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AMENDMENT NO. THREE TO CONTRACT K-0910-56: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND GARVER, L.L.C., INCREASING THE CONTRACT AMOUNT BY $81,450 FOR A REVISED CONTRACT AMOUNT OF $439,950 TO PROVIDE ADDITIONAL DESIGN SERVICES TO ADD THE SAXON INDUSTRIAL PARK ROAD EXTENSION PROJECT TO THE EXISTING CONTRACT FOR THE MAIN STREET BRIDGE OVER BROOKHAVEN CREEK PROJECT.
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BACKGROUND: The West Main Street Bridge Replacement Project is one of eight major transportation/storm water projects included in the 2012 Bond Program. On August 11, 2009, City Council approved Contract K-0910-56 with Garver, LLC for the preliminary design of this project in the amount of $205,000. On June 11, 2010, Council approved Amendment No. 1 for the final design of this project increasing the contract amount to $343,000. This project has been awarded by the Oklahoma Department of Transportation to Silver Star Construction. Construction is expected to begin in August, 2018 with completion in August, 2019.
DISCUSSION: The City of Norman and the Norman Economic Development Coalition (NEDC) have been coordinating with a business to locate to the Technology Place and Saxon Industrial Park south of Highway 9 between 24th Avenue SW and 36th Avenue SW. This business is expected to generate quality job growth and future facility expansion at the location. As a part of the package, certain improvements are required to facilitate access to the site parking and the needs of the business. Improvements include transportation and utility extensions to serve the new business. The NEDC anticipates applying for economic development grants to fund most of the needed infrastructure design and construction for this business and current/potential future businesses at Saxon Industrial Park. However, the short term need for the business is vehicle access to the southwest portion of Saxon Industrial Park. The proposed roadway extension is shown on the attached site plan. Funds for this road extension have been allocated in the City’s FYE 2019 Capital Fund budget. Current project timelines have the roadway extension completed in February 2019.
Engineering plans are required to complete the roadway extensions. The City has three options for procuring engineering services. The first is the use of the City on-call contracts. Currently there are three consultants that are on contract to provide engineering services for contracts less than $25,000. This engineering design work exceeds this amount. The second option is to issue a request for proposal for a qualification-based selection (QBS) process. This method is used on most projects and includes each interested engineering firm submitting a proposal to complete the work. The proposals are then scored by a selection committee and the project is either awarded to the top rated firm or interviews are held and the selection is made after the interviews. After the firm is selected, the project manager then enters into project scope and fee negotiations with the consultant. This process typically takes 60 to 90 days. Because of the short timeframe for completion of this work that is needed for the business to re-locate, this QBS option is not recommended. The final option is to utilize an existing contract with an engineering firm and have the needed design work performed as a contract amendment. Because of the short time frame needed, this appears to be the best option for this project and is being recommended by staff.
The NEDC had selected to use the engineering firm of Garver, L.L.C. to complete the platting and the additional future roadway improvement plans that are associated with their ownership of the property. Based on this information, the City negotiated with Garver to produce the plans for the roadway extension to avoid additional costs for survey and coordination between multiple firms. Garver has submitted a proposal in the amount of $81,450 to provide all design services through the final acceptance of the project. Staff has reviewed the proposed scope and fees and they are within industry standards. The funding for this contract is currently available in the Capital Fund, Street Extensions, Design (account 050-9350-431.62-01; project TR0120).
If approved, Garver will complete the engineering plans and specifications by October, 2018. A bid opening is tentatively planned in November, 2018. Construction of the new roadway will take place between December, 2018 and February, 2019.
RECOMMENDATION: Staff recommends the approval of Amendment No. 3 to Contract K-0910-56 with Garver, LLC for the design of the Saxon Road extension in the amount of $81,450.