NOTICE OF SPECIAL MEETING OF THE BARTLESVILLE CITY COUNCIL Monday, October 22, 2018 7:00 p.m. Mayor Dale Copeland 918-338-4282 Council Chambers 401 S. Johnstone Avenue Bartlesville, OK 74003 AGENDA 1. Call to order the business meeting of the Bartlesville City Council by Mayor Copeland. 2. Roll Call and Establishment of a Quorum. 3. Invocation. 4. Citizens to be heard. 5. City Council Announcements and Proclamations. 6. Authorities, Boards, Commissions and Committee Openings • One opening on the Bartlesville Area History Museum • One opening on the Bartlesville Redevelopment Trust Authority • One opening on the Construction and Fire Codes Appeals Board • One opening on the White Rose Cemetery Board 7. Consent Docket a. Approval of Minutes i. The Regular Meeting Minutes of October 1, 2018 b. Approval of Appointments, Reappointments and/or Ratifications to Authorities, Boards, Commissions and Committees i. Appointment of Ms. Juli Merciez, Mr. Earl Sears and Ms. Sherri Wilt for two-year terms each to the Transportation Committee at the recommendation of Councilmen Gentges and Dorsey. ii. Appointment of Mr. Ron Schooley to fill an unexpired term on the White Rose Cemetery Board at the recommendation of Mayor Copeland. iii. Appointment of Ms. Melanie Bayles to a three-year term on the Park Board at the recommendation of Councilman Curd. iv. Appointment of Mr. Zachary Merciez to a three-year term on the Board of Adjustment at the recommendation of Mayor Copeland. c. Approval of Agreements, Contracts and Memorandums of Understanding i. Airport Hangar Lease Agreement for the Bartlesville Municipal Airport between the City of Bartlesville, ConocoPhillips Company and Travis Reese. ii. A Professional Services Contract with Service and Technology Corporation for a structural investigation for a wall that has settled at Fire Station No. 2. iii. A Professional Services Contract with Worley Consulting for engineering services associated with the Palmetto Concrete Street Rehabilitation Project.
Transcript
NOTICE OF SPECIAL MEETING
OF THE BARTLESVILLE CITY COUNCIL
Monday, October 22, 2018
7:00 p.m.
Mayor Dale Copeland 918-338-4282
Council Chambers 401 S. Johnstone Avenue Bartlesville, OK 74003
AGENDA
1. Call to order the business meeting of the Bartlesville City Council by Mayor Copeland.
2. Roll Call and Establishment of a Quorum.
3. Invocation.
4. Citizens to be heard.
5. City Council Announcements and Proclamations.
6. Authorities, Boards, Commissions and Committee Openings • One opening on the Bartlesville Area History Museum • One opening on the Bartlesville Redevelopment Trust Authority • One opening on the Construction and Fire Codes Appeals Board • One opening on the White Rose Cemetery Board
7. Consent Docket
a. Approval of Minutes i. The Regular Meeting Minutes of October 1, 2018
b. Approval of Appointments, Reappointments and/or Ratifications to Authorities,
Boards, Commissions and Committees i. Appointment of Ms. Juli Merciez, Mr. Earl Sears and Ms. Sherri Wilt for two-year terms
each to the Transportation Committee at the recommendation of Councilmen Gentges and Dorsey.
ii. Appointment of Mr. Ron Schooley to fill an unexpired term on the White Rose Cemetery Board at the recommendation of Mayor Copeland.
iii. Appointment of Ms. Melanie Bayles to a three-year term on the Park Board at the recommendation of Councilman Curd.
iv. Appointment of Mr. Zachary Merciez to a three-year term on the Board of Adjustment at the recommendation of Mayor Copeland.
c. Approval of Agreements, Contracts and Memorandums of Understanding
i. Airport Hangar Lease Agreement for the Bartlesville Municipal Airport between the City of Bartlesville, ConocoPhillips Company and Travis Reese.
ii. A Professional Services Contract with Service and Technology Corporation for a structural investigation for a wall that has settled at Fire Station No. 2.
iii. A Professional Services Contract with Worley Consulting for engineering services associated with the Palmetto Concrete Street Rehabilitation Project.
8. Discuss and take action to award Bid No. 2018-2019-017 for a Core Server Upgrade for
the Information Technology Department. Presented by Vice Mayor Kane.
