May 13, 2002 The regularly scheduled meeting of the Board of County Commissioners was called to order this 13 th day of May, 2002, in the conference room of the County Office Building by Chairman George Skinner. Roll was called by Dorinda Harvey, County Clerk/Secretary and those present were: George Skinner, Chairman Leroy Krohmer, Vice-Chairman Bill Graves, Member Dorinda Harvey, Secretary Others present were: Kerrie Hudson, Ed Copelin, Ken Schmitz, Randy Kersey, Jerry Anderson, Tammy Howard, Brenda Wakeman, Donna Roberts, Mike McDanel, Sylvia Martin, Randall Turk, and Dan Cary. After the reading of the minutes of the regular meeting of May 6, 2002, and there being no additions or corrections, Bill Graves moved that the minutes be approved. Leroy Krohmer seconded the motion. Tammy Howard, Purchasing Agent, opened bids for County Bid #COM2-1143 Building Materials and/or Labor to build a 40 x30 x10 Office Building for the District #2 County Commissioners Warehouse. The bids, each accompanied by properly executed non-collusion forms are on the following pages:
Page 2 Minutes May 13, 2002 Apollo Building JPL Construction Longreach Steel, Inc. Service Experts Comptons Systems, Inc. BID: #COM2-1143 DEPT: District #2 Commissioner DATE OPENED: 5-13-02 1 2 3 4 5 List of Individual Items Building Materials and/or Labor to build a 40' x 30' x 10' Office Building for the District #2 County Commissioner. BID PRICE: Section 1: 1.1 Termite Service: $360.00 No Bid No Bid No Bid No Bid 1.2 Sheet Rock Installation: $6,175.00 No Bid No Bid No Bid No Bid 1.3 Insulation & Seal Work: $1,300.00 No Bid No Bid No Bid No Bid 1.4 Installation of Heating & A/C Unit: $6,500.00 No Bid Base Proposal $6,704.00 No Bid $3,185.00 Alt. Bid $6,892.00 Section 2: 2.1 Metal: $9,200.00 $4,294.52 No Bid No Bid No Bid $75.00 Per Drop 2.2 Building Material: $10,784.00 No Bid No Bid No Bid No Bid 2.3 Electrical: $5,800.00 No Bid No Bid No Bid No Bid 2.4 Plumbing: $6,300.00 No Bid No Bid No Bid No Bid 2.5 Miscellaneous Supplies: $2,470.00 No Bid No Bid No Bid No Bid 2.6 Cabinets: $4,387.00 No Bid No Bid No Bid No Bid 2.7 Flooring: $3,753.00 No Bid No Bid No Bid No Bid Section 3: 3.1 Painted Metal Building Kit: $5,635.00 $4,544.52 No Bid No Bid No Bid $75.00 Per Drop Section 4: CLEVELAND COUNTY BID SUMMARY - Page 1 Building Materials & Labor to Construct Building: $57,029.00 No Bid No Bid $62,342.00 No Bid Approx. Beginning Date: 6/1/2002 6/1/2002 Approx. Ending Date: 8/1/2002 9/15/2002 NON-COLLUSION AFFIDAVIT: Yes Yes Yes Yes Yes
Page 3 Minutes May 13, 2002 Selmon Enterprises, Buildings by Madden Seaton Construction Arnold Brothers, Inc. HydroComfort Heat & Air Inc. BID: #COM2-1143 DEPT: District #2 Commissioner DATE OPENED: 5-13-02 6 7 8 9 10 List of Individual Items Building Materials and/or Labor to build a 40' x 30' x 10' Office Building for the District #2 County Commissioner. BID PRICE: Section 1: 1.1 Termite Service: No Bid No Bid No Bid $300.00 No Bid 1.2 Sheet Rock Installation: No Bid No Bid No Bid No Bid No Bid 1.3 Insulation & Seal Work: No Bid No Bid No Bid No Bid No Bid 1.4 Installation of Heating & A/C Unit: No Bid No Bid No Bid No Bid $4,125.00 Section 2: 2.1 Metal: No Bid No Bid No Bid No Bid No Bid 2.2 Building Material: No Bid No Bid No Bid No Bid No Bid 2.3 Electrical: No Bid No Bid No Bid No Bid No Bid 2.4 Plumbing: No Bid No Bid No Bid No Bid No Bid 2.5 Miscellaneous Supplies: No Bid No Bid No Bid No Bid No Bid 2.6 Cabinets: No Bid No Bid No Bid No Bid No Bid 2.7 Flooring: No Bid No Bid No Bid No Bid No Bid Section 3: 3.1 Painted Metal Building Kit: $4,795.00 $5,746.45 $81,670.00 No Bid No Bid $100.00 $150.00 Section 4: CLEVELAND COUNTY BID SUMMARY - Page 2 Building Materials & Labor to Construct Building: No Bid $8,896.45 $81,670.00 No Bid No Bid Approx. Beginning Date: 6/1/2002 Will complete 4-Mo. Approx. Ending Date: 6/15/2002 after site prep & concrete completed by owner NON-COLLUSION AFFIDAVIT: Yes Yes Yes Yes Yes
