Municipal Authority

M3A MINUTES Sand Springs Municipal Authority November 14, 2016 Room #203 Following City Council Sand Springs Municipal Building 100 East Broadway Sand Springs, Oklahoma 74063 MEMBERS PRESENT: Chairman Mike Burdge (7-0) Vice Chairman John Fothergill (7-0) Trustee Phil Nollan (6-1) Trustee Patty Dixon (7-0) Trustee Beau Wilson (7-0) Trustee Brian Jackson (7-0) Trustee Jim Spoon (7-0) ALSO PRESENT: City Manager Elizabeth Gray Assistant City Manager Daniel Bradley Authority Attorney David Weatherford City Clerk Janice L. Almy MEMBERS ABSENT: None The Sand Springs Municipal Authority met in regular session on November 14, 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 3:00 p.m. on November 10, 2016, on the electronic 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 Chairman Burdge called the meeting to order at the noted time of 7:47 p.m. 2. Roll Call Chairman Burdge called for an individual roll call with members replying in the following manner: Trustee Jackson, here; Trustee Dixon, here; Trustee Spoon, here; Vice Chairman Fothergill, here; Chairman Burdge, here; Trustee Wilson, here; Trustee Nollan, here. 3. Consent Agenda (A-B) Chairman Burdge informed Trustees that all matters listed under Consent Agenda to be considered by Trustees are to be routine and will be enacted by one motion.  MUNICIPAL AUTHORITY MINUTES NOVEMBER 14, 2016 PAGE 2 Chairman Burdge noted that questions or clarification on any Consent Agenda item may be addressed prior to taking action. Chairman Burdge requested if Trustees had questions or needed clarification on any Consent Agenda item. There being none, Chairman Burdge noted any Trustee may remove an item from the Consent Agenda by request. Chairman Burdge requested if Trustees had items to be removed from the Consent Agenda. There being none, Chairman Burdge called for a motion regarding Consent Agenda Items 3A through 3B. A motion was made by Vice Chairman Fothergill and seconded by Trustee Wilson to approve the Consent Agenda Items 3A through 3B. A) Revised minutes of October 24, 2016, regular Municipal Authority meeting. B) The monthly Transfers of Funds. Chairman Burdge called for the vote recorded as follows: Trustee Nollan, aye; Trustee Wilson, aye; Chairman Burdge, aye; Vice Chairman Fothergill, aye; Trustee Spoon, aye; Trustee Dixon, aye; Trustee Jackson, aye. The motion carried 7-0-0. 4. Correspondence The following correspondence was provided to Trustees for their review and information: A) Regular monthly bills. 5. City Manager’s and Trustees’ Report There was nothing further to report at this time. 6. Adjournment The meeting adjourned at the noted time of 7:48 p.m. _______________________________ Janice L. Almy, Secretary  SAND SPRINGS MUNICIPAL AUTHORITY M3B MONTHLY TRANSFERS December, 2016 ANNUAL BUDGET MONTH YEAR TO FROM TO TRANSFER DATE TRANSFERS PER BOND INDENTURE FROM: Mun Auth Water Utility Fund $ - $ - $ - FROM: Mun Auth Wastewater Utility Fund $ - $ - - TRANSFERS PER TRUSTEE ACTION FROM: Mun Auth Water Utility Fund $ 4,615,195 $ 392,872 $ 2,312,506 TO: Cap Impr W&WW Fund (sales tax) 3,085,195 265,372 1,547,504 Mun Auth Golf Course Fund 250,000 20,833 125,000 Capital Improvement Fund 30,000 2,500 15,000 Mun Auth Airport Fund 50,000 4,167 25,000 General Fund 980,000 81,667 490,000 Water Meter Replacement Fund 200,000 16,667 100,002 Airport Construction Fund 20,000 1,667 10,000 FROM: Mun Auth Solid Waste Utility Fund $ 700,000 $ 58,333 $ 350,000 General Fund 700,000 58,333 350,000 FROM: Mun Auth Stormwater Utility Fund $ 1,000,000 $ 83,333 $ 500,000 TO: Stormwater Capital Impr Fund 1,000,000 83,333 500,000 FROM: Mun Auth Golf Course Fund $ 25,500 $ 2,000 $ 13,500 TO: Golf Course Capital Improvement Fund 25,500 2,000 13,500  M3C Agenda item #_______ CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: December 12, 2016 SUBJECT: AUTHORIZATION TO SURPLUS AND SELL AMR EQUIPMENT BACKGROUND AND HISTORY: On September 12, 2016, Trustees approved a warranty settlement with ITRON which allowed staff to replace all then-current endpoints with new upgraded endpoints. As a result, staff no longer had use for approximately 311 unused endpoints we had recently received prior to warranty settlement. Staff would like to surplus these endpoints and sell them to the City of Stillwater for $115 each, totaling approximately $35,765. Furthermore, as we continue the process of changing out old equipment for new, staff would like to obtain authorization to surplus and either dispose of or sell additional outdated equipment at a future date if the opportunity arises. BUGETARY IMPACT: The City will receive an estimated $35,765 in sales proceeds which will be placed back in the MA Water Meter Replacement fund balance to offset the cost associated with the warranty settlement change-out. STAFF RECOMMENDATION: Authorization for staff to surplus and sell unused AMR equipment as well as any other unused AMR related equipment in the future. COMPILED