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EASEMENT E-1718-36: CONSIDERATION OF ACCEPTANCE OF A PERMANENT DRAINAGE EASEMENT FROM THE STATE OF OKLAHOMA COMMISSIONERS OF THE LAND OFFICE IN THE AMOUNT OF $500 FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT DISASTER RELIEF (CDBG-DR) PROJECT NO. 8 LOCATED AT 120TH AVENUE N.E. FROM TECUMSEH ROAD TO STELLA ROAD.
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BACKGROUND: The City of Norman and Cleveland County both received damages to roads after the natural disasters including a May 19, 2013 tornado and multiple (six or more) wildfires in August of 2012. These disasters were all located in the same general area of eastern Norman/Cleveland County. Damages to these roads with thin pavement sections were caused by heavy equipment providing aid during the disaster and recovery phases of the responses.
In June 2014, the U.S. Department of Housing & Urban Development (HUD) released its allocations and program requirements for the Community Development Block Grant - Disaster Relief (CDBG-DR) 2013 Program. After learning that this aid was available to repair damages from the two previous natural disasters, both the City of Norman and Cleveland County completed applications to receive funding. On January 26, 2015, the City of Norman was notified by the Oklahoma Department of Commerce (ODOC) that they received a total of $12,054,090 to fully fund engineering, right-of-way, administration and construction for seven separate projects totaling approximately 11.5 miles in length, as shown for reference in the attached Projects 1-7 Summary. Cleveland County received $10,774,160 in grant funds for nine road repair projects that are currently being administered by the County.
In November 2015, the City of Norman applied for a second round of CDBG-DR 2013 Program funds made available from the HUD. These additional funds were a surplus that HUD had available for this program after the first round of funds were allocated to cities and counties. On January 25, 2016, the City of Norman was notified by the ODOC that they received an additional $5,004,821 to fully fund engineering, administration and construction for two more projects totaling approximately five miles in length, as shown for reference in the attached Projects 8 and 9 Summary.
Between these two HUD allocations the City of Norman will receive a total of $17,058,911 to repair approximately 16.5 miles of roads. The above-mentioned nine projects and Cleveland County’s nine projects included in the current CDBG-DR program are illustrated in the attached map labeled City and County Disaster Relief Project Locations.
On April 12, 2016, City Council accepted Contract K-1516-129 by and between the City of Norman and ODOC for a portion of the first round, Tranche Two CDBG-DR 2013 Program funds. There is a 24 month timeline attached to these funds beginning from the time of acceptance. These funds are for five of the seven first round projects (1, 2, 3, 5, and 6) in the amount of $10,293,600 for construction and construction monitoring and $308,808 in City administration funds for a combined total award of $10,602,408.
On May 24, 2016, City Council awarded Contract K-1516-145 (Projects 3, 5, and 6) and Contract K-1516-146 (Projects 1 and 2) to Silver Star Construction Company, Inc. for a total amount of $7,797,350.85 including Change Order No. 1 to increase the pavement thickness from 4 inches to 6 inches.
On August 22, 2017, City Council Awarded Contract K-1718-40 (Projects 8 and 9) to Silver Star Construction Company, Inc. for a total amount of $2,226,480.45.
On September 26, 2017, City Council accepted 11 of the 13 easements needed for CDBG-DR Project #4, #7, and #8. Tonight’s agenda item is to accept the remaining two easements on CDBG-DR Project #8, located on school property.
DISCUSSION: On CDBG-DR Project #8, four (4) drainage easements are needed to complete this project. Two (2) of these drainage easements were accepted at the September 26, 2017, Council Meeting. The remaining two (2) easements are located on school lands and have been in the process of being approved by the Commissioners of the Land Office (CLO). Per the attached letter and invoice, the CLO has authorized their secretary to sign and return the two easements to the City once the invoice has been paid.
Staff requested donations prior to making any offers of fair market value. The CLO elected to be paid fair market value instead of donating their property. The attached easement table provides the details of each easement. Right-of-way exhibits are also attached to illustrate the location of each easement necessary for these projects. Funds are available in the CDBG-DR Project #8 to pay for these easements. Payment will be made from the Right-of-Way account (021-4000-463.60-01, Project GC0067).
RECOMMENDATION: Staff recommends the above described easements be accepted, the payment be authorized and the filing be directed thereof.