Page 4 Minutes May 13, 2002 Morgan Management Corporation BID: #COM2-1143 DEPT: District #2 Commissioner DATE OPENED: 5-13-02 11 AWARDED TO: List of Individual Items Tabled on 5-13-02 Building Materials and/or Labor to build a 40' x 30' x 10' Office Building for the District #2 County Commissioner. BID PRICE: Section 1: 1.1 Termite Service: No Bid 1.2 Sheet Rock Installation: No Bid 1.3 Insulation & Seal Work: No Bid 1.4 Installation of Heating & A/C Unit: No Bid Section 2: 2.1 Metal: No Bid 2.2 Building Material: No Bid 2.3 Electrical: No Bid 2.4 Plumbing: No Bid 2.5 Miscellaneous Supplies: No Bid 2.6 Cabinets: No Bid 2.7 Flooring: No Bid Section 3: 3.1 Painted Metal Building Kit: No Bid Section 4: CLEVELAND COUNTY BID SUMMARY - Page 3 Building Materials & Labor to Construct Building: $69,792.00 Approx. Beginning Date: Approx. Ending Date: NON-COLLUSION AFFIDAVIT: Yes George Skinner moved, seconded by Leroy Krohmer, to accept the bids for County Bid #COM2-1143 and award at a later date. Tammy Howard, Purchasing Agent, opened the bid for County Bid #COM-1145 60 Month Lease/Purchase with 30% Residual for one (1) or more, 2003 Model Semi-Tractor Truck for the Cleveland County Commissioners. The bid accompanied by properly executed noncollusion for is as follows:
Page 5 Minutes May 13, 2002 CLEVELAND COUNTY BID SUMMARY List of Individual Bidders Bruckner's Oklahoma City Freightliner BID: #COM-1145 DEPT: Commissioner's DATE OPENED: 5-13-02 1 2 List of Individual Items Awarded To: 60-Month Lease/Purchase with a 30% Bruckner's Trucks Residual for one (1) or more, 2003 Model on 5-13-02 Semi-Tractor Trucks, for the Cleveland County Commissioners. Truck #1 - District #1 2 Units TRUCK #1: Monthly Payment per Unit: $973.00 No Bid Truck #2 - District #3 Starting Price: $66,810.00 3 Units End of the Lease Purchase Price: $20,043.00 Finance Percentage Rate: 5.29% MAKE: Mack MODEL: CH613 YEAR: 2003 MILEAGE: New APPROXIMATE DELIVERY DATE: June 22, 2002 TRUCK #2: Monthly Payment per Unit: $967.00 Starting Price: $66,385.00 End of the Lease Purchase Price: $19,915.50 Finance Percentage Rate: 5.29% MAKE: Mack MODEL: CH613 YEAR: 2003 MILEAGE: New APPROXIMATE DELIVERY DATE: June 22, 2002 NON-COLLUSION AFFIDAVIT: PA-102(1982) Yes Leroy Krohmer moved, seconded by Bill Graves, to award County Bid #COM-1145 to Bruckner s as they were the only bidders. District #1 will take two (2) trucks under Truck #1 and District #3 will take three (3) trucks under Truck #2. Tammy Howard, Purchasing Agent, opened bids for County Bid #PA-1146 One Year (1) Non-Encumbered Contract for Office Supplies, Furniture and Equipment, for Cleveland County. The bid term will be from May 19, 2002, through May 18, 2003. The bids, each accompanied by properly executed non-collusion forms are on the following page:
Page 6 Minutes May 13, 2002 BID: #PA-1146 DEPT: Purchasing CLEVELAND COUNTY BID SUMMARY The Office Planning Group Boise Cascade Office Products Copelin's Office Center Corporate Express Demco Standley Systems DATE OPENED: 5-13-02 1 2 3 4 5 6 List of Individual Items Awarded To: One-Year (1) Non-Encumbered Contract for Tabled on Office Supplies, Furniture and Equipment. The bid Catalog: Catalog: Catalog: 5-13-02 term will be from May 19, 2002 through May 18, S.P. S.P. Demco's Copier 2003. Cost Plus Percentage Rate: No Bid 1.00% Richardson 2.00% Richardson 5.00% *See Below Products Optional Purchase Percentage Rate: 1.00% 2.00% 6.00% *See Below only. Company provide on-line ordering: Yes Yes Yes Yes Exceptions: Uncarton or inside furniture in carton delivery None Furniture Demco offers a 100% satisfaction All manufacture Copelin's honors Corporate Warranty: warranties apply. the warranty of Express honors Boise Office the all manufacturers Solutions does manufacturers of warranites. not warrant products outside the items they sell. normal manufacture stated warranties. Contact Person: James Odom Judy Spearman Lisa Ahearn JoDee McCartney Title: Sales Acct. Customer Serv. Acct. Rep. Contract Spec. Telephone Number: (405) Mgr. 688-3500 (405) 364-7011 (4050 943- (800) 462-8709 Fax Number: (405) 688-3641 (405) 321-6476 (405) 6321 943-6333 (888) 329-4728 Vendor's Statement: Boise Office 20% off manuf. Solutions List price on all employs over office supplies 300 associates not included in in our the S.P. outbound Richards telesales center Catalog. located in Norman, OK. None * 10% on library, office & computer supplies / 3% on reading enrichment & library promotional items. / 5% on furniture & equipment. / Applies to current full line catalog prices through 2002. Same discounts will be in force for the full line catalog issued January 1, 2003. Contract discounts cannot be used with bids, sale catalogs or other promotions or specials. 