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CONSIDERATION OF AWARDING OF BID NO. 1213-87; CONTRACT NO. K-1213-196 WITH OPES, INC., IN THE AMOUNT OF $170,223.50; CHANGE ORDER NO. ONE INCREASING THE CONTRACT AMOUNT BY $24,776.50; PERFORMANCE BOND NO. B-1213-91; STATUTORY BOND NO. B_1213-92; AND MAINTENANCE BOND NO. MB-1213-83 AND ADOPTION OF RESOLUTION NO. R-1213-123 FOR THE FYE 2014 CONCRETE PROJECTS.
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BACKGROUND: The fiscal year ending June 30, 2014 (FYE 2014) Capital Improvement Program Budget includes four (4) concrete sidewalk programs. The projects are similar in nature so more competitive bids have historically been obtained by bidding them together. Therefore, staff combined these projects into one project entitled the FYE 2014 Concrete Projects. These four (4) projects are described in detail below and outlined in a table attached.
The Citywide Sidewalk Reconstruction Program is intended to assist property owners in repairing existing sidewalks and constructing new sidewalks along an entire city block. Property owners who wish to participate in the Citywide Sidewalk Reconstruction Project will pay fifty percent (50%) of the estimated cost with the City paying the remaining fifty percent (50%) from funds allocated to this project.
The Sidewalk Accessibility Program provides wheelchair ramps where none exist and rebuilds existing ramps that do not comply with the current Americans with Disabilities Act (ADA) standards. This project will construct approximately thirty-five (35) curb ramps. Locations are determined at the request of citizens and along arterial and collector streets that do not currently have ramps at street-sidewalk intersections.
The Sidewalk Program for Schools and Arterials Program is used to construct new sidewalks adjacent to elementary schools that have no sidewalks and along walking routes to the schools. The following locations are included in this year’s program: Berry Road from Rebecca Lane to Vine Street in the Monroe School district and Peters Avenue from Ridge Road to Americana Court in the Wilson Elementary School district.
The Downtown Area Sidewalks and Curbs Program will repair hazardous or deteriorated sidewalks, ramps and curbs in the downtown area. The location for FYE 2014 will be concentrated on the north/south corridors on the east side of downtown.
DISCUSSION: Bid documents and specifications were advertised according to State Law. Nine (9) contractors received the bid documents and three (3) bids were received on June 6, 2012. The low bidder, in the amount of $170,223.50, is OPES, Inc. of Norman. OPES, Inc. has successfully performed work for the City of Norman on the FYE 2013 Concrete Projects. The Engineer’s estimate is $198,000.
The bid amount for each of the four (4) programs is shown separately on the attached bid summary. The bids for all four (4) programs were less than the budgeted amount. For the Citywide Sidewalk Reconstruction, citizens have the option of using their own contractor, using the City’s contractor or performing the work themselves. Therefore, staff recommends leaving $25,000 in unencumbered funds for the City’s fifty percent (50%) match of this program if the property owner chooses to not use the City’s contractor; which includes the estimated cost share of $15,000 with “Sigma Nu Addition” to construct a Legacy Trail type walk along Chautauqua Avenue. Please reference Table 1 attached to this memo.
Staff recommends the approval of Change Order No. 1, which will increase the contract cost amounts for all four (4) programs; “Citywide Sidewalk Reconstruction Program”, “Sidewalk Accessibility Program”, “Sidewalk Program for Schools and Arterials Program” and “Downtown Area Sidewalks and Curbs”; by the amount of $24,776.50. The FYE 2014 Concrete Projects Budget, Table 2, shows an unencumbered amount of $25,000.00 that will be made available for reimbursements to citizens that hire their own contractor as discussed above. If approved, the contract amount will be increased from $170,223.50 to $195,000.00. The contracted amount of $195,000.00 and the unencumbered amount of $25,000.00 match the budgeted funds of $220,000.00. This change order will allow more work to be accomplished for these programs increasing the number of installed ramps by nine, and adding approximately 350 feet of new or repaired sidewalk.
If approved, all of this work including Change Order No. 1, will be completed by August 31, 2014.
Resolution No. R-1213-123 confers upon OPES, Inc., the limited agent status for the purchase of materials to be incorporated in the project on a sales tax-exempt basis. The bid documents offered tax-exempt status to all bidders.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid No. 1213-87 for the FYE 2014 Concrete Projects be awarded to the low bidder, OPES Inc. in the amount of $170,223.50.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract No. K-1213-196
Performance Bond No. B-1213-91
Statutory Bond No. B-1213-92
Maintenance Bond No. 1213-83
RECOMMENDATION NO. 3: Staff further recommends that OPES, Inc., be authorized and appointed as project agent via Resolution No. R-1213-123.
RECOMMENDATION NO. 4: Staff further recommends that Change Order No. One which increases the contract amount $24,776.50, be approved.