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CONTRACT NO. K-1213-156: A MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR FEDERAL-AID PROJECT NO. IM-NHIY-0035-2(289)109, JOB NO. 09031(08) FOR THE INSTALLATION OF HIGHWAY LIGHTING ALONG INTERSTATE 35 AND MAIN STREET AND ADOPTION OF RESOLUTION NO. R-1213-94.
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BACKGROUND: On December 13, 1994, City Council approved Resolution No. R-9495-45 requesting federal funds for the installation of roadway lighting along Interstate 35 from S.H. 9 to the Norman/Moore city limit, including the interchanges of SH 9, Lindsey Street, Main Street, Tecumseh Road, U.S. 77 and Indian Hills Road. With this action, Council set in motion a process that ensures there is lighting included in every Interstate 35 reconstruction project within the Norman city limits.
Construction of the lighting improvements called for in the resolution has been and continues to be phased over time. The work has also been coordinated within each of the Interstate 35 reconstruction projects constructed and planned by the Oklahoma Department of Transportation (ODOT). The first phase was addressed when the Tecumseh Road interchange was illuminated in 1998. The second phase, which included the installation of roadway lighting along the median of Interstate 35, from Indian Hills Road to the Norman/Moore City limit, was completed in 2001 . The third phase, which included the installation of roadway lighting along the median of Interstate 35 from north of Main Street to the US Highway 77 interchange, was completed in 2010. The fourth phase, which is the one addressed in the subject maintenance agreement, includes the lighting of the I-35 and Main Street interchange. City Council approval of a project maintenance agreement and payment of the local share of the project, if applicable, are typically the last pre-construction activities of a federally funded project.
DESCRIPTION: ODOT typically requires the City to execute a project agreement and to adopt it by resolution before bidding a project. In the case of this Interstate 35 project, Oklahoma Department of Transportation staff did not request the City's approval of the agreement until after the opening of bids. In fact, construction of the interchange, which includes roadway lighting, began on January 7, 2013.
In order to formalize the City's maintenance responsibility, in accordance with the original resolution adopted by City Council on December 13, 1994, ODOT is requesting that the subject agreement be approved. 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 assuming 100% responsibility for the construction cost of the new system. The City's responsibilities involve only the operation and maintenance of the lighting system. As we have done in the past with other similar projects, the City will defer this responsibility to OG&E under the conditions of our franchise agreement. The annual operating cost for the system is approximately $7,600 per year, which will be budgeted in Account No. 010-5023-429.43-11 (Electricity - Street Lights) as part of the FYE 2014 budget
RECOMMENDATION: Staff recommends approval of Contract No. K-1213-156 and Resolution No. R-1213-94 with ODOT for the operation and maintenance of the roadway lighting system at the Interstate 35 and Main Street interchange.