City Council

C5 A&B City of Sand Springs Agenda Form Meeting Date: JUL 24 2023 Agenda: cc & MA Item: Consent Sand Springs OKLAHOMA Signature Items : Yes Presented by: City Clerk Janice L. Almy Subje ct: City Council Minutes - 06-26-2023 & 07-12-2023 and Municipal Authority Minutes - 06-26-2023 & 07-12-202: C5 A&B Item#: ------ ------- Cost: N/A Recommendation: ---------- Approval Synopsis: Requesting approval, denial, amendment, or revision of the minutes of the CC2023-06-26 CC2023-07-12 and MA2023-06-26 Regular meeting and MA2023-07-12 Special Meeting. Details: Requesting approval, denial, amendment, or revision of the said minutes.  REGULAR MINUTES Sand Springs City Council June 26, 2023 6:00 p.m. Sand Springs City Hall 100 E Broadway Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Mayor Jim Spoon (3-0) Vice Mayor Beau Wilson (3-0) Councilor Cody Worrell (3-0) Councilor Matt Barnett (3-0) Councilor Mike Burdge (3-0) Councilor Nancy Riley (3-0) Councilor Brian Jackson (3-0) ALSO PRESENT: City Manager Michael S. Carter City Attorney David L. Weatherford City Clerk Janice L. Almy Deputy City Clerk Dawn Gilmartin The Sand Springs City Council met in regular session on June 26, 2023, in the Council Chambers located in City Hall pursuant to the regular meeting notice and agenda filed with the City Clerk’s office and posted at 11:30 p.m. on June 22, 2023 on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063. 1. Call to Order Mayor Spoon called the meeting to order at the noted time of 6:00 p.m. 2. Roll Call Mayor Spoon called for an individual roll call with members replying in the following manner: Councilor Jackson, here; Councilor Barnett, here; Councilor Burdge, here; Mayor Spoon, here; Vice Mayor Wilson, here; Councilor Riley, here; Councilor Worrell, here. 3. Invocation The invocation was provided by Mr. Jim Spoon; the public was welcome, but not required, to participate.  CITY COUNCIL MINUTES JUNE 26, 2023 PAGE 2 4. Pledge of Allegiance The Pledge of Allegiance was provided by Councilor Burdge. Mayor Spoon welcomed Oklahoma House Representative Clay Staires and his wife Lisa. 5. Consent Agenda (A-L) Mayor Spoon 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. Consent Agenda items are vetted through various Council Committees prior to consideration by Council. Mayor Spoon noted that questions or clarification on Consent Agenda Items could be addressed prior to taking action. Mayor Spoon inquired if Council had questions or needed clarification on Consent Agenda Items or whether any additional item needed to be considered separately. A motion was made by Vice Mayor Wilson and seconded by Councilor Burdge for items 5A-L. A) The minutes of the May 22, 2023, regular City Council meeting. B) The acceptance of the Change Order No. 1 to the agreement with and acceptance of the Northwoods EST Tank Rehabilitation project – Bid No. 1114, as constructed by Tanksco, Inc. C) The acceptance the Municipal Property Protection Plan (MPPP) Renewal for the Fiscal Year 2024 in the amount of $145,005 with Oklahoma Municipal Assurance Group (OMAG) for property coverage. D) The acceptance of the Municipal Liability Protection Plan (MLPP) Renewal for the Fiscal Year 2024 in the amount of $182,047 with Oklahoma Municipal Assurance Group (OMAG) for liability, vehicle, and equipment coverage. E) The acceptance of the Oklahoma Municipal Assurance Group (OMAG) Fiscal Year 2024 premium in the amount of $475,926 as it relates to the Workers’ Compensation Plan for employees. F) Resolution No. 23-43, a resolution of the City Council of the City of Sand Springs, Oklahoma, affirming a declaration of a dilapidated commercial building with rear residential quarters located at 114 N. Garfield Ave., and the authorization of any action necessary in District Court to effect demolition and removal.  CITY COUNCIL MINUTES JUNE 26, 2023 PAGE 3 G) The acceptance of an Agreement with Crawford and Associates, P.C., at the estimated cost of $50,000, to provide accounting and consulting services to the City of Sand Springs related to the upcoming Fiscal 2023 audit, and giving the Mayor authorization to sign said agreement. H) The acceptance of an Agreement with Arledge and Associates, P.C., in the amount of $41,700, to provide auditing services to the City of Sand Springs for the upcoming Fiscal Year 2023 audit, and giving the Mayor authorization to sign said agreement. I) Resolution No. 23-44 relating to the award of bid, design agreement, payment authorization, and signature authorization for the Pogue Airport Runway Lighting and Taxiway A Pavement Rehab project. J) The acceptance of the budget amendments in the Capital Improvement Water and Wastewater, Airport Construction, GO Bond 2018-City Projects, and Economic Development Capital Improvement Funds, with the excess funds used to support upcoming FY24 Capital Projects budget. K) The acceptance of the Year End Budget Adjustments in the General Fund, Golf Course Capital Improvement Fund, and the Public Safety Capital Improvement Fund. L) The acceptance of a Utility Easement Encroachment Contract for a private retaining wall structure, and approval for the Mayor to sign the contract. Mayor Spoon called for the vote as follows: Councilor Worrell, aye; Councilor Riley, aye; Vice Mayor Wilson, aye; Mayor Spoon, aye; Councilor Burdge, aye; Councilor Barnett, aye; Councilor Jackson, aye. The motion carried 7-0-0. 