DATE: August 24, 2017
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, City Engineer/Director of Engineering
SUBJECT:
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Consideration of Amendment No. 4 to TDOT Agreement No. 120296 (COF Contract No. 2013-0022) for the Hunters Bend Elementary Safe Routes to School Project (PIN 118151.00)
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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. 4 to Tennessee Department of Transportation (TDOT) Agreement No. 120296 (COF Contract No. 2013-0022) for the Hunters Bend Elementary Safe Routes to School (SRTS) Project (PIN 118151.00.)
Background
The purpose of the Hunters Bend Elementary SRTS Project is to construct improvements to two (2) pedestrian tunnels and the surrounding area near Hunters Bend Elementary School. These improvements generally consist of: sidewalk replacement, earthwork, retaining wall construction, lighting, emergency call box, tunnel surround repair, and ADA improvements.
The history of the Local Agency Project Agreement (LAPA) (TDOT Agreement No. 120296; COF Contract No. 2013-0022) is as follows:
• April 23, 2013 - Original Agreement
• April 28, 2015 - Amendment No. 1 - Time Extension
• April 26, 2016 - Amendment No. 2 - Time Extension
• April 11, 2017 - Amendment No. 3 - Time Extension
The construction history of this project is:
• December 12, 2016 - Construction bids received and opened
• February 14, 2017 - BOMA awards construction bid
• April 20, 2017 - Pre-Construction Meeting
• April 24, 2017 - Effective Date of Notice to Proceed with Work
• July 24, 2017 - Scheduled Completion Date
The original LAPA with TDOT contained an Exhibit A (e.g. funding breakdown) of:
There have been several factors that have contributed to the significant cost overruns for this project. Those factors include:
• Significant delay during the design process
• Scope Creep
o Extended Project Limits
o Unexpected, but necessary additional work during construction
Due to these issues, City staff asked TDOT Local Programs for additional funding to help complete this project. While there was no additional SRTS funding available, TDOT was able to secure additional funding for the project via the Transportation Alternatives Program (TAP). The TAP requires a 20% local agency funding commitment, while the SRTS program requires no local match. However, this added TAP funding will result in an additional $200,000 in federal funds toward this project.
Amendment No. 4 will replace Exhibit A as follows:
Financial Impact
The added TAP funds result in an additional $200,000 in federal funding available to the City of Franklin for the Hunters Bend Elementary SRTS project.
Recommendation
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Staff recommends approval of Amendment No. 4 to TDOT Agreement No. 120296 for the Hunters Bend Elementary Safe Routes to School Project (PIN 118151.00).