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CONSIDERATION OF ACCEPTANCE, APPROVAL, ADOPTION, REJECTION, AMENDMENT, AND/OR POSTPONEMENT OF BID 2021-44, CONTRACT K-2021-89 WITH CIMARRON CONSTRUCTION COMPANY IN THE AMOUNT OF $469,964 FOR THE CRESTON WAY DRAINAGE IMPROVEMENT PROJECT, PERFORMANCE BOND B-2021-64, STATUTORY BOND B-2021-65, MAINTENANCE BOND MB-2021-58 AND RESOLUTION R-2021-83 GRANTING TAX EXEMPT STATUS AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS AS OUTLINED IN THE STAFF REPORT.
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BACKGROUND: The Creston Way Drainage Improvement Project is one of three stormwater projects that have been funded in previous fiscal years to address specific flooding or maintenance issues. These projects have not been completed due to a shortage of staff.
The Public Works Department prepared a Request for Proposal (RFP) to solicit the engineering services necessary to prepare plans, specifications and bid packages, and to provide technical assistance throughout the design and construction of eight (8) separate projects including the three stormwater projects located at Creston Way and Schulze Drive, 36th Ave NW and Tecumseh Road, and Merkle Creek behind Cleveland Elementary School. Nineteen (19) proposals were received for the group of projects. One proposal addressed all three stormwater projects specifically. The Selection Committee included three (3) staff members consisting of Masoud Pajoh, Capital Projects Engineer; Carrie Evenson, Stormwater Engineer; Tim Miles, Capital Projects Engineer; and two (2) private citizens including Luis Malave, Oklahoma Department of Transportation’s Division 3 Maintenance Engineer; and Andrew Seaman, D5 Architecture. The Selection Committee members independently scored each proposal on a point scale as defined in the request for proposal. Upon review of the proposals by the Selection Committee, the proposal by Meshek and Associates, PLC of Tulsa, Oklahoma, was selected for these projects.
On April 25, 2017, City Council approved Contract No. K-1617-120 with Meshek and Associates, LLC, to provide these services.
The Creston Way and Schulze Drive project is located between Creston Way and Schulze Drive in the central part of Norman in the Bishop Creek watershed (Ward 4). The current drainage system consists of a concrete flume connected to a stormwater pipe which is then connected to a second concrete flume (see Attachment 1). The system is undersized and contributing to flooding at homes on Creston Way. The City’s goal is to make improvements to the undersized stormwater pipeline in this area to eliminate flooding problems at homes located at 904 Creston Way and 906 Creston Way.
DISCUSSION: In order to complete this project in a timely manner, it is necessary to use private contracting services. On April 25, 2017, City Council approved Contract K-1617-120 with Meshek and Associates, LLC, in the amount of $55,094 to prepare a plan set and bid documents for this project. The project was advertised on March 18, 2021 and April 1, 2021 and five (5) contractors requested bid documents and plans.
The bid opening was conducted on April 15, 2021, and one (1) contractor submitted a bid. The Engineer’s Estimate is $351,069. The lowest bid in the amount of $469,964, submitted by Cimarron Construction Company, is $118,895.00 (33.8% percent) above the estimate. Meshek and Associates, LLC, reviewed the bid, found Cimarron Construction Company’s bid and qualification to be competent to complete the project, and recommended award of the contract to Cimarron Construction Company. If approved, construction will begin on this project in June 2021 and will be completed in August 2021.
Budgeted capital funds in the amount of $182,081 are available for this project in Account No. 50599968-46101, Project DR0063, for the Creston Way Drainage Improvement project. Capital funds in the amount of $287,883 are also available in the following accounts:
• Account No. 50599906-46101, Project No. SC0575, $39,985
• Account No. 50599906-46301, Project No. SC0594, $3,896
• Account No. 50599906-46301, Project No. SC0614, $25,000
• Account No. 50599906-46201, Project No. SC0631, $70,000
• Account No. 50599906-46101, Project No. SC0678, $56,423
• Account No. 50599968-46101, Project No. DR0014, $92,579
Over the last several years, the drainage projects above have been completed under budget. The funds remaining in these projects are available to be used for other projects. Staff requests approval to transfer funds in the amount of $287,883 from accounts listed above to Account 50599968-46101, Project No. DR0063, for completion of this project.
RECOMMENDATION NO 1: Staff has reviewed the bid and recommends that Bid-2021-45 for the Creston Way Drainage Improvement project, be awarded to the low bidder, Cimarron Construction Company, in the amount of $469,964.
RECOMMENDATION NO 2: Staff further recommends that the following contract and bonds be approved:
Contract K-2021-89
Performance Bond B-2021-64
Statutory Bond B-2021-65
Maintenance Bond MB-2021-58
RECOMMENDATION NO 3: Staff further recommends that Resolution R-2021-83 be adopted authorizing Cimarron Construction Company as project agent.
RECOMMENDATION NO 4: Staff requests approval to transfer funds in the amount of $287,883 from the following accounts to Account No. 50599968-46101, Project DR0063, for completion of this project:
• Account No. 50599906-46101, Project No. SC0575, $39,985.00
• Account No. 50599906-46301, Project No. SC0594, $3,896.00
• Account No. 50599906-46301, Project No. SC0614, $25,000.00
• Account No. 50599906-46201, Project No. SC0631, $70,000.00
• Account No. 50599906-46101, Project No. SC0678, $56,423.00
• Account No. 50599968-46101, Project No. DR0014, $92,579.00