BY: Kelly Lamberson APPROVED BY: Elizabeth A. Gray Finance Director City Manager ATTACHMENTS:  M3D Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: December 12, 2016 SUBJECT: SKIATOOK RAW WATER CONVEYANCE SYSTEM (SRWCS) – AMENDMENT TO BY LAWS AND PROCEDURAL RULES OF THE SAND SPRINGS/SAPULPA MUNICIPAL AUTHORITIES JOINT BOARD STAFF RECOMMENDATION: Approval of the Amendment To By Laws and Procedural Rules of the Sand Springs Municipal Authority-Sapulpa Municipal Authority Skiatook Raw Water Conveyance System (SRWCS) Joint Board, and authorization for the Municipal Authority Chairman to sign the document. The Amendment will modify the spending authority of the (SRWCS) management committee to the amount of spending authority delegated to management of each respective trust pursuant to spending policies adopted by each organization, intending that the managers shall have the same spending authority on behalf of the (SRWCS) as they would have for other municipal operations; and modify meeting dates of the “committee”, intending that their meetings shall be held as needed. The Joint Board recommended approval of the Amendment at their October 18, 2016 Regular Meeting; and the Sapulpa Municipal Authority approved the Amendment on November 7, 2016. BACKGROUND AND HISTORY: The Interlocal Cooperation Agreement between the Sand Springs Municipal Authority and the Sapulpa Municipal Authority was approved in 1986 and created a Joint Board to manage the construction, operation and maintenance of the jointly owned (SRWCS) facilities. The Joint Board and Municipal Authorities agreed to the establishment of a (SRWCS) Management Committee consisting of the City Manager and City Engineer, or their designees, to direct and oversee the operation and maintenance of the joint facilities. The “Committee” was authorized to expend sums not to exceed $2,000.00 without prior approval of the Joint Board, and meet monthly by the Agreement Modifying the By Laws and Procedural Rules approved in 1993.  -2- BUDGETARY IMPACT: No Impact. Funds for operation and maintenance of the jointly owned (SRWCS) are budgeted in the FY17 Budget. COMPILED BY: Frank Weigle, Public Works, Division Supervisor PRESENTED BY: Derek Campbell, Public Works Director, City Engineer ATTACHMENT(S): Amendment to By Laws and Procedural Rules of the Sand Springs Municipal Authority-Sapulpa Municipal Authority Joint Board (2016) Agreement modifying By Laws and Procedural Rules of Sand Springs Municipal Authority-Sapulpa Municipal Authority Joint Board (1993)  M3E Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: December 12, 2016 SUBJECT: SHELL LAKE DAM BREACH PLAN (OWRB EMERGENCY ACTION PLAN) STAFF RECOMMENDATION: That Trustees consider acceptance of the Shell Lake Dam Breach Plan, Revision -11-, and authorize the Municipal Authority Chairman to sign the Document. BACKGROUND AND HISTORY: Shell Lake Dam, constructed between 1920 and 1922 by Charles Page, is a concrete buttress and slab structure with an attached uncontrolled concrete spillway for high water overflow control. Dams in Oklahoma are under the control of the Oklahoma Water Resources Board (OWRB) for classification, inspections, and ongoing operation and maintenance activities. A natural event causing overtopping or a failure breach of the Dam Structure could cause loss of property and/or life downstream to the Arkansas River and further resulting in an OWRB structure classification of “High Hazard”. The “High Hazard” classification requires an Annual Inspection and signed and sealed report by a qualified Dam Structure Inspection Engineer, and a signed Breach Plan (OWRB Emergency Action Plan) to be submitted through the Public Works Department by December 31. The Shell Lake Dam Breach Plan requires signatures of the Municipal Authority Chairman, City Manager, and the City Emergency Management Director; and is revised annually by the Emergency Management Director and Public Works Department for submission with the signed and sealed Professional Engineer’s Inspection Report. The revised Breach Plan was reviewed with the Public Works Advisory Committee at their December 6, 2016 meeting.  -2- BUDGETARY IMPACT: None COMPILED BY: Frank Weigle, Public Works – Division Supervisor PRESENTED BY: Frank Weigle, Public Works – Division Supervisor Gregory Fisher, Emergency Management Director ATTACHMENT(S): City of Sand Springs Municipal Authority Shell Lake Dam Breach Plan Revision -11-.  M3F Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: _December 12, 2016_ SUBJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS COSS PROJECT NO. S-1202, BID NO. 1012 CHANGE ORDER NO. 7 STAFF RECOMMENDATION: 1. Approval of Change Order No. 7 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $43,737.27 and an increase in the contract time of 18 calendar days. 