DATE: June 25, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
David Parker, City Engineer/CIP Executive
Paul Holzen, Director of Engineering
William Banks, Staff Engineer 1
SUBJECT:
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*Consideration of a Utility Relocation Agreement (COF Contract No. 2015-0044) with AT&T Tennessee for the Hillsboro Road Improvements Project Phase 2, from Independence Square to Mack Hatcher Parkway, in the estimated amount of $140,130.60 (06-25-15 CIC; Deferred from 7/14/15 BOMA; 08/25/15 WS)
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning a utility relocation agreement (COF Contract No. 2015-0044) with AT&T Tennessee for the Hillsboro Road Improvements Project Phase 2, from Independence Square to Mack Hatcher Parkway.
Background
During development of the final construction plans for Hillsboro Road Phase 2, multiple utility coordination meetings with AT&T were held. Because the City is undergrounding all overhead utilities to new buried duct bank systems, AT&T’s local phone service distribution plans had to be designed (by the City) and incorporated into the Hillsboro Road design plans. But, AT&T has a separate existing underground fiber optic system that needs relocating as well during the construction of Hillsboro Road. This separate AT&T fiber optic system is the responsibility of AT&T, and therefore was designed by AT&T’s own consultants.
Per this utility relocation agreement, it is in the mutual interest of both the City and AT&T that the AT&T fiber optic utility relocation work be performed as part of the City’s upcoming Hillsboro Road Phase 2 Project’s construction contract, COF Contract No. 2015-0002. The City will show the proposed relocation of the AT&T facilities in the Hillsboro Road Phase 2 Project construction plans as project cost items. The City will be responsible for having its contractor perform the AT&T utility relocation work in accordance with the City’s construction contract. AT&T agrees to fully reimburse the City for their actual construction costs.
Financial Impact
The Utility has furnished the City with final utility relocation construction plans and a construction cost estimate showing the manner of relocating their facilities. The estimated total AT&T relocation cost is in the amount of $140,130.60. AT&T will make a lump sum payment to the City for the estimated amount, prior to bidding. In the event said AT&T payment exceeds the aggregate amount of AT&T’s construction charges, the difference will be refunded to them. In the event AT&T’s construction costs exceed the deposit, they agree to reimburse the City for the additional amount.
All costs will be paid for out of the Capital Improvement Budget for Hillsboro Road Improvements, with AT&T Tennessee reimbursing the actual construction cost to the City.
Recommendation
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Staff recommends approval of the utility relocation agreement (COF Contract No. 2015-0044) with AT&T Tennessee.