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CONSIDERATION OF BID NO. 1213-89, CONTRACT NO. K-1314-28 WITH DOWNEY CONSTRUCTION COMPANY, INC., IN THE AMOUNT OF $233,782.63, PERFORMANCE BOND NO. B-1313-10, STATUTORY BOND NO. B-1314-11, MAINTENANCE BOND NO. MB-1314-5 AND RESOLUTION NO. R-1314-13 FOR THE SAXON PARK ROAD, PARKING, AND TRAIL PROJECT, AND BUDGET APPROPRIATION.
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BACKGROUND: In order to begin the Development of John Saxon Jr. Community Park, Park Planning staff applied for a Recreational Trails Grant from the Oklahoma Tourism and Recreation Department (OTRD) in January, 2011. The request was for the maximum $160,000 that would be matched by $40,000 in funds from the City of Norman to implement the first $200,000 of development in the park and provide access to Norman’s first true cross-country course by constructing a formal entry road, lighted parking area, final trail surfacing and appropriate trail head and distance marker signage to enable people to use the park safely. Future phases of the park include: playground areas; event shelters; a fitness trail with exercise stations; restroom facilities; two small lakes; additional parking; and more trail segments. Matching funds for the Recreational Trails Grant and for the engineered drawings for the Saxon Park Improvements Project was approved by Council in July, 2011.
Since that time, staff has completed the required archaeological and Native American Tribes clearances as confirmed by the Oklahoma Tourism and Recreation Department (see attached letter). The OTRD has provided the City of Norman with the grant agreement paperwork, and the engineered drawings have been completed by Cardinal Engineering and approved by City of Norman Engineers. A separate agenda item will address acceptance of the grant.
DISCUSSION: On 24 and 31 May 2013, Bid No. 1213-89 for the Saxon Park Road, Parking and Trail Construction Project was advertised in the Norman Transcript. The project was also advertised in Reid Construction Data, Dodge Report, Bid News, i-SquareFoot and on e-plan. Bid Documents were distributed to six contractors, three of whom responded with complete bids.
In order to maximize our project scope at this time, the bid documents included an add-alternate item to construct additional parking beyond that which was described in the Trails Grant application. This additional parking will complete the first large parking area shown in the Saxon Park Plan (attached) along the main entry road and adjacent to the parking area being built with the help of the grant funds. We recommend funding this parking construction with an additional appropriation of Community Park Land Development funds, so that work can be awarded at the same time.
Bids were opened and read aloud on June 16, 2013 (bid tabulation attached). The lowest and best proposal to meet specifications was received from Downey Construction Company, Inc. The proposals were evaluated based on the total construction cost of the project as shown in the plans from Cardinal Engineering. The bids were submitted in three sections. One for the grant-funded cross country trail surfacing installation; one for the grant-funded parking and entry road construction; and one for the additional parking area construction to be paid for through a Community Park Fund appropriation. The bid from Downey Construction Company, Inc. for the grant-funded portion of the work was $193,422.63 (budget estimated cost of $200,000). The balance of the grant funds will be used to purchase trail marker signs and trail head signage as required by the OTRD. The additional parking area to be funded by the Park Development Fund was bid at $43,360. The total project cost for the grant-funded and Community Park Development-funded work is $233,782.63.
Staff recommends that funding be appropriated from the Community Park Land Development Fund and from the Special Grant Fund for the Saxon Community Park Development Project; and that the contract be awarded to Downey Construction Company, Inc., in the total amount of $233,782.63, as the lowest and best bid to meet specifications for the Saxon Park Road, Parking and Trail Construction Project.
RECOMMENDATION NO. 1: It is recommended that the City Council approve the appropriation of $43,360 from the Community Park Land Fund Balance (052-0000-253.20-00) to Project PC0003, Saxon Park Development, Construction (052-9674-452.61-01) for improvements as described above at John H. Saxon Jr. Community Park.
RECOMMENDATION NO.2: It is recommended that City Council approve Bid No. 1213-89 for the Saxon Park Road, Parking and Trail Construction Project for the Parks and Recreation Department to Downey Construction Company, Inc., in the amount of $233,782.63 (less than the estimated cost of $240,360). Funding is available in Saxon Park Development, Construction (account 022-9674-452.61-01; project PC0003) and Construction (account 052-9674-452.61-01).
RECOMMENDATION NO.3: It is further recommended upon approval of Bid No. 1213-89 that the following contract and bonds be approved:
Contract No. K-1314-28
Maintenance Bond No. MB-1314-5
Performance Bond No. B-1314-10
Statutory Bond No. B-1314-11
RECOMMENDATION NO.4: It is further recommended upon approval of Bid No. 1213-89 that Downey Construction Company, Inc. be authorized and appointed as project agent for the Saxon Park Road, Parking and Trail Construction Project by Resolution No. R-1314-13.