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 six Change Orders for a net increase in the Contract Price of $301,662.98 and an increase in the Contract Time of 103.5 calendar days. This Change Order No. 7 has been prepared in consideration of five additional items affecting the Contract Amount and Time. A description of all items are as follows: Item 1 – Add UPS protection for the three SBR PLCs (see Attachment A) Two generators were included in this project to provide backup power to the Administration Building and much of the treatment process in the event of a power failure. Because of the size and power needs of the equipment involved, backup power was not provided for the Sequential Batch Reactor (SBR) process; however, the plant has the ability to deal with temporary power loss to this process by diverting flows to the plant’s Flow Equalization Basin (FEB) if necessary. Since putting the process into operation, plant staff have reported numerous occasions in which momentary power blips or brown-outs type events have caused the control panels for this system to experience a fault condition requiring significant manual intervention by staff in order to reset. Because of the frequency in which these events were occurring, staff began conversations with the Engineer and Contractor regarding was to resolve this issue. Resulting from those extensive conversations is the attached Work Change Proposal No. 23A to add an Uninterrupted Power Supply (UPS or battery backup) to the circuit providing power to this very sensitive equipment. This device will provide continuous conditioned power that will prevent the panels from being affected by momentary power failures. In addition, the proposal will reroute this circuit to be powered from one of the electric panels that is backed up by one of the plant’s new generators for protection in the event of a power outage lasting longer than the capacity of the UPS battery. The generators will not power the full SBR process, but with this improvement will maintain the control panels in a ready state during an outage and allow them to bring the SBR units back into service upon restoration of the power. Item 2 – WCD No. 12 (see Attachment B) This Work Change Directive (WCD) provides for the provision and installation of a sludge draw off pipe into the existing aerobic digester AD402. It includes approximately 19 feet of new 8 inch “Protecto 401” lined ductile iron pipe, fittings, supports and wall sleeve modifications. This pipe was originally believed to be installed in the digester and was included in the plans for reuse, but as efforts to remove the sludge from the digester were under way it was determined that the pipe terminated at the outside wall of the tank rather than extending to near that center of the tank as expected. This new pipe extension within the tank is necessary to allow sludge withdrawal from near the center of the tank to facilitate process performance as well as to enhance system maintenance. Item 3 – Credit for deletion of performance testing requirement for the new Degritter unit (see Attachment C) The Contract Documents specify performance testing to be conducted on the new Degritter unit provided as part of this project. This requirement was primarily put in place in the event that the Contractor were to propose a unit that our plant staff was not familiar with. As it worked out, the Contractor has provided a unit that is identical to the existing parallel unit that our plan has been effectively using for years. As the Contractor and Staff were working with the Supplier of the equipment to determine the logistics for conducting the performance test, it was noted that significant efforts would be required by plant staff in order to generate an artificial influent flow rate great enough to conduct the test and that the results of the test may have limited value. The Supplier has approached the project team, inquiring as to whether there may be interest in accepting a credit in lieu of conducting the performance test. Staff has reviewed this proposal with the Engineer and because unit is identical to our existing unit are comfortable recommending the credit included in the attached Work Change Proposal No. 30 for acceptance by Council. 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 1.0 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. Item 5 – Removal of additional unanticipated sludge quantity to the plant’s drying beds (see Attachment E) As the Contractor placed the new aerobic digester unit into operation they began preparations for the rehabilitation of the plant’s two existing digesters. Contract documents called for the City’s plant staff to process and remove as much of the sludge within the digesters as the existing infrastructure would allow. It was the Contractor’s responsibility to remove any below that point. Due to the missing sludge draw off pipe discussed in the Item 2 above, the City’s plant staff was not able to remove near as much sludge in digester AD402 as they were from AD401. The Contractor expressed concern that this excess