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CONSIDERATION OF AWARDING BID 2021-23, APPROVAL OF CONTRACT K-2021-41 BY AND BETWEEN THE CITY OF WITH W.E.B. CONSTRUCTION, INC., IN THE AMOUNT OF $184,684; PERFORMANCE BOND B-2021-37, STATUTORY BOND B-2021-38; MAINTENANCE BOND MB-2021-24 FOR THE RELOCATION OF WATER LINES ASSOCIATED WITH THE 36TH AVENUE N.W. WATER LINE RELOCATION PROJECT, PHASE I, LOCATED BETWEEN TECUMSEH ROAD AND FRANKLIN ROAD AND RESOLUTION R-2021-36 GRANTING TAX EXEMPT STATUS.
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BACKGROUND: On August 28, 2012, the citizens of Norman voted in favor of a Bond Issue to finance the local share of eight transportation/stormwater improvement projects. One of the eight 2012 bond projects is the 36th Avenue Northwest Bond Project between Tecumseh Road and Indian Hills Road.
On November 22, 2011, the Norman City Council approved Programming Resolution R-1112-64, requesting federal funds for the 36th Avenue Northwest Bond Project. This resolution states the City’s commitment to adhere to the terms and conditions of a federally funded project including engineering design, acquisition of all necessary rights-of-way and relocation of utilities and encroachments at 100% the City’s cost. In return, the Association of Central Oklahoma Governments (ACOG), through the Oklahoma Department of Transportation (ODOT), agrees to provide 80% of the construction cost, estimated at $11,500,000, and administration of the construction with the matching share from the City of Norman.
On March 12, 2013, City Council approved engineering services Contract K-1213-170 with the engineering firm of CP&Y in the amount of $703,878.50 to design 36th Avenue Northwest Bond project from Tecumseh Road to Indian Hills Road.
On June 26, 2018, City Council approved Resolution R-1819-12 declaring the 36th Avenue Northwest Project a recoupment project.
Proposed improvements for the 36th Avenue Northwest Bond Project include:
1. Widen two miles of roadway from two lanes to four lanes
2. New traffic signals at 36th Avenue Northwest and Franklin Road and 36th Avenue Northwest and Indian Hills Road
3. Interconnect signals between Tecumseh Road and Indian Hills Road
4. Dedicated left turn lanes at All Saints Catholic School
5. Fifth lane north of Indian Hills Road to Market Place
6. Storm water drainage improvements
7. Continuous sidewalks along both sides of the roadway, with the 10-foot-wide Legacy Trail from Tecumseh Road to Franklin Road on the east side
8. Bicycling facilities as listed in the Norman Bike Plan
On February 26, 2019, City Council approved Authorization for Expenditure No. One to Contract K-1314-102 with Smith-Roberts Land Services, Inc., for the 36th Avenue Northwest Bond Project - Phase 1, in the amount of $54,324, for right of way acquisition services.
On May 28, 2019, City Council approved Amendment One to Contract K-1213-170 for engineering design of the 36th Avenue Northwest Widening Bond Project from Tecumseh Road to Market Place, with CP&Y, Inc., in the amount of $193,895.
On August 27th 2019, City Council accepted the last of the easements from ten (10) parcels required for construction of Phase 1 of the project.
DISCUSSION: Prior to the construction of the 36th Avenue NW Widening Bond Project - Phase 1, all utilities in conflict with the proposed improvements must be relocated. The Norman Utilities Authority has four existing water lines in conflict with the proposed roadway improvements at various locations along 36th Avenue Northwest, between Tecumseh Road and Franklin Road, where the waterline will need to be lowered or relocated to allow construction of the new roadway drainage improvements. As a result, approximately 20 feet of inch (6”), 40 feet of 8” and 300 feet of 12” water line need to be relocated ahead of the road project, at the City’s expense. Bid documents and specifications for the construction of the 36th Avenue Northwest Phase 1 Water Line Relocation Project were advertised according to State Law. Six (6) bids were received on September 24th, 2020.
The low bidder is W.E.B. Construction, Inc. of Moore, Oklahoma in the amount of $184,684, which is $19,676 less than the next lowest bidder. The Engineer’s estimate for the project is $261,500, approximately 41.59% higher than the low bid. Staff has done a comparative analysis of these bids and believes the low bid is competitive and fair. W. E. B. Construction has completed several similar construction projects in Oklahoma and has met the bidding requirements set forth in the bid documents.
The funding for this project is available in the Project BP0197, 36th Avenue NW Widening Bond Project, Land (50595552-46701).
This relocation project is anticipated to be completed by April 1 2021. The Phase 1 widening project will be bid as soon as possible, pending availability of federal funding.
RECOMMENDATION NO. 1: The project team has reviewed the bids and recommends that Bid 2021-23 for the 36th Avenue Northwest Phase 1 Water Line Relocation Project be awarded to the low bidder, W.E.B. Construction, Inc. of Moore, Oklahoma, in the amount of $184,684.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-2021-41
Performance Bond B-2021-37
Statutory Bond B-2021-38
Maintenance Bond MB-2021-24
RECOMMENDATION NO. 3: Staff further recommends that W.E.B. Construction be authorized and appointed as Project Agent via Resolution R-2021-36, to avoid the payment of sales tax on project-related materials.