6. Wind Storm Emergency (A-B) A) Emergency Proclamation Council reviewed and confirmed the Mayor’s Emergency Proclamation approved on June 20, 2023. A motion was made by Vice Mayor Wilson and seconded by Councilor Barnett. Mayor Spoon called for the vote recorded as follows:  CITY COUNCIL MINUTES JUNE 26, 2023 PAGE 4 Councilor Jackson, aye; Councilor Barnett, aye; Councilor Burdge, aye; Mayor Spoon, aye; Vice Mayor Wilson, aye; Councilor Riley, aye; Councilor Worrell, aye. The motion carried 7-0-0. B) City Manager Update of Status of Storm Damage and Recovery Efforts City Manager Mike Carter provided an update on the status of recovery efforts related to the wind storm emergency. After a lengthy discussion with Council regarding remaining debris and the potential risk to structures and property, City Manager Mike Carter announced the decision to rescind the 2023 fireworks permits. 7. Sand Springs Policing Plan (A-B) A) Deputy Police Chief Todd Enzbrenner provided a presentation regarding the 2023 Sand Springs Police Department Policing Plan. This item was for informational purposes only. B) Mayor Spoon declared a Public Hearing for the purpose of receiving the City Council and citizen input concerning the 2023 Sand Springs Police Department Policing Plan. There being no comments, Mayor Spoon closed the Public Hearing. This item was for informational purposes only. 8. Financial Report The regular monthly Financial Reports and Sales Tax and Use Tax updates for all funds were provided to Council for their review and information. This item was for informational purposes only. 9. Correspondence (A) The following correspondence was provided to Council for their review and information. A). Regular monthly bills.  CITY COUNCIL MINUTES JUNE 26, 2023 PAGE 5 10. City Manager’s and Council Members’ Report The City Manager and Council Members provided updates regarding recent and upcoming events and projects, events of interest, and the general operations of the City. No action was taken. 11. Recess City Council Meeting Mayor Spoon called for a brief recess to consider the Municipal Authority agenda at the noted time of 7:16 p.m. 12. Reconvene City Council Meeting Mayor Spoon reconvened the City Council meeting at the noted time of 7:17 p.m. 13. Executive Session (A-C) A) Mayor Spoon 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; Sheffield Crossing at Sand Springs development; property located in the 200 Block of South Main Street, Sand Springs, OK; property located at 105 & 107 Morrow Road, Sand Springs, OK; property located at 216 North Lincoln Avenue, Sand Springs, OK; a 65-acre subdivision economic development project located in the vicinity of HWY 97 and 51st Street, Sand Springs, OK; property located within the Sand Springs-Pogue Airport; and the Berryhill subdivision economic development project located in Tulsa, OK, all in accordance with 25 O.S. Section 307(C)(11); and for the purpose of conferring on matters pertaining to appraisal or acquisition of property located in the 300 Block of South Main Street, Sand Springs, OK, in accordance with O.S. Title 25, Section 307 (B)(3). A motion was made by Vice Mayor Wilson and seconded by Councilor Worrell to retire into Executive Session. Mayor Spoon called for the vote recorded as follows: Councilor Jackson, aye; Councilor Barnett, aye; Councilor Burdge, aye; Mayor Spoon, aye; Vice Mayor Wilson, aye; Councilor Riley, aye; Councilor Worrell, aye. The motion carried 7-0-0. B) Mayor Spoon reconvened the City Council meeting at the noted time of 7:44 p.m.  CITY COUNCIL MINUTES JUNE 26, 2023 PAGE 6 C) No action was taken as a result of the Executive Session. 14. Adjournment There being no other discussion, the meeting adjourned at the noted time of 7:44 p.m. _____________________________ Dawn Gilmartin, Deputy City Clerk  MINUTES Sand Springs City Council July 12, 2023 – 11:30 a.m. Sand Springs Municipal Building 100 East Broadway – Council Chambers, First Floor Sand Springs, Oklahoma 74063 www.sandspringsok.org MEMBERS PRESENT: Mayor Jim Spoon (4-0) Vice Mayor Beau Wilson (4-0) @ 11:41 a.m. Councilor Cody Worrell (4-0) Councilor Matt Barnett (4-0) Councilor Mike Burdge (4-0) Councilor Nancy Riley (4-0) ALSO PRESENT: City Manager Michael S. Carter City Clerk Janice L. Almy Deputy City Clerk Dawn Gilmartin ABSENT: Councilor Brian Jackson (3-1) The Sand Springs City Council met in regular session on July 12, 2023, in the Council Chambers of the Sand Springs Municipal Building pursuant to the regular meeting notice and agenda filed with the City Clerk’s office and posted at 4:00 p.m. on July 6 2023, on the display board located at the front entrance of the Sand Springs Municipal Building (City Hall), 100 East Broadway Street, Sand Springs, Oklahoma 74063 1. Call to Order Mayor Spoon called the meeting to order at the noted time of 11:40 a.m. 2. Roll Call Mayor Spoon called for an individual roll call with members replying in the following manner: Councilor Jackson: no response; Councilor Barnett, here; Councilor Burdge, here; Mayor Spoon, here; Vice Mayor Wilson, no response; Councilor Riley, here; Councilor Worrell, here. It was noted that Vice Mayor Wilson arrived at the time of 11:41 a.m. It was noted that Councilor Jackson was absent from said meeting.  