9. Discuss and take action to move to Executive Session pursuant to 25 O.S. Sec. 307(B)(1) to discuss the employment, hiring, appointment, promotion, demotion, disciplining or resignation of any individual salaried public officer or employee, specifically the position of City Attorney. Presented by Mayor Copeland.
10. Update from Chairmen Gentges and Curd from the Tower Green Design Committee on the Tower Green Design.
11. City Manager and Staff Reports.
12. City Council Comments and Inquiries.
13. Adjournment. The Notice of Meeting and Agenda was received and filed in the Office of the City Clerk and posted in prominent public view at City Hall at 5:00 p.m. on Thursday, October 18, 2018.
Jason Muninger /s/ Elaine Banes Jason Muninger, City Clerk/Finance Director by Elaine Banes, Deputy City Clerk
All discussion items are subject to possible action by the City Council. Agenda items requiring a public hearing as required by law will be so noted. The City Council may at their discretion change the order of the business agenda items. City of Bartlesville encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at least one working day prior to the scheduled meeting is encouraged to make the necessary accommodations. The City may waive this rule if signing is not the necessary accommodation.
MINUTES OF THE
REGULAR MEETING OF THE BARTLESVILLE CITY COUNCIL
Monday, October 1, 2018 7:00 p.m.
Mayor Dale Copeland
918-338-4282
City Hall, Council Chambers 401 S. Johnstone Avenue Bartlesville, OK 74003
MINUTES
(Notice of Meeting was posted 12/15/17. Agenda posted September 27, 2018)
City Council Members present were Mayor Dale Copeland, Vice Mayor John J. Kane, Jim Curd, Jr., Alan Gentges and Trevor Dorsey. City staff present were Jerry Maddux, City Attorney; Terry Lauritsen, Director of Water Utilities; Lisa Beeman, Director of Community Development and Park Planning; Shellie McGill, Human Resources and Library Director; Micah Siemers, Director of Engineering; Keith Henry, Director of Public Works; Kelli Williams, Chief Communications Officer; Fire Chief John Banks; Matt McCollough, IT Supervisor; and Elaine Banes, Executive Assistant.
1. Mayor Copeland called the business meeting of the Bartlesville City Council to order
at 7:00 p.m.
2. Roll call was conducted and a quorum established.
3. The invocation was provided by Pastor JoAnn Thompson, God’s Gathering Place.
4. Citizens to be heard.
Joel Rabin provided comments regarding the appointment of a City Attorney, as well as on the litigation he has filed against the City.
5. City Council Announcements and Proclamations.
• Mr. Curd read the Northeast Oklahoma Crime Stoppers Month September 2018 Proclamation.
• Vice Mayor Kane read the Mental Illness Awareness Week October 7-13, 2018 Proclamation.
• Mr. Gentges read the Family Promise Week October 21-27, 2018 Proclamation. • Mr. Dorsey read the Walk to School Day October 10, 2018 Proclamation. The Mayor also welcomed scouts from Troop 5, St. John’s Catholic Church who were present to earn the Citizenship in Community Badge. He also welcome three Dewey High School Seniors who were attending to gain college credits in one of their classes.
6. Authorities, Boards, Commissions and Committee Openings • One opening on the Bartlesville Area History Museum • One opening on the Bartlesville Redevelopment Trust Authority • One opening on the Board of Adjustment
• One opening on the Construction and Fire Codes Appeals Board • One opening on the Park Board • Three openings on the Transportation Committee • Two openings on the White Rose Cemetery Board
Mayor Copeland read the openings and encouraged citizens to volunteer on City Committees. Applications can be found at www.cityofbartlesville.org or at City Hall in the City Manager’s Office.
7. Consent Docket
a. Approval of Minutes i. The Regular Meeting Minutes of September 4, 2018.
b. Approval and/or Ratification of Appointments and Reappointments to Authorities,
Boards, Commissions and Committees i. The reappointment of Susan Rhodes for a second term to the Bartlesville Library
Trust Authority at the recommendation of Vice Mayor Kane. ii. The reappointment of Bruce Kinkade for an additional three years on the Board
of Adjustment at the recommendation of Mayor Copeland. c. Approval of Resolutions i. A resolution of the City of Bartlesville giving Shawnee Avenue from 18th Street to
Hillcrest Drive the honorary name of “Jim Bohnsack Avenue”. d. Approval of Agreements, Contracts and Memorandum of Understanding i. A contract between Bridgeall Libraries and the Bartlesville Public Library for a
subscription to their analytical software, CollectionHQ, a software that utilizes an inventory of the library collection to provide predictive analysis; comparing and tracking circulation and the utilization of the library collection.
