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CONSIDERATION OF AWARDING OF BID 1718-36; CONTRACT K-1718-90 BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND PRECISION CONCRETE CUTTING OF OKLAHOMA, L.L.C., IN THE AMOUNT OF $37,000; CHANGE ORDER NO. ONE INCREASING THE CONTRACT BY $3,000 FOR A REVISED CONTRACT AMOUNT OF $40,000; PERFORMANCE BOND B-1718-53; STATUTORY BOND B-1718-54, AND MAINTENANCE BOND MB-1718-38; AND RESOLUTION R-1718-72 GRANTING TAX EXEMPT STATUS FOR THE CITY SIDEWALK HORIZONTAL SAW CUTTING PROJECT.
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BACKGROUND: Sidewalks are an important part of Norman’s transportation system. Properly constructed and maintained sidewalks provide pedestrian access and recreational resources for members of the community and help promote healthy lifestyles. The City has a responsibility to ensure that sidewalks are maintained for the safety of all users and to comply with the Americans with Disabilities Act (ADA). There are several general items that need to be addressed to meet ADA accessibility and basic safety guidelines. These factors include slope, curb ramps at intersections and being free from tripping hazards.
Many of the sidewalks in Norman were constructed years ago and over time have become damaged and no longer meet the ADA accessibility or safety guidelines. These sidewalks require maintenance and repair. The responsibility of maintaining sidewalks is generally the responsibility of the adjacent property owner. The City participates in the maintenance of sidewalks by providing a matching fund program for the repair of damaged sidewalks. In addition to this program, City Council approved $40,000 for a Horizontal Saw Cutting Program in the FYE 2018 Capital Budget.
DISCUSSION: The purpose of the Sidewalk Horizontal Saw Cutting Project is to eliminate many of the tripping hazards that have been identified in neighborhoods at a reduced cost, in comparison to conventional sidewalk reconstruction. The estimated cost to repair all of the identified tripping hazards by conventional sidewalk replacement is $123,000. However, by utilizing horizontal saw cutting technology, it is possible to repair tripping hazards up to 2 inches without removing and replacing the existing sidewalk. This procedure has been successfully used at the University of Oklahoma campus, the City of Norman’s Core Area Sidewalk Repair Project and the Robinson Sidewalk Repair Project in 2015. This method is approximately 70% less costly than conventional sidewalk replacement.
The area identified for this project is shown on the attached map. These sidewalks have approximately 600 identified tripping hazards over a length of 6 miles of sidewalks.
Bid documents and specifications were advertised according to State Law. Two (2) contractors received the bid documents and one (1) bid was received on February 18th, 2018. The low bidder, with a bid in the amount of $37,000, is Precision Concrete Cutting of Oklahoma, LLC of Mustang Oklahoma. The Engineer’s estimate is $39,000. Precision Concrete Cutting has also successfully bid on the Phase 2 Core Area Horizontal Saw Cutting Project paid for by the City’s Community Development Block Grant (CDBG) program.
Staff is recommending Change Order No. One to this contract to increase the project amount to the full budgeted amount of $40,000. The additional funds will allow additional areas to be repaired using the Horizontal Saw Cutting Method. Funding for the project in the amount of $40,000 is available in Sidewalk Horizontal Saw Cut, Construction (account 050-9407-431.61-01; project TC0155).
Resolution R-1718-72 confers upon Precision Concrete Cutting of Oklahoma, LLC, and 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. If approved, these sidewalk repairs will take place between March and May, 2018.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid 1718-36 for the Sidewalk Horizontal Saw Cutting Project be awarded to Precision Concrete Cutting of Oklahoma, LLC in the amount of $37,000.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-1718-90
Performance Bond B-1718-53
Statutory Bond B-1718-54
Maintenance Bond MB-1718-38
RECOMMENDATION NO. 3: Staff further recommends that Precision Concrete Cutting of Oklahoma, LLC, be authorized and appointed as project agent via Resolution R-1718-72.
RECOMMENDATION NO. 4: Staff further recommends that Change Order No. 1, which increases the contract amount by $3,000 with a total contract price of $40,000 be approved.