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AMENDMENT NO. TWO TO CONTRACT K-1617-120: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND MESHEK AND ASSOCIATES, L.L.C. INCREASING THE CONTRACT AMOUNT BY $73,970 FOR A REVISED CONTRACT AMOUNT OF $347,474 TO PROVIDE ENGINEERING SERVICES FOR THE DESIGN OF FOUR STORMWATER PROJECTS, INCLUDING PREPARATION OF BID DOCUMENTS, AND REVIEW OF THE ENGINEERING DESIGN CRITERIA.
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BACKGROUND:
Three stormwater projects have been funded in the City’s Capital Budget in previous fiscal years to address specific flooding or maintenance issues: Creston Way and Schulze Drive, 36th Ave NW and Tecumseh Road, and Merkle Creek behind Cleveland Elementary School. These projects have not been completed due to a shortage of staff.
The Creston Way and Schulze Drive project is located between Creston Way and Schulze Drive in the central part of Norman in the Bishop Creek watershed (Ward 4). The current drainage system consists of a concrete flume connected to a stormwater pipe which is then connected to a second concrete flume. The system is believed to be undersized and contributing to flooding at homes on Creston Way. The City’s goal is to make improvements to the undersized stormwater pipeline in this area to eliminate flooding problems at homes located on Creston Way.
The 36th Ave NW and Tecumseh Road project is located at the intersection of 36th Avenue NW and Tecumseh Road in the Little River watershed (Ward 8). The current drainage system consists of a box culvert under Tecumseh Road to the west of 36th Avenue NW which drains to an open channel. The open channel receives flow from McBride Orthopedic Hospital on the east as well as MidFirst Bank and a ONEOK Gas Transportation, LLC, property from the southeast. The open channel enters a small detention pond to the immediate west of the channel before entering a stormwater pipe to the north. The City’s goal is to determine the cause of flooding to homes north of McBride Orthopedic Hospital on Buckingham Drive, ensure the gradient of the box culvert under Tecumseh Road is such that stormwater will flow from the south to the north as required, and eliminate standing water in the open channel.
The third channel repair project is located at the intersection of Iowa Street and Merkle Creek, west of Cleveland Elementary School, in the Merkle Creek watershed (Ward 8). The streambank is in need of stabilization and improved access for maintenance. The basic scope of work will be to conduct a comprehensive hydraulic and hydrologic study of this portion of Merkle Creek and provide a design for natural stream restoration techniques to maintain bed elevation and stabilize the banks to provide continued protection for property as well as to enhance habitat and environmental conditions within the stream channel while allowing for ease of maintenance.
The Public Works Department prepared a Request for Proposal (RFP) to solicit the engineering services necessary to prepare plans, specifications and bid packages, and to provide technical assistance throughout the design and construction of eight (8) separate projects including the three stormwater projects located at Creston Way and Schulze Drive, 36th Ave NW and Tecumseh Road, and Merkle Creek behind Cleveland Elementary School. Nineteen (19) proposals were received for the group of projects. One proposal addressed all three stormwater projects specifically. The Selection Committee included three (3) staff members consisting of Masoud Pajoh, Capital Projects Engineer; Carrie Evenson, Stormwater Engineer; Tim Miles, Capital Projects Engineer; and two (2) private citizens including Luis Malave, Oklahoma Department of Transportation’s Division 3 Maintenance Engineer; and Andrew Seaman, D5 Architecture. The Selection Committee members independently scored each proposal on a point scale as defined in the request for proposal. Upon review of the proposals by the Selection Committee, the proposal by Meshek and Associates, PLC of Tulsa, Oklahoma, was selected for these projects.
Staff negotiated a contract with Meshek and Associates, PLC, to provide these services for $243,504.
The design services included:
• Detailed Topographic Survey
• Data Collection/Processing
• Hydrology & Hydraulic Modeling
• Letter of Map Revision, if necessary
• Preliminary Plans
• Final Construction Plans
On April 25, 2017, City Council approved Contract K-1617-120 by and between the City of Norman and Meshek and Associates, PLC, in the amount of $243,504.
On October 10, 2017, City Council approved Amendment No. 1 to Contract K-1617-120 by and between the City of Norman and Meshek and Associates, PLC, in the amount of $30,000 for a total revised contract amount of $273,504 for the engineering services necessary to prepare final design plans, specifications and bid package for The Vineyard Addition drainage improvements.
As of June 15, 2018, the final design has been completed for Creston Way and Schulze Drive project and will replace three, open concrete flumes with a larger stormwater pipe system. All necessary efforts were made to limit the project improvements to areas with existing drainage easements and rights-of- way; however, in order to complete this repair, additional drainage easements will need to be acquired from up to seven property owners on Schulze Drive.
A hydrologic and hydraulic analysis has been completed for the 36th Ave NW and Tecumseh Road project, and alternatives have been developed to attempt to alleviate flooding that has been reported by residents located on the south side of Buckingham Drive. The results of the hydrologic and hydraulic analysis indicate that several downstream pipe segments, listed as Segments B and D on Attachment 4, are undersized and restrict the amount of water that can be discharged to the Castlerock Addition, Section 5, detention pond. Due to these findings, completion of this project will require additional detailed work on the survey, hydrology and hydraulic analysis, and construction plans.
Also, a review of the original contract found that preparation of bid documents was inadvertently left out of the original scope of work for these projects and is necessary in order to complete these projects in as timely a manner as possible.
Finally, as the discussion of the Stormwater Utility and stormwater in general continues in Norman, it was determined that the existing stormwater-related sections of the City of Norman’s Engineering Design Criteria are in need of review to determine what, if any, updates need to be made. Meshek and Associates has done such work in numerous other communities in Oklahoma and is well qualified to review, assess, and comment on the City of Norman’s Engineering Design Criteria in order to complete the update of these sections while staff is completing other needed policies in FYE 2019.
DISCUSSION:
This proposed Council action is to amend Contract K-1617-120 with Meshek and Associates for the engineering services necessary to prepare bid documents for Creston Way and Schulze Drive, 36th Ave NW and Tecumseh Road, and Merkle Creek behind Cleveland Elementary School; conduct additional detailed survey, hydrology and hydraulic analysis, and preparation of construction plans for the 36th Ave NW and Tecumseh Road project for drainage improvements necessary within the Castlerock subdivision; provide right-of-way acquisition services for the Creston Way and Schulze Drive project; and review, assess, and comment on the existing stormwater-related sections of the City of Norman’s Engineering Design Criteria.
If approved, funding for Amendment No. 2 to Contract K-1617-120 in the amount of $73,970 is available in the Capital Fund, Stormwater Drainage Projects, Design (account 050-9968-431.62-01; project DR0057). This is an ongoing annual project to address smaller stormwater drainage problems around the city, which includes projects such as these.
RECOMMENDATION:
Staff recommends that the City Council approve Amendment No. 2 to Contract K-1617-120 with Meshek and Associates for additional survey and engineering work on several projects and review of the Engineering Design Criteria in the amount of $73,970 for a total revised contract amount of $347,474.