ii. A Memorandum of Understanding providing 2019 Firefighter Insurance Rates for calendar year 2019.
iii. An Assignment of Agreement between the City of Bartlesville and Jerry Benedict to transfer and assign from Mr. Benedict to Adams Golf Club, LLC for purpose of providing for the operation of Adams Municipal Golf Course.
iv. Amendment No. 4 to the Professional Services Agreement with CEC for Airport Consulting Services.
v. Fiscal Year 2018 Audit Consulting Services between Crawford and Associates and the City of Bartlesville to assist with the preparation of annual financial statements and general accounting and advisory assistance.
vi. Fiscal Year 2018 Audit Engagement Letter and Fiscal Year 2018 Compilation Engagement Letter between Arledge and Associates and the City of Bartlesville to perform the annual audit.
e. Approval of Surplus Property i. Declare surplus City owned property in order to dispose of at public auction. f. Receipt of the Annual Report i. Receipt of the Chickasaw Wastewater Treatment Plant Annual Report. g. Receipt of Financials i. Interim Financial Statements for 12 months ended June 30, 2018.
h. Receipt of Bids i. Bid No. 2018-2019-016 Price Road Pavement Rehabilitation
Mayor Copeland read the consent docket in its entirety. Vice Mayor Kane pulled item 7.c. for discussion.
Vice Mayor Kane moved to approve the consent docket with the exception of Item 7.c.,
seconded by Mr. Gentges. Aye: Mr. Dorsey, Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mayor Copeland Nay: None Motion: Passed
Item 7.c. - Vice Mayor Kane wanted to recognize Jim Bohnsack for his many contributions
to Bartlesville. He introduced Earl Sears who also recognized Mr. Bohnsack stating his many attributes and rich with history with Bartlesville. Mr. Curd also provided his respect and appreciation for Mr. Bohnsack.
Vice Mayor Kane moved to approve Item 7.c., seconded by Mr. Curd. Aye: Mr. Dorsey, Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mayor Copeland Nay: None Motion: Passed
8. Discuss and take action to award Bid No. 2018-2019-008 for Gas and Diesel Fuel.
Presented by Councilman Dorsey. Mr. Dorsey moved to award the bid to SC Fuels of Orange, California, in the amount of +.0359 for unleaded fuel and .0403 for diesel fuel, seconded by Mr. Gentges.
Aye: Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed
9. Discuss and take action to award Bid No. 2018-2019-010 for four new police pursuit SUV vehicles. Presented by Councilman Curd.
Mr. Curd moved to award the bid to Bob Howard Chrysler Jeep Dodge, Oklahoma City, Oklahoma, for $100,548 for four (4) new police pursuit SUV vehicles, seconded by Vice Mayor Kane.
Aye: Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mayor Copeland Nay: None Motion: Passed
10. Discuss and take action to award Bid No. 2018-2019-011 for three new police pursuit sedan vehicles. Presented by Councilman Curd.
Mr. Curd moved to award the bid to Bob Howard Chrysler Jeep Dodge, Oklahoma City, Oklahoma, for $62,991 for three (3) new police pursuit sedan vehicles, seconded by Mr. Dorsey.
Aye: Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mr. Curd, Mayor Copeland Nay: None Motion: Passed
11. Discuss and take action to award Bid No. 2018-2019-014 for Bartlesville Municipal
Airport, Rehabilitate Runway 17/35 IP project 3-40-0007-012-2018. Presented by Councilman Gentges.
Mr. Gentges moved to award the bid to Keystone Services, Inc. out of Bixby, Oklahoma, in the amount of $209,520, seconded by Mr. Curd.
Aye: Mr. Dorsey, Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mayor Copeland Nay: None Motion: Passed
12. Discuss and take action to award Bid No. 2018-2019-015 for Ruggedized Tablets and
Docks for Patrol Cars. Presented by Vice Mayor Kane.
Vice Mayor Kane moved to award the bid to Patriot Technologies, in the amount of $116,989.30, seconded by Mr. Dorsey.
Aye: Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed
13. Discuss and take action to award Bid No. 2018-2019-016 for Price Road Pavement
Rehabilitation. Presented by Vice Mayor Kane.
