Commissioners review bid packages for fairgrounds ARPA project

May 25, 2023

Bid packages were opened during the regular Stephens County Commissioner’s meeting Monday as work moves forward for the fairground project upgrades.

Three bids were submitted for each project. The first project (package 1) was for the erection of a pre-engineered steel building, but only two of the bids could be considered. The bids were submitted by Superior Services for $356,440.74; and Titan Construction LLC for $345,000; and one other. Both Superior and Titan had all the required paperwork in their bid proposals, while the third bid proposal did not. Commissioner Russell Morgan made the motion to accept the low bid from Titan.

For package 2, which covers the supply of the building, Titan also bid, as did Alliance Steel and Chief Building. Titan’s bid proposal was for $1,284,000; Alliance for $800,775; and Chief for $952,064. Commissioner Chairman Kreg Murphree motioned to table the bids for the second package so that Construction Manager Ken Shaw would have time to review each package. The expansion of the Fair & Expo Center building is on the list of the county’s American Rescue Plan Act funds (ARPA) projects.

The item will be back on the agenda for the Tuesday, May 30 meeting. The county courthouse is closed Monday for Memorial Day.

Discussion of old business regarding quotes for bond insurance for county elected officials continued, and was again tabled until the next meeting.

Stephens County Purchasing Agent Kaylee Kaiser updated the county commissioners on the process, and said that Redden Insurance offered a quote to cover elected officials up to $100,000, at $750 each. There was also discussion about the fair board members and secretary – a total of 10 individuals, and it would be for $140 up to $10,000 in coverage for 8 people, but she estimated it could be $160 for 10 people.

For the fairgrounds, I didn’t know if we needed to include the board members and secretary – to cover up to 8 people, (there’s 10 at that site) it would be $140, (up to $10,000) about $160 for 10 people.

Commissioner Todd Churchman said that when he talked to the excise board, they said it wouldn’t hurt to have a quote for $250,000 up to $1 million, in regard to elected officials. He asked Kaiser to get quotes for $250,000, $500,000 and $1 million.

In other business, commissioners approved:

• Interlocal Governmental Agreement between county district #3 and Town of Velma, with the county to chip and seal approximately 2 ½ miles of town streets, help with base prep as needed and haul chips from the quarry to the Town of Velma. The Town of Velma will provide washed chips and oil for chipping.

• A transfer of appropriations within the Rural Fire-ST Fund and the General Fund.

• Cooperative agreement in District #1, for the purpose of making conservation works of improvement to diminish erosion and siltation of right-of-way between James Sharp and Stephens County. The County will remove trees and blade bar ditch for approximately 1 mile along the south boundary of Section 27, Township 2 North, Range 8 West.

• Rental agreement for Sharon Hawkins for the Akers Reunion event, in the Heritage Room, June 10.

• An engagement letter on behalf of the Oklahoma State Auditor and Inspector’s Office to perform audit of the financial statement of Stephens County, for year end June 30, 2021, and June 30, 2022. Commissioner’s also acknowledged receipt of the Operational Audit for Circuit Engineering District #6 for July 1, 2021, to June 30, 2022. This was conducted by the state auditor and inspector’s office.