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CONTRACT K-1617-103: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA AND EST, INC. IN AN AMOUNT NOT-TO-EXCEED $168,800 TO PROVIDE ENGINEERING AND DESIGN SERVICES FOR THE CEDAR LANE-WIDENING PROJECT FROM BLACK LOCUST COURT TO 36TH AVENUE S.E.
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BACKGROUND: On November 10, 2015, the Norman City Council approved programming Resolution R-1516-40 requesting federal funds to widen Cedar Lane Road from Black Locust Court to 36th Avenue SE. This 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 eighty percent (80%) of the cost of construction with a 20% matching share from the City of Norman. The construction cost of this project is estimated to be $10.4 million. In order to receive the federal funding, the City of Norman is required to enter into an agreement with ODOT to complete the design, acquire all rights-of-way and relocate existing utilities/encroachments at the City’s cost.
Development and safety issues are both factors driving the need to widen and improve Cedar Lane Road east through the intersection of 36th Avenue SE.
DISCUSSION: The Public Works Department prepared a Request for Proposal (RFP) to solicit the engineering services necessary to prepare plans, specifications and bid packages, and to provide technical assistance throughout the design and construction of eight (8) separate projects including the Cedar Lane Road Widening Project. Nineteen (19) proposals were received for the group of projects, including eleven (11) that expressed an interest in this project. The Selection Committee included three (3) staff members consisting of Masoud Pajoh, Capital Projects Engineer; Carrie Everson, Stormwater Engineer; Tim Miles, Capital Projects Engineer; and two (2) private citizens including Luis Malave, Oklahoma Department of Transportation’s Division 3 Maintenance Engineer; and Andrew Seaman, D5 Architecture. The Selection Committee members independently scored each proposal on a point scale as defined in the request for proposal. Upon review of the proposals by the Selection Committee, five (5) firms were selected for interviews. The proposal by EST, Inc. of Norman, Oklahoma was selected for the project.
The funding for the design of this project was split into multiple years and thus the design was split into two phases. The first phase of this design contract carries the design through the engineering design report and preliminary plans. Staff has negotiated a contract with EST, Inc. to provide these services for $168,800. Phase two will be addressed by addendum in Fiscal Year 2018 and will include final design. The fee has been negotiated in the amount of $220,600 including $62,000 in services for retaining wall geotechnical services, traffic signal plans and retaining wall plans if needed.
The preliminary design services include:
• Detailed Topographic Survey
• Pedological Survey
• Written Analysis
• Preliminary Plans
The City’s Capital Fund allocates up to $200,000 for engineering services in FYE 2017. The budgeted design funds are available in the Cedar Lane Widening Project, Design (Account 050-9552-431.62-01, Project TR0106).
RECOMMENDATION: Staff recommends approval of Contract K-1617-103 with EST. Inc., for phase one, preliminary design of the Cedar lane Road Project in the amount of $168,800.