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CONSIDERATION OF REQUEST FOR PROPOSAL NO. RFP-1213-68, APPROVAL OF CONTRACT NO. K-1213-184 WITH RDNJ, INC., D/B/A A-TECH PAVING IN THE AMOUNT OF $316,830.25; PERFORMANCE BOND NO. B-1213-80; STATUTORY BOND NO. B-1213-81, MAINTENANCE BOND NO. MB-1213-70 AND RESOLUTION NO. R-1213-119 FOR THE LEGACY TRAIL SOUTH EXTENSION CONSTRUCTION PROJECT.
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BACKGROUND: In Fiscal Year Ending 2008, the City of Norman accepted a Transportation Enhancement Grant from the Oklahoma Department of Transportation (ODOT) for the Legacy Trail South Extension Project. Once accepted, Parks and Recreation Staff selected C.H. Guernsey (Guernsey) as the design engineer for the project. The contract with Guernsey was approved in December, 2008. Public input meetings were held at City Hall in both January and March, 2009 to give residents and property owners along the proposed route the chance to provide input to Guernsey and the City of Norman about the proposed design. The location of the project is delineated on the attached map. After several rounds of discussions with ODOT, project-area residents and the project engineer regarding the project design details, staff prepared the required easement acquisition information and distributed these to the property owners along the project route. All but one of the easements for this project are temporary construction easements, which will expire upon completion of the project construction. The other easement is a permanent Pedestrian Easement which will overlay the new sidewalk along Jenkins Avenue where it is being constructed across private commercial property at the corner of Jenkins and Boyd.
In 2011, residents began returning signed easements to the City of Norman; however, some property owners declined to donate their easement, and a process of negotiation was used to arrive at an offer of payment. Once all of the easements were acquired, ODOT approved letting the project for construction bids.
DISCUSSION: On 25 January and 1 February 2013, RFP 1213-68 for the Legacy Trail South Extension Construction Project was advertised in the Norman Transcript and county-wide (as per ODOT requirements for Federal Aid Projects) in The Daily Oklahoman. The project was also advertised in Reid Construction Data, Dodge Report, Bid News, i-SquareFoot and on e-plan. Proposals were distributed to ten contractors, seven of whom responded with complete proposals.
Bids were opened and read aloud on February 28, 2013. The lowest and best proposal to meet specifications was received from A-Tech Paving (A-Tech). The bids included a base bid price for the Legacy Trail construction along Duffy and Asp and the sidewalk reconstruction along the east side of Jenkins Avenue and all the associated construction as per Guernsey’s plans and specifications. The bid also included three add-alternates which would provide for additional curb and gutter (C&G) re-construction in-between the C&G sections included in the base bid on Jenkins, Duffy and Asp; and the replacement of all of the existing obsolete pedestrian light poles along this trail segment with new fixtures to match the rest of the trail.
Bids were evaluated based on their line-item prices included in the bid form and the bidders’ ability to complete the work. The bid from A-Tech had a base bid total of $278,702.25. With the addition of all three Add-Alternates, their bid totaled $316,830.25. The original project construction estimate from the 2008 Grant Application was $320,000, which did not include the expenses incurred for those Temporary Right-Of-Way purchases which were completed and approved by council in 2012. Currently, there is $315,190.57 available in the project account for construction. This includes the ODOT Enhancement Grant, which will fund 80% of the project. The $1,639.68 difference in construction cost versus project funding can be funded from the current CIP Account for Legacy Trail Improvements, which has a balance of $53,310.
Staff recommends that the contract be awarded to A-Tech Paving., in the amount of $316,830.25, for the lowest and best proposal to meet specifications for the Legacy Trail South Extension Construction Project.
Funds are available for the project construction in the Grant Fund and the companion Capital Fund match for the Legacy Trail South Extension Project, Accounts 022-9834-452.6101 and 050-9834-452.6101, respectively, Project No. PR0044. Additional funds are available in the Legacy Trail Improvements Project, Account No. 050-9943-452.6101, Project PR0120.
RECOMMENDATION NO. 1: It is recommended that City Council award RFP 1213-68 to A-Tech Paving in the amount of $316,830.25 for the Legacy Trail South Extension Construction Project for the Parks and Recreation Department. Funding is available in the following accounts:
Account: Legacy South Extension/Capital, Campus-Duffy, Construction
(050-9834-452.6101; PR0044) - $61,950.57
Account: Legacy South Extension/Grant, Campus/Duffy, Construction
(022-9834-452.6101; PR0044) - $253,240.00
Account: Legacy Trail Improvements, Construction (050-9943-452.6101; PR0120) - $1,639.68
Estimated budget: $320,000
RECOMMENDATION NO.2: It is further recommended upon approval of RFP 1213-68 that the following contract and bonds be approved:
Contract K-1213-184
Performance Bond B-1213-80
Statutory Bond B-1213-81
Maintenance Bond MB-1213-70
RECOMMENDATION NO.3: It is further recommended upon approval of RFP 1213-68 that A-Tech Paving be authorized and appointed as project agents for the Legacy Trail South Extension Construction Project by Resolution R-1213-119.