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CONTRACT K-1718-52: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND EST, INC., FOR THE AMOUNT OF $79,165 FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH ROADWAY WIDENING AND TRAFFIC SIGNAL MODIFICATIONS AT THE INTERSECTION OF TECUMSEH ROAD WITH 36TH AVENUE NW AND BUDGET APPROPRIATION OF CAPITAL FUND BALANCE.
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BACKGROUND: The intersection of 36th Avenue NW and Tecumseh Road is a four-way signalized intersection located in the northwest part of Norman (see Attachment No. 1). Both 36th Avenue NW and Tecumseh Road are major arterial roadways. The area west of the intersection has a mix of residential and commercial uses, and the area east is commercial and institutional. There are presently left turn lanes on all four directions of the intersection, but the anticipated future development and associated increase in traffic has exposed the need for a second westbound left turn lane onto 36th Avenue NW southbound.
In June of 2015, City Council approved a revised preliminary plat for the Carroll Addition, located along the north side of Tecumseh Road east of 36th Avenue NW. The nature of the development as a large traffic generator required the preparation of a traffic impact study as part of the preliminary plat review and approval process. The findings of the study recommended the widening of the intersection to provide the second westbound left turn lane and corresponding modification to the traffic signal. The study also established the developer’s proportional share of the cost of these improvements (23.18% of the total), which the applicant will be paying incrementally with the filing of future final plats. These funds will be deposited into the Capital Fund, Current Liabilities and Site Improvements Cash (account 050-0000-229.24-11).
In anticipation of the Carroll Addition development, City Council allocated $50,000 in design funds for a project to improve the intersection as part of the fiscal year 2017-2018 (FYE 2018) budget.
On November 10, 2015, City Council approved Resolution R-1516-52, which was later forwarded to both the Association of Central Oklahoma Governments (ACOG) and the Oklahoma Department of Transportation (ODOT), requesting federal funds to pay for 80% of the construction cost. In the Resolution the City agreed to the terms and conditions of a federally funded project by stating its willingness to assume the responsibility for the preparation of engineering plans, the purchase of any additional right-of-way, the relocation of public utilities and funding of the 20% local share of the construction cost. Later this year, the project will be submitted for possible funding as part of the Association of Central Oklahoma Governments’ (ACOG) 2019-2021 Regional Transportation Improvement Plan (TIP).
DISCUSSION: The preliminary opinion of probable cost for construction of the project is $1 million. If approved, Federal funds in the amount of $800,000 would be matched with $200,000 in local funds. The local match will be split between the City ($153,640 or 76.82%) and the developer of the Carroll Addition ($46,360 or 23.18%). This same funding split will be used to fund other project-related local costs (i.e., design, right-of-way acquisition and utility relocations).
The Public Works Department prepared a Request for Proposal (RFP) to solicit the engineering services necessary to design the improvement recommended in the TIA for the Carroll Addition at the intersection of Tecumseh Road and 36th Avenue NW. This project was one of four separate intersection projects in RFP 1718-3. Ten proposals were submitted for consideration for this project. A Selection Committee was formed of Angelo Lombardo - City Transportation Engineer; Michael Rayburn - City Capital Projects Engineer; Shelly Williams - City Capital Projects Engineer; and two interested Norman citizens - Mr. Luis Malave, an Engineer for the Oklahoma Department of Transportation; and Ms. Charlotte Adcock, a Planner for the Association of Central Oklahoma Governments. The proposals were reviewed and three firms were short-listed for follow-up interviews. Interviews were conducted on August 8, 2017 and EST, Inc., an Oklahoma engineering firm with a Norman office, was selected as best suited for the project.
Staff negotiated a $79,165 contract fee with EST, Inc. to provide the engineering design services (see contract in Attachment No. 2). The City’s and developer’s share of the cost are $60,814.55 and $18,350.45 respectively. Partial funding in the amount of $50,000 is currently available in 36th Avenue NW and Tecumseh Road Intersection - Design (account 050-9079-431.62-01/project TR-0108). The remaining funds ($29,165) will need to be appropriated from the Capital fund balance. A portion of this appropriation ($18,350.45) will be refunded to the Capital Fund Balance when the TIA fees are collected from the developer.
The engineering services will include topographical survey, construction plans for a new traffic signal and widened roadway, utility coordination, construction phase services and project management. The engineering design will be completed in the summer of 2019. If federal funding is secured, the construction of the project is likely to begin in December of 2019.
RECOMMENDATION: Staff recommends approval of Contract K-1718-52 with EST, Inc. in the amount of $79,165, for engineering design services associated with roadway widening and traffic signals modifications at the intersection of Tecumseh Road and 36th Avenue NW.
Staff also recommends the appropriation of $29,165 from the Capital Fund Balance (050-0000-253.20-00) to Project TR0108, 36th Avenue N.W. and Tecumseh Road Intersection Improvements, Design (050-9079-431.62-01)