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CONSIDERATION OF AWARDING OF BID 1819-9, APPROVAL OF CONTRACT K-1819-11 WITH EMC SERVICES, L.L.C., IN THE AMOUNT OF $156,384; PERFORMANCE BOND B-1819-17, STATUTORY BOND B-1819-18, AND MAINTENANCE BOND MB-1819-9 FOR THE BART CONNER DRIVE CHANNEL REPAIR PROJECT AND RESOLUTION R-1819-11 GRANTING TAX EXEMPT STATUS.
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BACKGROUND: In response to multiple citizen complaints over several years regarding flooding of the street at the intersection of Bart Conner Drive and Bart Conner Court along with associated safety concerns, the City’s fiscal year 2018-2019 (FYE 2019) Capital Fund includes a project to address the problem. In 2017, the Public Works Stormwater Division began working with Cardinal Engineering to design improvements to the grass-lined drainage ditch just south of the intersection of Bart Conner Drive and the detention area that runs parallel to Bart Conner Drive from the drainage ditch to 36th Ave NW (see attached map). Cardinal Engineering has designed a solution to this problem. Based on Cardinal’s analysis, it was determined that widening the curb opening to the drainage ditch, creating a 17 foot-wide concrete channel from Bart Conner to the detention area to the south, and installing a 5 foot-wide concrete flume at the bottom of the detention area was the most cost effective way to address the drainage and safety concerns reported by the citizens.
DISCUSSION: In order to complete this project in a timely manner, it is necessary to use private contracting services. On January 17, 2018, using the Agreement for On-Call Engineering Services between City of Norman/Norman Utilities Authority and Cardinal Engineering, Contract K-0910-62, Cardinal Engineering was authorized in the amount of $17,000 to prepare a final design and bid documents for this project.
The bid opening was conducted on August 30, 2018, and six (6) contractors submitted bids. The Engineer’s Estimate is $149,749.75. The lowest bid in the amount of $156,384, submitted by EMC Services, LLC, is $6,634.25 (4.4% percent) above the estimate. The second lowest bid was only $1,550.50 higher. The average of the six (6) bids is $192,731.58. If approved, construction will begin on these projects in October 2018 and will be completed by January 2018.
If approved, funding for Contract K-1819-11 in the amount of $156,384 is available in FYE 2019 City Capital Fund, Stormwater Drainage Projects, Construction (account 050-9968-431.61-01; project DR0057). This project is an ongoing annual Capital Stormwater program to address smaller stormwater drainage problems around the City as they are discovered, which includes projects such as this.
RECOMMENDATION NO. 1: Staff has reviewed the bids and recommends that Bid No. 1819-9 for the Bart Conner Drive Channel Repair project be awarded to the low bidder, EMC Services, LLC, in the amount of $156,384.
RECOMMENDATION NO. 2: Staff further recommends that the following contract and bonds be approved:
Contract K-1819-11
Performance Bond B-1819-17
Statutory Bond B-1819-18
Maintenance Bond MB-1819-11
RECOMMENDATION NO. 3: Staff further recommends that, upon approval of Contract K-1819-11, Resolution R-1819-11 be adopted authorizing EMC Services, LLC, as the City’s project agent to avoid the payment of sales tax on materials purchases related to the project.