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CONTRACT K-1516-124: A MAINTENANCE AGREEMENT WITH THE OKLAHOMA DEPARTMENT OF TRANSPORTATION (ODOT) FOR FEDERAL-AID PROJECT HSIPIG-214C(065)TR, STATE JOB. 32404(04) FOR THE INSTALLATION OF A NEW TRAFFIC SIGNAL AT THE INTERSECTION OF STATE HIGHWAY 77H (12TH AVENUE N.E./SOONER ROAD) AND INDIAN HILLS ROAD AND ADOPTION OF RESOLUTION R-1516-97 AND BUDGET APPROPRIATION FROM THE CAPITAL FUND BALANCE.
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BACKGROUND: The 2015 - Fixing America’s Surface Transportation (FAST) federal transportation funding bill allocates federal funds for the implementation of eligible transportation improvement projects along the State Highway System, including the installation of new traffic signals.
In 2012, the City of Moore retained the services of Traffic Engineering Consultants, Inc. to conduct a traffic signal warrant analysis of the State Highway 77H (12th Avenue NE in Norman and Sooner Road in Moore) and Indian Hills Road intersection. The study concluded that traffic volumes at the intersection are high enough to justify the installation of a new traffic signal. Attached is a location map of the subject intersection.
The responsibility for traffic control at this intersection is shared among the Oklahoma Department of Transportation (ODOT), the City of Moore, Cleveland County and the City of Norman. As such, all parties should contribute toward the funding of a new traffic signal at this intersection.
The City’s current Capital Improvement Program includes a project to signalize the intersection. The local share for the City of Norman represents 1/3 of the total local match, with the City of Moore and Cleveland County contributing the same amount, and ODOT participating with 75% of the construction cost through their allocation of federal surface transportation program funds.
On November 25, 2014, City Council adopted resolution R-1415-58 requesting federal funds for the construction of the new traffic signal. Similar action was taken by the City of Moore and the Board of Commissioners for Cleveland County. This request was granted by the ODOT in September of 2015.
On October 12, 2015, City staff authorized Garver Engineers to begin the design of the project using the on-call Professional Engineering Services Contract approved by Council on August 25, 2009 (Contract K-0910-54) at the agreed upon fee of $19,998 which is to be equally split by the Cities of Norman, Moore and Cleveland County ($6,666 each).
Final plans for the new traffic signal were completed in January of 2016 and have been submitted to ODOT with a request to include the project in their May 19, 2016 bid opening. Construction is anticipated to begin in late summer of 2016 with completion of the work expected in November of 2016. The estimated construction cost of $235,269.97 will be funded with 75% federal funds ($176,452.02) and 25% local funds ($58,817.49) split in three equal parts by the City of Norman, City of Moore and Cleveland County).
A summary of the current project costs is included as an attachment.
The City of Norman is the lead agency in the development of the project. As such, staff is coordinating all aspects of the project with ODOT, and in this role, will need to upfront the total local share of the project cost and later on request reimbursements from the other two entities after the bids are opened and the construction cost is finalized.
DISCUSSION: ODOT requires the City to execute a project agreement and to adopt it by resolution before letting the project to contract. The agreement addresses the responsibilities of the City and the Department during and after the construction of the project. The execution of three original documents is required. Both the resolution and agreement have been reviewed by staff and approved by the City Attorney.
ODOT is also asking that the local match of the project cost, estimated at $58,817.49, be paid sixty days in advance of the bid opening, which again has been scheduled for May 19, 2016. Currently, there is only $15,000 budgeted for the local match of the project cost. Additional local funds are needed now to fund the City’s 1/3 of the local share as well as to upfront the portions from the City of Moore and Cleveland County, which will be collected after the bids are opened.
RECOMMENDATION: Staff recommends approval of Contract K-1516-124 and Resolution R-1516-97 with ODOT for the State Highway 77H (12th Avenue NE / Sooner Road) and Indian Hills Road traffic signal project.
Staff also recommends that Council authorize an appropriation from the Capital Fund balance in the amount of $43,817.49 to supplement the $15,000 currently budgeted for the project, and payment to the Oklahoma Department of Transportation for the local share of project in the amount of $58,817.49.
If approved, the following adjustment to the FYE 2016 budget will be made:
Losing Account: Capital Fund Balance (account 050-0000-253.20-00) - $43,818
Gaining Account: 12th Avenue NE and Indian Hills Road Traffic Signal, Construction (account 050-9076-431.61-01; project TR0052) - $43,818
Finally, staff further recommends that upon receipt of the funds from the City of Moore and Cleveland County ($26,271.83 each), that these funds be received into Other Agency Reimbursements (account 050-0000-366.12-39) to reimburse the City of Norman.