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AMENDMENT NO. ONE TO CONTRACT K-1516-75: BY AND BETWEEN THE CITY OF NORMAN AND R.L. SHEARS COMPANY, INCREASING THE CONTRACT AMOUNT BY $13,782 FOR A REVISED CONTRACT AMOUNT OF $204,497.50 TO PROVIDE ADDITIONAL ENGINEERING SERVICES FOR THE MAIN STREET STREETSCAPE PROJECT FROM PARK DRIVE TO JAMES GARNER AVENUE.
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BACKGROUND: The 2015 - Fixing America’s Surface Transportation Act (FAST) federal transportation funding bill allocates federal funds for the implementation of eligible transportation enhancement projects in the state of Oklahoma.
Growing concerns about air quality, open space, and traffic congestion led Congress to create several programs through legislation in the 1991 Intermodal Surface Transportation Efficiency Act (ISTEA). These programs broaden the federal focus on transportation from building highways to funding projects tied to smarter planning requirements that help ensure communities are more “livable”. At the center of that focus about transportation, growth, and quality of life is the Transportation Enhancement Program.
With the passage of the Transportation Equity Act for the 21st Century (TEA-21), and its successors, the Safe, Efficient, Flexible, Effective Transportation Equity Act: a Legacy for the User (SAFETEA-LU), the 2012 - Moving Ahead for Progress in the 21st Century (MAP-21), and the current 2015 - FAST Act, Congress continues to reaffirm its commitment to the original concepts established under ISTEA. Like its predecessors, the new legislation continues to provide a catalyst for stimulating activities which go beyond traditional transportation projects.
Transportation Enhancements (TE) activities offer communities funding opportunities to help expand transportation choices, such as safe bicycle and pedestrian facilities, scenic routes, beautification, and other investments that increase recreation opportunity and access. Communities may also use TE funds to contribute toward the revitalization of local and regional economies by restoring historic buildings, renovating streetscapes, or providing transportation museums and visitors centers.
Federal funds available under the Enhancement Program may be used for a maximum of eighty percent (80%) of the eligible project costs, capped at $600,000 per project. Successful applicants must agree to provide a minimum of twenty percent (20%) of the total project costs. Federal and State Agencies, along with Tribal, County, and Local Governments, are eligible and can apply for the funds.
On August 26, 2010, Council’s Planning and Transportation Committee was briefed on the program’s 11th Biennial Application Cycle that was administered by the Oklahoma Department of Transportation (ODOT), and recommended that the following two projects be pursued:
1. Downtown Main Street Streetscape Improvement Project (West End) from University Boulevard to James Garner Avenue, which consists of streetscape, cobblestone paving bands, street furniture, decorative lighting upgrade, stamp and colored asphalt, sidewalks and accessible ramps.
2. Legacy Trail Extension along 24th Avenue NW and 36th Avenue NW, which consists of a ten-foot wide paved path for pedestrians and bicyclists that will ultimately connect the Downtown area and University of Oklahoma Main Campus to the Ruby Grant Park in NW Norman.
On September 28, 2010, City Council adopted Resolution R-1011-36 supporting the use of federal surface transportation enhancement program funds for the Downtown Main Street Improvement (West End) and the Legacy Trail Extension along 24th Avenue NW and 36th Avenue NW projects, and directed staff to submit formal applications to ODOT.
An almost four year delay in activity on this project was a result of waiting for Transportation Enhancement Grant Funds. This project was initially selected for funds in FY2011-2013, but all Transportation Enhancement Grant Funds were later suspended by ODOT amid some federal funding changes.
On September 9, 2014, ODOT informed the City of Norman that the Downtown Main Street Streetscape Improvement (West End) and the Legacy Trail Extension along 24th Avenue NW and 36th Avenue NW projects were among the statewide projects selected for inclusion in their latest Transportation Enhancement Program plan.
In July 2015, the Public Works Department evaluated the qualifications of the thirty-two ODOT pre-qualified engineering firms available for the design of transportation enhancement projects and selected three for further consideration (Cabbiness Engineering, LLC, R. L. Shears Company, PC, and Landplan Consultants, Inc.). All three firms were interviewed and R. L. Shears Company, P.C of Tulsa was selected as the most suited firm to design the Main Street Streetscape project. On November 24, 2015, City Council approved Contract K-1516-75 with R. L. Shears Company in the amount of $190,715.50 for design services on the Main Street Streetscape Project.
On September 27, 2016, City Council met in Study Session to discuss the final design, budget, and schedule for the Main Street Streetscape Project.
Proposed improvements for the Main Street Streetscape Project include:
1. Landscaping with irrigation system
2. Sidewalks with cobblestone paving band
3. Curbs
4. Street furniture
5. Decorative LED lighting upgrade
6. Traffic signal fiber optic interconnect upgrade
7. Illuminated street signs
8. Pavement mill and overlay with pavement markings
9. Stamped and colored asphalt at intersections
10. ADA ramps and landings
11. Stepped curbs
12. Water line main upgrade from 12” to 16” and service connections
13. Minor drainage improvements
This project is anticipated to begin construction in March 2017 and be completed in November 2017. The estimated cost of the project is $3,477,859, of which $2,208,823 will be paid with City Capital Improvement Program funds, $1,194,036 with federal transportation grants and $75,000 with local private contributions.
DISCUSSION: This item involves an amendment to the current design contract with R. L. Shears Company for additional scope items identified during design including:
1. Mill, overlay and striping plans for Main Street between Park Avenue and the west right-of-way of the BNSF railroad tracks.
2. Mill, overlay and striping plans for Main Street between the east right-of-way of the BNSF railroad tracks and Porter Avenue.
3. Right-of-way plans for permanent and temporary easements.
4. Additional utility research to locate an AT&T fiber line in the project area.
5. Design underground electric service to the existing traffic signals at the intersections of University and Main, Webster and Main, and Santa Fe and Main.
The original engineering contract with R. L. Shears Company was approved by Council in the amount of $190,715.50. The cost of additional services is $13,782 or a 7.23% increase over the original contract amount. Pending City Council acceptance, funds are available within the Main Street Streetscape Project and will be paid from Account No. 050-9300-431.62-01, Project TR0047 for these additional engineering design services.
RECOMMENDATION: Staff recommends approval of Amendment No. 1 to Contract K-1516-75, between the City of Norman and R. L. Shears Company, to add easement documents, pavement resurfacing and right-of-way plans, location services, and traffic signal electric service to the project scope.