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AMENDMENT NO. ONE TO CONTRACT K-1516-7: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND WHITE HAWK ENGINEERING AND DESIGN, L.L.C., INCREASING THE CONTRACT AMOUNT BY $34,288.45 FOR A REVISED CONTRACT AMOUNT OF $218,668.15 TO PROVIDE ADDITIONAL DESIGN SERVICES TO ADD THE RELOCATION OF A WATER LINE TO THE WIDENING AND TRAFFIC SIGNAL IMPROVEMENTS AT THE INTERSECTIONS OF ROCK CREEK ROAD AND 12TH AVENUE N.W. AND ROCK CREEK ROAD AND TRAILWOOD DRIVE INTERSECTIONS AND BUDGET APPROPRIATION FROM THE WATER FUND BALANCE.
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BACKGROUND: The ever increasing volume of traffic and the resulting increase of crashes at the intersections of Rock Creek Road with 12th Avenue NW and Trailwood Drive have exposed the need for new traffic signals and roadway modifications in the near future. The intersections are anticipated to justify warrants for signalization as identified in several traffic impact studies conducted in the past for on-going developments in the area (e.g., Trailwoods Addition, Greenleaf Trails Addition, Forest Lumber Addition, Milligan Addition, and Springs at Greenleaf Trails Addition). An aerial photo of this area is included as an attachment.
The City has collected in excess of $260,000 in traffic impact fees with the filing of final plats for sixteen developments impacting the area since September of 2009. These fees have been set aside to fund the contribution of private developers toward the necessary improvements at the intersections of Rock Creek Road with 12th Avenue NW and Trailwood Drive.
Installation of eastbound and westbound left turn lanes on Rock Creek Road will require widening of the existing four-lane section at these intersections. The existing two-lane section on 12th Avenue NW will be widened to five lanes (including southbound left turn lane) plus bicycle lanes, as required in the City’s Comprehensive Transportation Plan. In addition, the narrow four-lane section between the two signals will be widened to meet current standards. Sidewalks along Rock Creek Road from Flood Avenue to Trailwood Drive will be constructed / replaced as needed. Fiber optic traffic signal interconnection of the new signals to other signals along Rock Creek Road, from Flood Avenue to Porter Avenue, will be installed as well.
On February 13, 2007, City Council adopted Resolution R-0607-85, which was later forwarded to both the Association of Central Oklahoma Governments (ACOG) and the Oklahoma Department of Transportation (ODOT), requesting federal funds to pay for 80% of the construction cost. In the resolution the City agreed to the terms and conditions of a federally funded project by stating its willingness to assume the responsibility for the preparation of engineering plans, the purchase of any additional right-of-way, the relocation of public utilities and funding of the local share of the construction cost, which is 20% of total construction cost which is estimated to be $1,770,000.
On August 25, 2015, White Hawk Engineering and Design was selected to provide design services for this project in Contract K-1516-7 for a fee of $184,379.70. This fee did not include a fee to relocate the conflicting water line along Rock Creek Road in this area.
DISCUSSION: The original Contract K-1516-7 with White Hawk did not include fees for the relocation of City owned utilities. This item was purposely excluded because, at the time, we did not have enough information to make a full assessment of the required work. Now that we have the survey data and a preliminary design of the improvements, it is possible to determine the exact extent of the relocation work and its corresponding design fee.
The City of Norman Utilities Department has expressed interest in using this project to upsize a badly deteriorated 12-inch water line along this project corridor, and has offered to pay the difference between a 12-inch replacement line and a preferred 16-inch upsized line. In addition, they have agreed to fund the entire design and construction cost portion of a short new water line extension of this line across the BNSF railroad right-of-way on the west end of the project to Flood Avenue.
Staff and White Hawk Engineering and Design negotiated Amendment No. 1 to Contract K-1516-7 in the amount of $34,288.45. This fee will cover the expenses associated with the design of the water line relocation required as part of the Rock Creek Road Signalization and Widening project.
Funding in the amount of $17,144.23 is available to fund the design fee of the portion of water line relocation required for the intersection improvement project in Project TR0059, Rock Creek Road at 12th Avenue N.W. and Trailwood Drive, Right-of-Way, (050-9079-431.67-01). An appropriation from the Water Fund Balance (031-0000-253.00-00) in the amount of $17,144.23 is proposed for the design cost associated with the extension and upsizing portion of the work (50% of the total cost).
The cost of construction for the water line relocation, including upsized and extended pipe, is estimated to be $415,163. Funding in the amount of $207,582 (or 50% of the total cost) is currently available in Project TR0059, Rock Creek Road @ 12th Avenue N.W. and Trailwood Drive, Utilities (050-9079-431.67-01) for the work associated with the intersection improvement project. An appropriation from the Water Fund Balance (031-0000-253.00-00), in the amount of $207,582 will be needed at a future date to fund the cost of the extension and upsizing or 50% of the total cost.
The proposed contract amendment was reviewed by our Legal Department and approved by the City Attorney.
RECOMMENDATION: Staff recommends approval of Amendment No. 1 to Contract No. K-1516-7 with White Hawk Engineering and Design in the amount of $34,288.45, for development of water line relocation construction plans in conjunction with the traffic signals and street widening improvements project at the Rock Creek Road intersections with 12th Avenue NW and Trailwood Drive.
Staff also recommends an appropriation of funds from the Water Fund Balance to pay for the design cost associated with the extension and upsizing of the water line.
Losing Account: (031-0000-253.00-00 - Water Fund balance - $17,144.23
Gaining Account: (050-9079-431.67-01, Rock Creek Road @ 12th Avenue NW and Trailwood Drive - Utilities (TR-0059) - $17,144.23.