorizing payments and project budget transfers; and authorizing the signature of all related documents as it relates to the Vision 2025 Case Community Park and Sand Springs Highway Corridor Capital Improvements projects. Grant Gerondale, Parks Director, indicated that this item was presented at the Parks Advisory Board and the Council Public Works Advisory Committee. A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson that the requested approval of Resolution No. 17-02, a resolution related to park funding; park leases; park improvements; approving and rejecting the award of bids for the identified components and future components; authorizing an award of contract for guaranteed maximum price contracts; executing interlocal agreement with Tulsa County Board of Commissioners; authorizing payments and project budget transfers; and authorizing the signature of all related documents as it relates to the Vision 2025 Case Community Park and Sand Springs Highway Corridor Capital Improvements projects, as presented, be approved. Mayor Burdge called for the vote recorded as follows: Councilman Nollan, aye; Councilman Wilson, aye; Mayor Burdge, aye; Vice Mayor Fothergill, aye; Councilman Spoon, aye; Councilwoman Dixon, aye; Councilman Jackson, aye. The motion carried 7-0-0. 15. Correspondence The following correspondence was provided to Council for their review and information: A) Regular monthly bills.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 9 16. City Manager’s and Council Members Report A) List of Upcoming Events: 1) Street Dept Chipper Days: 09/03, 10/10, 11/05, 12/03/16 2) Labor Day Holiday: City Offices Closed: 09/05/16 3) CASEtime Movie Night: 09/09, 10/14, 11/11, 12/09/16 4) KAF Hike Days: 09/10/16 5) Rotary Downhill Derby: 09/17/16 6) Boo on Broadway: 10/29/16 7) Veterans’ Day Holiday: City Offices Closed 11/11/16 8) Thanksgiving Holiday: City Offices Closed: 11/24-25/16 9) Festival of Lights Christmas Parade: 12/02/16 10) Employee Recognition Luncheon: 12/07/16 11) Christmas Holiday: City Offices Closed: 12/23, 12/26/16 B) City Manager Elizabeth Gray also reported on the following items: 1) Great Raft Race scheduled for Labor Day weekend. 2) Interaction Land Use Map is now “live” and available for input by our citizens. 3) KAF 5K scheduled for October 12. 4) Employees Health Care Event is scheduled for September 29. Councilwoman Dixon encouraged Council, staff and guest to join the Sand Springs Museum. Councilwoman Dixon informed Council of a fund raising event for Community Theater to be held on October 29. 17. Recess City Council Meeting Mayor Burdge recessed the Council Meeting, to be reconvened following the Municipal Authority Meeting at the noted time of 8:23 pm. 18. Reconvene Council Meeting Mayor Burdge reconvened the City Council Meeting at the noted time of 8:24 pm.  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 10 19. Executive Session A) Mayor Burdge informed Council of the consideration of retiring into Executive Session for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). A motion was made by Vice Mayor Fothergill and seconded by Councilman Wilson to retire into Executive Session for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3). Mayor Burdge called for the vote recorded as follows: Mayor Burdge called for the vote recorded as follows: Councilman Jackson, aye; Councilwoman Dixon, aye; Councilman Spoon, aye; Vice Mayor Fothergill, aye; Mayor Burdge, aye; Councilman Wilson, aye/ The motion carried 6-0-0. Mayor Burdge, Vice Mayor Fothergill, Councilman Jackson, Councilman Dixon, Councilman Spoon, Councilman Wilson, City Manager Elizabeth Gray and City Attorney David Weatherford retired into Executive Session at the noted time of 8:19 pm. Discussion was held for the purpose of conferring on matters pertaining to economic development within the RiverWest development area and for the purpose of conferring on other economic development projects in which public disclosure of the matter discussed would interfere with the confidentiality of the business in accordance with O.S. Title 25, Section 307(C)(10); for the purpose of conferring on matters pertaining to appraisal or acquisition of property for economic development purposes in accordance with O.S. Title 25, Section 307(B)(3).  