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CONSIDERATION OF AWARDING BID 1718-31, APPROVAL OF CONTRACT K-1718-83 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND PRECISION CONCRETE CUTTING OF OKLAHOMA, L.L.C, IN THE AMOUNT OF $149,400; CHANGE ORDER ONE DECREASING THE CONTRACT AMOUNT BY $108,260.78 FOR A REVISED CONTRACT AMOUNT OF $41,139.22; PERFORMANCE BOND B-1718-46; STATUTORY BOND B-1718-47; AND MAINTENANCE BOND MB-1718-29 FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) COLONIAL ESTATES HORIZONTAL SAW CUTTING PROJECT.
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BACKGROUND: Sidewalks are an important part of Norman’s transportation system. Properly constructed and maintained sidewalks provide pedestrian access and recreational resources for members of the community and help promote healthy lifestyles. The City has a responsibility to ensure that sidewalks are maintained for safety of all users and to comply with the Americans with Disabilities Act (ADA). There are several general items that need to be addressed to meet ADA accessibility guidelines. These factors include slope, curb ramps at intersections and being free from tripping hazards.
Many of the sidewalks in Norman were constructed years ago and over time have become damaged and no longer meet the ADA accessibility guidelines. These sidewalks require maintenance and repair. The responsibility of maintaining sidewalks is generally the responsibility of the adjacent property owner. The City participates in the routine maintenance of sidewalks by providing a matching fund program for the repair of damaged sidewalks. This program is a part of the Capital Projects Budget approved by the City Council. An alternative to spot repairs is to utilize the horizontal saw cutting technique. The horizontal saw cut technique can eliminate many of the tripping hazards that have been identified at a reduced cost in comparison to conventional sidewalk reconstruction. This method is approximately 70% less costly than conventional sidewalk replacement.
The Colonial Estates Neighborhood was constructed primarily in the 1960’s and exhibits many of the typical issues of sidewalks of this age. Evaluation of this area determined that due to the composition of low and moderate income households (67.8%), it is eligible for Community Development Block Grant funds to address the sidewalk issues. The selection of this neighborhood project was jointly made by the Community Development Block Grant Policy Committee and the Public Works Department.
DISCUSSION: The Planning and Community Development Department reprogrammed existing Community Development Block Grant (CDBG) funds in the spring of 2017 to be used to repair existing sidewalks in CDBG eligible areas of Norman. Public Works had previously utilized horizontal concrete cutting in the core Norman area to address sidewalk tripping hazards without full reconstruction of the sidewalks (Core Area Sidewalk Repair Project, Phase 1; K-1415-79). This project area and proposed costs are within the CDBG program parameters.
The area identified for this project is the area bounded by Alameda Street, Lindsey Street, 12th Ave SE and 24th Ave SE as shown on the attached map. These sidewalks have approximately 4,300 inch feet of identified tripping hazards included within the project boundary. After additional review, realizing the complexity of the project and utilizing the per inch foot cost included in the bid, the project scope was reduced to only include the collector streets within the project area. This reduction in scope revised the quantity of identified tripping hazards to be addressed to 1,175.41 inch feet reducing the contract amount to $41,139.22. The tripping hazards that were removed were located on cul-de-sac streets and were primarily due to the methods of construction of the driveway/sidewalk intersections and not general deterioration of the sidewalks. The construction techniques that were utilized were in compliance with City of Norman standards at the time of construction in the 1960’s and 1970’s prior to the development and implementation of the Americans with Disabilities Act but to reconstruct these through the saw cutting process would not be ideal.
The Colonial Estates Horizontal Saw Cut Project and a companion item, the Core Area Horizontal Saw Cutting Project, Phase Two, was approved to be submitted as an amendment to the 2007, 2008, 2010, 2011 and 2013 Action Plans by the Community Development Block Grant (CDBG) Policy Committee on April 5, 2017. The Norman City Council approved these Amendments on May 9, 2017. These Amendments were submitted to HUD for approval on May 14, 2017. Approval was granted by HUD on June 30, 2017.
Bid documents and specifications were advertised according to State Law. Two (2) contractors requested the bid documents, only one (1) bid was received on November 30, 2017. Conversation with the contractor not submitting a bid indicated they were not interested in a work process that required identification and verification of sidewalk to be repaired. The bid received from the successful bidder was consistent with bids received in 2014 for similar work. The bidder in the amount of $149,400 is Precision Concrete Cutting of Oklahoma, LLC of Oklahoma City. Change Order One was issued reducing the contract price to $41,139.22.
Funding for the project (GC0075) is available in CDBG, Sidewalks and Bikeways in the following accounts:
CDBG 2013 (021-4074-463.61-07) - $39,018
CDBG 2014 (021-4077-463.61-07) - $ 2,121.22
The source of funding is CDBG federal grant funds.
If approved, these sidewalk repairs will take place between February and April, 2018.
RECOMMENDATION 1: Staff has reviewed the bids and recommends that Bid 1718-31 (inclusive of Change Order One) for the Colonial Estates Horizontal Saw Cut Project be awarded to Precision Concrete Cutting of Oklahoma, LLC in the amount of $41,139.22.
RECOMMENDATION 2: Staff further recommends that, upon approval of Bid 1718-31, the following contract, change order, and bonds be approved:
Contract K-1718-83
Change Order One to Contract K-1718-83
Performance Bond B-1718-46
Statutory Bond B-1718-47
Maintenance Bond 1718-29