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AMENDMENT ONE TO CONTRACT K-1617-103: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND EST, INC. INCREASING THE CONTRACT AMOUNT BY $230,659 FOR A REVISED CONTRACT AMOUNT OF $399,459 TO PROCEED WITH PHASE II OF THE FINAL DESIGN SERVICES FOR THE CEDAR LANE ROAD PROJECT FROM BLACK LOCUST COURT TO 36TH AVENUE S.E.
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BACKGROUND: On November 10, 2015, the Norman City Council approved programming Resolution R-1516-40, requesting federal funds to widen Cedar Lane Road from Black Locust Court to 36th Avenue SE. This Resolution states the City’s commitment to adhere to the terms and conditions of a federally funded project. Through the Association of Central Oklahoma Governments (ACOG), the Oklahoma Department of Transportation (ODOT) agrees to provide 80% of the cost of construction with a 20% matching share from the City of Norman. The construction cost of this project is estimated to be $8.9 million. In order to receive the federal funding, the City of Norman is required to enter in an agreement with ODOT to complete the design, acquire all rights-of-way and relocate existing utilities/encroachments at City’s cost.
Both development and safety issues are driving the need to widen and improve Cedar Lane Road east through the intersection of 36th Avenue SE.
Proposed improvements for the Cedar Lane Widening Project include:
1. Widen the roadway from two lanes to four lanes
2. New traffic signal and intersection improvements at Cedar Lane Road and 36th Avenue SE
3. Continuous sidewalks and accessibility
4. Stormwater improvements
5. On-street bike lanes
DISCUSSION: On March 14, 2017, City Council approved the scope and fee for engineering services Contract K-1617-103 with EST, Inc. for the Preliminary and Final Design of the Cedar Lane Road Widening Project between Black Locust Court and 36th Avenue SE. EST, Inc. is a local civil engineering firm that specializes in road and bridge design. EST, Inc. has successfully completed a number of projects in Norman. Since funding for the design of this project was split into two fiscal years, only funds for Phase 1, Preliminary Design, in the amount of $168,800 could be allocated during FYE 2018. Now that Phase 1, Preliminary Design, has been completed, City staff is ready for EST, Inc. to move forward with Phase 2, Final Design, pending City Council Approval.
During Phase 1, it was determined that a special culvert design will be necessary to accommodate the drainage at the Cedar Lane Road/36th Avenue SE intersection to accommodate the proposed elevated intersection. This additional scope item has been added to Contract Amendment No. 1 along with the all of the Final Design scope items previously outlined in the original contract including:
• Final Plans
• Right-of-Way Staking, Plot Plans, Exhibits & Easements
• Utility Relocation Coordination
• Retaining Wall Plans & Geotechnical Services
• Traffic Signal Plans
• Final Documentation of Project As-Builts
The total design contract amount for Phase 1, Preliminary Design ($168,800) and Phase 2, Final Design ($230,659) is $399,459. The $230,659 in funds, which were budgeted in FYE 2019 for Contract Amendment One are now available in the Cedar Lane Widening Project, Design (account 050-9552-431.62-01; project TR0106).
If approved, EST Inc. will complete the final design of this project by November, 2019. At that point, if additional capital and/or local funds are authorized, the project will proceed to the utility relocation, land acquisition and construction stages. This project has been proposed for funding as part of the tentative 2019 Transportation General Obligation Bond Program, in the amount of $11.7 million. If this contract amendment is authorized by City Council and if Norman voters approve the proposed Bond Program, construction could begin on this project as early as winter 2020.
RECOMMENDATION: Staff recommends approval of Amendment One to Contract K-1617-103 with EST. Inc., for Phase II of the design of the Cedar lane Road Project between Black Locust Court and 36th Avenue SE, in the amount of $230,659.