Title
CONSIDERATION OF AWARDING BID 1718-2; CONTRACT K-1718-1 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA AND MTZ CONSTRUCTION, INC., IN THE AMOUNT OF $208,608; CHANGE ORDER NO. ONE INCREASING THE CONTRACT AMOUNT BY $42,042 FOR A REVISED CONTRACT AMOUNT OF $250,650; PERFORMANCE BOND B-1718-1; STATUTORY BOND B-1718-2, AND MAINTENANCE BOND MB-1718-1 FOR THE FYE 2018 CONCRETE SIDEWALK PROJECTS; AND ADOPTION OF RESOLUTION R-1718-1 GRANTING TAX EXEMPT STATUS.
Body
BACKGROUND: Pursuant to State Law (Title 11, Section 36-104), the emergency repair and maintenance of sidewalks may be assessed to the adjacent property owner. In 1997, City Council recognized the need to create sidewalk programs to reduce this burden to property owners. Funds were allocated for four (4) separate capital project accounts each year thereafter. The fiscal year ending June 30, 2018 (FYE 2018) Capital Improvement Program Budget includes these four (4) concrete sidewalk programs and one (1) additional program “Sidewalks and Trails”. The projects are similar in nature, so more competitive bids have historically been obtained by bidding them together. Therefore, staff has combined these projects into one project entitled the FYE 2018 Concrete Projects. These five (5) programs 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 twenty-two (22) 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. The location in this year’s program will include intersections along Cherry Creek Drive from Main Street to Knob Hill Circle.
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 east side of Classen Boulevard from Lincoln School to Macy Street, with new ramps at each crossing. A second location will improve accessibility on McGee Drive just south of Monroe School.
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 along Porter Avenue south of Main Street.
The Sidewalks and Trails Project constructs new sidewalk and trails throughout the city in conformance with adopted plans including the Greenbelt Master Plan, Bikeway & Transportation Master Plan and Parks Master Plan. The location this fiscal year is concentrated along the north side of Main Street from 26th Avenue West to 700 feet east to close sidewalk gaps, and provide sidewalk ramps to provide a contiguous accessible sidewalk route from the I-35 Bridge overpass to the commercial area to the east.
DISCUSSION: Bid documents and specifications were advertised according to State Law. Twelve (12) contractors received the bid documents and two (2) bids were submitted on July 6, 2017. The lowest best bid, in the amount of $208,608.00, was received from MTZ Construction, Inc. of Norman. MTZ Construction, Inc. is currently under contract for sidewalk projects with Oklahoma City, Nichols Hills and City of Shawnee, and has successfully performed work in year 2016 & 2017 for the City of Chickasha, City of Ada and the Chickasaw Nation on similar projects. The Engineer’s estimate for this work is $255,000.
The bid amount for each of the five (5) projects is shown separately on Table 1. The bids for all the projects and programs are less than the 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 will be used in the City’s fifty percent (50%) match of this program in which the property owner chooses to use their own contractor.
The “Sidewalk Program for Schools and Arterials” project is two locations. The first is on the east side of Classen Boulevard from Ferrill Street to Macy Street, along. Work will consist of reconstructing sidewalk to 5’ wide and creating ADA compliant driveway crossings, and ADA compliant ramps at three (3) intersections. This project will complete an accessible route from Boyd Street to the east entrance of Lincoln School. The second location is on the east side of McGee Drive between Westbrook Terrace and Smoking Oak Road to create an ADA accessible route to Monroe School by improving two existing driveway cross slopes.
If approved, construction is scheduled to begin in August 2017. The contractor will stage the five (5) programs to complete sidewalk repair reconstruction requests throughout the year, construct school sidewalk during school summer break and begin with some sidewalk accessibility immediate needs in September. Project plan is to use the following schedule:
• Citywide Sidewalk Reconstruction - August-Sept. 2017, February & May 2018
• Sidewalk Accessibility - October 2017
• Sidewalks and Trails - February, 2018
• Downtown Sidewalks and Curbs project - March-April, 2018
• Sidewalk Program for Schools and Arterials” - June 2018
Due to the desirable unit pricing by the contractor city staff recommends increasing the encumbered funding to the contractor to complete additional work that may be requested during the fiscal year as shown on table 1 for Change Order No. 1, which increases the contract amount by $42,042 with a total contract price of $250,650.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid 1718-2 for the FYE 2018 Concrete Sidewalk Program be awarded to MTZ Construction, Inc. in the amount of $208,608.
RECOMMENDATION NO. 2: Staff further recommends approval of:
Contract K-1718-1
Performance Bond B-1718-1
Statutory Bond B-1718-2
Maintenance Bond MB-1718-1
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Bid 1718-02, MTZ Construction, Inc. be authorized and appointed as project agent via Resolution R-1718-1.
RECOMMENDATION NO. 4: Staff further recommends that Change Order No. 1 which increases the contract amount by $42,042 with a total contract price of $250,650 be approved.