DATE: January 28, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, Director of Engineering
William Banks, Staff Engineer
SUBJECT:
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Consideration of Amendment No. 1 to the Professional Services Agreement (COF Contract No. 2014-0209) with EG&G, a Division of CT Consultants, Inc., for the Preparation of Final Plans and Specifications for the Franklin Road Corridor Improvements (Streetscape) Project, from the Harpeth River Bridge to Harpeth Industrial Court, at a Cost INCREASE Not to Exceed $3,700.00 (01/28/16 CIC 4-0)
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Amendment No. 1 to the Professional Services Agreement (PSA) (COF Contract No. 2014-0209) with EG&G, a Division of CT Consultants, Inc., for the Preparation of Final Plans and Specifications for the Franklin Road Corridor Improvements Project (also known as the Franklin Corridor & Connector Streets Economic Development Project Segment One- Franklin Road).
Background
On July 1, 2005, the City entered into a Professional Services Agreement with EG&G, Inc. for the Design of the Franklin Corridor & Connector Streets Economic Development Project - Segment One. The original Segment One phase included the following projects: Third Avenue North, Fifth Avenue North, Columbia Avenue, and Hillsboro Road. On June 19, 2007, the Board approved Amendment #6 to EG&G’s Segment One PSA for the preliminary design of Franklin Road, from the Harpeth River Bridge to Harpeth Industrial Court (Approx. 3,200 L.F.), in the amount of $195,250.00. On September 9, 2008, the Board approved Amendment #9 to EG&G’s Segment One PSA for the final design of Franklin Road in the amount of $420,000.00. The final construction plans and specifications were never completed due to the economic downturn of 2008, and was shelved until recently.
On September 8, 2009, BOMA approved the FY 2010-2014 CIP Projects and Priority Ranking. Franklin Road had a Priority Ranking of 8, but was not funded for Right-of-Way Acquisition or Construction. On March 13, 2014, BOMA approved Resolution 2014-13, A Resolution to Adopt the Funding Plan for the FY 2014-2018 CIP (Capital Investment Plan). Included in this resolution was funding approval for the final design of Franklin Road, Harpeth Bridge to Harpeth Industrial Court, totaling $150,000.00 under General Obligation Bond(s). The Franklin Road Project Priority Ranking moved up to #3.
On October 14, 2014, the Board approved COF Contract No 2014-0209 authorizing CT Consultants (EG&G Inc.) to complete the remaining steps to finalize the Franklin Road construction plans and specifications. Because the project was shelved for 5 years, additional funds were required to update the survey and complete the design.
This Amendment No. 1 includes additional fees to convert the originally designed decorative Metal Halide street lights to LED light fixtures. This change was not included in the final design PSA, since the change to LED light fixtures was thought to be too expensive. CT Consultants went ahead and investigated the swap to LED lights using mid-2015 LED product specifications and cost data, which showed that LED technology has drastically reduced in costs in recent years.
The additional fee will cover the additional time to update the lighting plans (which were already prepared based on Metal Halide). Each sheet will need to be updated for the new fixtures including calculations, fixture types, details, pay items, and specifications. The change to LED street lights will cost the City an additional $29,000.00 in construction costs for the 72 light fixtures. Though, with the yearly maintenance and energy savings from using LEDs instead of Metal Halide, the City could re-coup the additional costs within 5-7 years.
See the attached Exhibit A proposal, dated October 5, 2015, from CT Consultants for additional details.
Financial Impact
Amendment No. 1’s design services with CT Consultants are at a not-to-exceed cost of $3,700.00. This would result in a not-to-exceed total contract ceiling of $140,100.
Recommendation
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Staff recommends Amendment No. 1 to the PSA (COF Contract No. 2014-0209) with EG&G, a Division of CT Consultants, Inc., in a not-to-exceed amount of $3,700.00.