Vice Mayor Kane moved to award the bid to Grade Line Construction, Broken Arrow, Oklahoma, in the amount of $977,237.95, seconded by Mr. Gentges.
Aye: Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mayor Copeland Nay: None Motion: Passed
14. Discuss and take action to approve a Resolution fixing the amount of Combined
Purpose General Obligation Bonds, Series 2018C to mature each year; fixing the time and place the Bonds are to be sold; designating a paying agent/registrar; approving the preliminary official statement and distribution thereof; ratifying and confirming continuing disclosure policies and procedures; and authorizing the Clerk to give notice of said sale as required by law and fixing other details of the issue. Presented by Jon Wolff, Municipal Finance Services, Inc.
Mr. Wolff reported that this is the third series of the sale from the $16.2 million General Obligation Bond approved by voters in the Spring. This issue is a $2.5 million issue to address various street projects, mainly. It is a ten-year term with interest rates still holding low. One key element in the resolution is fixing the time and place of the sale which will be
Nov. 5 at 11 a.m. and the results will be brought before the City Council meeting the same evening. This resolution also approves a preliminary official statement. Mr. Wolff concluded that the City has been consistently rated high by national rating agencies, and he does not see that changing in the foreseeable future. Mr. Curd moved to approve the Resolution as presented, seconded by Vice Mayor Kane. Aye: Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mr. Curd, Mayor Copeland Nay: None Motion: Passed
15. Discuss and take action on Case #PC-18-05-FP an application from Brent Taylor on behalf of Taylor Kimrey LLC for Final Plat approval of an 8.2-acre tract to known as Gramercy 3rd Addition, located south of Stonewall Drive and west of Washington Boulevard, legally described as the S/2 N/2 NE/4 SE/4 of Section 20, T26N, R13E, less the east 240 feet thereof, Bartlesville, Washington County, Oklahoma. Presented by Lisa Beeman, Director of Community Development.
Ms. Beeman reported that the applicant, Brent Taylor on behalf of Taylor Kimrey, LLC, requests approval of a final plat of approximately 8.2 acres into five (5) lots to be known as Gramercy 3rd Addition. Using a Power Point, she presented the location of the property and the proposed zoning and development plans, which will progress as the market dictates. She presented information on building setbacks, public utilities and infrastructure, utilities and Park fees. The City Planning Commission reviewed the preliminary plat of Gramercy 3rd Addition at its regular meeting on Tuesday, September 25, 2018 and unanimously recommended its approval subject to the following condition that all development fees must be paid and necessary bonds posted prior to the final plat being released for recordation. A brief discussion was held in regards to Nova Street. Vice Mayor Kane moved to approve the Final Plat as presented, seconded by Mr. Gentges. Aye: Mr. Dorsey, Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mayor Copeland Nay: None Motion: Passed
16. Discuss and take action to adopt an ordinance to close Kaw Avenue right-of-way between Blocks 3 and 4 of Lincoln Addition. Presented by Micah Siemers, P.E., Director of Engineering.
Mr. Siemers reported that this is a revision of an ordinance brought before City Council on November 7, 2016. A public hearing was held that evening and the ordinance was approved and signed but was not to be recorded with the County Clerk until certain utility conditions had been met. As part of the approval to execute the ordinance closing the right-of-way, the utilities either needed to be relocated and/or verified they were inactive and/or retain an easement over any remaining utilities. Since that time, the waterline was determined to be inactive and the gas line was relocated, construction of the project continued and is nearing completion. The issues with water and gas are resolved, however the overhead electric has to remain in place. The surveyor for the project has identified the specific location of the PSO facilities and PSO requires a 20’ wide easement over their lines. Based on the location of the lines, the east 20’ of the Kaw Avenue right-of-way needs to be maintained as a public utility
easement. The issue is that Nehemiah Community Development Corporation cannot dedicate an easement over property they do not own and the City still maintains ownership over the Kaw Avenue right-of-way. Therefore, staff is requesting that Council authorize the Mayor to execute a revised ordinance that closes the Kaw Avenue right-of-way between Blocks 3 and 4 of Lincoln Addition, while retaining a 20’ wide public utility easement over the east 20 feet of said right-of-way. Mr. Gentges moved to approve to adopt the ordinance as presented, seconded by Vice Mayor Kane. Aye: Mr. Gentges, Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mayor Copeland Nay: None Motion: Passed
17. Discuss and take action to approve a Consultant Agreement between the City of
Bartlesville and Ed Gordon. Presented by Mayor Copeland.