10% off manuf. List on all copier, printer and fax supplies not listed in the S.P. Richards catalog. Exculsions: 3M Tattle Tape Products, Self- Check system, Staff workstation and Video Checkout; Checkpoint products; Software; Kwik Case Products; Books from their website; Special Orders for nonstandard products. 10% off manufacturer's list on all educational supplies. They will quote any furniture items not included in the S.P. Richards catalog on a purchase by purchase basis. No assembly or installation is offered on furniture items. NON-COLLUSION AFFIDAVIT: Yes Yes Yes Yes Yes
Page 7 Minutes May 13, 2002 Leroy Krohmer moved, seconded by Bill Graves, to accept County Bid #PA-1146 and award at a later date. George Skinner moved, seconded by Bill Graves, to reject the bid for County Bid #HWY- 1144 The Purchase of SS-1 Emulsion, Hot Water, and CRS-2 for the Cleveland County Commissioners. The bid term will be from bid award date through one (1) year. Bill Graves moved, seconded by Leroy Krohmer, to approve the Proclamation to proclaim May, 2002, Flood Awareness Month. Leroy Krohmer moved, seconded by Bill Graves to approve the Statement from Triad Design Group for Tecumseh Road-Paving Project in the amount of $35,000.00. Bill Graves moved, seconded by Leroy Krohmer, to approve the Resolution Disposing of Equipment: a. (2) Computer Monitors and Speakers (The above item is from the Election Board and was junked.) Leroy Krohmer moved, seconded by Bill Graves, to approve Resolution Determining Maximum Monthly Highway Expenditures. T1A $ 185,750.45 T1C 3,982.18 T2A 1,667,005.97 T2B 103,555.77 T3 491,061.48 Total Unrestricted 2,451,355.85
Page 8 Minutes May 13, 2002 Bill Graves moved, seconded by Leroy Krohmer, to approve the April, 2002, monthly reports of the following: a. DeWayne Beggs, Sheriff b. Saundra DeSelms, County Treasurer c. Rhonda Hall, Court Clerk d. Paula Roberts, Election Board Secretary Leroy Krohmer moved, seconded by Bill Graves, to approve the following Blanket Purchase Orders: a. General Fund 02-6823 B2B Ben E. Keith $ 2,500.00 02-6825 SP2 Copelin s Office Center 1,000.00 02-6828 B2B Fadler Company, Inc. 2,500.00 b. Highway Unrestricted Fund 02-6728 T2A Chemco $ 500.00 02-6737 T2A Standard Steel Company 600.00 02-6739 T2A Warren Cat 4,000.00 02-6824 T2A C. L. Boyd Company 17,000.00 02-6830 T2A O Reilly Automotive 750.00 02-6833 T2A Wilson Culverts, Inc. 2,500.00 c. Sheriff s Service Fee Fund 02-02-6827 CFB2 Dimensional Concepts $2,500.00 Bill Graves moved, seconded by Leroy Krohmer, to approve Certificate of Requesting Officers on Blanket Purchase Order Numbers: 02-0027 SM2 02-0380 T2A 02-0028 SM2 02-0434 T2A 02-0030 SM2 02-1545 T2A 02-0031 SM2 02-2158 T2A 02-0104 SM2 02-2942 T2A 02-0105 SM2 02-3190 T2A 02-0533 B2A 02-3411 T2A 02-1311 SM2 02-4437 T2A 02-2378 SM2 02-4466 T2A
Page 9 Minutes May 13, 2002 02-4383 SM2 02-4861 T2A 02-4419 SM2 02-5008 T2A 02-4589 SM2 02-5115 T2A 02-5624 T2A 02-3925 CFB2 02-6390 T2A 02-3928 CFB2 02-4776 MD2 Leroy Krohmer moved, seconded by Bill Graves, to approve Purchase Orders for Payment of Personal Services, Travel, Maintenance & Operation, and Capital Outlay from: FY01/02 a. General Fund $61,973.35 b. Highway Unrestricted Fund 57,421.69 c. Health Fund 13,331.59 d. Youth & Family Fund 10,617.16 e. Sheriff s Service Fee Fund 10,446.39 f. Sheriff s Revolving Fund 9,460.82 g. Sheriff s Commissary Fund 218.79 h. Treasurer s Certification Fee Fund 24.00 i. Fair Board Fund 1,603.42 (For a complete listing of warrants and original signatures, see warrant registers.) There being no further business to come before the Board, Leroy Krohmer moved that the meeting be adjourned. Bill Graves seconded the motion.