sludge remaining was significantly beyond what they may have reasonably expected to have to remove based upon the information available in the plans. Staff has worked with the Engineer and Contractor to arrive at an agreed upon baseline sludge elevation of 641.00 representing the elevation at which we believe one might reasonably expected the City could have removed the sludge to. The attached Work Change Proposal No. 31B has been prepared to compensate the Contractor for his additional efforts to remove sludge above that elevation to the plant’s drying beds. Tetra Tech has prepared the attached Change Order No. 7 to reflect an increase in the amount of $43,737.27 and an increase in the contract time of 18.0 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. This Item was reviewed with the Public Works Advisory Committee at their December 6, 2016 meeting. BUDGETARY IMPACT: Funding for this Change Order is available within the existing project budget balance. COMPILED BY: Cody D. Blair Assistant City Engineer PRESENTED BY: Cody D. Blair Assistant City Engineer ATTACHMENT(S): Change Order No. 7 (3 pages) Attachment A (8 pages) Attachment B (4 pages) Attachment C (1 page) Attachment D (2 pages) Attachment E (1 page)  CHANGE ORDER CHANGE ORDER NO: 7 DATE: 12/12/2016 AGREEMENT DATE: 10/27/2014 NAME OF PROJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS (BID 1012) OWNER: CITY OF SAND SPRINGS, OKLAHOMA CONTRACTOR: WALTERS MORGAN CONSTRUCTION, INC. The following changes are hereby made to the CONTRACT DOCUMENTS: Justification: See Attachments A, B, C, D and E Original CONTRACT PRICE: $14,687,400.00 Previous CHANGE ORDERS: $301,662.98 Current CONTRACT PRICE adjusted by previous CHANGE ORDER $14,989,062.98. The CONTRACT PRICE due to this CHANGE ORDER will be increased by $43,737.27. The new CONTRACT PRICE including this CHANGE ORDER will be $15,032,800.25. Change to CONTRACT TIME: The CONTRACT TIME will be increased by 18 calendar days. Therefore, the date for completion of all work will be April 2, 2017. Approval Required: OWNER: ________________________________________________________ Date CONTRACTOR: __________________________________________________ Date ENGINEER: _____________________________________________________ Date CO #7 Page 1 of 3 Bid# 1012: Wastewater Treatment Plant Improvements  Wastewater treatment Plant Improvements (Bid No. 1012) JUSTIFICATION FOR CHANGE 1. Is proposed change an alternate bid? / /Yes / X /No 2. Will proposed change alter the physical / /Yes / X /No Size of the project? If "Yes", explain. 3. Has consent of surety been obtained? / X /Yes / /No 4. Will this change affect expiration / X /Yes / /No Or extent of insurance coverage? If "Yes", will the policies be extended? Yes 5. Effect on operation and maintenance (O&M) costs: The proposed changes will not significantly impact the overall operation and maintenance costs for the project. 6. Necessity for change: See next page and the attachments. Page 2 of 3  DECREASE INCREASE BID DESCRIPTION OF CHANGES - Quantities, IN IN ITEM ITEM units, unit prices, change in completion CONTRACT CONTRACT NO. NO. schedule, etc. PRICE PRICE 1 - Change Proposal No 23A $18,181.80 Contract Time: Increase of 0 Calendar days See Attachment A 2 - Work Change Directive 012 $6,999.39 Contract Time: Increase of 3 Calendar days See Attachment B 3 - Change Proposal No 30 $3,882.28 Contract Time: Increase of 0 Calendar days See Attachment C 4 - Add weather days due to inclement weather as provided for in the contract provisions NA NA Contract Time Increase Contract Time: Increase of 1 Calendar days See Attachment D 5 - Change Proposal No 31B $22,438.36 Contract Time Increase Contract Time: Increase of 14 Calendar days See Attachment E Change in Contract price due to this Change Order Total decrease $3,882.28 Total increase $47,619.55 Net increase in Contract price $43,737.27 CO #7 Page 3 of 3 Bid# 1012: Wastewater Treatment Plant Improvements  CHANGE PROPOSAL NO. 23A Attachment A (CO #7) WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 08-Sep-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Page 1 of 8 Add UPS protection for the SBR PLC's per Srini Sundaramoorthy August 30rh, 2016 email with scope and attachments 1 & 2. Sub and Supplier quotes attached. Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total Alfa Laval - Integrated Controls 1.00 ls 0.00 0.00 7429.00 7429.00 0.00 0.00 0.00 0.00 7429.00 RWE Install Panel and re-wire 1.00 ls 0.00 0.00 0.00 0.00 7545.00 7545.00 0.00 0.00 7545.00 Est. Freight for UPS & Nema 12 Enclosure 1.00 ea 0.00 0.00 400.00 400.00 0.00 0.00 0.00 0.00 400.00 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 $0.00 $7,829.00 $7,545.00 $0.00 $15,374.00 Employee Taxes, Insurance and Benefits (41%) $0.00 $0.00 SUBTOTAL with PT&I $15,374.00 Contractors Fee on Sub ( 5% ) $377.25 Contractor's Fee on L&M ( 15%) $1,174.35 TOTAL FOR THE WORK $16,925.60 Jobsite G&A Expense (7%) $1,076.18 SUBTOTAL W/O BOND SUBTOTAL W/O BOND $18,001.78 Bond Premium (1%) $180.02 CHANGE TOTAL WITH BOND TOTAL WITH BOND $18,181.80 ADDITIONAL TIME REQUESTED: Zero ( 0 ) Calendar Days PAGE 1  Attachment A (CO #7) Page 2 of 8 From: Tom Keyes Sent: Wednesday, September 07, 2016 9:28 AM To: 'Jim Perkins' <jperkins@waltersmorgan.com>; Rusty Gillispie <rustygillispie@ramseyward.com> Cc: Jeff Ward <jeff@ramseyward.com>; Jesse Wright <Jwright@waltersmorgan.com>; Jaime Bengoechea <jaime.bengoechea@alfalaval.com> Subject: RE: CP Price Proposal - SBR PLC UPS located at Disinfection Building Jim Here is our proposal for the specified UPS system: The scope is to add a UPS to the project. This proposal is based on “Figure 1” and “Figure 2” which were attached to an email from Alfa Laval (Tom Keyes 30aug16 – Forwarded Walters Morgan email dated 8/30). The “Scope Description- CP #23 AUPS for SBR PLC” document lists items that an electrician would furnish as well as items that we will furnish. The items included as a part of this proposal are #1, #2 and #7. There will be a single UPS that will be used to feed the main SBR panel as well as the two remote I/O panels that we provided previously. We understand that there have been brownouts but these have not been defined. There is no specification to indicate what the UPS is to accomplish. As such we are not making any claims of performance or adherence to guidelines or specifications of any kind. We would recommend locating the enclosure above the SBR main control panel for ease of access. This proposal includes: 2000VA on-line dual conversion UPS. NEMA 12 enclosure with filter fan, exhaust and thermostsat. Normal power relay. Drawings for this panel. Modifications for the existing PLC and HMI. This will be accomplished remote from Integrated Controls offices. This is contingent on the VPN or other high speed data connection being operational and sufficient. If a trip to site becomes necessary that is not included and will need to be quoted separately. Installation and all wiring is by others. Freight is prepaid & add . Price : .............................................................................................................. $7,429.00 (Note – Freight not included in this price) Allow up to 4 weeks for submittals and 10 weeks for shipment after approval. All items will be expedited to the best of our ability. Material & Labor Breakdown (per WMCI email of 11/30/16): Best Regards The breakdown will be as follows: Materials cost – Power monitor relay, NEMA 12 enclosure with filter, fan, exhaust and Tom Keyes thermostat, UPS – Liebert (by Emerson) Model GXT4-2000RT120 - $3,450.00 Labor – Shop construction time, program modification code writing, remote programming time, overhead and profit - $3,979.00 Tom Keyes Senior Project Manager Tel direct: 281-985-4438 Tom.Keyes@alfalaval.com Contact me on MS Lync/Communicator: sip:Tom.Keyes@alfalaval.com Alfa Laval Inc (US) 10470 Deer Trail Drive - Houston, TX 77038 - United States Tel switchboard: +1 800 362 9041 - Fax switchboard: +1 281 449 1324 www.alfalaval.us - www.as-h.com - customerservice.usa@alfalaval.com  Attachment A (CO #7) Page 3 of 8 Ramsey Ward Electric Co. P.O. Box 1648 Ardmore, OK 73402 Phone:580.223.2221 Fax: 580.223.2302 Change Order Proposal August 8, 2016 TO: Walters-Morgan Construction,Inc. 2616 Tuttle Creek Blvd. Manhattan, KN 66502 Attn: Jim Perkins Project: Sand Springs WWTP Change Order Proposal Number: PROPOSAL REQUEST # OTHER INFORMATION: UPS Addition The total amount of this Change Order is: $7545.00 Attached are the following supporting reports: • Extensions (Material Quantities, Prices and Labor Units with Extended Totals) • Summary Totals (Recap Sheet) Sincerely, Jeff Ward  Attachment A (CO #7) Page 4 of 8 9/8/2016 1:04:16 PM Page 1 SS Change Order Proposal #10 : SS Change Order Proposal Totals (Summary) - Bid Summary: Default Material Non-Quoted $4,730.37 Quotes 0.00 Sales Tax (0.00%) 0.00 Total Material $4,730.37 Labor Direct (52.76 hours @ $34.16) $1,802.22 Non-Productive Labor 0.00 Total Labor $1,802.22 Direct Job Expenses $326.60 Tools and Miscellaneous Materials 0.00 Subcontracts 0.00 Job Subtotal (Prime Cost) $6,859.19 Overhead (10.00%) 685.92 Profit (0.00%) 0.00 Job Total $7,545.11 Actual Bid Price $7,545.11 Material to Direct Labor ratio: 0.72 Prime Cost per square foot $0.00 Job Total per square foot $0.00 Actual Bid Price per square ft $0.00 Labor cost per square foot $0.00 Labor hours per square foot 0.00 Gross Profit % 9.09 Gross Profit $ $685.92 Net Profit % 0.00  Attachment A (CO #7) Page 5 of 8 9/8/2016 1:05:00 PM Page 1 SS Change Order Proposal #10 : SS Change Order Proposal Job Number: CO14-1 Bid Summary: Default Extension By Phase Item # Description Quantity Price U Ext Price Labor Hr U Ext Lab Hr --- 01 Raceway, Fittings & Boxes --- 1170 3/4" PVC Coated Rigid Steel 40 631.79 C 252.72 8.00 C 3.20 1174 2" PVC Coated Rigid Steel 10 1,642.19 C 164.22 18.00 C 1.80 1394 3/4" PVC Coated