Mayor Copeland reported that prior to Mr. Gordon’s retirement date, he discussed with Mr. Gordon and Mr. Bailey about Mr. Gordon staying on as a consultant to the new City Manager. This agreement is in no way meant to infringe on Mr. Bailey, but only to provide valuable insight and advice on an as needed basis. The agreement is to be backdated to August 1 and would provide a salary of $900 per month; health benefits for him and his spouse for the duration of the agreement; Mr. Gordon is to be available for the new City Manager as needed; and that either party may terminate the Agreement at any time without further notice. The Agreement is from August 1, 2018 through December 31, 2018. Vice Mayor Kane concurred with Mayor Copeland as to the value of this agreement with Mr. Gordon. Mayor Copeland moved to approve to adopt the Agreement as presented, seconded by Vice Mayor Kane. Aye: Mr. Curd, Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mayor Copeland Nay: None Motion: Passed
18. Accept retirement letter from City Attorney, Jerry Maddux. Presented by Mayor
Copeland.
Mayor Copeland reported that City Attorney Maddux has submitted a retirement letter effective January 1, 2019 after 43 years of service to the City. He was hired on May 5, 1975 and has provided invaluable expertise and will be greatly missed. He has agreed to be available for consulting as needed. Mr. Gentges added that he feels that Jerry Maddux is one of the finest men and attorney he has ever met. Mr. Dorsey moved to accept Mr. Maddux’ retirement letter as presented, seconded by Vice Mayor Kane. Aye: Vice Mayor Kane, Mr. Dorsey, Mr. Gentges, Mr. Curd, Mayor Copeland Nay: None Motion: Passed
Mayor Copeland stated that a letter of interest with a resume will be collected from attorneys who may be interested in applying for the City Attorney position until 3 p.m. Friday, October 19, 2018. They can be delivered or mailed to the City Manager’s Office, 2nd floor of City Hall.
19. New Business. There was no new business.
20. City Manager and Staff Reports.
Mr. Lauritsen, who was sitting in for City Manager Mike Bailey, reported on the City Auction that will be held on October 13 at the Operations Center, 1700 SW Adams Blvd. Additional information can be obtained by calling 918-338-4131. He also reported on the National RX Drug Takeback Day on October 27 from 10 a.m. to 2 p.m. Additional information can be obtained by calling 918-338-4050. There will be City-wide free leaf pick up the week of November 12. Bags of leaves and yard debris can be placed curbside for pick up on the normal collection day. Another one will be conducted in December. Mr. Lauritsen closed with extending sympathies to the family of Lt. Robb Fouts who passed away last week. He reported that he began his career in 1994, had several promotions and won a number of awards. Lt. Fouts was described as honorable and humble, and will be sorely missed. They Mayor concurred with Mr. Lauritsen offering his sympathies to his family and to his fellow officers.
21. City Council Comments and Inquiries.
Mayor Copeland asked Mr. Siemers to provide updates on several road projects. Vice Mayor Kane extended his appreciation to the Boy Scouts and Dewey Seniors who attended the meeting.
22. There being no further business, Mayor Copeland adjourned the meeting at 8:13 p.m.
Dale W. Copeland, Mayor
Jason Muninger, City Clerk/Finance Director
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STAFF REPORT ENGINEERING DEPARTMENT
TO: Mike Bailey, City Manager
FROM: Micah Siemers, P.E. Engineering Director
DATE: October 16, 2018
SUBJECT: Discuss and take action regarding a professional services contract with Service & Technology Corporation (STC) for a structural investigation for a wall that has settled at Fire Station No. 2
Fire Station No. 2, located at the southwest corner of Hensley and Virginia, was constructed in the mid 1970’s. In the last 20 years there has been some minor settlement issues on the wall between the bunk room and kitchen. The door has been adjusted multiple times and at one point in the early 2000’s the steel door was replaced with a solid core wood door so that it could be shaved down to function properly. In the last two months the settlement of this wall has gotten worse to the point that the joints in the CMU block have cracked and there is about a 3/8” gap between the block and the top of the door frame. City of Bartlesville Fire and Engineering department staff have met with Lara Mosier, Senior Structural Engineer for Service & Technology Corporation (STC), to request a structural evaluation of the wall and settlement issues. STC has provided a proposal for services to evaluate the wall and settlement problem and provide some basic recommendations to address the issue. If more in depth or invasive investigation is required to find a solution we may have to negotiate additional fees. No budget has been previously identified specifically for this work. Staff is recommending using ½ Cent funds budgeted for “Miscellaneous Facility and Building Improvements” to cover the cost. STC has proposed $2,020.00 for the investigation and basic recommendations. Staff recommends approval of the engineering services contract.
