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CONTRACT K-1617-55: A PROJECT AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION (ODOT) FOR FEDERAL AID PROJECT STP-114C(254)AG, STATE JOB 26835(04),FOR THE FRANKLIN ROAD BRIDGE OVER LITTLE RIVER PROJECT IN THE AMOUNT OF $600,000 FOR THE CITY’S (20%) SHARE AND ADOPTION OF RESOLUTION R-1617-30.
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BACKGROUND: On January 27, 2009, the Norman City Council approved programming Resolution No. 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 construction funding and to administer the construction with a 20% matching share of the construction cost 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.
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 that includes design, right of way, utility relocation and construction of which federal funds will pay $2,560,000 or 56.6%.
On February 12, 2013, City Council approved Contract No. K-1213-153, a Right-of-Way and Utility Agreement with the Oklahoma Department of Transportation, for the construction of the Franklin Road Bridge Project. This agreement requires the City to acquire right-of-way and relocate utilities for this project. All right-of-way has been acquired and all of the utility relocation is complete.
Final design plans were submitted to ODOT in June 2016 and have been reviewed and accepted.
DISCUSSION: The next milestone for this project is for ODOT to bid this project and begin construction. Prior to letting the project for bid, ODOT requires the City of Norman to enter into a project agreement and to adopt it by Resolution. ODOT has requested the City approve the attached agreement that addresses the responsibilities of the City of Norman and ODOT. Staff has reviewed and approved the project agreement and resolution.
In summary, the City’s responsibilities are:
• Prepare plans for construction in conformance with ODOT 2009 Standard Specifications
• Provide necessary rights-of-way to construct the project and relocate any utilities
• Maintain the traffic signal equipment after construction
• Certify the project will comply with the Americans with Disabilities Act (ADA)
• Comply with environmental requirements
• Maintain the roadway and all drainage systems and facilities after construction
• Ensure permanent rights-of-way are free of any encroachments
• Maintain lighting and lighting systems
In summary, ODOT’s responsibilities are:
• File jointly with the contractor the Notice of Intent (NOI) for a general construction storm water permit with the EPA which authorizes storm water discharges associated with construction activities
• Advertise and let the construction contract for this project
• Construct the project in accordance with the plans
• Provide competent supervision of the construction
The construction project is funded 80% by ODOT and 20% by local funds. ODOT has billed the City for the local matching share. Based on the latest engineer’s estimate, the total construction cost is $3,000,000 with ODOT’s estimated share at $2,400,000 and the local match is $600,000. The City’s share will be funded by the 2012 Bond Funds. The City’s share of these funds must accompany this agreement and put on account at ODOT. ODOT will use these funds to pay Norman’s share on invoices. After the construction is complete any unused funds are returned to the City. Should the City’s share exceed $600,000 additional funds from the city will be required.
Currently, there are $680,707.00 available in the Franklin Road Bridge over the Little River Project Construction (Account No. 050-9352-431.61-01), Project Number BP0195.
A bid opening for this project has been scheduled by ODOT on November 17, 2016. The estimated start of construction is February 2017 with an anticipated completion in August 2017.
RECOMMENDATION NO. 1: Staff recommends approval of Contract K-1617-55 with ODOT.
RECOMMENDATION NO. 2: Staff further recommends approval of Resolution R-1617-30 adopting Contract No. K-1617-55, and if approved, authorize the execution thereof.