CITY COUNCIL MINUTES July 12, 2023 PAGE 2 3. Financial Training – Annual Audit A) Audit Overview Kency Duarte and LaDonna Sinning, Partners of Arledge and Associates, provided an overview of the audit process and audit for the City of Sand Springs/Sand Springs Municipal Authority. This item was for training/informational use only. B) Performeter Report Frank Crawford, President and CEO of Crawford and Associates, provided an overview of the Performeter Report, a report which assessed the overall financial position using various financial ratios, for the City of Sand Springs/Sand Springs Municipal Authority. This item was for training/informational use only. C) Council Member Financial Disclosure Form Finance Director Kelly Lamberson provided a brief overview of Council Member Disclosure Form and presented the Council Members the Elected Official Audit Questionnaire to complete in accordance with State Law 11 O.S. 8-113. This item was for training/informational purposes only. 4. City Manager’s and Council Members’ Report (A-B) A) City Manager Michael S. Carter and Council Members provided updates regarding recent and upcoming events and projects, events of interest, and the general operations of the City. B) Corey Williams, Public Information Officer for the Small Business Administration Office of Disaster Recovery and Resilience, provided an overview of the SBA’s low interest loan assistance program for businesses, homeowners, and renters impacted by the June 18, 2023 storm. This item was for informational purposes only. 5. Supplemental Appropriation – Emergency Reserves Finance Director Kelly Lamberson requested Council’s approval, denial, amendment, or revision of a Supplemental Appropriation of the Emergency  CITY COUNCIL MINUTES July 12, 2023 PAGE 3 Reserves in the General Fund for an Increase to the Emergency Management department expenditure line item in the amount of $1,056,280 and a Decrease to the Emergency Reserves Ending Fund Balance in the amount of $1,056,280 to cover expenditures related to the June 2023 storm and debris clean-up. A motion was made by Councilor Burdge and seconded by Councilor Barnett that the request of the Supplemental Appropriation of the Emergency Reserves in the General Fund for an Increase to the Emergency Management department expenditure line item in the amount of $1,056,280 and a Decrease to the Emergency Reserves Ending Fund Balance in the amount of $1,056,280 to cover expenditures related to the June 2023 storm and debris clean up, as presented, be approved. Mayor Spoon called for the vote recorded as follows: Councilor Worrell, aye; Councilor Riley, aye; Vice Mayor Wilson, aye; Mayor Spoon, aye; Councilor Burdge, aye; Councilor Barnett, aye. The motion carried 6-0-0. 6. Adjournment There being no other discussion, the meeting adjourned at the noted time of 12:56 p.m. _________________________________ Dawn Gilmartin, Deputy City Clerk  C5C City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Consent Yes Signature Items:__________ Administration Presented by:____________________________ Surplus Property - Police____________________________________________________ Subject:____________________ Item #: C5C _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Approval, denial, amendment, or revision of Resolution No. 24-01, a resolution of the City Council of the City of Sand Springs, Oklahoma, concerning surplus property and the disposition thereof. Details: This would allow for the surplus and authorization of the re-purpose and disposition of three existing mechanically aged out police vehicles to other public entities providing better public safety responses in the region that will benefit all residents. The donation of a used police vehicles to a rural police department often increases police protection in many small towns. Small police departments have little equipment, they might have one police vehicle or possibly two police vehicles, but one vehicle is constantly breaking down. The vehicle donation helps establish and strengthen relationships between the City of Sand Springs and rural police departments across the state. In fact, every time SSPD applies for funding to purchase new police vehicles, we should consider donating older vehicles to area cities in need.  CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 24-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAND SPRINGS, OKLAHOMA CONCERNING SURPLUS PROPERTY AND THE DISPOSITION THEREOF WHEREAS, pursuant to Section 2.76.060(1)(E) of the Sand Springs Code of Ordinances, City Council approval is required to declare surplus all City property with a value in excess of $5,000.00; WHEREAS, as a result of the continued replacement of police units, three existing mechanically aged out units will no longer be needed by the City. WHEREAS, although the value may not exceed $5,000.00, a declaration of surplus and authorization for the repurpose and disposition of said vehicles to other public entities is in the best interest of the residents of the City of Sand Springs. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Sand Springs, Oklahoma, as follows: 1. The City Manager is authorized to dispose of existing and unneeded police units and components as obsolete and surplus by transfer of said police units to other public entities for their use as said units to provide police protection for the public. 2. By authorizing this surplus, the City Council finds a public benefit to the residents of Sand Springs by providing additional police units in the vicinity of Sand Springs, as it will provide better increased police protection and establishes or strengthens the relationship between the City of Sand Springs and rural police agencies across the state. Dated this 24th day of July, 2023. CITY OF SAND SPRINGS, OKLAHOMA ________________________________________ James O. Spoon, Mayor ATTEST: _____________________________ Janice L. Almy, City Clerk Approved as to Form: ______________________________ David L. Weatherford, City Attorney  C5D City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Consent Signature Items:__________ No Mike Wood Presented by:____________________________ Change items included ____________________________________________________ Subject:____________________ in the FY24 budget C5D Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Due to supply chain issues and rapidly rising costs, an item included in the FY24 STC budget for Facility Maintenance needs to be changed in order to purchase substitute item. Details: The following change is needed to an item included in the FY24 Waste Water M&O STC budget: 1) 1 ton work truck needs to be changed to 3/4 ton work truck. Items has increased substantially in cost and lead time.  C5E City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent Signature Items:__________ No Mike Wood Presented by:____________________________ Change items included ____________________________________________________ Subject:____________________ in the FY24 budget C5E Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Due to supply chain issues and rapidly rising costs an item included in the FY24 STC budget for Waste Water Maintenance & Operations needs to be changed in order to purchase substitute item. Details: The following change is needed to an item included in the FY24 Waste Water M&O STC budget: 1) 1 ton work truck needs to be changed to 3/4 ton work truck. Items has increased substantially in cost and lead time.  C5F City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Consent No Signature Items:__________ Kelly Lamberson Presented by:____________________________ AWARD OF BID NO. 1123 Subject:____________________ SOFTBALL POLES AND LIGHTS ____________________________________________________ C5F Item #: _____________ $219,192.00 Cost: ______________ Approval Recommendation:____________________ Synopsis: Approval of the award of Bid No. 1123 to Elliott Electric Supply for the Amount of $219,192.00. Details: The City of Sand Springs will act as the General Contractor for replacement of the Softball lights in Case park. Elliott Electric Supply won the bid for supplying the Poles, Arms and Light Fixtures. The lead time for delivery is 84 days. The City will store the lights and contract with subs to have lights installed.  C5G 1&2 City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Consent Yes Signature Items:__________ Jeff N. Westfall, Engineer Presented by:____________________________ Maple Avenue Water Line Subject:____________________ Replacement - Approval of Final Change Order and Acceptance of Project Constr ____________________________________________________ C5G 1&2 Item #: _____________ -$28,277.75 Cost: ______________ Acceptance Recommendation:____________________ Synopsis: A) Approval of Final Reconciliatory Change Order, and B) Acceptance of the Maple Avenue Water Line Replacement Project Construction Details: On 12 December 2022, City Council accepted the bid from Shrum Excavation Company, Inc. to construct the subject project. The work consisted of the replacement of the 2-inch and 4-inch water line along Maple Avenue from 10th to 12th Street with 1462 feet of new 8-inch water line. This included the award of both the Base Bid work (862 feet southerly from 12th Street) and the Additive Alternate work (the remaining 600 feet to 10th Street). During construction, several of the original bid items were adjusted to reflect differences between the design and actual field quantities. The changes are shown on the attached Base Bid Final Quantities and Additive Alternate Final Quantities tabulations. Some of these quantity adjustments were increased and