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AMENDMENT NO. ONE TO CONTRACT NO. K-1112-54: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND JACKSON & JACKSON ENGINEERING, INC., INCREASING THE CONTRACT AMOUNT BY $1,600 FOR A REVISED CONTRACT PRICE OF $23,600 TO PROVIDE ADDITIONAL SURVEYING SERVICES FOR THE DESIGN OF KENNEDY ELEMENTARY SCHOOL SAFE ROUTES TO SCHOOL PROJECT AGREEMENT NO. 1028 WITH THE OKLAHOMA DEPARTMENT OF TRANSPORTATION AND BUDGET APPROPRIATION FROM THE CAPITAL FUND.
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BACKGROUND: Through an application and selection process, the federal Safe Routes to School (SRTS) Program grants funding for non-infrastructure safety activities and infrastructure improvements in the vicinity of selected neighborhood schools to encourage students to walk and bike to school. The City of Norman is the sponsor of a local SRTS project for Kennedy Elementary School, selected by the Oklahoma Department of Transportation (ODOT), the program's administrator in Oklahoma. The Safe Routes to School Program is a 100% reimbursable program. The funds granted for the Kennedy project included $4,900 for the non-infrastructure activities and $190,000 for the infrastructure portion. The non-infrastructure portion, which consisted of a bike rodeo and repair clinic and a special bike safety presentation by police to Kennedy students, has now been completed. ODOT contracted with Jackson & Jackson Engineering to be available to cities to prepare the infrastructure plans for SRTS projects, and agreed to pay 40% of approved design fees ($7,000 for this project) for using this consultant engineer.
On October 11, 2011, the City Council approved Contract No. K-1112-54 with Jackson & Jackson Engineering in the negotiated amount of $22,000 to perform the engineering services for the Kennedy Safe Routes to School project, Federal-aid Project No. SRS-114D(294)ST, State Job No. 28470(13).
DESCRIPTION: During the development of the plans, ODOT and the Federal Highway Administration (FHWA) identified locations where new sidewalks on certain routes could not be built unless the existing, connecting sidewalks were also replaced because they failed to meet American Disabilities Act (ADA) compliance. Replacing these sidewalks creates an unexpected cost which exceeds the available funding and the scope of the project needed to be revised.
The revised scope now consists of the following:
(1) New/replacement sidewalk and ramps on the north side only of Beaumont Street between 12th Avenue SE and Sunrise Street;
(2) A new solar-powered beacon integrated with a radar speed feedback unit on Beaumont Street;
(3) Replacement sidewalk and ramps on the east side of Sunrise Street from Beaumont Street to the school's entrance;
(4) Replacement sidewalks and new ramps on both sides of Beaumont Drive east of Biloxi Street;
(5) Safety guardrails for the sidewalks connecting to the reinforced concrete box (RCB) structure on Beaumont Drive just east of the school; and
(6) New/replacement sidewalks extending from RCB east to Sinclair Drive.
In order for the engineer to accomplish this and other tasks of the contract, additional field surveys costing $1,600 will be necessary. If approved, the total cost for engineering services will be $23,600 of which $22,000 is reimbursable through the SRTS grant. Therefore, the City's share of the engineering costs will be $1,600 (6.8% of total).
Construction of this project is scheduled to begin in July 2014. City staff is working closely with Norman Public Schools' officials and affected property owners.
RECOMMENDATION: Staff recommends approval of Amendment No. 1 to Contract No. K-1112-54 with Jackson & Jackson Engineering in the amount of $1,600, for extra surveying on the Kennedy Safe Routes to School project. If approved, staff recommends an appropriation of $1,600 from the Capital Fund Balance (050-0000-253.20-00) to Safe Route to School - Kennedy, Design (account 050-9082-431.62-01; project TR0081).