Please schedule this item for City Council consideration on its October 22nd meeting.
Service & Technology Corporation Engineers ● Consultants
105 SW Penn ● Bartlesville, Oklahoma 74003 ● USA
Phone: (918) 336-8161● Fax: (918) 336-8265
October 16, 2018
Mr. Micah Siemers
Director of Engineering
City of Bartlesville
401 S Johnstone Ave
Bartlesville, OK 74003
Subject: City of Bartlesville – Bartlesville, OK
Contract to provide General Engineering Services for Fire Station #2 Structural Investigation
Reference: Service and Technology Corporation – STC Proposal #P-18108
Dear Micah:
Thank you for the opportunity to provide our services to the City of Bartlesville, specifically for your Fire
Station #2 Structural Investigation project.
SCOPE OF WORK
Service & Technology Corporation (STC) will provide civil/structural engineering associated with Fire Station
#2 Structural Investigation.
This work will be performed according to our Proposal Number P-18108 – dated October 10, 2018.
If you have any questions relating to this proposal, please don’t hesitate to get in touch.
Sincerely,
Doug J. Boudreaux
Director of Projects
Copy: Proposal Folder
Attachments: Proposal #P-18108; Schedule A - dated 01/18; Schedule B - dated 01/18
Accepted on behalf of CITY OF BARTLESVILLE stated above:
1. The billing rate includes actual employee wage, payroll costs, benefits, overhead and profit. Employee
salaries and classifications are subject to periodic review and change.
2. Billing rates for exempt employees identified by "(E)" will be as shown for all hours worked. Billing rates
for our non-exempt internal and external employees will also be as shown above plus 50% of employee wages
for hours over 50 per week. Billing rates for our non-exempt transient employees will be as shown above
plus 50% of employee wages for all hours over 40 per week.
3. Additional cost for travel, meals, motel, etc., shall be billable at cost.
4. On all technical and engineering matters, our employees working on External and Transient assignments
report directly to the client. Therefore, STC cannot assume responsibility for their performance or the results
of their work.
01/18
City of Bartlesville
Contract to provide civil/structural engineering associated with Fire Station #2 Structural Investigation
October 16, 2018
Service & Technology Corporation
Page 5 of 6
SCHEDULE B
CONFIDENTIAL
TERMS AND CONDITIONS
The following terms and conditions are to be considered a part of this proposal:
1. Service & Technology Corporation will furnish certificates of liability and Workmen's Compensation
Insurance, if requested. The amount of the general liability insurance will be $1,000,000.
2. Secrecy Agreements signed by all personnel involved with your project will be furnished, if requested. Any
information, data, or other material made accessible to Service & Technology Corporation which is considered
a "secret" and/or "confidential" must be identified as such, in writing.
3. All reproduction work required in connection with a project and provided by STC will be billed to the client
at:
Xerox............................................ $0.10 per copy (8½" x 11")
Xerox............................................ $0.15 per copy (11" x 17")
Fax................................................. $1.00 per page (8½" x 11")
Prints ..............................................$0.15 per square foot (C & D sizes)
4. For travel required in connection with projects, the client will be billed the actual cost of transportation and
expenses. Company owned or personal automobile will be billed at the IRS allowable mileage rate. Travel
time will be billed according to the billing rates of this proposal.
5. Usage of CAD equipment will be billed at $10.00 per hour plus the operator's billing rate in accordance with
this proposal. STC has implemented 3D plant design software to our capabilities. If this 3D software is utilized
for design, there will be an additional charge of $5.00 per hour ($15.00 total) plus the operator's billing rate
in accordance with this proposal.
6. Personal computer time to perform engineering analysis and documentation using software systems such as
HYSIM, CAESAR II, STAAD III, ENGINEER'S AIDE, ISA Specifications, etc. and other job related
information, will be billed at $10.00 per hour.