others were decreased. This final change order reconciles payment for the actual quantities of the bid items that were used during construction of the project. The construction contract award of the Base Bid work and the Alternate Bid work to Shrum Excavation Company, Inc. amounted to $383,198.00. Due to the various field changes to the design, the final cost of the project is $354,920.25, a reduction of $28,277.75 from the original contract amount. Staff recommends approval of the final change order. On 01 July 2023, City of Sand Springs Public Works staff inspected the work with the Contractor, and the work appeared to be in substantial compliance with the contract documents. Staff recommends acceptance of the project construction. This item was presented and reviewed at the 11 July 2023 PWAC meetings. Attachments: Location Map, Base Bid Final Quantities, Additive Alternate Final Quantities, Final Change Order, Inspection Memo, Acceptance Letter  FINAL CHANGE ORDER (BASE BID 16+00 TO 24+62) Maple Avenue Water Line Replacement COSS Project No. W-2203 Spec. Original Contract Final Quantities Add/Deduct Quantities Item No. Description Unit QTY Unit Price Bid Amount Final Quantities Final Amount (+/-) (+/-) Amount 1 301 Right-of Way Clearing and Restoring LF 862 $ 10.00 $ 8,620.00 862 $8,620.00 0.00 $ - 2 302 Excavation & Backfill, Unclassified CY 165 $ 50.00 $8,250.00 200 $10,000.00 35.00 $ 1,750.00 3 306 8" Ductile Iron Pipe, Pressure Class 350, (Restrained Joint) LF 28 $ 100.00 $2,800.00 34 $3,400.00 6.00 $ 600.00 4 308 8-Inch PVC Pipe, C-900, DR 14, Complete In Place LF 834 $ 80.00 $66,720.00 884 $ 70,720.00 50.00 $ 4,000.00 5 311 Fittings, Complete In Place a 8-Inch 45 degree bend (MJ) (Restrained) EA 2 $ 500.00 $1,000.00 4 $ 2,000.00 2.00 $ 1,000.00 b 8-Inch 22 1/2 degree bend (MJ) (Restrained) EA 1 $ 500.00 $500.00 3 $ 1,500.00 2.00 $ 1,000.00 c 8x6 Tee (MJxFL) (Restrained) EA 2 $ 700.00 $1,400.00 3 $ 2,100.00 1.00 $ 700.00 d 8-Inch Long Body Sleeve (MJ) (Restrained) EA 1 $ 2,000.00 $2,000.00 2 $ 4,000.00 1.00 $ 2,000.00 e 6 x 8 Reducer (MJ) (Restrained) EA 1 $ 500.00 $500.00 3 $1,500.00 2.00 $ 1,000.00 f 6-Inch 90 degree bend (MJ) (Restrained) EA 2 $ 400.00 $800.00 3 $ 1,200.00 1.00 $ 400.00 g 6x6x6 Tee (MJ) (Restrained) EA 1 $ 500.00 $500.00 1 $ 500.00 0.00 $ - 6 314 Connection 0.00 a Service Line Connection to New 8-Inch Line (All Sizes) EA 22 $ 500.00 $11,000.00 22 $ 11,000.00 0.00 $ - b Service Line Connection to Existing Water Meter (All Sizes) EA 22 $ 700.00 $15,400.00 22 $ 15,400.00 0.00 $ - 7 316 Valve, Complete In Place a. 8-Inch Gate Valve (MJ) (Restrained) EA 1 $ 1,800.00 $1,800.00 3 $ 5,400.00 2.00 $ 3,600.00 b 6-Inch Gate Valve (MJ) (Restrained) EA 1 $ 900.00 $900.00 3 $ 2,700.00 2.00 $ 1,800.00 c 6-Inch Gate Valve (FLxMJ) (Restrained) EA 2 $ 1,200.00 $2,400.00 2 $ 2,400.00 0.00 $ - d 3-Way Fire Hydrant (3.5 Bury) (4" Storz connection) EA 2 $ 5,000.00 $10,000.00 2 $ 10,000.00 0.00 $ - e 6-Inch EZ Valve EA 1 $ 7,000.00 $7,000.00 0 $ - (1.00) $ (7,000.00) 8 317 Valve Box, Complete In Place EA 5 $ 225.00 $1,125.00 5 $ 1,125.00 0.00 $ - 9 324 Slab Sod, Complete In Place LF 484 $ 15.00 $7,260.00 484 $ 7,260.00 0.00 $ - 10 325 Bore & Jack 8-Inch Pipe LF 378 $ 120.00 $45,360.00 204 $ 24,480.00 (174.00) $ (20,880.00) 11 326 Pavement, Removal & Replacement, Complete in Place 0.00 0 a. Concrete Driveways SY 75 $ 30.00 $2,250.00 40 $ 1,200.00 (35.00) $ (1,050.00) 12 327 Erosion Control, Complete In Place LS 1 $ 1,500.00 $1,500.00 1 $ 1,500.00 0.00 $ - 13 SP Type A Aggregate Base Ton 88 $ 35.00 $3,080.00 99.04 $ 3,466.40 11.04 $ 386.40 0 14 SP Traffic Control LS 1 $ 1,500.00 $1,500.00 1 $ 1,500.00 0.00 $ - 15 SP 3/4" (DR 9) (250 psi) (CTS) Polyethylene Water Service Tubing LF 396 $ 2.00 $792.00 396 $ 792.00 0.00 $ - 16 SP Remove/Replace Meter Can/Lid (3/4" Meter) (Non-Traffic Locations) EA 22 $ 160.00 $3,520.00 22 $ 3,520.00 0.00 $ - 17 SP Remove Existing FH EA 1 $ 500.00 $500.00 1 $ 500.00 0.00 $ - 18 SP Boring Water Service Tubing (All Sizes) LF 308 $ 45.00 $13,860.00 315 $ 14,152.50 6.50 $ 292.50 19 SP Abandon Existing 2-Inch water Line (Maple & 12th Street) LS 1 $ 400.00 $400.00 1 $ 400.00 0.00 $ - 20 SP Connection to Existing 4-Inch Water Line Sta. 16+00 LS 1 $ 4,000.00 $4,000.00 1 $4,000.00 0.00 $ - $ 226,737.00 $ 216,335.90 $ (10,401.10) 5 -W-2203 maple avenue water line 1  FINAL CHANGE ORDER(ADD ALTERNATE 10+00 TO 16+00) Maple Avenue Water Line Replacement COSS Project No. W-2203 Spec. Original Contract Final Quantities Add/Deduct Quantities Item No. Description Unit QTY Unit Cost Bid Amount Final Quantities Final Amount (+/-) (+/-) Amount 1 301 Right-of Way Clearing and Restoring LF 600 $ 10.00 $ 6,000.00 600 $ 6,000.00 0.00 $ - 2 302 Excavation & Backfill, Unclassified CY 195 $ 50.00 $ 9,750.00 230 $ 11,500.00 35.00 $ 1,750.00 $ - 3 306 8" Ductile Iron Pipe, Pressure Class 350, (Restrained Joint) LF 50 $ 60.00 $ 3,000.00 50 $ 3,000.00 0.00 $ - $ - 4 308 8-Inch PVC Pipe, C-900, DR 14, Complete In Place LF 550 $ 80.00 $ 44,000.00 558 $ 44,640.00 8.00 $ 640.00 5 311 Fittings, Complete In Place a 8-Inch 