CITY COUNCIL MINUTES AUGUT 22, 2016 PAGE 11 B) Following the Executive Session, Mayor Burdge reconvened the Council Meeting at the noted time of 8:53 pm. C) Mayor Burdge stated there was no action deemed appropriate as a result of the Executive Session. 15. Adjournment There being no other discussion, the meeting adjourned at the noted time of 8:54 pm. ___________________________ Janice L. Almy, City Clerk  C7B MINUTES Sand Springs City Council Special Meeting August 24, 2016 – 11:30 a.m. Case Community Center – Room ABC 1050 West Wekiwa Road Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Mayor Mike Burdge Vice Mayor John Fothergill Councilman Phil Nollan Councilman Beau Wilson Councilman Brian Jackson Councilman Jim Spoon @ 11:42 am ALSO PRESENT: City Manager Elizabeth Gray Assistant City Manager Daniel Bradley City Attorney David Weatherford City Clerk Janice L. Almy ABSENT: Councilwoman Patty Dixon The Sand Springs City Council met in special session on August 24, 2016 in Room ABC of the Case Community Center building pursuant to the agenda filed with the City Clerk’s office and posted at 3:45 pm on August 17, 2016, on the digital display board located in the first floor lobby of the Sand Springs Municipal Building, 100 East Broadway, Sand Springs, Oklahoma 74063. 1. Call to Order Mayor Burdge called the meeting to order at the noted time of 11:40 am. 2. Roll Call Mayor Burdge called for an individual roll call with members replying in the following manner: Councilman Nollan, here; Councilwoman Dixon, here; Mayor Burdge, here; Vice Mayor Fothergill, here; Councilman Wilson, here, Councilman Jackson, here; Councilman Spoon, no response. It was noted for the record that Councilwoman Dixon was absent from said meeting and Councilman Spoon arrived at the noted time of 11:42 am.  CITY COUNCIL MINUTES AUGUST 24, 2016 PAGE 2 3. State Building Code/Regulations Update Mike Wood, Fire Chief, provided a brief PowerPoint presentation regarding building codes and regulations. Billy Pope, Oklahoma State Building Code Division, provided Council with an update of the State’s Building Code and Regulations and the impact the code and regulations have on the City of Sand Springs. Danny Hancock, Oklahoma State Building Code Board Member, provided additional information regarding building code and regulations. Mr. Pope and Mr. Hancock addressed questions of Council and staff. Alan Ringle, local developer, expressed the need for improving the process and revising the city’s code or Engineering Design Criteria handbook to be the same. Councilman Nollan expressed the need to continue to improve the process for development. This item was for informational-purposes only with no action requested or taken by Council. 4. Economic Development Update Due to time constraints, Kasey St. John provided a brief update of the modifications to the “See Sand Springs” website. 5. Discussion of Pending Projects Due to time constraints, Derek Campbell provided a brief update regarding the Main Street Improvement project and the Waste Water Treatment Plant project. 6. Review of “Things We Do Well” Due to time constraints, no report was provided. 