7. Cost of long distance telephone and outside services such as laboratory, soil testing, etc., will be billed at cost.
8. All hourly billing rate ranges, fee percentages, and other costs are reviewed periodically and are subject to
change upon notification to the client and their approval.
9. Invoices will be submitted bi-weekly covering charges for the preceding period. These invoices are due and
payable within ten (10) days after receipt by the client.
01/18
City of Bartlesville
Contract to provide civil/structural engineering associated with Fire Station #2 Structural Investigation
October 16, 2018
Service & Technology Corporation
Page 6 of 6
10. Service & Technology Corporation will extend its best efforts to provide errorless professional services;
however, Service & Technology Corporation's liability is limited to correction of errors in engineering
drawings prepared by us (at no charge) in an amount, computed at standard billing rates, not to exceed 25%
of the total amount invoiced by each individual project, such individual project being identified as the work
performed and invoiced under any one Service & Technology Corporation job number. Assignment of
Service & Technology Corporation job numbers will be on a reasonable basis as new projects are opened. No
contingent liabilities are implied or assumed.
11. Service and Technology Corporation shall not be responsible for construction means, methods, techniques,
sequences and procedures, or for safety precautions and programs relating to such matters.
12. Service & Technology Corporation strongly urge our clients not to hire our employees since our people are
our most valuable resource. However, in the event such a transition is accepted by the client, a compensation
of three months salary of the employee based on our most recent payroll plus an additional one month’s salary
for every year of service with us will be due within 10 days of separation from Service and Technology
Corporation. The condition covered by this paragraph, item 12, shall not be effective after the former
employee is separated from Service & Technology Corporation for ninety days.
01/18
1
Micah Siemers
From: Doug Boudreaux <[email protected]>Sent: Monday, October 08, 2018 2:52 PMTo: Micah SiemersCc: Doug BoudreauxSubject: STC Proposal No. P-18108: Fire Station #2 Structural InvestigationAttachments: engineering design estimate P-18108.pdf
Good afternoon, Micah! Thanks again for requesting our services! Please find below our estimate for the Subject work. Scope of Work: STC will provide civil/structural engineering associated with Fire Station #2 Structural Investigation. Additional details include:
The existing fire station located at Hensley Blvd. and Virginia Ave. is showing signs of long term and recent settlement.
STC will complete a site investigation to find how much settlement has occurred and to find the approximate area where the problem is originating.
STC will also review existing building drawings and building construction to determine the impact on the overall structure (is the main affected wall load bearing?).
Deliverables:
1. Structural Investigation Report General Assumptions/Clarifications:
A. STC will only do a visual inspection. No material testing will be performed. Cost: We estimate we can complete this work for a total cost of $2,020. Our basis for the estimated total cost is per the STC Engineering Design Estimate summary, which is attached for your information and review. Time Frame: Please note the following estimated schedule is based on our current in-house workload. We will make every effort to meet or beat this estimated schedule, but changes and delays beyond our control can alter the timing of deliverables.
The Structural Investigation Report can be Issued For Use & File within 5 days After Receipt of Order (ARO).
This estimate is valid for a period of thirty (30) days and subject to our confirmation after that time.
Please let me know if you have any questions. Thanks once again, Micah! Doug
2
Doug Boudreaux, PE, MBA
Service & Technology Corporation Director of Projects Office: (918) 336-8161 Mobile: (918) 914-9951 Fax: (918) 336-8265 www.stc-smc.com
TBDCity of BartlesvilleFire Station #2 Structural Investigation
Number of Drawings
DISCIPLINE
Orig: Project FileDistribution:
SERVICE & TECHNOLOGY CORPORATIONENGINEERS - CONSULTANTS105 SW Penn, Bartlesville, OK 74003
Phone: 918-336-8161 Fax: 918-336-8265
G:\Proposals - STC\2018 Proposals\P-18108 City of Bartlesville\engineering design estimate P-18108 1 of 1
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STAFF REPORT ENGINEERING DEPARTMENT
TO: Mike Bailey, City Manager
FROM: Micah Siemers, P.E. Engineering Director
DATE: October 16, 2018
SUBJECT: Discuss and take action regarding a professional services contract with Worley Consulting for engineering services associated with the Palmetto Concrete Street Rehabilitation project
Preventative maintenance street projects were included as part of the designated (70%) projects on the 2013 ½ Cent Sales Tax extension election. Each year staff targets $750,000 for these types of street projects as approved in the CIP election. Staff works with the Street and Traffic Committee to select projects each fiscal year to present to Council for approval in the capital budget. One of the preventative maintenance street projects approved as part of the FY 18-19 capital budget is the rehabilitation of Palmetto Drive between Sooner Road and Virginia Avenue. This is a concrete panel replacement project targeting replacement of approximately 70% of the panels on this stretch of roadway. Staff has negotiated a contract with Worley Consulting for design services for the project. The City of Bartlesville has previously contracted with Worley Consulting on multiple preventative maintenance street projects including both concrete panel replacements and asphalt mill and overlay projects. Worley Consulting has proven to be a good value for these types of projects and can complete them almost as inexpensively as City Staff. The proposed fee for the scope of services is $4,750 and within budget for the project. The agreement, scope of services, and proposed tentative schedule are attached for your review. The total budget for this project is $374,904.00.