90 degree bend (MJ) (Restrained) EA 1 $ 500.00 $ 500.00 3 $ 1,500.00 2.00 $ 1,000.00 b 8-Inch 45 degree bend (MJ) (Restrained) EA 1 $ 500.00 $ 500.00 2 $ 1,000.00 1.00 $ 500.00 c 8-Inch 22 1/2 degree bend (MJ) (Restrained) EA 1 $ 500.00 $ 500.00 2 $ 1,000.00 1.00 $ 500.00 d 8-Inch 11 1/4 degree bend (MJ) (Restrained) EA 2 $ 300.00 $ 600.00 2 $ 600.00 0.00 $ - e 8x8x8 Tee (MJ) (Restrained) EA 2 $ 800.00 $ 1,600.00 0 $ - (2.00) $ (1,600.00) f 8x6 Tee (MJxFL) (Restrained) EA 2 $ 700.00 $ 1,400.00 3 $ 2,100.00 1.00 $ 700.00 g 8-Inch Long Body Sleeve (MJ) (Restrained) EA 1 $ 2,000.00 $ 2,000.00 3 $ 6,000.00 2.00 $ 4,000.00 h 6 x 8 Reducer (MJ) (Restrained) EA 1 $ 500.00 $ 500.00 0 $ - (1.00) $ (500.00) i 6-Inch Plug (MJ) (Restrained) EA 1 $ 170.00 $ 170.00 1 $ 170.00 0.00 $ - j 6x6x6 Tee (MJ) (Restrained) EA 1 $ 500.00 $ 500.00 0 $ - (1.00) $ (500.00) k 6-inch Long Body Sleeve (MJ) (Restrained) EA 1 $ 2,000.00 $ 2,000.00 1 $ 2,000.00 0.00 $ - l 8-Inch 90 degree bend (FL) EA 3 $ 850.00 $ 2,550.00 0 $ - (3.00) $ (2,550.00) 6 314 Connection a. Service Line Connection to New 8-Inch Line (All Sizes) EA 14 $ 500.00 $ 7,000.00 14 $ 7,000.00 0.00 $ - b. Service Line Connection to Existing Water Meter (All Sizes) EA 14 $ 700.00 $ 9,800.00 14 $ 9,800.00 0.00 $ - 7 316 Valve, Complete In Place 0.00 a 8-Inch Gate Valve (MJ) (Restrained) EA 1 $ 1,800.00 $ 1,800.00 1 $ 1,800.00 0.00 $ - $ - b 8-Inch Gate Valve (MJxFL) (Restrained) EA 1 $ 1,700.00 $ 1,700.00 1 $ 1,700.00 0.00 $ - c 6-Inch Gate Valve (FLxMJ) (Restrained) EA 3 $ 1,200.00 $ 3,600.00 3 $ 3,600.00 0.00 $ - d 3-Way Fire Hydrant (3.5 Bury) (4" Storz connection) EA 2 $ 4,000.00 $ 8,000.00 2 $ 8,000.00 0.00 $ - e 8-Inch EZ Valve, Complete in Place EA 2 $ 8,000.00 $ 16,000.00 0 $ - (2.00) $ (16,000.00) 8 317 Valve Box, Complete In Place EA 7 $ 225.00 $ 1,575.00 7 $ 1,575.00 0.00 $ - 9 324 Slab Sod, Complete In Place LF 570 $ 15.00 $ 8,550.00 570 $ 8,550.00 0.00 $ - 10 325 Bore & Jack 8-Inch Pipe LF 30 $ 90.00 $ 2,700.00 0 $ - (30.00) $ (2,700.00) 11 326 Pavement, Removal & Replacement, Complete in Place a. Concrete Driveways SY 52 $ 35.00 $ 1,820.00 49.66 $ 1,738.10 (2.34) $ (81.90) 12 327 Erosion Control, Complete In Place LS 1 $ 2,000.00 $ 2,000.00 1 $ 2,000.00 0.00 $ - 13 SP Type A Aggregate Base Ton 60 $ 35.00 $ 2,100.00 18.35 $ 642.25 (41.65) $ (1,457.75) 14 SP Traffic Control LS 1 $ 2,417.00 $ 2,417.00 1 $ 2,417.00 0.00 $ - 15 SP 3/4" (DR 9) (250 psi) (CTS) Polyethylene Water Service Tubing LF 226 $ 2.00 $ 452.00 226 $ 452.00 0.00 $ - 16 SP Remove/Replace Meter Can/Lid (3/4" Meter) (Non-Traffic Locations) EA 14 $ 160.00 $ 2,240.00 14 $ 2,240.00 0.00 $ - 17 SP Boring Water Service Tubing (All Sizes) LF 168 $ 45.00 $ 7,560.00 168 $ 7,560.00 0.00 $ - 18 SP Abandon Existing 4-Inch water Line (Washington & 10th Street) LS 1 $ 1,577.00 $ 1,577.00 0 $ - (1.00) $ (1,577.00) $ 156,461.00 $ 138,584.35 $ (17,876.65) 5 -W-2203 maple avenue water line 1 17 July 2023 Shrum Excavation Company, Inc. 20834 West Cedar Lane Sapulpa, OK 74066 Re: MAPLE AVENUE WATER LINE REPLACEMENT (PROJECT NO. W-2203) BID NO. 1111 FINAL ACCEPTANCE Dear Mr. Shrum: This letter will serve as notice that on 24 July 2023, the Sand Springs City Council voted to accept the Maple Avenue Water Line Replacement (Project no. W-2203) improvements which have been constructed in substantial accordance with the approved plans and specifications. With this acceptance, the City of Sand Springs will assume maintenance of these improvements upon expiration of the One-Year Maintenance Bond. If additional information is required, please call Sand Springs City Hall at 246-2500. ______________________________ James O. Spoon, Mayor ATTEST: ___________________________ Janice L. Almy, City Clerk  C5H City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent Yes Signature Items:__________ Kelly Lamberson Presented by:____________________________ Resolution No's 23-03 and Subject:____________________ M23-02 Sales Tax Agreement Renewals ____________________________________________________ C5H Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Approve Resolution Numbers 24-03 and M24-02, approving the annual renewal of existing sales tax agreements between the City and SSMA that are required for bond financing. Details: As a part of the existing bond financing that has been used by the Sand Springs Municipal Authority (Revenue bonds for the Wastewater Plant, Public Works Facility, and other Public Works Improvements, and Revenue bonds for Public Safety), the City and the Municipal Authority entered into the five attached Sales Tax Agreements that provide additional security for the payment of the bond, basically pledging City sales tax if needed to repay the debt. The agreements require annual renewal and the approval of the joint resolution simply renews those existing agreements.  