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CONTRACT NO. K-1314-51: A MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION (ODOT) IN THE AMOUNT OF $38,000 FOR THE CITY'S 20% SHARE FOR FEDERAL-AID PROJECT STP-214C(007), STATE JOB NO. 29256(04) FOR THE BOYD STREET SIDEWALK PROJECT BETWEEN CLASSEN BOULEVARD AND BARKLEY AVENUE, ADOPTION OF RESOLUTION NO. R-1314-32, AND BUDGET APPROPRIATION.
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BACKGROUND: The 2012 - Moving Ahead for Progress in the 21st Century (MAP-21) federal transportation funding bill allocates approximately $21 Million in Federal funds per year for the implementation of eligible transportation improvements in the Oklahoma City metropolitan area. At that time, the construction of certain sidewalk improvements projects were eligible for 100% funding as long as the cost remained under $200,000.
On November 22, 2011, City Council approved Resolution No. R-1112-68 which was forwarded to both the Association of Central Oklahoma Governments (ACOG) and the Oklahoma Department of Transportation (ODOT) requesting federal funds to pay for 100% of the construction cost of a project to construct sidewalk and accessible ramps along the south side of Boyd Street, between Classen Boulevard and Barkley Street. The proposed project is one of the higher priority projects identified in the City's Trails Master Plan and fills the last gap of sidewalk on Boyd Street, between Flood Avenue and 12th Avenue SE. In the resolution, the City agreed to the terms and conditions of a federally funded project by stating its willingness to assume the responsibility for the preparation of engineering plans, the purchase of any additional right-of-way, the relocation of public utilities and funding of the local share of the construction cost normally was 20% but sidewalk projects were 0%. The project was submitted for consideration and is currently included in the Association of Central Oklahoma Governments' (ACOG) 2013 Regional Transportation Improvement Plan (TIP).
Traffic Control Division engineering staff has worked on the development of construction plans. Final plans have been completed with input from area residents and were submitted to ODOT with a request to include the project in their November 21, 2013 bid opening. Construction is anticipated to begin in early spring of 2014 and be completed by May of 2014.
The estimated construction cost of $190,000, which includes construction inspection and administration, was anticipated to be funded with 100% federal funds.
DISCUSSION: Earlier in the month, ODOT and ACOG staffs informed us that recent changes in MAP-21 no longer permit the use of federal funds to pay 100% of the construction cost of sidewalk improvement projects. Furthermore, they indicated that a 20% local match, as is common with most federally funded transportation projects, is now required. Given the high demand for sidewalk improvements in the City, the high priority that such projects have recently become for both Council and staff, and the limited amount of local funds available to address the multiple needs, staff believes it is still advantageous to pursue federal funding at the lower percentage share. For the Boyd Street project, $152,000 in federal funds could still be used for implementation if the City agrees to match these funds with $38,000 in local funds.
As part of the final design, staff has determined that in order to construct ADA-compliant accessible ramps at the Boyd Street and Classen Boulevard intersection, the existing traffic signal pole located on the SE corner of intersection and one of the pull boxes used for the underground wiring will require relocation in advance of construction. The cost of this relocation has been estimated at $12,000, and if approved, will be completed by the Traffic Control Division in advance of the sidewalk project.
Since implementation of the project was originally anticipated to not require any type of local funding, these changes now make it necessary for Council to consider a budget appropriation of $50,000 in order to proceed ($38,000 for the local project match and $12,000 for the Classen Boulevard and Boyd Street signal modifications).
ODOT also requires the City execute a project agreement and adopt it by resolution before letting the project to contract. The agreement addresses the responsibilities of the City and the Department during and after the construction of the project. The execution of three original documents is required. Both the resolution and agreement have been reviewed by staff.
Finally, ODOT is also asking that the local match of the project cost be paid 60 days in advance of the bid opening, which again has been scheduled for November 21, 2013.
RECOMMENDATION NO. 1: Staff recommends that Council approve Contract No. K-1314-51 and Resolution No. R-1314-32.
RECOMMENDATION NO. 2: Staff further recommends Council authorize an appropriation from the Capital Fund balance (050-0000-253.20-00) in the amount of $50,000 to Project No. TR0093, Boyd Street Sidewalk Improvements, Construction (050-9712-431.61-01) to pay the Oklahoma Department of Transportation for the local share of the Boyd Street sidewalk project between Classen Boulevard and Barkley Street ($38,000), and to fund the modification of the traffic signal at the Boyd Street and Classen Boulevard intersection ($12,000) that is necessary to provide accessible ramps and sidewalks included in the ODOT project.