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CONSIDERATION OF AWARDING BID 1415-48, APPROVAL OF CONTRACT K-1415-118 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CIMARRON CONSTRUCTION COMPANY IN THE AMOUNT OF $1,186,560; PERFORMANCE BOND B-1415-79; STATUTORY BOND B-1415-80; MAINTENANCE BOND MB-1415-73; AND PROJECT AGENT RESOLUTION R-1415-96 FOR THE LINDSEY STREET COMMON UTILITY TRENCH PROJECT.
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BACKGROUND: On November 22, 2011, the Norman City Council approved Programming Resolution R-1112-63, requesting federal funds for the widening and reconstruction of Lindsey Street, between 24th Avenue SW and east of Berry Road. This resolution states the City's commitment to adhere to the terms and conditions of a federally funded project. Through the Association of Central Oklahoma Governments (ACOG,) the Oklahoma Department of Transportation (ODOT) agreed to provide 80% of the construction cost, up to $9.7 million, and administer the construction with the matching share from the City of Norman. In order to receive the federal funding, the City of Norman is required to enter into an agreement with ODOT to complete the design, acquire all necessary rights-of-way and relocate utilities and remove encroachments at the City's cost.
On August 28, 2012, the citizens of Norman voted in favor of a Bond Issue to finance the local share of eight transportation/storm water improvement projects. One of the projects is Lindsey Street from 24th Avenue SW to Berry Road. Attachment A is a map showing the project boundaries. On December 18, 2012, Council approved the design contract for this project with Leidos Engineering LLC, (formally SAIC, LLC).
The roadway portion of the project includes transportation and aesthetic improvements to Lindsey Street. The segment between Interstate 35 and Berry Road is the most congested corridor in the Oklahoma City metropolitan area. This section of Lindsey Street has a traffic accident rate three (3) times the national average.
Proposed improvements for the roadway project include:
Widening Lindsey Street from 3 lanes to 4 lanes with a raised center median
New bridge over Imhoff Creek
Continuous sidewalks on both sides of the street
Access management to adjacent properties
Multi-modal improvements including bicycle lanes
Aesthetic enhancements including decorative pavement, landscaping, and roadway lighting
Underground utilities
Accessibility to disabled individuals
The storm water portion of the project addresses the flooding problems along West Lindsey Street, most notably at the Lindsey Street and McGee Drive intersection. The design will include conveying storm water from a 3.4 square mile watershed to an underground storm water system which will discharge directly into the Canadian River. Phase 1 of the drainage box construction between State Highway 9 and the river is complete, and Phase 2, between Briggs Street and State Highway 9, will begin with the I-35 construction in April of 2015.
DISCUSSION: One of the City's key obligations of this project is to relocate all existing utilities in the corridor that may be in conflict with the street and storm water improvements. Public right-of-way is limited to 100 feet of width along Lindsey Street. In order to fit all existing and proposed utilities into that limited space; the project design team has developed the concept of a "common utility trench". Rather than placing the relocated utilities in separate trenches located horizontally along Lindsey Street, multiple utilities will be relocated to one trench, and stacked vertically in separate conduits. The City is required to construct the trench, and to coordinate with each utility company including OG&E, AT&T and City fiber network.
The advertisement for bids for the construction of the Common Utility Trench was published in the Norman Transcript on March 5th and March 12th, 2015, and in several trade publications. Two contractors attended the pre-bid conference and a bid was received from one contractor on March 26, 2015. As shown on the attached bid tabulation, Cimarron Construction Company's bid was $1,188,360. The Engineer's estimate for the project is $1,577,200 or approximately 24.8% above the low bid. While the consultant was reviewing Cimarron's bid, they discovered a scrivener's error in the calculations for Line Item 7, "Common Utility Trench Crossing - Creek". The bid price for the item was $5,310 but should have been $3,510, an error of $1,800. Cimarron Construction Company sent the City a letter acknowledging the error and the bid was reduced to $1,186,560. As noted in its letter of April 1, 2015, Leidos, the City's Project design consultant, recommends awarding the construction contract to Cimarron Construction Company of Oklahoma City, Oklahoma.
Funding for this project is to be allocated from the Lindsey Street - 24th Avenue SW to Berry Road Roadway Project Utility account (account 050-9552-431.67-01, project BP0189). This account currently has $2,748,938 in available funds for the relocation of water lines and other underground utilities. The cost attributable to this project is $1,186,560. Additionally, an estimated $5,000 will be required to pay for the construction testing services, for a total of $1,191,560. The testing services will be provided by CEC of Oklahoma City, Oklahoma as part of the annual contract with the City. If approved, the construction of the common utility trench should be complete by the end of July 2015.
RECOMMENDATION NO. 1: Staff and our consultant have reviewed the bids and recommend that Bid No. 1415-48 for the Lindsey Street Common Utility Trench Project be awarded to the low bidder, Cimarron Construction Company of Oklahoma City, Oklahoma, for $1,186,560.
RECOMMENDATION NO. 2: Staff further recommends that, upon approval of Bid No. 1415-48, the following contract and bonds be approved:
Contract K-1415-118,
Performance Bond B-1415-79,
Statutory Bond B-1415-80 and
Maintenance Bond MB-1415-73
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Bid No. 1415-48, Cimarron Construction Company be authorized and appointed as project agent via Resolution R-1415-96.