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CONSIDERATION OF AWARDING OF BID 1617-1; CONTRACT K-1617-1 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CENTRAL CONTRACTING SERVICES, INC., IN THE AMOUNT OF $246,025; PERFORMANCE BOND B-1617-1; STATUTORY BOND B-1617-2, AND MAINTENANCE BOND MB-1617-1 FOR THE FYE 2017 CONCRETE PROJECTS; AND ADOPTION OF PROJECT AGENT RESOLUTION R-1617-1.
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BACKGROUND: Pursuant to State Law (Title 11, Section 36-104), the construction and maintenance of sidewalks are the responsibility of 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, 2017 (FYE 2017) Capital Improvement Program Budget includes $280,000 in funding for these 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 has combined these projects into one project entitled the FYE 2017 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 current Americans with Disabilities Act (ADA) standards. This project will construct approximately fifty (50) 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, Biloxi Drive, Boyd Street and Chautauqua 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 south side of Westlawn Drive from Berry Road to Wylie Road, with new ramps crossing Wylie at the east entrance of Jackson 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 on the north/south corridors on the east side of downtown, along Peters 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 one (1) bid was submitted on July 7, 2016. The bid, in the amount of $246,025, was received from Central Contracting Services, Inc. of Norman. Central Contracting Services, Inc. is currently under contract with the FYE 2016 Concrete Projects and has successfully performed work for the City of Norman on multiple contracts, including the FYE 2011, 2012, & 2015 Concrete Projects. The Engineer’s estimate for this work is $250,000. If the bid is awarded, $12,130 in the Citywide Sidewalk Reconstruction Program will be for the 50% re-imbursement to owners who wish to use their own contractors. The remaining $21,845 will be for unforeseen construction change orders. If these funds are not needed they will return to the Capital Fund.
The bid amount for each of the four (4) 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 and rolled over funds from fiscal year 2016 will be used in the City’s fifty-percent (50%) match of this program.
The “Sidewalk Program for Schools and Arterials” project is on Westlawn Street from Berry Road to Wylie Road, along the south side adjacent to the curb. Work will consist of constructing new sidewalk, creating ADA compliant driveway crossings, and two ADA compliant ramps. This project will complete an accessible route from Berry Road to the east entrance of Jackson School.
If approved, construction is scheduled to begin in August 2016. The contractor will stage the four (4) projects to complete sidewalk throughout the year, construct school sidewalk during school summer break and begin with some sidewalk accessibility immediate needs in September and will accommodate the Lindsey Street Improvement Project timing on Wylie Road. Project plan is to use the following schedule:
“Citywide Sidewalk Reconstruction” - August 2016, February & May 2017
“Sidewalk Program for Schools and Arterials” - June 2017
“Sidewalk Accessibility” - September 2016 & May 2017
“Downtown Sidewalks and Curbs” project - March-April, 2017
Resolution R-1617-1 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 NO. 1: Staff has reviewed the bid and recommends that Bid 1617-1 for the FYE 2017 Concrete Projects be awarded to Central Contracting Services, Inc. in the amount of $246,025
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-1617-1
Performance Bond B-1617-1
Statutory Bond B-1617-2
Maintenance Bond MB-1617-1
RECOMMENDATION NO. 3: Staff further recommends that Central Contracting Services, Inc. be authorized and appointed as project agent via Resolution R-1617-1.