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CONSIDERATION AND AWARDING OF BID NO. 1415-23; APPROVAL OF CONTRACT NO. K-1314-126 WITH CENTRAL CONTRACTING SERVICES, INC., IN THE AMOUNT OF $546,359.50; CHANGE ORDER NO. ONE INCREASING THE CONTRACT BY $12,000; PERFORMANCE BOND NO. B-1314-90; STATUTORY BOND NO. B-1314-91; MAINTENANCE BOND NO. MB-1314-83; AND PROJECT AGENT RESOLUTION NO. R-1314-113 FOR THE FYE 2015 CONCRETE PROJECTS AND BUDGET TRANSFERS BETWEEN CAPITAL PROJECT ACCOUNTS.
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BACKGROUND: The fiscal year ending June 30, 2015 (FYE 2015) Capital Improvement Program Budget includes seven (7) concrete sidewalk programs. The projects are similar in nature so more competitive bids have historically been obtained by bidding them together. Therefore, staff combined these projects into one project entitled the FYE 2015 Concrete Projects. These seven (7) projects are described in detail below and outlined in a table attached.
The Citywide Sidewalk Reconstruction Program is intended to assist property owners in repairing existing sidewalks and constructing new sidewalks along an entire city block. Property owners who wish to participate in the Citywide Sidewalk Reconstruction Project will pay fifty percent (50%) of the estimated cost with the City paying the remaining fifty percent (50%) from funds allocated to this project.
The Sidewalk Accessibility Program provides sidewalk ramps where none exist and rebuilds existing ramps that do not comply with the current Americans with Disabilities Act (ADA) standards. This project will construct approximately sixteen (16) curb ramps. Locations are determined at the request of citizens and along arterial and collector streets that do not currently have ramps at street-sidewalk intersections. Locations in this year's program will include the intersections along 12th Avenue East at Alameda Street and Boyd Street and Boyd Street at Chautauqua Avenue.
The Sidewalk Program for Schools and Arterials Program is used to construct new sidewalks adjacent to elementary schools that have no sidewalks and along walking routes to the schools. The location in this year's program is Pickard Avenue from Lakewood Drive to Belmont Drive with connections to the Broad Acres Addition in the McKinley School district.
The Downtown Area Sidewalks and Curbs Program will repair hazardous or deteriorated sidewalks, ramps, and curbs in the downtown area. The location for FYE 2015 will be concentrated on the north/south corridors on the east side of downtown including Main Street and University Boulevard, Crawford Avenue south of Main Street, and Peters Avenue north of Gray Street.
The Sidewalks and Trails Project is designed to construct new sidewalks in areas recommended by Greenbelt, Bikeway, Transportation, and the Park Master Plan and the Transportation Plan. The location for FYE 2015 will be on 24th Avenue N.E. north of Robinson Street to extend and connect the Hall Park Addition greenbelts to the residential streets along 24th Avenue N.E. This project was recommended by the Greenbelt Commission.
The Robinson Sidewalk Project shall provide for sidewalk repair along a three mile long section of Robinson Street from 24th Ave. NW to 12th Ave. NE. The project will repair raised, cracked, sunken and sloped walks currently out of ADA compliance in this area, which abut city property, businesses, apartments, and residential properties.
The CDBG Sidewalk Project is included as an additional sidewalk project this year identified by the Community Development Block Grant (CDBG) Program to repair the deteriorated sidewalk on Hughbert Street. This project will repair and fill a sidewalk gap along Hughbert Street from Findlay Avenue to Stewart Avenue, will increase the number of ADA compliant ramps by four (4), add approximately 940 feet of new or repaired sidewalk, and improve three gravel alley approaches.
DISCUSSION: Bid documents and specifications were advertised according to State Law. Eleven (11) contractors received the bid documents and one (1) bid was received on September 11, 2014. The bid in the amount of $546,359.50 was received from Central Contracting Services, Inc. of Norman. Staff has inquired with other plan holders on the project to determine the reason for only one bid. The feedback from these contractors is they are busy with other projects and unable to meet the bonding requirements for this project. Central Contracting Services, Inc. has successfully performed work for the City of Norman on multiple contracts including the FYE 2011 & 2012 Concrete Projects. The Engineer's estimate is $565,000.
