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AMENDMENT NO. TWO TO CONTRACT K-1213-161: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND TETRA TECH, INC., INCREASING THE CONTRACT AMOUNT BY $37,830 FOR A REVISED CONTRACT AMOUNT OF $311,896 TO PROVIDE ADDITIONAL ENGINEERING DESIGN SERVICES FOR 12TH AVENUE S.E. WIDENING PROJECT FROM CEDAR LANE TO STATE HIGHWAY 9 FROM 2 TO 4 LANES.
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BACKGROUND: On August 28, 2012, the citizens of Norman voted in favor of a Bond Issue to finance the local share of eight transportation/storm water improvement projects. One of the eight 2012 bond projects is the 12th Avenue S.E. Widening Project. Please see the attached location map showing the project boundaries.
On December 11, 2012, the Norman City Council approved Programming Resolution No. R-1213-78 requesting federal funds for the 12th Avenue S.E. Widening Project. This resolution states the City's commitment to adhere to the terms and conditions of a federally funded project including engineering design, acquisition of all necessary rights-of-way and relocation of utilities and encroachments at 100% the City's cost. In return, the Association of Central Oklahoma Governments (ACOG), through the Oklahoma Department of Transportation (ODOT), agrees to provide 80% of the cost for the administration and construction with the matching share from the City of Norman.
On April 9, 2013, City Council approved engineering services Contract K-1213-161 with Tetra Tech Inc. for the design of the 12th Avenue S.E. Widening Project for $249,646 or 7.8% of the estimated project cost. The 12th Avenue S.E. Widening Project involves the construction of a new four-lane roadway that will include five- foot bike lanes on each side of the road. The project will also include improvements at the intersection of SH-9 East and 12th Avenue S.E., extend the bike lanes north to Oak Tree Avenue and add left turn lanes into the Campus Crest Apartments, and the Avenue Apartments.
On March 11, 2014, City Council approved Amendment No. 1 to Contract K-1213-161 with Tetra Tech Inc. in the amount of $24,420. The amendment was for the modification of the south leg of 12th Avenue S.E. at the intersection of SH-9 East, and to add a second left turn lane onto southbound 12th Avenue S.E. from westbound SH-9 East. Amendment No. 1 was required as a result of increased development activity, particularly multi-family housing, along 12th Avenue S.E. The developers have paid traffic impact fees which will offset the City's cost for these improvements. Amendment No. 1 increased the design contract cost approximately 9.8% to a new total cost of $274,066.
DISCUSSION: In the original design contract with Tetra Tech, the alignment of 12th Avenue S.E. was to remain the same and the road would be widened 23 feet on either side. The widening would require OG&E to relocate their transmission poles approximately 10 feet to the east of their current alignment. After reviewing the plans, staff discovered an OG&E private utility easement that parallels 12th Avenue S.E. along the east side of the road. Since OG&E is located in their private easement, the City would be responsible for all costs associated with relocating OG&E. Also as a part of the OG&E relocation, the City will have to purchase a utility easement from the property owners on the East side of 12th Ave S.E. The utility easement will restrict construction of any vertical structure within the easement limits, and OG&E standards require a minimum of 17 feet between a structure and their transmission lines. Due to these restrictions, staff determined that the cost of additional right-of-way would be substantial.
The decision to adjust the alignment of 12th Avenue S.E. has been predicated upon the cost comparison between relocating OG&E, and the costs associated with realigning the road. OG&E provided an estimated cost of $132,900 to relocate the five transmission poles and the associated distribution poles. The rights-of-way required to relocate OG&E would cost the City approximately $68,000, bringing the total cost for relocating OG&E to $200,900.
Costs associated with realigning 12th Avenue S.E. include additional design fees, and relocating a 12-inch City water line. The design fees will incorporate the design of the new roadway alignment and the water line relocation for a cost of $37,830. The new alignment will require the City to relocate the existing water line to the west. Attachment A shows the water line to be relocated. The construction costs associated with the relocation are estimated to be $70,000. The total cost to realign the road and relocate the water line is $107,830, which is $93,070 less than the costs to relocate OG&E.
Tetra Tech Inc. will provide complete plans and specifications for this project and provide technical assistance to the City as needed. The consultant will perform the additional services discussed above for a cost of $37,830 or an increase of 13.8% over the current contract amount. If approved, the total contract amount with Tetra Tech Inc. will be $311,896 or 9.8% of the estimated project cost of $3,181,021. Funds are available to cover the design cost of Amendment No. 2 in the project design account (Account 050-9552-431.62-01, Project BP0191). If approved, these additional design services will not delay the 12th Avenue S.E. Project.
The 12th Avenue S.E. Bond Project is currently planned for construction between February-November, 2017, based upon the availability of federal funds. Staff has developed a contingency plan to address traffic congestion in the corridor, if it occurs between now and spring of 2017. The total estimated cost of the project is $3,181,021, of which $1,101,021 is the local share to be paid with bond funds and traffic impact fees.
RECOMMENDATION: Staff recommends approval of Amendment No. 2 to Contract K-1213-161 between the City of Norman and Tetra Tech Inc. for the additional engineering services for the 12th Avenue S.E. Widening Project in the amount of $37,830.