Rigid Elbow 2 2,379.12 C 47.58 0.55 E 1.10 1989 2" PVC Coated GUAT 1 610.98 E 610.98 1.56 E 1.56 2371 3/4" Unistrut Strap 10 217.88 C 21.79 10.00 C 1.00 2375 2" Unistrut Strap 2 359.31 C 7.19 20.00 C 0.40 --- 01 Raceway, Fittings & Boxes Total --- 1,104.48 9.06 --- 02 Wire & Cable --- 2660 #12 THHN CU Stranded Wire 600 209.30 M 125.58 6.00 M 3.60 2662 #8 THHN CU Stranded Wire 1,500 522.62 M 783.93 10.00 M 15.00 2666 #2 THHN CU Stranded Wire 1,200 1,981.71 M 2,378.05 18.00 M 21.60 6137 #8 Split Bolt Connector 5 3.69 E 18.45 0.08 E 0.40 6140 #3 Split Bolt Connector 4 7.02 E 28.08 0.20 E 0.80 --- 02 Wire & Cable Total --- 3,334.09 41.40 --- 07 Misc --- 1234710 Stainless Steel Strut 10 7.98 E 79.80 8.00 C 0.80 T0001 2" PVC Coated LB Condulet 1 212.00 E 212.00 1.50 E 1.50 --- 07 Misc Total --- 291.80 2.30 Job Total 4,730.37 52.76 * Trade Price, Labor column 3  Attachment A (CO #7) Page 6 of 8 Scope from Srini email dated August 30, 2016 Scope Description‐ CP #23A‐ UPS for SBR PLC‐ UPS Located at Disinfection Building Sand Springs SBR WWTP‐ BID 1012 1. Provide True online UPS, 2 kVA, 120 VAC, with relay output for Utility not present. 2. Provide NEMA 12 Enclosure to house UPS and mount next to SWBD‐CHEM (see attached floor plan‐ Figure 1) 3. Provide ¾”C(3#12) from PP‐EM to UPS, connect to spare 20 amp breaker. 4. Provide 2”C(5#8, 4#2, 2#12) from UPS enclosure to duct bank stub ups, and route wire through duct bank spare conduits to SBR blower shelter. (See attached site plan‐ Figure 2) 5. Splice two #2 feeds from UPS enclosure to two remote control panels within MCC‐SBR. 6. Route third #8 feed and alarm contact to SBR master control panel. 7. Program system to accept alarm contact. Attachment Reference: Figure 1‐ Disinfection Building Electrical Room Floor Plan Figure 2‐ Site Plan  Add NEMA 12 enclosure with UPS. LCP-CHEM CHEM-LCP CU 2 PPC-6,8 HVAC-2 GFI HVAC-2 SEE NOTE 10 AD NEMA 4X, SS WP 5 3/4"C(4#10) CHEM-LCP LCP-CHEM T 3/4"C(3#12)(TYP.) EUH EUH PPC T SEE NOTE 9 4 3 T PPEM-6 3/4"C(3#14) PPC-26 T PPC PPEM-5,7,9 PPC-5,7,9 ELECTRICAL FS PPC-17,19,21 3/4"C(4#10) ROOM 804 3/4"C(3#10) ALL PIPING AND TANK SEE NOTE 11. 101 SWBD-CHEM PP-EM INSULATED AND HEAT LCP-CHEM CHEM-LCP T TRACED SL HVAC SEE NOTE 7 2 30 PP-C ATS 75 3/4"C(8#14) (TYP.) LE LIT KVA KVA 801 801 T EUH 3/4"C(3#14) (TYP.) 5 CHEM CHEM-LCP SEE NOTE EUH-5 13 LCP-CHEM FS 3/4"C(2/C#18SH), PPEM-11 801 DISINFECTION LCP-CHEM CHEM-LCP PPC-14,16,18 FS PPEM-11 3/4"C(2#14) (TYP.) STORAGE / CO 803 PPEM-12 PPEM-13 DN TANK FILL STATION LCP-CHEM CHEM-LCP 3/4"C(2/C#18SH) (TYP.) (FUTURE) CHEM-LCP Attachment A (CO #7) Page 7 of 8 FIGURE 1 - Disinfection Building Electrical Room Plan Pull three power feeds and one alarm contact from ups enclosure to SBR shelter through spare 2" conduit. Pull three power feeds and one alarm BY contact from ups enclosure to SBR shelter through spare 2" conduit. Route two power feeds to MCC and splice to power feeds for two remote panels. DESCRIPTION Route one power feed and alarm contact to SBR control panel. DATE 05.23.14 MARK REATMENT PLANT VEMENTS AL SITE PLAN Attachment A (CO #7) Page 8 of 8 Figure 2 - Site Plan Attachment B (CO #7) Page 1 of 4 Attachment B (CO #7) Page 2 of 4 Attachment B (CO #7) Page 3 of 4 Attachment B (CO #7) Page 4 of 4  Attachment C (CO#7) Page 1 of 1 CHANGE PROPOSAL NO. 30 WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 30-Nov-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Delete the performance testing requirement for the Degritter. Flows are not adequate to test as intended without significant additional work by City staff to backup water for testing. Also, unit is identical to existing unit that has been in operation for quite some time. Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total Lakeside Credit for Degritter Testing -1.00 ls 0.00 0.00 3000.00 -3000.00 0.00 0.00 0.00 0.00 -3000.00 WMCI 2" PVC Pipe & Support -1.00 ls 200.00 -200.00 150.00 -150.00 0.00 0.00 0.00 0.00 -350.00 0.00 ls 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 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 ($200.00) ($3,150.00) $0.00 $0.00 ($3,350.00) Employee Taxes, Insurance and Benefits (41%) ($82.00) ($82.00) SUBTOTAL with PT&I ($3,432.00) Contractors Fee on Sub ( 5% ) $0.00 Contractor's Fee on L&M ( 5%) ($171.60) TOTAL FOR THE WORK ($3,603.60) Jobsite G&A Expense (7%) ($240.24) SUBTOTAL W/O BOND SUBTOTAL W/O BOND ($3,843.84) Bond Premium (1%) ($38.44) CHANGE TOTAL WITH BOND TOTAL WITH BOND ($3,882.28) ADDITIONAL TIME REQUESTED: Zero ( 0 ) Calendar Days PAGE 1  Attachment D (CO#7) Page 1 of 2 Change Order #7 Weather Days Summary Calendar Weather Day Note days Increase September 9, 2016 PM #21 1.0 Total 1.0 Total Weather Days Summary From CO No 3 28.5 From CO No 5 14 CO No 7 (This request) 1.0 Total Weather Days 43.5 Weather Time Total Change Order No Days Extension Extension Calendar Days Change order No 1 0 31 31 Change order No 2 0 3 3 Change order No 3 28.5 3 31.5 Change Order