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CONSIDERATION OF AWARDING BID 2021-20; CONTRACT K-2021-29 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND PRECISION CONCRETE CUTTING, INC., IN THE AMOUNT OF $41,212.50; PERFORMANCE BOND B-2021-26; STATUTORY BOND B-2021-27, AND MAINTENANCE BOND MB-2021-15 FOR THE FYE 2021 SIDEWALK HORIZONTAL SAW CUTTING PROJECT; AND RESOLUTION R-2021-20 GRANTING TAX-EXEMPT STATUS.
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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 and basic safety 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 or safety 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 maintenance of sidewalks by providing a matching fund program for the repair of damaged sidewalks. In addition to this program, City Council has approved $40,000 for a Horizontal Saw Cutting Program in the FYE 2021 Capital Budget.
DISCUSSION: The purpose of the Sidewalk Horizontal Saw Cutting Project is to eliminate many of the tripping hazards that have been identified in neighborhoods at a reduced cost, in comparison to conventional sidewalk reconstruction. The estimated cost to repair all of the identified tripping hazards by conventional sidewalk replacement is $167,000. However, by utilizing horizontal saw cutting technology, it is possible to repair tripping hazards up to 2 inches without removing and replacing the existing sidewalk. This procedure has been successfully used at the University of Oklahoma campus, multiple City of Norman projects including the Core Area Sidewalk Repair Project and the Sidewalk Horizontal Saw Cutting Projects in FYE 2018 through 2020. This method is approximately 70% less costly than conventional sidewalk replacement. The bid documents specify no grinding processes as grinding cannot produce a finish that is level and smooth.
The area identified for this project is along the arterial road West Robinson Street from 36th Ave. NW to 48th Ave. NW and The City of Norman Municipal Complex at 201 West Gray. These areas are shown on the attached maps. These sidewalks have approximately 600 identified tripping hazards over a length of 2.5 miles of sidewalks.
Bid documents and specifications were advertised according to State Law. Five (5) contractors received the bid documents and one (1) bid was received on July 30th, 2020. The bidder, in the amount of $41,212.50, is Precision Concrete Cutting of Oklahoma, LLC of Mustang Oklahoma. The Engineer’s estimate is $39,000. Precision Concrete Cutting has also successfully bid on the Sidewalk Horizontal Saw Cutting Projects in FYE 2018 through FYE 2020 and Phase 2 Core Area Horizontal Saw Cutting Project paid for by the City’s Community Development Block Grant (CDBG) program in FYE 2018.
Resolution R-2021-20 confers upon Precision Concrete Cutting of Oklahoma, LLC, the limited agent status for the purchase of materials to be incorporated in the project on a sales tax-exempt basis. The bid documents offered tax-exempt status to all bidders. If approved, these sidewalk repairs will take place between October and December, 2020.
RECOMMENDATION NO. 1: Staff has reviewed the bid and recommends that Bid 2021-20 for the Sidewalk Horizontal Saw Cutting Project be awarded to Precision Concrete Cutting of Oklahoma, LLC in the amount of $41,212.50. Funds are available in Project TC0155, Sidewalk Horizontal Saw Cutting, Construction (50594407-46101) with this fiscal year funding of $40,000 and rollover funding from previous years of $1,250 with a total revised budget of $41,250.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-2021-29
Performance Bond B-2021-26
Statutory Bond B-2021-27
Maintenance Bond 2021-15
RECOMMENDATION NO. 3: Staff further recommends that Precision Concrete Cutting of Oklahoma, LLC, be authorized and appointed as project agent via Resolution R-2021-20 to avoid the payment of sales tax on materials purchases related to the project.