DATE: November 10, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russ Truell, ACA Finance and Administration
Becky Caldwell, Director of Sanitation and Environmental Services
SUBJECT:
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Consideration Of Resolution 2015-88, A Resolution Terminating The Grant From The Tennessee Department Of Environment And Conservation (TDEC) For Funds To Design And Construct A Permanent Household Hazardous Waste Facility in the City of Franklin. (09-22-15 WS)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning the TDEC grant for design and construction of a permanent Household Hazardous Waste (HHW) facility to be located at the City Municipal Services Complex.
Background
In 2011, TDEC communicated to counties throughout Tennessee about an opportunity to apply for grant funds to assist with design and construction of a permanent HHW facility.
In conjunction with Williamson County, the City of Franklin applied for and was awarded a $250,000 grant in January, 2013. At the time, the City discussed locating the facility on land adjacent to the existing Sanitation and Environmental Services main office building, at the City Municipal Services Complex, with the intent to incorporate our Batteries, Oil, Paint, Anti-freeze and Electronics (BOPAE) services with the hazardous waste collection facility.
The grant contract with TDEC began April 1, 2013 with an expected end date of March 31, 2018. The schedule for this project planned to have a completed facility, ready to serve the public, on, or before, November 15, 2015.
Financial Impact
After researching other facilities in Tennessee, the expected cost for planning, construction needed equipment was approximately $450,000. In addition to the $250,000 grant monies from TDEC, Williamson County Commission approved a $100,000 contribution to this project, in addition to the $100,000 of capital funding in the FY2015 Sanitation and Environmental Services budget.
Bids were opened for design and specifications of the permanent facility in April 2014. Lambe & Associates presented a master plan including five bays and a general office and restroom area for use by staff and customers. Initially, the City planned to construct a metal structure with appropriate components to meet required standards for HHW facilities, similar to the other facilities in Tennessee. Design started with a metal structure and five bays with defined uses for types of waste based on the properties of the waste(s). Zoning for the Municipal Services Complex property does not allow for a metal structure and the codes governing life safety and containment were primary considerations which led to the condensed three bay design of a masonry type structure. The smaller facility changed the scope of the project, as there is less space for managing, packaging and storing waste collected through the residential drop-off service. Southeast Contractors, of Franklin, Tennessee, presented the lowest bid for construction of the three bay facility with alternate estimates for adding a fourth and fifth bay to the facility. The bid for the three bay design totaled $1,294,200, the alternate for a fourth bay added $135,265 to the total, while adding a fourth and fifth bay to the initial bid added $245,013.
The estimated expense associated with the low bid for construction of this facility does not include purchasing initial required equipment to operate the facility on a daily basis.
TDEC did reimburse the City $35,000 for consultant services associated with the design and specifications for the planned permanent HHW facility.
The bid amount for the smallest feasible facility is 130% over our $450,000 budget.
Recommendation
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Staff recommends communicating with TDEC to terminate the grant contract, for the remaining $215,000, based on the final bid for construction of a permanent HHW facility.