Broken Arrow City Council
Meeting of: 10-06-2020
Title:
title
Approval of waiver of bidding requirements set forth in Article V, Section c. and Article XIV of the City of Broken Arrow Purchasing Manual and issuance of a purchase order for the purchase of stormwater infrastructure materials from Nance Precast Concrete Products for the Washington Street Improvements from Garnett Road to Olive Avenue construction project ST1616B
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Background:
The Washington Street (91st Street South) Improvements from Garnett Road (113th East Avenue) to Olive Avenue (129th East Avenue) is a 2014 Streets General Obligation Bond project. Original project number is ST1616. The bond issue calls for widening Washington Street from Garnett Road to Olive Avenue including all appurtenances. The improvements on Washington Street include approximately 1.0 mile of roadway widening from 3 to 5 lanes with asphalt pavement along with the addition of concrete curb and gutter, sidewalk/pedestrian trail, driveways, water line relocation, traffic signalization, enclosed storm sewer system, retaining wall, RCB bridge extension and RCP cross drain extension.
During the course of the project, City of Broken Arrow and H&G Paving, Inc. (Contractor) Change Ordered a reduction scope and work, with exception of the traffic signaling work and traffic control services. With this Change Order, Streets and Stormwater Department personnel are tasked with completing construction of the roadway. As part of constructing the roadway, stormwater infrastructure needs to be installed. This infrastructure consists of inlets, manholes, and pipe.
After assessing the infrastructure already installed and what structures were on site, Staff concluded that several inlets, manholes, and pipes are needed to complete the installation of the stormwater infrastructure for this project. The expected cost of the construction is below the State of Oklahoma Public Competitive Bid Act requirements, therefore, the City’s purchasing policies governing the process of securing a contract. The City’s policies requires a formal competitive bid process be followed. Unfortunately, due to the extenuating circumstances of this project, Staff is concerned that by the time the fabrication of these infrastructure elements are completed, a delay in the critical progress of the construction of this project could be realized. This delay could amount to two (2) to three (3) months and greatly affect other elements of the project.
Therefore, the Staff recommends waiving the formal competitive bid process as required by City ordinances for the necessary materials needed to complete the stormwater infrastructure needs for this project. As stated in the Code of Ordinances, Sec. 2-27 (a) Purchase of or contract for supplies, materials, equipment, or contractual services shall be made through competitive bidding as set forth in section 2-26 <https://library.municode.com/ok/broken_arrow/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTIIPU_S2-26GEPRPU> of the Broken Arrow Code and the purchasing manual. As set forth by the requirements within the City of Broken Arrow purchasing manual Article V, Section c. and Article XIV, City Council has the authority to waive the competitive bidding process for the purchase of materials over $25,000.
Cost: $43,721.50
Funding Source: 2014 GO Bond
Requested By: Rocky Henkel, Director of Streets and Stormwater
Approved By: City Manager’s Office
Attachments: Request for Quotes
Quotes
Recommendation:
recommend
Approve waiver of bidding requirements set forth in Article V, Section
c. and Article XIV of the City of Broken Arrow Purchasing Manual and
issuance of a purchase order for the purchase of stormwater infrastructure
materials from Nance Precast Concrete Products for the Washington Street
Improvements from Garnett Road to Olive Avenue construction project
ST1616B
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