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RESOLUTION R-2021-99: A RESOLUTION OF THE COUNCIL OF THE CITY OF NORMAN, OKLAHOMA, APPROVING A NEW PROJECT (BP0481), 12TH AVENUE S.E. AND SAWGRASS DRIVE, TO BE INCLUDED IN THE 2016 STREET MAINTENANCE BOND PROGRAM AND TRANSFERRING $90,822.05 TO THE NEW PROJECT ACCOUNTS.
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BACKGROUND: There is a short section of 12th Avenue SE south of East Cedar Lane Road near Sawgrass Drive in Cobblestone Creek III Addition that is in need of drainage and paving improvements to tie into existing and proposed improvements on either side of the section. Deferral funds for these improvements were required when Cobblestone Creek III Addition was developed and were paid in the required amount. Due to the age of the development and the narrow frontage on 12th Avenue SE, however, the deferral funds collected at the time are not adequate to complete the improvements. It was also not anticipated that underground storm sewer pipelines would be included in the project.
The preferred public improvements include installation of curb and gutter along 12th Avenue SE, underground storm sewer facilities, new sidewalks to complete the accessible path in the right-of-way, and modifications to the cul-de-sac on Sawgrass Drive to eliminate the emergency access drive onto 12th Avenue SE.
Based on the latest engineering designs for the improvements, a total project cost of approximately $90,000 is estimated. The deferral funds available for this work amount to $26,822.05. This leaves $63,177.95 that will have to come from other sources.
H&H Plumbing and Utilities, Inc. is currently installing storm sewer on-site for Sage Cobblestone Creek Addition directly south and adjacent to this section of necessary improvements. The 12th Avenue SE project’s storm sewer component will need to connect to the new storm sewer being constructed at Sage Cobblestone Creek. Staff contacted the contractor doing the current work for a quote. The quote for just the portion of the project required to complete the grading and drainage improvements was $49,940. On February 10, 2021 the City Manager approved the proposal from H&H in the amount of $49,940.
DISCUSSION: Using the on-site contractor to construct the grading and drainage improvements reduces cost and delay for beginning construction, and allows the new storm sewer to be built immediately and in conjunction with the neighboring system, allowing more flexibility and less chance of conflicts. This portion of the required work was approved separately by the City Manager, and exempted from competitive bidding requirements since the work was below the $50,000 cost threshold required in the City Code (Section 8-204.b.1).
The deferral funds are currently held in a Certificate of Deposit. Once cashed, the appropriation of the funds requires Council approval.
The remaining funds are available after completion of the Rural Asphalt FYE19 Project (BP0412), in the Construction account (50593376-46101). These funds are available due to favorable bids and project completion under budget. Council approval is required to add the 12th Avenue SE location to the bond program and transfer the funds between projects.
RECOMMENDATION NO. 1: Staff recommends approval of a new project location, at 12th Avenue SE near Sawgrass Drive, to be added to the 2016 Street Maintenance Bond Program. The proposed new Project is BP0481.
RECOMMENDATION NO. 2: Staff recommends a budget transfer in the amount of $64,000 from Rural Asphalt FY19, Construction (account 50593376-46101; Project BP0412) to 12th Avenue S.E. & Sawgrass Drive, Construction (Account 50593376-46101; Project BP0481).
RECOMMENDATION NO. 3: Staff further recommends approval of a transfer of deferral funds in the amount of $26,822.05 from Reimbursements/Other City Expenses (509-364229) to 12th Avenue SE & Sawgrass Drive (PAYGO), Construction (50594403-46101; Project TC0279) upon receipt of the deferral funds.