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CONSIDERATION OF AWARDING BID 1920-42, APPROVAL OF CONTRACT K-1920-99 WITH EMC SERVICES, LLC, IN THE AMOUNT OF $393,070; PERFORMANCE BOND B-1920-72, STATUTORY BOND B-1920-73, AND MAINTENANCE BOND MB-1920-38 FOR THE VICKSBURG CHANNEL LINER REPLACEMENT PROJECT, RESOLUTION R-1920-48 GRANTING TAX EXEMPT STATUS, AND BUDGET TRANSFERS BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: During routine maintenance of the City of Norman’s stormwater infrastructure, Stormwater Maintenance staff identified cracks and other deficiencies in a concrete-lined channel liner located east of Vicksburg Court and south of Chalmette Drive (see attached map). Over the years, attempts to patch it have been made, but it ultimately reached the point where patching was no longer a viable option, and the liner needed to be replaced. Due to staffing constraints, contracting this work is the most efficient method to complete this project. In 2019, the Public Works Stormwater Division began working with Cardinal Engineering to develop plans and bid documents for replacement of this channel liner.
DISCUSSION: In order to complete this project in a timely manner, it is necessary to use private contracting services. On September 6, 2019, using the Agreement for On-Call Engineering Services between City of Norman/Norman Utilities Authority and Cardinal Engineering, Contract K-0910-62, Cardinal Engineering was authorized in the amount of $3,500 to prepare a plan set and bid documents for this project.
The bid opening was conducted on February 13, 2020, and three (3) contractors submitted bids. The Engineer’s Estimate is $358,350. The lowest bid in the amount of $393,070 submitted by EMC Services, LLC, is $34,720 (9.7% percent) above the estimate. The other two (2) bids received were significantly higher than the Engineer’s Estimate, with an average of the three (3) bids at $785,555.33. Cardinal Engineering reviewed all three (3) bids, found EMC Services, LLC, bid and qualification to be competent to complete the project, and recommended award of the contract to EMC Services, LLC. If approved, construction will begin on this project in April 2020 and will be completed by August 2020.
Budgeted capital funds in the amount of $85,000 are available for this project in the Capital Improvement Projects Fund, Stormwater Drainage Maintenance Force Account, Construction (Project SC0533; Org 50599906; Object 46101) for the Vicksburg Channel Liner Repair project. Capital funds in the amount of $257,800 are also available in Stormwater Drainage, Miscellaneous Projects, Construction (Project DR0019; Org 50599967; Object 46101).
Every year, several small ($2,000 - $10,000) unplanned drainage projects which are typically reported to staff via citizen requests, are not constructed because they have not been funded. The Stormwater Miscellaneous Project (DR0019) was established to fund these small drainage projects. The remaining amount necessary to complete this project, $50,270, is available in Stormwater Drainage Maintenance Force Account, Materials (Project SC0678; Org 50599906, Object 46301), which is the FYE 2020 Force Account Drainage program that funds projects to address smaller stormwater drainage problems around the city as they are discovered.
Staff requests approval to transfer funds in the amount of $257,800 from Project DR0019 (50599967, Object 46101) and $50,270 from Project SC0678 (Org 50599906, Object 46301) to Project SC0533 (Org 50599906, Object 46101) for completion of this project.
RECOMMENDATION NO 1: Staff has reviewed the bids and recommends that Bid 1920-42 for the Vicksburg Channel Liner Replacement project, be awarded to the low bidder, EMC Services, LLC, in the amount of $393,070.
RECOMMENDATION NO 2: Staff further recommends that, upon approval of Bid 1920-42, the following contract and bonds be approved:
Contract K-1920-99
Performance Bond B-1920-72
Statutory Bond B-1920-73
Maintenance Bond MB-1920-38
RECOMMENDATION NO 3: Staff further recommends that, upon approval of Contract K-1920-99, Resolution R-1920-73 be adopted authorizing EMC Services, LLC, as project agent to avoid the payment of sales tax on materials purchases for the project.
RECOMMENDATION NO 4: Staff requests approval to transfer funds in the amount of $257,800 from Project DR0019 (Org 50599967, Object 46101) and $50,270 from Project SC0678 (Org 50599906, Object 46301), to Project SC0533 (Org 50599906, Object 46101) for completion of this project.