No 4 0 0 Change Order No 5 14 0 14 Change Order No 6 0 24 24 Change order No 7 1 17 18 Total 43.5 78 121.5 Attachment D (CO#7) Page 2 of 2  Attachment E (CO#7) Page 1 of 1 CHANGE PROPOSAL NO. 31B WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 05-Dec-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Removal of additional un-anticipated sludge quantity AD 402. Remove to Drying beds. WMCI Using Elevation 641.00 as baseline elevation for what was feasible for city to remove with existing infrastructure and sludge elvevation of 653.00 for actual sludge level in AD 402. Time Extension requested is 14 clander days for additional work to remove an additional 851 Cubic Yards of Sludge from AD 402 to the Drying Beds. The City was able to remove sludge in AD 401 with existing infrastructure down to elev 639 so there is no additional cost for removal for AD 401. Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total Pump, Power Unit, & Hoses Rental - Fixed wks used to date for Unanticipated Sludge 3 wks 0.00 0.00 1250.00 3750.00 0.00 0.00 0.00 0.00 3750.00 Crane Moving Pump & Spotter/hose tender Fixed hours used to date 50 CHrs 50.00 2500.00 0.00 0.00 0.00 0.00 45.00 2250.00 4750.00 Crane Claming & Spotter Fixed hours used to date 50 CHrs 50.00 2500.00 0.00 0.00 0.00 0.00 45.00 2250.00 4750.00 Loader Hauling to Beds - Fixed hours used to date 50 Hrs 20.00 1000.00 0.00 0.00 0.00 0.00 30.00 1500.00 2500.00 0 wks 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Direct Cost Subtotals $6,000.00 $3,750.00 $0.00 $6,000.00 $15,750.00 Employee Taxes, Insurance and Benefits (41%) $2,460.00 $2,460.00 SUBTOTAL with PT&I $18,210.00 Contractors Fee on Sub ( 5% ) $0.00 Contractor's Fee on L&M ( 15%) $2,731.50 TOTAL FOR THE WORK $20,941.50 Jobsite G&A Expense (7%) $1,274.70 SUBTOTAL W/O BOND SUBTOTAL W/O BOND $22,216.20 Bond Premium (1%) $222.16 CHANGE TOTAL WITH BOND TOTAL WITH BOND $22,438.36 ADDITIONAL TIME REQUESTED: Fourteen ( 14 ) Calendar Days - (10 work days) PAGE 1  M3G Agenda Item #______ Consent/Regular CITY OF SAND SPRINGS COUNCIL/AUTHORITY STAFF REPORT MEETING DATE: _December 12, 2016_ SUBJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS COSS PROJECT NO. S-1202, BID NO. 1012 CHANGE ORDER NO. 8 STAFF RECOMMENDATION: 1. Approval of Change Order No. 8 to the Agreement with Walters-Morgan Construction, Inc. for an increase in the amount of $39,359.90 and an increase in the contract time of 7 calendar days. 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 six Change Orders for a net increase in the Contract Price of $301,662.98 and an increase in the Contract Time of 103.5 calendar days. An additional Change Order No. 7 an additional $43,737.27 and 18 calendar days is pending Council Approval. This Change Order No. 8 has been prepared in consideration of one additional item affecting the Contract Amount and Time. A description of all items are as follows: Item 1 – Add UPS protection for the three SBR PLCs (see Attachment A) In the previous Change Order No. 7 the Contractor provided a Work Change Proposal for compensation for additional work required to remove an additional amount of unexpected sludge from existing digester AD402 to the City’s drying beds prior to rehabilitation of the digester. This Change Order has been prepared to establish a unit price for compensating the Contractor for loading, hauling, disposal of this additional sludge a the landfill after the sludge has had time to dry sufficiently. The City will reconcile quantities with the Contractor once disposal has been completed and will pay for the actual quantities hauled minus the baseline amount that was established as being the Contractor’s responsibility under the original Contract. Seven additional  calendar days are being recommended for disposal of the sludge; however, no additional time is being recommended at this time for the time required for the sludge to sufficiently dry. This issue will be revisited at a later date, if it becomes an issue. Tetra Tech has prepared the attached Change Order No. 8 to reflect an increase in the amount of $39,359.90 and an increase in the contract time of 7.0 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. This Item was reviewed with the Public Works Advisory Committee at their December 6, 2016 meeting. BUDGETARY IMPACT: Funding for this Change Order is available within the existing project budget balance. COMPILED BY: Cody D. Blair Assistant City Engineer PRESENTED BY: Cody D. Blair Assistant City Engineer ATTACHMENT(S): Change Order No. 8 (3 pages) Attachment A (3 pages)  CHANGE ORDER CHANGE ORDER NO: 8 DATE: 12/12/2016 AGREEMENT DATE: 10/27/2014 NAME OF PROJECT: WASTEWATER TREATMENT PLANT IMPROVEMENTS (BID 1012) OWNER: CITY OF SAND SPRINGS, OKLAHOMA CONTRACTOR: WALTERS MORGAN CONSTRUCTION, INC. The following changes are hereby made to the CONTRACT DOCUMENTS: Justification: See Attachment A Original CONTRACT PRICE: $14,687,400.00 Previous CHANGE ORDERS: $345,400.25 