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CONSIDERATION OF FINAL ACCEPTANCE AND FINAL PAYMENT OF CONTRACT K-1314-6 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CENTRAL CONTRACTING SERVICES, INC., FOR THE FRANKLIN ROAD BRIDGE WATER LINE AND WASTEWATER FORCE MAIN RELOCATION PROJECT.
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BACKGROUND: On January 27, 2009, the Norman City Council approved programming Resolution R-0809-99 requesting federal funds to replace the Franklin Road Bridge over Little River and to construct roadway approaches. The resolution states the City's commitment to adhere to the terms and conditions of a federally funded project. Through the Association of Central Oklahoma Governments (ACOG), the Oklahoma Department of Transportation (ODOT) agrees to provide 80% of the project funding and to administer the construction with a 20% matching share from the City of Norman. In order to receive federal funding, the City of Norman was required to enter into an agreement with ODOT to complete the design, acquire all necessary rights-of-way and relocate utilities and encroachments, at the City's cost. This agreement must also be adopted by resolution.
On June 23, 2009, Council approved Contract K-0809-165 with CP&Y, Inc., a local design firm, for the engineering services to complete the Franklin Road Bridge Project. The amount of that contract is $245,880. On August 23, 2011, Council approved Amendment No. 1, selecting the proposed design alternative of building a relief channel on the east side of the Little River. The relief channel is located outside of the riparian buffer so it does not affect the existing river channel. This amendment increased the contract amount with CP&Y, Inc. by $48,440 for a total contract value of $294,320.
On August 28, 2012, Norman voters approved a Bond Issue for eight major transportation/storm water projects throughout Norman in the amount of $42.5 million dollars. The Franklin Road Bridge Project is one of those eight infrastructure projects. The total estimated cost of the project is $4,520,827 of which federal funds will pay $2,560,000 or 56.6%.
On February 12, 2013, Council approved Contract K-1213-153, a Right-of-Way, Utility and Encroachment Agreement in which the City agrees to acquire all the right-of-way necessary for the project, grant ODOT access to and use of the right-of-way and to relocate all of the utilities that conflict with the proposed project.
On February 12, 2013, Council also approved Amendment No. 2 for Contract K-0809-165 with CP&Y, Inc. to provide the design for the Waterline and Wastewater Force Main Relocation Project. The existing lines conflicted with the channel's future layout and therefore, needed to be lowered. The amendment increased the contract amount with CP&Y, Inc. by $26,781 for a total contract value of $321,101 or 7.1% of the estimated project cost.
On October 8, 2013 Council approved Contract K-1314-6 with Central Contracting Services, Inc., in the amount of $296,457 to relocate and up-size the existing 8-inch City waterline to a 12-inch pipeline and to relocate sections of the existing sanitary sewer force main that are necessary to construct the bridge project.
DISCUSSION: Staff saw a potential opportunity to move this project forward to capture federal funding in the 2013 federal fiscal year and worked to relocate the utilities that conflicted with the proposed construction of the project in order to meet the requirements to receive federal funding. At the end of September 2013, staff was notified by ACOG officials that federal funds for this project were not available, reducing the urgency to get the utilities relocated. The contractor, Central Contracting Services, had other pending contracts with the City that were more urgent after the funding fell through. Staff delayed the issuance of the Notice to Proceed until these other projects were completed. The Notice to Proceed for the waterline and the sewer force main relocation project was issued on April 21, 2014 and the work was substantially complete on August 28, 2014. All work was completed per the contract specifications. Final quantities for this project matched plan quantities so a change order is not required. With the completion of the utility relocations, this project is ready for future federal funding.
RECOMMENDATION: Staff recommends final acceptance of the Franklin Road Water Line and Wastewater Force Main Relocation Project, Contract K-1314-6 (Project BP0195) and further recommends that final payment in the amount of $296,457 be directed to Central Contracting Services, Inc.