7. Adjournment There being no other discussion, the meeting adjourned at the noted time of 1:05 pm. ___________________________ Janice L. Almy, City Clerk  C7C MINUTES Sand Springs City Council Special Meeting August 31, 2015 51 West Alexander Boulevard Sand Springs, Oklahoma 74063 www.sandspringsok.org Mayor Mike Burdge, Vice Mayor John Fothergill, Councilman Brian Jackson, Councilwoman Patty Dixon, Councilman Phil Nollan, SSDA members Troy Cox and Dana Box, City Manager Elizabeth A. Gray, the Ayala Family, Chamber President Kristen Valentin, Sand Springs Schools Superintendent Sherry Durkee, administrative staff, employees and guests attended the groundbreaking Ceremony for the new El Maguey Mexican Restaurant within the RiverWest Development. The meeting was for ceremonial-purposes only, with no action required or taken by the Sand Springs City Council. _________________________________ Janice L. Almy, City Clerk C7D&E C7F  C8 Agenda Item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: September 12, 2016 SUBJECT: BOARD/COMMITTEE APPOINTMENTS STAFF RECOMMENDATION: Council approval of the following appointments: Sand Springs Park Advisory Board Councilman Beau Wilson may consider the appointment of a Ward Five (5) representative to serve an unexpired term to May 2018 on the Sand Springs Park Advisory Board. EXECUTIVE SUMMARY: The Council Committees, various Council and Trust Authority boards/committees, and INCOG appointments are the annual appointment following the seating of the Council. BUDGETARY IMPACT: There would be no additional budgetary impact due to subject appointments. COMPILED BY: Janice L. Almy, City Clerk PRESENTED BY: Mayor Burdge ATTACHMENT: None  C9 Agenda item #______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: September 12, 2016_ SUBJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS COSS PROJECT NO. S-1202, BID NO. 1012 CHANGE ORDER NO. 5 STAFF RECOMMENDATION: Approval of Change Order No. 5 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $27,001.22 and an increase in the contract time of 14 calendar days; and, authorization for the Mayor to execute the Change Order. BACKGROUND AND HISTORY: On September 22, 2014 the Sand Springs City Council awarded Bid No. 1012 in the amount of $14,687,400.00 to Walters-Morgan Construction, Inc. for construction of the Wastewater Treatment Plant Improvements project. Since that time, Council has approved four Change Orders for a net increase in the Contract Price of $255,198.35 and an increase in the Contract Time of 65.5 calendar days. This Change Order No. 5 has been prepared in consideration of four additional items affecting the Contract Amount and Time. Two of the items are Work Change Directives (WCD Nos. 10 & 11) which have previously been brought for the City Manager’s consideration and approval. The Work Change Directive was developed for situations involving changes in the Work which, if not processed expeditiously, might delay the Project. Work Change Directives are to be followed by incorporation into a Change Order for consideration by Council. A description of all items are as follows: Item 1 – Install Temperature Monitoring System on Two Chemical Tanks (see Attachment A) Contractor has prepared the attached Change Proposal No. 22 to provide temperature sensors on two chemical storage tanks to send a 4-20mA signal to the Chemical Feed Control Panel which has been supplied by Schuermann Enterprises, Inc. The plans and specifications for the tanks only required signals from the tanks level sensors to be sent back to the chemical control panel. There were no requirements in the contract  documents for signals to be sent for temperature indications at this location other than in the system integration description. This specification was not referenced in the tank specification so submittals were sent and approved per the tank specs. It is desirable for the plant operators to have the ability to remotely monitor the temperature of the tanks, particularly during the colder months, so the Contractor has been asked to provide a proposal to provide this functionality. Item 2 – WCD No. 10, Reroute of Existing 6-inch Waterline (see Attachment B) As preparation of the site for the new Aerobic Digester (AD) Blower Shelter began, an existing 6-inch waterline was discovered to be running directly under the proposed shelter. Existing record drawings showed conflicting