The bid amount for each of the seven (7) programs is shown separately on the attached table. The bids for three (3) programs are greater than the budgeted amount and four (4) bids are less than the budgeted amount. For the Citywide Sidewalk Reconstruction, citizens have the option of using their own contractor, using the City's contractor or performing the work themselves. Unencumbered funds for this fiscal year and rolled over funds from fiscal year 2014 will be used in the City's fifty percent (50%) match of this program when the property owner chooses to use their own contractor.
The "Sidewalk Accessibility Program" bid is over the budgeted amount of $30,000 by $1,355. In addition, a request is also included for additional funding of $12,000 for completing an accessibility route from the Willows Apartments located on University Boulevard north of Acres to the Downtown Public Library is being made with Change Order No. 1 to increase the amount for this program to $43,355.
Additional work was requested by the neighborhood on the "Sidewalk Program for Schools and Arterials" to connect this project sidewalk on Pickard Avenue to the Re-Plat of Broad Acres Section 2 Addition along both sides of Lakewood Drive and the north side of Belmont Drive. The additional work requires an adjusted budget amount from $80,000 to $103,165.
The "Downtown Area Sidewalks and Curbs Program" has historically been budgeted at $50,000 per fiscal year and for the same amount for the next five years; however, this year only $10,000 is mistakenly shown in the budget, making this project ineffective. Therefore, the bid items were set to match the historical budget and a request to increase the budget to match the bid amount of $43,035 is being made.
The "Sidewalk and Trails" project was reduced in scope prior to the bid opening because the project will overlap the north end of the 24th Avenue East Bond Project which is currently under design. This reduced the project cost estimate from $190,000 to $100,000. The current bid is $85,009.
The previous budget increases can be offset by a budget reduction in the "Sidewalks and Trails" project as shown in the attached table making the total budget increased by $69,555.
If approved, construction is scheduled to begin in October 2014. The contractor will stage the seven (7) projects with the following schedule:
· "Citywide Sidewalk Reconstruction" - October 2014, April 2015, and September 2015.
· "Sidewalk Accessibility" - November 2014 and October through November 2015
· "Downtown Sidewalks and Curbs" project - December 2014 through January 2015
· "Robinson Sidewalk Project" - February through March 2015
· "Sidewalk Program for Schools and Arterials" - May through June of 2015
· "CDBG Sidewalk" Project - July through August 2015
· "Sidewalk and Trails" project - December 2015 through January 2016
Resolution No. R-1314-113 confers upon Central Contracting Services, Inc., the limited agent status for the purchase of materials to be incorporated in the project on a sales tax-exempt basis. The bid documents offered tax-exempt status to all bidders.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid No. 1415-23 for the FYE 2015 Concrete Projects be awarded to Central Contracting Services, Inc. in the amount of $546,359.50.
RECOMMENDATION NO. 2: Staff further recommends that, upon approval of Bid No. 1415-23, the following contract and bonds be approved:
Contract K-1314-126
Performance Bond B-1314-90
Statutory Bond B-1314-91
Maintenance Bond 1314-83
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Bid No. 1415-23, Central Contracting Services, Inc., be authorized and appointed as project agent via Resolution R-1314-113.
RECOMMENDATION NO. 4: Staff further recommends that Change Order No. 1, which increases the contract amount $12,000, be approved.
RECOMMENDATION NO. 5: Staff further recommends the following budget changes (the transfers net to zero):
· Increase the "Sidewalk Accessibility Program" from $30,000 to $43,355 includes Change Order No. 1 (Account 050-9316-431.61-01; Project TC 0238)
· Increase the "Sidewalk Program for Schools and Arterials" from $80,000 to $103,165 (Account 050-9317-431.61-01; Project TC 0249)
· Increase the "Downtown Area Sidewalks and Curbs Program" from $10,000 to $43,035 (Account 050-9716-431.61-01; Project TC 0264)
· Decrease the "Sidewalks and Trails" from $190,000 to $120,445 (Account 050-9179-431.61-01; Project TC 0262)