Current CONTRACT PRICE adjusted by previous CHANGE ORDER $15,032,800.25. The CONTRACT PRICE due to this CHANGE ORDER will be increased by $39,359.90. The new CONTRACT PRICE including this CHANGE ORDER will be $15,072,160.15. Change to CONTRACT TIME: The CONTRACT TIME will be increased by 7 calendar days. Therefore, the date for completion of all work will be April 9, 2017. Approval Required: OWNER: ________________________________________________________ Date CONTRACTOR: __________________________________________________ Date ENGINEER: _____________________________________________________ Date CO #8 Page 1 of 3 Bid# 1012: Wastewater Treatment Plant Improvements  Wastewater treatment Plant Improvements (Bid No. 1012) JUSTIFICATION FOR CHANGE 1. Is proposed change an alternate bid? / /Yes / X /No 2. Will proposed change alter the physical / /Yes / X /No Size of the project? If "Yes", explain. 3. Has consent of surety been obtained? / X /Yes / /No 4. Will this change affect expiration / X /Yes / /No Or extent of insurance coverage? If "Yes", will the policies be extended? Yes 5. Effect on operation and maintenance (O&M) costs: The proposed changes will not significantly impact the overall operation and maintenance costs for the project. 6. Necessity for change: See next page and the attachments. Page 2 of 3  DECREASE INCREASE BID DESCRIPTION OF CHANGES - Quantities, IN IN ITEM ITEM units, unit prices, change in completion CONTRACT CONTRACT NO. NO. schedule, etc. PRICE PRICE 1 - Change Proposal No 31A $39,359.90 Contract Time: Increase of 7 Calendar days See Attachment A Change in Contract price due to this Change Order Total decrease Total increase $39,359.90 Net increase in Contract price $39,359.90 CO #8 Page 3 of 3 Bid# 1012: Wastewater Treatment Plant Improvements  Attachment A (CO#8) Page 1 of 2 CHANGE PROPOSAL NO. 31A WALTERS-MORGAN CONSTRUCTION, INC. ENGINEER # 131-11387-13001 JOB NO. 214-10 WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE 05-Dec-16 SAND SPRINGS WASTEWATER TREATMENT PLANT IMP. OWNER # 1012 Remove sludge from Drying Beds and dispose of additional un-anticipated sludge quatity in AD 402. Load & Haul to landfill and pay landfill fees. This preliminary change is to establish a budget for City approval. Final quantities will be paid for at the unit prices established below. WMCI is using 1.25 Tons of sludge per Cubic Yard as a conversion factor for estimating purposes. WMCI Using Elevation 641.00 as baseline elevation for what was feasible for city to remove doen to with existing infrastructure. Sludge Below 641.00 is taken care of by WMCI. Unanticipated quantity is based off of sludge from Elev. 653 to 641. Time Extension requested is 7 calander days for additional work. WMCI to provide log tickets from landfill, and backup documentation for hauling, rental, and WMCI hours for loading cost. ** Requested time does not include time needed for drying which will be mutually worked out at a later date prior to proejct completion ** Labor Labor Mat Mat Sub Sub Equip Equip Item Description Qty Unit Unit $ Total Unit $ Total Unit $ Total Unit $ Total Total Estimated Unanticipated Sludge (851CY) Dump Fees - Unit Price-Final is actual Tons 1064 Tons 0.00 0.00 19.25 20482.00 0.00 0.00 0.00 0.00 20482.00 Loading Trucks w/ Rented Long Reach Hoe - Unit price - Final cost is actual Hours 40 Hrs 20.00 800.00 0.00 0.00 0.00 0.00 0.00 0.00 800.00 Hauling Sub (Est 60 loads-1 Hr round trip)- Unit Price-Final cost is Actual Hours 60 hours 0.00 0.00 0.00 0.00 95.00 5700.00 0.00 0.00 5700.00 Long Reach Hoe Freight and Rent-Unit Price Per week for rent-Final cost is actual weeks 1 wks 0.00 0.00 1700.00 1700.00 0.00 0.00 3400.00 3400.00 5100.00 Direct Cost Subtotals $800.00 $22,182.00 $5,700.00 $3,400.00 $32,082.00 Employee Taxes, Insurance and Benefits (41%) $328.00 $328.00 SUBTOTAL with PT&I $32,410.00 Contractors Fee on Sub ( 5% ) $285.00 Contractor's Fee on L&M ( 15%) $4,006.50 TOTAL FOR THE WORK $36,701.50 Jobsite G&A Expense (7%) $2,268.70 SUBTOTAL W/O BOND SUBTOTAL W/O BOND $38,970.20 Bond Premium (1%) $389.70 CHANGE TOTAL WITH BOND TOTAL WITH BOND $39,359.90 ADDITIONAL TIME REQUESTED: Seven ( 7 ) Calendar Days - (5 work days) PAGE 1  Attachment A (CO#8) Page 2 of 2 40.3 AD 401: Remaining Sludge level ~ 639.00. All Contractor responsibility. Estimated sludge quantity A = (1/3) * (pi) * (13.7^2) * (4.25) = 835.3 cu ft = 30.9 cu yd = 38.7 Ton (assumes 1.25 Ton/cu yd) All contractor responsibility. Estimated quantity = A = 38.7 Tons AD 402: Contractor is responsible for up to elevation 641.0 Est. Sludge Quantity B1 = (1/3) * (pi) * (20.5^2) * (6.75) = 2970.6 cu ft = 110.0 cu yd = 137.6 Tons (assumes 1.25 Ton/cu yd) Est. Sludge Quantity B2 = (1/3) * (pi) * (25^2) * (7.75) – B1 = 5072.4 – 2970.6 = 2101.8 cu ft = 77.8 cu yd = 97.3 Tons Est. Sludge Quantity B3 = (pi) * (25^2) * (10.5) = 20616.7 cu ft = 763.6 cu yd = 954.5 Tons Contractor responsibility = B1 = Estimated 137.6 Tons M4A