title
CONSIDERATION OF AWARDING OF BID 1516-3; CONTRACT K-1516-1 WITH CENTRAL CONTRACTING SERVICES, INC., IN THE AMOUNT OF $195,087; CHANGE ORDER NO. ONE INCREASING THE CONTRACT AMOUNT BY $42,140 FOR A TOTAL CONTRACT PRICE OF $237,227, PERFORMANCE BOND B-1415-1; STATUTORY BOND B-1516-2; MB-1516-1; AND PROJECT AGENT RESOLUTION R-1516-1 FOR THE FYE 2016 CONCRETE PROJECTS; AND BUDGET TRANSFERS WITHIN PROJECT ACCOUNTS.
body
BACKGROUND: The fiscal year ending June 30, 2016 (FYE 2016) 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 2016 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 sidewalk 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 fourteen (14) 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. Locations in this year’s program will include the intersections along Wylie Road, south of Boyd Street and Northcliff Avenue.
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 location in this year’s program is the north side of Brooks Street from Berry Road to Pickard Avenue, with new ramps at the intersection of Brooks and Pickard, in the McKinley School district.
The Downtown Area Sidewalks and Curbs Program will repair hazardous or deteriorated sidewalks, ramps and curbs in the downtown area. The location will be concentrated on the north/south corridors on the east side of downtown, along Crawford Avenue north and south of Main Street.
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 July 9, 2015. The lowest bid, in the amount of $195,087, was received from Central Contracting Services, Inc. of Norman. Central Contracting Services, Inc. is currently under contract with the FYE 2015 Concrete Projects and has successfully performed work for the City of Norman on multiple contracts, including the FYE 2011 & 2012 Concrete Projects. The Engineer’s estimate is $195,000.
The bid amount for each of the four (4) programs is shown separately on Table 1. The bids for “Citywide Sidewalk Reconstruction Program”, “Sidewalk Accessibility Program” and “Downtown Area Sidewalks and Curbs Program” are less than the budgeted amount and “Sidewalk Program for Schools and Arterials” bid is greater than 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. Unencumbered funds for this fiscal year and rolled over funds from fiscal year 2015 will be used in the City’s fifty-percent (50%) match of this program.
In addition, staff is requesting Change Order #1 to complete the north side sidewalk gap on Rock Creek Road between Grandview Avenue and 36th Avenue N.W. Staff has received multiple requests by citizens for this sidewalk. This area experiences significant pedestrian traffic from the neighborhoods to the west of 36th Avenue N.W. Rock Creek Road is currently a two lane road. A project is currently included in the City’s 5-year Capital Improvement Program to widen and improve this portion of Rock Creek Road. However, construction is not scheduled to begin until the third quarter of 2018, due to matching federal transportation funds being unavailable until that time. Staff proposes to use this projects’ remaining deferral funds (account 050-9552-431.61-01; project TR 0094) for the construction of approximately 1000 feet of sidewalk connecting to the existing sidewalk on the north side of the road. This will be a permanent sidewalk as designed by the project team for the Rock Creek Road Project. The total project amount is $42,140. This project is included as Change Order No. 1 and, if approved, will be added to the Citywide Sidewalk Reconstruction Program. Construction will take place before October 2015.
The “Sidewalk Program for Schools and Arterials” project is on Brooks Street from Berry Road to Pickard Avenue, along the north side adjacent to the curb. Work will consist of repairing and widening the existing sidewalk, creating ADA compliant driveway crossings, and six ADA compliant ramps. This project will complete an accessible route from Berry Road to the southwest corner of McKinley School. The budget amount is $80,000, which is under the bid amount of $85,023 by $5,023. Remaining funds of $1,000 from the “Sidewalk Accessibility Project” and $4,100 from the “Downtown Area Sidewalks and Curbs Program” will be used to complete this project funding to meet the final contract amount of $85,023.
If approved, construction is scheduled to begin in August 2015. The contractor will stage the four (4) projects with the following schedule:
• “Citywide Sidewalk Reconstruction” - August 2015 and May 2016
• “Sidewalk Program for Schools and Arterials” - November-December 2015
• “Sidewalk Accessibility” - January-March, 2016
• “Downtown Sidewalks and Curbs” project - March-May, 2016
Resolution R-1516-1 confers upon Central Contracting Services, 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 1: Staff has reviewed the bids and recommends that Bid 1516-03 for the FYE 2016 Concrete Projects be awarded to Central Contracting Services, Inc. in the amount of $195,087.
RECOMMENDATION 2: Staff further recommends that, Contract K-1516-1, Performance Bond B-1516-1, Statutory Bond B-1516-2, and Maintenance Bond 1516-1 be approved.
RECOMMENDATION 3: Staff further recommends approval of Change Order No. 1, which increases the contract by $42,140, for a total contract amount of $237,227.
RECOMMENDATION 4: Staff further recommends that Central Contracting Services, Inc. be authorized and appointed as project agent via Resolution R-1516-1.
RECOMMENDATION 5: Staff further recommends the that $1,000 be transferred from Project TC0238, Sidewalk Accessibility Program, Construction (050-9316-431.61-01) and $4,100 from Project TC0267, Downtown Sidewalk/Curb Program, Construction (050-9716-431.61-01) to Project TC0249 Sidewalk Arterial Program for Schools, Construction (050-9317-431.61-01) and $42,140 be transferred from Project TR0094, West Rock Creek/Grandview-36th, Construction (050-9552-431.61-01) to Project TC0266, Sidewalk Citywide Reconstruction (050-9052-431.61-01).