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CONSIDERATION OF AND AWARDING OF BID NO. 1213-40, CONTRACT NO. K-1213-84 WITH CENTRAL CONTRACTING SERVICES, INC., IN THE AMOUNT OF $114,846; PERFORMANCE BOND NO. B-1213-31, STATUTORY BOND NO. B-1213-32, MAINTENANCE BOND NO. MB-1213-25, AND RESOLUTION NO. R-1213-56 FOR THE FYE 2013 CAPITAL IMPROVEMENT SIDEWALK PROJECTS AND BUDGET TRANSFER.
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BACKGROUND: The Fiscal Year ending June 30, 2013 (FYE 2013) Capital Improvement Program Budget includes four (4) concrete sidewalk projects in existing neighborhoods throughout Norman. These locations have been requested by citizens to improve access to pedestrians, disabled individuals and other modes of transportation. The projects are similar in nature and more competitive bids have historically been obtained by bidding them together. Therefore, staff combined these projects into one project entitled the FYE 2013 Capital Improvement Sidewalk Projects. These four (4) projects are described in detail below and outlined in a table attached.
The purpose of the "Sidewalk 24th Avenue N.W. - Robinson to UNP Shopping Center" is to construct a 5 foot (5') wide sidewalk on the west side 24th Avenue N.W. to create an ADA-compliant pedestrian route from the bus stop location on Robinson Street to the shopping center parking lot to the north (Super Target Store).
The purpose of the "Sidewalk Brooks Street - Jenkins Avenue to Classen Boulevard." is to construct a 5-foot (5') wide ADA-compliant pedestrian route on the south side of Brooks Street from the parking lot on the north side of the Oklahoma University Park (Duck Pond) to Classen Boulevard to assist a large amount of pedestrian traffic.
The purpose of the "Sidewalk Elmwood Street - Brookside Drive to Pickard Avenue" is to fill a sidewalk gap by constructing a 5 foot (5') wide ADA-compliant sidewalk route on the north side of Elmwood Street from Pickard Avenue to the west side of Brookside Drive to then tie with the existing sidewalk to the north and the pedestrian path across Imhoff Creek to Berry Road.
The purpose of the "Sidewalk 500 Block of 48th Avenue N.W." is to construct 185' of sidewalk to fill the gap in the sidewalk on the east side of 48th Avenue N.W. between Main Street and Robinson Street and repair damaged sidewalk to the north of this location with a 5-foot (5') wide ADA-compliant sidewalk route.
DISCUSSION: Bid documents and specifications were advertised according to State Law on October 3, 2012 and October 10, 2012. Eleven (11) contractors received the bid documents and six (6) bids were received on October 25, 2012. The low bidder, in the amount of $114,846, is Central Contracting Services, Inc. of Norman. Central Contracting Services, Inc. has successfully performed work for the City of Norman for many years on various projects. The Engineers' estimate is $132,000.
The bid amount for each of the four (4) programs is shown separately on the attached bid summary. The bids for three (3) projects; "Sidewalk 24th Avenue N.W. - Robinson to UNP Shopping Center", "Sidewalk Brooks Street - Jenkins Avenue to Classen Boulevard.", and "Sidewalk 500 Block of 48th Avenue N.W."; were less than the budgeted amount; and the bid for "Sidewalk Elmwood Street - Brookside Drive to Pickard Avenue" project was greater than the budgeted amount. Please reference Table 1 attached to this memo.
Staff recommends the approval of a fund transfer in the amount of $15,415, which will increase the budgeted cost amount for one (1) project; "Sidewalk Elmwood Street - Brookside Drive to Pickard Avenue". The additional funds will allow a five foot (5') wide sidewalk to be placed adjacent to the curb that will better accommodate property owners with large trees and retrofit the seven (7) existing driveways to meet slope and grade requirements. This fund transfer will reduce the budgeted amount for two (2) projects "Sidewalk 24th Avenue N.W. - Robinson to UNP Shopping Center" and "Sidewalk 500 Block of 48th Avenue N.W." as shown in Table 2. The FYE 2013 Concrete Projects Budget, Table 2, also shows an unencumbered amount of $5,000 that will be made available for additional project design & testing of materials. The total project cost of $119,846 is $16,154 or 12% less than the budgeted funds of $136,000.
If approved, all of this work will be completed by August 31, 2013.
Resolution No. R-1213-56 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.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid No. 1213-40 for the FYE 2013 Capital Improvement Sidewalk Projects be awarded to the low bidder, Central Contracting Services, Inc. in the amount of $114,846.
RECOMMENDATION NO. 2: Staff further recommends that, upon approval of Bid No. 1213-40, the following contract and bonds be approved:
Contract No. K-1213-84
Performance Bond No. B-1213-31
Statutory Bond No. B-1213-32
Maintenance Bond No. 1213-25
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Bid No. 1213-40, Central Contracting Services, Inc., be authorized and appointed as project agent via Resolution No. R-1213-56.
RECOMMENDATION NO.4: Staff further recommends approval of the fund transfer within Account 050-9712-431.61-01, which reduces the budget amount for Project Number TC0255: "Sidewalk 24th Avenue N.W. - Robinson to UNP Shopping Center" by $10,000 and Project Number TC0258: "Sidewalk 500 Block of 48th Avenue N.W." by $5,415; then increases the budget amount for Project Number TC0257: "Sidewalk Elmwood Street - Brookside Drive to Pickard Avenue" by $15,415.