RESOLUTION NO. 24-03 and M24-02 A RESOLUTION RENEWING, RATIFYING AND REAFFIRMING, FOR FISCAL YEAR 2023-24, THE “SALES TAX AGREEMENTS” BETWEEN THE CITY OF SAND SPRINGS AND THE SAND SPRINGS MUNICIPAL AUTHORITY. WHEREAS, The City Council of the City of Sand Springs has previously approved sales tax agreements between the City and the Sand Springs Municipal Authority wherein the City agreed to make payments to the Authority in amounts sufficient to pay when due all principal and interest on the Authority’s Utility System Revenue Promissory Notes including but not limited to the Utility Systems Revenue Bonds Refunding Series 2020, the Utility System Revenue Bonds Series 2022, the 2009 DWSRF Sales Tax Agreement dated December 1, 2009; as well as the Capital Improvement Revenue Bonds 2015, and the Capital Improvement Revenue Bonds 2016. WHEREAS, annual renewal of the agreements is necessary and appropriate for the current fiscal year as a routine annual renewal, and is in the best interest of the residents of the City of Sand Springs and the rate payers of the municipal authority. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAND SPRINGS AND BY THE TRUSTEES OF THE SAND SPRINGS MUNICIPAL AUTHORITY: SECTION 1. The Sales Tax Agreement dated August 1, 2020, the Sales Tax Agreement dated April 1, 2022, and the Sales Tax Agreement dated December 1, 2009, the Sales Tax Agreement dated December 1, 2015, the Sales Tax Agreement dated March 1, 2016, and all other current Sales Tax Agreements between the City and the Authority are hereby renewed, ratified and affirmed by the City of Sand Springs and Sand Springs Municipal Authority for the current fiscal year. PASSED AND APPROVED by the City Council of the City of Sand Springs this 24th day of July, 2023. __________________________ James O. Spoon, Mayor of the City of Sand Springs and Chairman of the Sand Springs Municipal Authority ATTEST: ______________________________ Janice Almy, City Clerk/Secretary ______________________________ David L. Weatherford, City/Authority Attorney  C5I City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Consent No Signature Items:__________ Jeff N. Westfall, Engineer Presented by:____________________________ Resolution no. 24-02 pertaining Subject:____________________ to Highway 97 Lift Station Rehabilitation - Bid No. 1122 ____________________________________________________ C5I Approval Item #: _____________ $137,077.00 Cost: ______________ Recommendation:____________________ Synopsis: Approve Resolution no. 24-02 which awards the HWY 97 Lift Station Rehabilitation project, Bid No. 1122, to Beytco, Inc. in the amount of $137,077.00 and authorizes the Mayor and/or City Manager to sign documents related to the project. Details: Staff has prepared plans and specifications to replace the existing vacuum primed package lift station with a submersible pump package lift station. The existing vacuum lift station is at the end of its useful life and replacement parts are difficult to obtain. On 11 July 2023, staff received and opened sealed bids from three (3) bidders. Beytco, Inc. submitted the lowest responsible bid in the amount of $192,303.00 (see attached bid tabulation). In an effort to reduce cost, staff discussed with Beytco, Inc. the possibility of substitutions for materials and work in the design. Beytco, Inc. identified the following changes that would result in a lower project cost - deletion of two manholes, furnishing and installation of a below-ground package lift station with reduced electrical cost, deletion of the existing coating removal and substitution of a different wet well coating system, and no Bermuda sod cost. The deductions bring the contract cost down to $137,077.00. Start of construction is anticipated to be August 2023 with a 90 calendar day project duration. This project is funded in the Capital Improvement Water & Wastewater Fund. This item was presented and reviewed at the 11 July 2023 PWAC meetings. Attachments: Location Map, Bid Tabulation, Future Change Order support file, Resolution no. 24-02  CITY OF SAND SPRINGS, OKLAHOMA TABULATION OF BIDS Hwy 97 Sanitary Sewer Lift Station Rehabilitation COSS Project No. S-2306 Bid No. 1122 Bid Opening Date: July 11, 2023 Crossland Heavy Contractors, Specification Engineer's Estimate Beytco, Inc Sunrise Construction, LLC Inc. Item Section Description Unit Qty Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount Unit Price Bid Amount 1 SP Mobilization LS 1 $ 5,000.00 $ 5,000.00 $ 19,200.00 $ 19,200.00 $ 5,000.00 $ 5,000.00 $ 27,576.00 $ 27,576.00 2 SP Remove/Dispose of Existing Vacuum Primed Lift Station LS 1 $ 2,000.00 $ 2,000.00 $ 1,000.00 $ 1,000.00 $ 7,500.00 $ 7,500.00 $ 18,000.00 $ 18,000.00 3 SP Furnish and Install New Package Sewage Lift Station, Complete in Place LS 1 $ 90,000.00 $ 90,000.00 $ 110,983.00 $ 110,983.00 $ 133,722.00 $ 133,722.00 $ 124,000.00 $ 124,000.00 4 SP By-Pass Pumping, Complete in Place LS 1 $ 5,000.00 $ 5,000.00 $ 1,000.00 $ 1,000.00 $ 39,600.00 $ 39,600.00 $ 20,000.00 $ 20,000.00 5 SP 6' Chain Link Fence w/ Climb Barrier, Complete in Place LF 77 $ 50.00 $ 3,850.00 $ 90.00 $ 6,930.00 $ 111.00 $ 8,547.00 $ 90.00 $ 6,930.00 6 SP 12' Long Cantilevered Sliding Gate. Complete in Place LS 1 $ 1,000.00 $ 1,000.00 $ 1,800.00 $ 1,800.00 $ 9,700.00 $ 9,700.00 $ 5,000.00 $ 5,000.00 7 SP 3-Foot