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CONSIDERATION OF AWARDING OF BID 1718-26, APPROVAL OF CONTRACT K-1718-48 WITH CENTRAL CONTRACTING SERVICES, INC., IN THE AMOUNT OF $598,244; PERFORMANCE BOND B-1718-40, STATUTORY BOND B-1718-41; MAINTENANCE BOND MB-1718-23; AND PROJECT AGENT RESOLUTION R-1718-48 FOR THE RELOCATION OF WATER LINES ASSOCIATED WITH THE WIDENING AND SIGNALIZATION OF THE INTERSECTIONS OF ROCK CREEK ROAD WITH 12TH AVENUE N.W. AND TRAILWOOD DRIVE AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: The ever increasing volume of traffic and the resulting increase in 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 the need for signalization in the near future. An aerial photo of this area is included in Attachment No. 1.
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 additionally required 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.
The proposed project will also widen Rock Creek Road at the two intersections to provide exclusive left turn lanes for eastbound and westbound traffic. Additionally, the existing two-lane section on 12th Avenue NW north of Rock Creek Road will be widened to five lanes (including southbound left turn lane) plus bicycle lanes, as directed by the City’s Comprehensive Transportation Plan. Finally, the narrow-lane 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; and 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.
On August 25, 2015, City Council approved Contract K-1516-7, for a fee of $184,379.70, with White Hawk Engineering and Design to provide design services for a widening and signalization project on Rock Creek Road (from just west of 12th Avenue NW to just east of Trailwood Drive). That project, with a total estimated cost of $2,950,000, was designed to install traffic signals at the Rock Creek Road/12th Avenue NW and the Rock Creek Road/Trailwood Drive intersections.
On September 13, 2016, City Council approved Amendment No.1 to Contract K-1516-7 for design services by White Hawk Engineering & Design in the amount of $34,288.45 to cover expenses associated with the relocation and upsizing of the waterline along this portion of Rock Creek Road. The Norman Utilities Authority (NUA) has agreed to fund 50% of the cost associated with the relocation and upsizing of waterlines within the limits of the roadway construction project, as well as 100% of the cost associated with the extension of the new water line on Rock Creek Road under the BNSF railroad right-of-way.
One of the last intersection pre-construction activities requiring attention is the relocation of utilities. Approval of the subject items will allow for this work to be completed in a timely manner, thus enabling the intersection project to be constructed in the fall of 2019.
DISCUSSION: The relocation of City-owned water lines is the responsibility of the City. This work must be completed under a separate contract, before the intersection widening project can begin. To do so, the City’s consulting engineer prepared plans, specifications and bid documents for this relocation work. The project was advertised in accordance with State Law prior to the opening of bids.
Award of Bid B-1718-26
Four contractors requested bid packages and submitted bids for the October 19, 2017 scheduled opening. The low bidder was Central Contracting Services, LLC, of Oklahoma City, with a bid of $598,244. The second lowest bidder was Matthews Trenching Company, with a bid of $803,228.50. Staff contacted Central Contracting Services, LLC representatives on October 31, 2017, to advise them that they were the low bidder. Attachment No. 2 contains the Bid tabulations for additional information.
Note that the low bid for the water line relocation project includes upsizing and replacement of badly deteriorated lines at the request of the Norman Utilities Authority (NUA). Consequently, part of the cost of the replacement of lines will be funded by the NUA through a transfer of funds from Waterline Distribution System, Library Construction (account 031-9360-462.61-01; project WA-0223), plus the permit fee from the BNSF Railway Company to bore the new line under the railroad right-of-way. If awarded, the contractor will begin construction later this year and complete the work in April 2018.
RECOMMENDATION NO. 1: Staff recommends award of Bid 1718-26 to Central Contracting Services, Inc., in the amount of $598,244. Funding is proposed to come from two accounts: (1) Intersection Widening with Signal, FYE 2018 - Rock Creek Road at 12th NW & Trailwood, Utilities (account 050-9079-431.67-01; project TR-0059); and (2) Waterline Distribution System, Library Construction (account 031-9360-462.61-01; project WA-0223).
RECOMMENDATION NO. 2: If approved, the following adjustment to the FYE 2018 budget is recommended to be made:
Losing Account: Waterline Distribution System, Library Construction (account 031-9360-462.61-01; project WA-0223) - Amount - $338,122
Gaining Account: Intersection Widening with Signal, FYE 2018 - Rock Creek Road at 12th NW & Trailwood, Utilities (account 050-9079-431.67-01; project TR-0059) - Amount - $338,122
RECOMMENDATION NO. 3: Staff recommends that upon approval of Bid 1718-26, and contingent on approval by the City Council, that the Mayor be authorized to sign Contract K-1718-68 between the City of Norman and Central Contracting Services, Inc., in the amount of $598,244 as well as the following bonds:
Performance Bond B-1718-40
Statutory Bond B-1718-41
Maintenance Bond MB-1718-23
RECOMMENDATION NO. 4: Staff recommends approval of Resolution R-1718-48 designating Central Contracting Services, Inc. as the City’s agent for the purchase of materials associated with the Rock Creek Road Waterline Replacement Project.