depictions of the routing of this line and insufficient detail to accurately locate it during design. The attached WCD No. 10 was prepared to compensate the Contractor for the rerouting and installation of approximately 200 linear feet of 6-inch waterline around the new AD Blower Shelter and new digester. Item 3 – WCD No. 11, Refeed Power to Existing Sludge Building & Bar Joist Modifications for the AD Blower Shelter (see Attachment C) This WCD consists of two separate Change Proposals by the Contractor. Part 1 (CP No. 24) made provisions for rerouting electrical power to the existing Sludge Pump Building which was found to be fed from existing facilities scheduled for demolition by the project. Part 2 (CP No. 25) compensated the Contractor for additional expenses which were incurred to make modifications to shorten the length of bar joists which had been fabricated for use on the AD Blower Shelter when a conflict on the civil, architectural , and structural portions of the contract drawings was found. Item 4 – Weather Days Claimed (see Attachment D) At each monthly progress meeting, the Contractor has submitted an accounting of weather days affecting the progress of critical activities on the project. Prior to the meeting these weather day requests are reviewed and validated by the Resident Project Inspector as to accuracy and conformance to his daily inspection reports. Attached is a summary of the 14.0 additional weather days being claimed at this time. Periodic formal acceptance of these weather days through the Change Order process will help the Contractor, Engineer, and Staff in accurately tracking the construction progress in relation to the contractual deadline for completion. EXECUTIVE SUMMARY: Tetra Tech has prepared the attached Change Order No. 5 to reflect an increase in the amount of $27,001.22 and an increase in the contract time of 14.0 calendar days. Although the Agreement is written between the City of Sand Springs and Walters-Morgan Construction, Inc., staff is presenting this Item for concurrence by the Municipal Authority because bond revenues are being used to fund this project. BUDGETARY IMPACT: Funding for this Change Order is available within the existing project budget balance (see attached Budget Sheet). COMPILED BY: Cody D. Blair Assistant City Engineer PRESENTED BY: Cody D. Blair Assistant City Engineer Attachments: Change Order No. 5 (3 pages) Attachment A (3 pages) Attachment B (6 pages) Attachment C (8 pages) Attachment D (9 pages) Budget Sheet (1 page)  ATTACHMENT A 1 OF 3 CHANGE PROPOSAL NO. 22 WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 23-Apr-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Add new temperatrue sensors and control unit to send 4-20mA signal to the Chemical Feed Control Panel supplied by Schuermann Enterprises. The specifications for the tanks & the contract drawings only required signals from the level sensors be sent back to the chem control panel. There is no requirements in the contract documents for signals to be sent for temperature indications at this location other than in the system integration description 409730. This specification was not referenced in the tank specification so submittals were sent and approved per the tank specs. PI&D sheet E 607 show no input for temperatures from chem tanks, only level. Sheet E411 shows no signal being sent to chem panel from tank heat trace, only power. Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total SEI Furnish and Install Temp Sensor & Ctls 2.00 ls 0.00 0.00 0.00 0.00 750.00 1500.00 0.00 0.00 1500.00 RWE Pull additional wires to PLC 2.00 ea 0.00 0.00 0.00 0.00 200.00 400.00 0.00 0.00 400.00 2.00 ea 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2.00 ea 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Direct Cost Subtotals $0.00 $0.00 $1,900.00 $0.00 $1,900.00 Employee Taxes, Insurance and Benefits (41%) $0.00 $0.00 SUBTOTAL with PT&I $1,900.00 Contractors Fee on Sub ( 5% ) $95.00 Contractor's Fee on L&M ( 15%) $0.00 TOTAL FOR THE WORK $1,995.00 Jobsite G&A Expense (7%) $133.00 SUBTOTAL W/O BOND SUBTOTAL W/O BOND $2,128.00 Bond Premium (1%) $21.28 CHANGE TOTAL WITH BOND TOTAL WITH BOND $2,149.28 ADDITIONAL TIME REQUESTED: Zero ( 0 ) Calendar Days PAGE 1  ATTACHMENT A 2 OF 3 Sundaramoorthy, Srini From: Jim Perkins <jperkins@waltersmorgan.com> Sent: Wednesday, August 31, 2016 10:27 AM To: Sundaramoorthy, Srini Subject: FW: Sand Springs Srini, see email below for Backup from Ramsey Ward. Jim Perkins Project Manager & Corporate Secretary Walters-Morgan Construction, Inc. 2616 Tuttle Creek Blvd. Manhattan, Kansas 66502 785-539-7513 ext, 110 785-539-6521 FAX 785-564-0776 CELL jperkins@waltersmorgan.com From: Jeff Ward [mailto:jeff@ramseyward.com] Sent: Tuesday, August 30, 2016 6:39 PM To: Jim Perkins <jperkins@waltersmorgan.com> Subject: Sand Springs Jim, Ramsey Ward requests $200. per tank for additional shielded cable installed for temperature sensors. Regards, Jeff Ward Ramsey Ward Electric PO Box 1648 Ardmore, OK 73402 Phone 580.223.2221 Fax 580.223.2302 Total Control Panel Login To: jperkins@waltersmorgan.com Message Score: 2 High (60): Pass From: jeff@ramseyward.com My Spam Blocking Level: Custom Medium (75): Pass Low (90): Pass Block this sender Custom (70): Pass Block ramseyward.com This message was delivered because the content filter score did not exceed your filter level. 1  ATTACHMENT A 3 OF 3  ATTACHMENT B 1 OF 6  ATTACHMENT B 2 OF 6 CHANGE PROPOSAL NO. 21R1 WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 24-May-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Relocate 6" waterline from underneaath new AD Blower Shelter and around New Digester 403. Excavate, Lay & Bury includes labor for trenching, bedding, laying , tying into 2 lines, and Backfill, material for bedding, and cost of equipment. Did not include curb or asphalt replacement as WMCI would have already disturbed those areas for excavation of Digester 403 and already covered cost for patching curb and a portion of roadway back in our original bid. Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total Pipe Materials - Attached quote 1.00 ls 0.00 0.00 2639.70 2639.70 0.00 0.00 0.00 0.00 2639.70 Excavate, Lay & Bury 6" Restrained PVC 200.00 lf 13.10 2620.00 2.00 400.00 0.00 0.00 8.00 1600.00 4620.00 0.00 ea 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ea 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Direct Cost Subtotals $2,620.00 $3,039.70 $0.00 $1,600.00 $7,259.70 Employee Taxes, Insurance and Benefits (41%) $1,074.20 $1,074.20 SUBTOTAL with PT&I $8,333.90 Contractors Fee on Sub ( 5% ) $0.00 Contractor's Fee on L&M ( 15%) $1,250.09 TOTAL FOR THE WORK $9,583.99 Jobsite G&A Expense (7%) $583.37 SUBTOTAL W/O BOND SUBTOTAL W/O BOND $10,167.36 Bond Premium (1%) $101.67 CHANGE TOTAL WITH BOND TOTAL WITH BOND $10,269.03 ADDITIONAL TIME REQUESTED: Zero ( 0 ) Calendar Days PAGE 1  ATTACHMENT B 3 OF 6  ATTACHMENT B 4 OF 6  ATTACHMENT B 5 OF 6  ATTACHMENT B 6 OF 6 Proposed Relocate of 6" Waterline  ATTACHMENT C 1 OF 8  ATTACHMENT C 2 OF 8  ATTACHMENT C 3 OF 8  ATTACHMENT C 4 OF 8  ATTACHMENT C 5 OF 8  ATTACHMENT C 6 OF 8  ATTACHMENT C 7 OF 8  ATTACHMENT C 8 OF 8  ATTACHMENT D 1 OF 9 Change Order #5 Weather Days Summary Calendar Weather Day Note days Increase October 9, 2015 PM #11 1.0 November 17, 2015 PM #12 1.0 November 30, 2015 PM #13 1.0 December 14, 2015 PM #13 1.0 December 28, 2015 PM #13 1.0 December 29, 2015 PM #13 1.0 January 18, 2016 PM #13 1.0 February 23, 2016 PM #15 1.0 March 8, 2016 PM #15 1.0 March 30, 2016 PM #16 0.5 April 13, 2016 PM #16 0.5 April 18, 2016 PM #16 0.5 April 19, 2016 PM #16 1.0 May 16, 2016 PM #17 0.5 May 23, 2016 PM #18 1.0 July 14, 2016 PM #19 1.0 Total 14.0  ATTACHMENT D 2 OF 9  ATTACHMENT D 3 OF 9  ATTACHMENT D 4 OF 9  ATTACHMENT D 5 OF 9  ATTACHMENT D 6 OF 9  ATTACHMENT D 7 OF 9  ATTACHMENT D 8 OF 9  ATTACHMENT D 9 OF 9 C10 C11A C11B