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CONSIDERATION OF ACCEPTANCE OF BID NO. 1314-19; CONTRACT NO. K-1314-48 WITH MARCUM’S NURSERY IN THE AMOUNT OF $153,030; PERFORMANCE BOND NO B-1314-29; STATUTORY BOND NO. B-1314-30; AND MAINTENANCE BOND NO. MB-1314-26 FOR THE ROBINSON STREET UNDERPASS LANDSCAPE AND IRRIGATION PROJECT AND PROJECT AGENT RESOLUTION NO. R-1314-30.
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BACKGROUND: The Robinson Street Underpass Project is a General Obligation Bond Project that was approved by the voters in March, 2005. The project boundaries are approximately 500 feet west of Flood Avenue to 500 feet east of Stubbeman Avenue. The City secured federal funding for the project from four sources: (1) the Transportation and Community and System Preservation (TCSP) Program, (2) two line items in the SAFETEA-LU legislation, which was signed into law by the President of the United States in 2005, (3) Association of Central Oklahoma Governments (ACOG) and (4) Stimulus Funding.
On October 25, 2005, City Council approved Contract No. K-0506-82, a project agreement with the Oklahoma Department of Transportation (ODOT) in order to secure federal funds for the Robinson Street Underpass Project. This project removed the at grade railroad crossing on Robinson Street by rebuilding Robinson Street underneath a new railroad bridge. This project also provided additional turn lanes at the intersections of Flood Avenue/Robinson Street and Stubbeman Avenue/Robinson Street. On December 22, 2009, Council approved Amendment No. 1 to Contract No. K-0506-82, a Project Agreement with ODOT for the construction of the Robinson Street Grade Separation Project.
The total budget for the Robinson Street Underpass Project included funding the Landscaping Project. However, past projects managed by ODOT that included landscape and irrigation pay items, typically had higher unit prices. Landscape and irrigation projects bid and managed by the City tend to bring lower contract prices and a better finished product. The prime contractor on the Robinson Street Underpass Project was substantially completed in December 2012. The final construction cost appears to be $17,359,147, however contract negotiations continue between ODOT, the City and the contractor.
DISCUSSION: Landscape architects from the City’s project design firm, HNTB of Kansas City, prepared the plans, specifications, and bid documents for this landscaping and irrigation project. The City’s Parks and Recreation Department worked closely with the project designers, to ensure that the final landscaping is appropriate and maintainable. The project includes an irrigation system along with several different types of shade and ornamental trees, shrubs and ground cover that are to be planted in the median, along both sides of the road, and around the retaining walls. All plantings on this project are drought-resistant.
Bid documents and specifications for installation of landscaping and irrigation were advertised according to State Law. One (1) potential bidder purchased plans and specifications and one (1) bid was received on October 3, 2013.
The only bidder was Marcum’s Nursery of Goldsby, Oklahoma, in the amount of $153,030. The bid is approximately $70,000, or 31%, less than the Engineer’s Estimate of $222,459. Marcum’s Nursery has successfully completed other landscape projects in Norman such as Campus Corner Revitalization, Griffin Park tree plantings, Rotary Park tree plantings and the Main Street medians. All work was completed on or ahead of schedule. The completed work met or exceeded the contract document requirements.
The landscaping portion of the Robinson Street Underpass Project was originally intended to be installed with the opening of the project in June 2012. However, the drought and the associated City Water Conservation Program prevented the City from initiating any new landscaping projects at that time. If approved by City Council, construction of the irrigation system will begin in November 2013. All of the tree plantings will be installed by December 15, weather permitting, and the low shrubs and final landscaping features will be completed by Spring 2014. Currently there are funds available in the project construction account (050-9065-431.61-01) Project No. BP0203.
RECOMMENDATION NO. 1: Staff has reviewed the bid and recommends that Bid No. 1314-19 for the Robinson Street Underpass Landscape and Irrigation Project be awarded to Marcum’s Nursery of Goldsby, Oklahoma, for $153,030.
RECOMMENDATION NO. 2: Staff further recommends that, upon approval of Bid No. 1314-19, the following contract and bonds be approved:
Contract No. K-1314-48
Performance Bond No. B-1314-29
Statutory Bond No. B-1314-30
Maintenance Bond No. MB-1314-26
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Bid No. 1314-19, Marcum’s Nursery, be authorized and appointed as project agent via Resolution No. R-1314-30.