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CONSIDERATION OF AWARDING BID-1415-53, APPROVAL OF CONTRACT K-1415-127 WITH RDNJ, L.L.C., D/B/A A-TECH PAVING IN THE AMOUNT OF $211,602.90.; PERFORMANCE BOND B-1415-89; STATUTORY BOND B-1415-90; AND MAINTENANCE BOND MB-1415-77; AND PROJECT AGENT RESOLUTION R-1415-98 FOR THE KENNEDY SAFE ROUTES TO SCHOOL INFRASTRUCTURE PROJECT, AND BUDGET APPROPRIATION FROM THE CAPITAL FUND BALANCE.
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BACKGROUND: As part of 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 that was selected by the Oklahoma Department of Transportation (ODOT), the program’s administrator in Oklahoma. The SRTS is a 100% reimbursable program. The funds effectively granted for the Kennedy project include $197,000 for infrastructure (includes $175,000 for construction and $22,000 for design) and $4,900 for non-infrastructure activities.
On August 9, 2011, City Council approved Contract K-1112-13 and adopted Resolution R-1112-12 that executed Safe Routes to School Project Agreement 1028 for Federal-aid Projects SRS-114D(294)ST, State Job 28470(13), and SRS-114D(295)ST, State Job 28470(24) between the City of Norman and ODOT. On October 11, 2011, the City Council approved Contract K-1112-54 with Jackson & Jackson Engineering to perform engineering services for Project SRS-114D(294)ST, State Job 28470(13), the infrastructure portion of the grant project. On March 11, 2014, the Council approved Amendment No. 1 to Contract K-1112-54 with Jackson & Jackson Engineering for extra surveying on the project to properly design the driveways intersecting the proposed sidewalks.
On January 27, 2015, City Council approved the Right-of-Way, Public Utility and Encroachment Agreement with the Oklahoma Department of Transportation for Kennedy Elementary Safe Routes to School Infrastructure project (Contract K-1415-43 and Resolution R-1415-67), which addresses the responsibilities of both the City and ODOT in matters related to the acquisition of ten (10) temporary driveway easements needed for the construction of the project; and on April 14, 2015, City Council accepted those easements.
DISCUSSION: The infrastructure design plans were prepared and completed by C.H. Guernsey, Inc. of Oklahoma City, OK (on behalf of Jackson & Jackson Engineering). Project inspection will be performed by the City’s capital projects inspectors. The project will construct the following improvements:
• Add/replace sidewalks and ramps on the north side of Beaumont Street between 12th Avenue SE and Sunrise Street
• Add a solar-powered beacon integrated with a radar speed feedback unit on Beaumont Street
• Replace sidewalk and ramps on east side of Sunrise Street from Beaumont Street to the school’s entrance
• Replace sidewalks and add ramps on both sides of Beaumont Drive east of Biloxi Street
• Add safety hand railing for the sidewalks connecting to the reinforced concrete box (RCB) structure on Beaumont Drive just east of the school
• Add/replace sidewalks extending from the RCB east to Sinclair Drive.
A map depicting the location of the improvements is attached. The process of selecting a construction contractor for the Kennedy Safe Routes to School Infrastructure Project, including bid advertisement, was done in accordance with State Law.
C.H. Guernsey, Inc. prepared the bid documents, and City staff solicited bids through advertising. Four companies picked up bid packages, and two companies submitted bids for the May 7, 2015 City bid opening. RDNJ LLC dba A-Tech Paving was the low bidder with a bid of $211,602.90. It is estimated that the total cost of construction, including $3,000 for concrete testing, will be $214,602.90. The difference between this cost and the $175,000 grant construction amount will need to be funded by the City. In reviewing the unit prices of the low bid, there were none that seemed excessively high. The increased cost for this project can be attributed to the change in scope, the recognition that more driveways would have to be modified, and because the construction costs have increased since the original estimate was developed in 2011. If approved, the City’s direct cost share of the project will be $41,202.90 (17.3%) of the total project cost of $238,202.90(design and construction).
The reimbursable design activities are being tracked by Special Grants Fund, Design (account 022-9082-431.62-01; project TR0081; available budget of $2,050). The reimbursable construction activities are being tracked by Special Grants Fund Construction (account 022-9082-431.61-01; project TR0081; available budget of $175,000). Any non-reimbursable construction activities (i.e. construction activities exceeding $175,000) will be tracked in Capital Fund, Construction (account 050-9082-431.61-01; project TR0081; available budget of 9,550). An Capital Fund balance appropriation of $30,053 will be needed to cover the construction contract.
If awarded, the contractor will begin construction on June 15, 2015 and complete the work before the beginning of the 2015-2016 school year.
RECOMMENDATION NO 1: Staff recommends the bid be awarded to RDNJ LLC dba A-Tech Paving, the low bidder. Up-front funding will come from two accounts: (1) Special Revenue FYE 2015 Kennedy Safe Routes to School, Construction (account 022-9082-431.61-01; project TR-0081); and (2) Capital Fund FYE 2015 Kennedy Safe Routes to School, Construction (account 050-9082-431.61-01; project TR-0081).
RECOMMENDATION NO. 2: Staff recommends that upon approval of Bid 1415-53, the Mayor be authorized to sign Contract K-1415-127 with RDNJ LLC dba A-Tech Paving, in the amount of $211,602.90, as well as the following bonds:
Performance Bond B-1415-89
Statutory Bond B-1415-90
Maintenance Bond MB-1415-77
RECOMMENDATION NO. 3: Staff recommends approval of Resolution R-1415-98 designating RDNJ LLC doing business as A-Tech Paving as the City’s agent for the tax-exempt purchase of materials associated with the Kennedy Safe Routes to School Infrastructure Project.
RECOMMENDATION NO. 4: Staff further recommends the appropriation of $30,053 from the Capital Fund balance (account (050-0000-253.20-00) to Kennedy Safe Routes to Schools, Construction (account 050-9082-431.61-01).