Title
CONSIDERATION OF AWARDING BID 1819-3; CONTRACT K-1819-4 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA AND CENTRAL CONTRACTING SERVICES, IN THE AMOUNT OF $329,550; CHANGE ORDER NO. ONE INCREASING THE CONTRACT AMOUNT BY $112,200 FOR A REVISED CONTRACT AMOUNT OF $441,750; PERFORMANCE BOND B-1819-7; STATUTORY BOND B-1819-8, AND MAINTENANCE BOND MB-1819-4 FOR THE FYE 2019 CONCRETE SIDEWALK PROJECTS; AND ADOPTION OF RESOLUTION R-1819-4 GRANTING TAX EXEMPT STATUS.
Body
BACKGROUND: Pursuant to State Law (Title 11, Section 36-104), the construction and maintenance of sidewalks is the responsibility of the adjacent property owner. In 1997, City Council recognized the need to create sidewalk programs to reduce this burden to existing property owners. Funds were allocated for four (4) separate capital project accounts each year thereafter. The FYE 2019 Capital Improvement Program Budget includes these four (4) concrete sidewalk programs and one (1) additional program “Sidewalks and Trails”. The projects are similar in nature, so more competitive prices have historically been obtained by bidding them together. Therefore, staff has combined these projects into one project entitled the “FYE 2019 Sidewalk Concrete Projects”. These five (5) programs are described in detail below and outlined in Table 1 (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 50% of the estimated cost, with the City paying the remaining 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 current Americans with Disabilities Act (ADA) standards. This project will construct approximately sixteen (16) curb ramps during FYE 2019. Locations are determined at the request of citizens and along arterial and collector streets that do not currently have ramps at street-sidewalk intersections. The location in this year’s program will include intersections along Cherry Creek Drive from Main Street to Knob Hill Court.
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. This year’s project has three (3) locations: the east side of North Berry Road from Iowa Street to Denison Drive in the Cleveland Elementary School area; the south side of West Boyd Street from 650 feet east of 24th Ave. S.W. to Nancy Lynn Terrace in the Alcott Middle School area; and the south side of West Imhoff Road from Walnut Road to Castlewood Drive serving McKinley Elementary School and the University of Oklahoma.
The Downtown Area Sidewalks and Curbs Program will repair hazardous or deteriorated sidewalks, ramps, and curbs in the downtown area. The locations will be concentrated along the east side of Porter Avenue and Crawford Avenue south of Main Street during FYE 2019.
The Sidewalks and Trails Project constructs new sidewalk and trails throughout the city, in conformance with adopted plans including the Greenbelt Master Plan; Bikeway & Transportation Master Plan; and Parks Master Plan. The location this fiscal year is concentrated along the north side of Main Street from 700 feet west of 24th Avenue West to Berry Road to close sidewalk gaps and provide sidewalk and ramp improvements at intersections.
DISCUSSION: Bid documents and specifications were advertised according to State Law. Ten (10) contractors received the bid documents and four (4) bids were submitted on June 14, 2018. The lowest best bid, in the amount of $329,550, was received from Central Contracting Services, Inc. of Norman. Central Contracting Services, Inc. is currently under contract for utility construction and relocation projects for the Public Works Department in Norman. Central Contracting Services has successfully performed work for the Sidewalk Concrete Projects in fiscal years 2010, 2011, 2012, 2015 & 2016. The Engineer’s estimate for this work is $445,000.
The bid amount for each of the five (5) projects is shown separately on Table 1. The bids for all the projects and programs 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 will be used in the City’s 50% match of this program, if the property owner chooses to use their own contractor or do the work themselves.
The “Sidewalk Accessibility Program” constructing curb ramps along Cherry Creek drive can construct four (4) additional curb ramps along Cherry Creek Drive; a total of twenty (20); adding $7,015 from Change Order No. One to the budgeted amount of $30,000.
The “Sidewalk Program for Schools and Arterials” will close sidewalk gaps and create accessible routes with corner ramps and improve existing driveway cross slopes. Additional funding in Change Order No. 1 in the amount of $48,075 can provide for additional work on the next identified highest-ranked school sidewalk and ramps on Fairlawn Drive in the Eisenhower Elementary School area. This will bring the contract amount to the budgeted amount of $180,000.
The “Downtown Area Sidewalk and Curbs Program” can benefit from Change Order No. 1 to repair additional sidewalk or curb in the downtown area identified by owners or citizen request during the fiscal year. The amount of $9,740 will bring the contract to the budgeted amount of $50,000.
An additional $47,370 used from Change Order No. 1 will be used for the “Sidewalks and Trails” projects to allow for additional sidewalk improvements on the south side of Main Street. This will bring the final contract to the budgeted amount of $150,000.
If approved, construction is scheduled to begin in August 2018. The contractor will stage the five (5) programs to complete sidewalk repair reconstruction requests throughout the year, construct school sidewalk during school winter and summer breaks and begin with some school sidewalk immediate needs in early August. The project plan will follow schedule below:
• “Citywide Sidewalk Reconstruction” - August-Sept. 2018, February & May 2019
• “Sidewalk Accessibility” - October 2018
• “Sidewalks and Trails” - January & February, 2019
• “Downtown Sidewalks and Curbs” project - March-April, 2019
• “Sidewalk Program for Schools and Arterials” - November 2018 & June 2019
Resolution R-1819-4 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.
Due to the desirable unit pricing by the contractor, City staff recommends increasing the encumbered funding to the contractor to complete additional work that may be requested during the fiscal year; as shown on Table 1 for Change Order No. 1, which increases the contract amount by $112,200 for a total contract price of $441,750.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid 1819-03 for the FYE 2019 Concrete Sidewalk Program be awarded to Central Contracting Services, Inc. in the amount of $329,550.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-1819-4
Performance Bond B-1819-7
Statutory Bond B-1819-8
Maintenance Bond 1819-4
RECOMMENDATION NO. 3: Staff further recommends that Central Contracting Services, Inc. be authorized and appointed as Project Agent via Resolution R-1819-4.
RECOMMENDATION NO. 4: Staff further recommends that Change Order No. 1, which increases the contract amount by $112,200 with a total contract price of $441,750, be approved.