DATE: October 27, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, City Engineer/Director of Engineering
Jonathan Marston, Assistant Director of Engineering
SUBJECT:
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*Consideration of Amendment No. 3 to the Tennessee Department of Transportation (TDOT) Agreement No. 110291 (COF Contract No. 2011-0129) for the Franklin ITS Extension (TDOT PIN 116144.00) and Adaptive Signal Control Technology (TDOT PIN 116144.01) Projects for a Time Extension and Correction of Typographical Errors (Deferred from 10-27-16 Capital Investment Committee)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Amendment No. 3 to the TDOT Agreement No. 110291 (COF Contract No. 2011-0129).
Background
On September 13, 2011, the BOMA approved the TDOT Agreement No. 110291 (COF Contract No. 2011-0129) for the Franklin ITS Extension project (TDOT PIN 116144.00). The original project had a total budget of $2,500,000 at an 80/20 match, with the City’s financial obligation being $500,000. The original intent of this project was to expand the City’s ITS infrastructure, per the Franklin ITS Master Plan, which was approved by the BOMA on January 26, 2006. On June 11, 2013, the BOMA approved Amendment No. 1, which added “adaptive signal control” to the list of accepted work types and created a child project (TDOT PIN 116144.01) for the “implementation” of adaptive signal control technology (ASCT). On October 13, 2015, the BOMA approved Amendment No. 2, which allowed for a time extension and redistributed the existing funding.
Recently, TDOT staff contacted the City to request an amendment to correct some typographical errors on Exhibit A of the agreement. Specifically, Amendment No. 2 incorrectly lists the 20 percent match as being State funds. This was never the intent of the agreement and was simply a typographical error. The 20 percent local match required as a part of this project is, and has always been, the responsibility of the City of Franklin. As is typical of these agreements, the Federal Government funds 80 percent of the contract, while the Local Agency funds the remaining 20 percent. As a part of Amendment No. 3, the City is requesting a time extension until December 31, 2017.
Financial Impact
Amendment No. 3 represents no change to the financial obligations contained in the original contract. Funding for this project was included in the fiscal year (FY) 2017 Traffic Operations Center (TOC) Annual Budget. The General Ledger code to be used for project expenses is 110-89470-41610.
Recommendation
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Staff recommends approval of Amendment No. 3 to the TDOT Agreement No. 110291.