Staff recommends approval of the engineering services contract.
Please schedule this item for City Council consideration on its October 22nd meeting.
WORLEY CONSULTINGAGREEMENT FOR PROFESSIONAL SERVICES
This Agreement effective as of ,2018 between City of Bartlesville ("CLIENT") and Worley Consulting ("CONSULTANT).
Whereas, the CLIENT intends to utilize CONSULTANT for the design and preparation of plans for the Palmetto Concrete Rehabilitation Project, Sooner to Virginia. The project is an replacement of Concrete Street Panels on Palmetto, Sooner to Virginia with curb replacement as needed.
The CLIENT and CONSULTANT therefor agree as follows:
ARTICLE I – DEFINITIONS AND RULES OF INTERPRETATION
A) The Agreement between CLIENT and the CONSULTANT consists of this Agreement for Professional Services and the attached Standard provisions of Agreement for Professional Services.
B) In the event of any conflict in the language of this Agreement for professional services with the standard provisions of Agreement attached hereto, the language of the standard provisions of Agreement shall control unless this Agreement for professional services specifically provides tothe contrary.
C) This Agreement represents the entire and integrated Agreement between the CLIENT and the CONSULTANT and supersedes all prior negotiations, representations or Agreements, either written or oral. This Agreement may be amended only by written instrument signed by both theCLIENT and the CONSULTANT.
D) This Agreement shall be governed by the laws of the state of Oklahoma, not including that state's conflict of law rules. If
ARTICLE II -SCOPE OF WORK
A) Consultant will prepare plans and cost estimates and review what the CLIENT at the 50% and 90% complete stages.
B) By a 50%, 90%, and 100% plan review meeting with a CLIENT and CONSULTANT will be held. The CONSULTANT will keep and distribute meeting minutes for each. The CONSULTANT will revise the plans to include the CLIENT's comments from each meeting.
C) Following revisions based on the CLIENTs comments the CONSULTANT will furnish copies of the final plans and cost estimate to the CLIENT anticipated plan sheets include the following:1. Cover/location map2. Notes page3. Plans (6 pages)4. Details page
D) CONSULTANT shall attend the pre-bid meeting, if requested by the CLIENT.E) CONSULTANT shall assist CLIENT in answering RFI's and other field related construction
questions, as needed.F) CONSULTANT shall deliver preliminary and final plans electronically in .PDF format. Client
shall reproduce plans and specifications for bidding.
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G) Client desires to bid the project as soon as possible. CONSULTANT proposes the following schedule:1. October 29 50% Plans2. October 31 City Review Complete3. November 12 90% Plans4. November 15, City Review Complete5. November 26 100% Plans
ARTICLE III -PAYMENT PROVISIONS
A) Client shall pay CONSULTANT for services a lump sum of $4,750.00B) Fees will be billed at the 50%, 90% and 100% Completion milestones.
ARTICLE IV -DISPUTE RESOLUTION
A) Any suit relating to any claims, disputes or other matter in question arising out of or related to this Agreement may be brought only in the district court of Washington County, Oklahoma.
ARTICLE V -ALLOCATION OF RISK
A) Percentage Share of Risk. To the fullest extent permitted by law, a party's total liability to the other party and anyone claiming by, through, or under the other party for any cost, loss, or damage caused in part by the negligence of the party and in part by the negligence of the other party or any other negligent entity or individual shall not exceed the percentage share that the party's negligence bears to the total negligence of the Owner, Consultant, and other negligent entities or individuals.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement, effective date of which is indicated on page 1.
