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CONSIDERATION OF AWARDING BID 1617-35, APPROVAL OF CONTRACT K-1617-91 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND RDNJ, INC. D/B/A A-TECH PAVING, IN THE AMOUNT OF $184,269; PERFORMANCE BOND B-1617-43, STATUTORY BOND B-1617-44, AND MAINTENANCE BOND MB-1617-39 FOR THE 2016 BOND ROAD RECONSTRUCTION; IOWA STREET, PHASE IC, AND ADOPTION OF PROJECT AGENT RESOLUTION R-1617-71.
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BACKGROUND: In the Norman General Obligation Bond Election of March 2, 2010, voters approved a 5-year, 4-phase program of Street Maintenance on neighborhood streets. The four phases include (1) Urban Asphalt Streets, (2) Urban Concrete Streets, (3) Rural Roads and (4) Road Reconstruction. The final two projects in the “Road Reconstruction” category required outside engineering design services due to the complexity of the stormwater improvements. Those two projects involved eleven (11) residential blocks of total road reconstruction on Dakota Street and Iowa Street.
On March 31, 2016, a bid opening was held for these projects and only one bid was received. The Engineer’s Estimate was $3,053,824. A-Tech Paving submitted the sole bid of $3,201,241, which was $147,417 over the estimate. City staff determined that other contractors did not bid on this project because the schedule was too aggressive. Since the only bid that was submitted was over the Engineer’s Estimate, City staff recommended the bid be rejected and the project be rebid. City Staff also recommended splitting the project into three separate phases to make the schedule less aggressive. The proposed project phases are as follows:
Phase I- Iowa Street- Berry Road to Pickard Avenue (2017 construction).
Phase II- Dakota Street- Berry Road to Flood Avenue (2017 construction).
Phase III- Dakota and Iowa Streets- Flood Avenue to University Boulevard (2017 construction).
Staff also recommended to further divide each project as follows:
Part A: Service utilities - performed by City of Norman Utilities
Part B: Asphalt pavement and stormwater system - performed by City of Norman
Part C: Concrete pavement, curb and gutter and driveways - performed by Contractor
This approach is anticipated to provide significant cost savings and scheduling enhancements. The City Street Maintenance Division is able to provide these services because the Rural Road Program is ahead of schedule.
This improvement program involves the complete removal and replacement of the neighborhood streets included in Road Reconstruction, Fiscal Year 2012-2013 (FYE 2013; project BP0353). The project location is funded in Construction (account 050-9385-431.61-01). Bid specifications and documents were advertised on February 7, 2017 and February 14, 2017. Eleven (11) paving contractors received a set of documents.
DISCUSSION: This section of the 2010 Street Maintenance Bond Program, in the category Road Reconstruction, was completely engineered prior to being advertised for bid. While performing this engineering, it was determined that portions of the existing underground storm water system was in a more deteriorated state than when they were originally estimated prior to the election in 2010. This engineering also determined that the size of the remaining storm water pipe was too small to meet current City standards and will require complete replacement, as well as additional pipe installations, to provide for the best possible street drainage system. Bid documents were prepared based on the new roadway engineering and the improved drainage systems. The bid opening was conducted on February 23, 2017 and four (4) contractors submitted bids for concrete pavement, curb and gutter, and driveway replacements. A low bid in the amount of $184,269 was submitted by RDNJ, LLC., doing business as A-Tech Paving of Edmond, OK. The bid is less than the engineer’s estimate of $279,288 by $95,019 (34 percent).
Weather permitting, the schedule of construction for this project is as follows:
Part A: Service utilities - completed 4/14/17
Part B: Asphalt pavement and stormwater system - 4/10/17 through 6/16/17
Part C: Concrete pavement, curb and gutter and driveways - 5/17/17 through 7/28/17
RECOMMENDATION NO.1: Staff has reviewed the bids and recommends that Bid 1617-35 for the 2010 Bond Road Reconstruction - Iowa St, Phase I C, be awarded to the low bidder, RDNJ, LLC. dba A-Tech Paving, in the amount of $184,269.
RECOMMENDATION NO.2: Staff further recommends that, the following contract and bonds be approved:
Contract K-1617-91
Performance Bond B-1617-43
Statutory Bond B-1617-44
Maintenance Bond MB-1617-39
RECOMMENDATION NO.3: Staff further recommends that Resolution R-1617-71 be adopted authorizing RDNJ, LLC. dba A-Tech Paving as project agent to avoid the payment of sales tax on materials purchases.