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CONTRACT K-1415-107: A MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR PROJECT AGREEMENT STP-214C(033)AG, STATE JOB 30190(04), FOR THE MCGEE DRIVE SIDEWALK IMPROVEMENT PROJECT FROM HIGHWAY 9 TO CHERRYSTONE DRIVE WITH PAYMENT OF THE CITY'S LOCAL SHARE IN THE AMOUNT OF $52,168, ADOPTION OF RESOLUTION R-1415-81, AND BUDGET APPROPRIATION FROM THE CAPITAL FUND BALANCE.
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BACKGROUND: The 2012 - Moving Ahead for Progress in the 21st Century (MAP-21) federal transportation funding bill allocates approximately $20 Million in Federal funds per year for the implementation of eligible transportation improvements in the Oklahoma City metropolitan area. New sidewalks along federal functionally classified roads are eligible for 80% federal funding.
On November 13, 2012, City Council adopted resolution R-1213-69 requesting federal funds for the construction of sidewalks along McGee Drive, between State Highway 9 and Lindsey Street. The project was submitted to the Association of Central Oklahoma Governments (ACOG) with a request to include it in the Regional Transportation Improvement Plan (TIP). This request was approved in June of 2013 by both the Intermodal Technical and Policy Committees of ACOG. As a result, transportation federal funds ($197,832) to pay for 80% of the construction costs were secured in Federal Fiscal Year 2014.
The proposed project is one of the high priority projects identified in the Norman Sidewalk Completion Plan that was adopted with the City's Comprehensive Transportation Plan on May 13, 2014. It fills critical gaps along one of the City's more important multi-modal transportation corridors linking Monroe Elementary and Whittier Middle Schools to nearby residential and commercial areas. An aerial photo of the project area nd the Norman Sidewalk Completion Map included in the Comprehensive Transportation Plan are included as attachments.
Final plans for the new sidewalks were completed by Traffic Control Division staff in December of 2014 and have been submitted to the Oklahoma Department of Transportation (ODOT) with a request to include the project in their March 19, 2015 bid opening. Construction is anticipated to begin in the summer of 2015 with completion of the work expected in August of 2015. The estimated construction cost of $250,000 will be funded with 80% federal funds and 20% City funds.
DISCUSSION: ODOT requires the City to execute a project agreement and to 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 and approved by the City Attorney.
ODOT is also asking that the local match of the project cost, estimated at $52,168, be paid sixty days in advance of the bid opening, which again has been scheduled for March 19, 2015. Currently, there is only $40,000 budgeted for the local match of the project cost. Additional local funds are needed now to fund the cost of several items that are not eligible for federal funding participation (sprinkler system adjustments and relocation of mailboxes) as well as the extension of a drainage structure on the north end of the project that is required in order to construct the sidewalk over a drainage channel.
RECOMMENDATION: Staff recommends approval of Contract K-1415-107 and Resolution R-1415-81 with ODOT for the McGee Drive Sidewalk Improvement project.
Staff further recommends that Council approve a budget appropriation in the amount of $12,168 from the Capital Fund Balance (050-0000-253.20-00) to Project No. TR0096, McGee Sidewalks from SH9 to Cherrystone, Construction (050-9712-431.61-01) to supplement the $40,000 currently budgeted for the project, and that payment be directed to the Oklahoma Department of Transportation for the local share of project in the amount of $52,168.