Walk through Gate, Complete in Place LS 1 $ 250.00 $ 250.00 $ 800.00 $ 800.00 $ 750.00 $ 750.00 $ 750.00 $ 750.00 8 313 Std. 4' Diameter Manholes (5' depth), Compete in Place EA 2 $ 12,000.00 $ 24,000.00 $ 3,500.00 $ 7,000.00 $ 9,500.00 $ 19,000.00 $ 10,000.00 $ 20,000.00 9 SP 4" MJ Plug Valvre, Valve Box, MJ sleeves, Joint Restraints, Complete in Place LS 1 $ 1,500.00 $ 1,500.00 $ 6,203.00 $ 6,203.00 $ 9,000.00 $ 9,000.00 $ 5,000.00 $ 5,000.00 10 SP Wet Well Coating Removal SF 224 $ 15.00 $ 3,360.00 $ 31.00 $ 6,944.00 $ 40.00 $ 8,960.00 $ 35.00 $ 7,840.00 11 SP Cementious Wet Well Repair SF 224 $ 15.00 $ 3,360.00 $ 18.00 $ 4,032.00 $ 40.00 $ 8,960.00 $ 19.00 $ 4,256.00 12 SP Interior Wet Well Coating, Complete in Place SF 224 $ 20.00 $ 4,480.00 $ 57.00 $ 12,768.00 $ 66.00 $ 14,784.00 $ 52.00 $ 11,648.00 13 SP Electrical, Complete in Place LS 1 $ 2,000.00 $ 2,000.00 $ 4,822.00 $ 4,822.00 $ 7,500.00 $ 7,500.00 $ 30,000.00 $ 30,000.00 14 SP Bonds & Insurance LS 1 $ 7,500.00 $ 7,500.00 $ 7,529.00 $ 7,529.00 $ 10,200.00 $ 10,200.00 $ 5,000.00 $ 5,000.00 15 SP Bermuda Sod. LS 1 $ 2,000.00 $ 2,000.00 $ 1,292.00 $1,292.00 $ 2,500.00 $ 2,500.00 $ 3,000.00 $ 3,000.00 $ 155,300.00 $ 192,303.00 $ 285,723.00 $ 289,000.00 S-2306 hwy 97 LS. BID TABULATION 1  CITY OF SAND SPRINGS SAND SPRINGS, OKLAHOMA RESOLUTION No. 24-02 A RESOLUTION CONCERNING THE HIGHWAY 97 LIFT STATION REHABILATION PROJECT, AUTHORIZING THE AWARD OF BID, THE AUTHORITY TO EXECUTE CHANGE ORDERS, THE AUTHORITY TO CONTRACT, AUTHORIZING PAYMENTS AND THE SIGNATURE OF ALL RELATED DOCUMENTS WHEREAS the City opened bids concerning the Highway 97 Lift Station Rehabilitation Project on July 11, 2023. WHEREAS, the bid tabulation is enclosed; the low bidder, exceeded the budget for the project with a bid in the amount of $192,303.00. However, based on some adjustments to the scope of the project, the low bidder (Beytco, Inc.) has agreed to a change order reduction in the amount of $55,226.00, resulting in a final project cost of $137,077.00, within the budgeted amount authorized by this project. WHEREAS, providing authorization for acceptance of the low bid, subject to the bidder meeting all contractual requirements, together with the authority to execute a change order as outlined by the agenda memo, to the City Manager and/or Mayor is appropriate, with the additional authority to process all payments if all requirements are met, is appropriate. WHEREAS, approval of the documents associated with this project are in the best interest of the citizens of the City of Sand Springs. THEREFORE, BE IT RESOLVED by the City Council of the City of Sand Springs as follows: 1. The Mayor and/or City Manager are authorized to enter into a contract and change order for the Highway 97 Lift Station Rehabilitation Project, with Beytco, Inc. 2. All payments required pursuant to the contracts are authorized. 3. The Mayor and/or City Manager are authorized to sign all documents necessary to proceed with the work in a timely manner and to issue a notice to proceed upon receipt of all necessary bonds. 4. City staff is authorized to execute any additional change orders necessary to complete the project within the budgeted amount.  This Resolution is approved in open meeting of the City of Sand Springs, Oklahoma, on the 24th day of July, 2023. CITY OF SAND SPRINGS, OKLAHOMA _________________________________ James O. Spoon, Mayor ATTEST: _____________________________ Janice L. Almy, City Clerk Approved as to Form: ________________________________ David L. Weatherford, City Attorney  C6 City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ City Council Item:____________ Regular Signature Items:__________ No City Manager Michael S. Carter Presented by:____________________________ Resolution No. 24-04 - ____________________________________________________ Subject:____________________ 2024 State of Oklahoma Legislative Session C6 Item #: _____________ N/A Cost: ______________ Approval Recommendation:____________________ Synopsis: Requesting approval, denial, amendment, or revision of Resolution No. 24-04, a resolution of the City of Sand Springs, Oklahoma, requesting the Oklahoma Municipal League to support legislation for the 2024 State of Oklahoma legislative session. Details: The Council Finance and Administrative Committee will present and provide an overview of Resolution No. 24-04, a resolution requesting the Oklahoma Municipal League to support legislation for the 2024 State of Oklahoma legislative session.  C8A City of Sand Springs Agenda Form Meeting Date:____________ JUL 24 2023 Agenda:_______________ CC & MA Item:____________ Consent No Signature Items:__________ Presented by:____________________________ Monthly Bills Subject:____________________ ____________________________________________________ C8A Item #: _____________ Cost: ______________ Information Only Recommendation:____________________ Synopsis: The regular monthly bills for all funds are provided for Council for their review and information. This item is for informational purposes only. Details: Attachment: Monthly Bills