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AMENDMENT NO. ONE TO CONTRACT K-1617-120: WITH MESHEK AND ASSOCIATES, L.L.C. INCREASING THE CONTRACT AMOUNT BY $30,000 FOR A REVISED CONTRACT AMOUNT OF $273,504 TO PROVIDE ADDITIONAL ENGINEERING SERVICES TO ADD THE VINEYARD ADDITION DRAINAGE IMPROVEMENTS TO THE EXISTING CONTRACT FOR THREE STORMWATER PROJECTS.
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BACKGROUND: Three neighborhood stormwater projects have been funded from the City’s Capital Fund in previous fiscal years to address specific flooding or maintenance issues: Creston Way and Schulze Drive, 36th Ave NW and Tecumseh Road, and Merkle Creek behind Cleveland Elementary School. These projects have not been completed, but they are all currently under design.
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 believed to be 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.
The 36th Ave NW and Tecumseh Road project is located at the intersection of 36th Avenue NW and Tecumseh Road in the Little River watershed (Ward 8; see Attachment 2). The current drainage system consists of a box culvert under Tecumseh Road to the west of 36th Avenue NW which drains to an open channel. The open channel receives flow from McBride Orthopedic Hospital on the east as well as MidFirst Bank and a ONEOK Gas Transportation, LLC, property from the southeast. The open channel enters a small detention pond to the immediate west of the channel before entering a stormwater pipe to the north. The City’s goal is to determine the cause of flooding to homes north of McBride Orthopedic Hospital on Buckingham Drive, ensure the gradient of the box culvert under Tecumseh Road is such that stormwater will flow from the south to the north as required, and eliminate standing water in the open channel.
The third channel repair project is located at the intersection of Iowa Street and Merkle Creek, west of Cleveland Elementary School, in the Merkle Creek watershed (Ward 8; see Attachment 3). The stream bank is in need of stabilization and improved access for maintenance. The basic scope of work will be to conduct a comprehensive and focused hydraulic and hydrologic study of this portion of Merkle Creek and provide a design for natural stream restoration techniques to maintain bed elevation and stabilize the banks to provide continued protection for property of the citizens of Norman as well as to enhance habitat and environmental conditions within the stream channel while allowing for ease of maintenance.
Staff prepared a Request for Proposal (RFP) in November 2016 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.
The design services included:
• Detailed Topographic Survey
• Data Collection/Processing
• Hydrology & Hydraulic Modeling
• Letter of Map Revision, if necessary
• Preliminary Plans
• Final Construction Plans and Bid Documents
On April 25, 2017, City Council approved Contract K-1617-120 by and between the City of Norman and Meshek and Associates, PLC, in the amount of $243,504.
In 2015, the City of Norman hired Meshek and Associates to perform an analysis of flooding issues reported by the residents of The Vineyard Addition. On January 29, 2016, Meshek and Associates submitted a report detailing the results and recommendations of their analysis. Two possible alternatives were identified that would help alleviate some of the flooding reported by residents; however, no funding was available at that time for final design of the selected alternative. During the FYE 2018 budget process, City Council approved funding for the final design of The Vineyard Addition Drainage Improvements.
DISCUSSION: Staff recommends the amendment of Contract K-1617-120 with Meshek and Associates for the engineering services necessary to prepare final design plans, specifications and bid package for The Vineyard Addition drainage improvements.
If approved, funding for Amendment No. 1 to Contract K-1617-120 in the amount of $30,000 is available in the Capital Fund, Stormwater Drainage, Design (account 050-9528-431.62-01; Project DR0020).
This contract will provide for design services only. The City Council has not authorized funding for construction of the improvements, which are currently estimated to cost approximately $300,000.
RECOMMENDATION: Staff recommends that the City Council approve Amendment No. 1 to Contract K-1617-120 with Meshek and Associates for The Vineyard Addition Drainage Improvements in the amount of $30,000 for a total revised contract amount of $273,504.