DATE: June 22, 2017
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 DRAFT Amendment No. 1 to the Professional Services Agreement (COF Contract No. 2013-0128) with Smith Seckman Reid, Inc. for the Hunters Bend Elementary Safe Routes to School Project (TDOT PIN 118151.00) for a Cost Increase Not-to-Exceed $57,928.44.
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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. 2013-0128) with Smith Seckman Reid, Inc. (SSR) for the Hunters Bend Elementary Safe Routes to School Project (TDOT PIN 118151.00) for a cost increase not-to-exceed $57,928.44.
Background
In a letter dated October 29, 2012, the City of Franklin was notified by the Tennessee Department of Transportation (TDOT) that the City’s submittal for the 2012 Safe Routes to School (SRTS) program had been selected for funding in the total amount of $212,284.00.
On June 12, 2013, TDOT issued the Notice to Proceed for the Environmental Phase of this project. This work was performed by a consultant hired by TDOT.
On September 24, 2013, the BOMA approved the PSA (COF Contract No. 2013-0128 with SSR for design and construction, engineering and inspection (CEI) services associated with this project.
TDOT completed the Environmental Phase and issued a Notice to Proceed for the Design Phase on January 7, 2014. The final design plans were submitted to TDOT for review and comment in October 2014. After several comments and requested changes, TDOT approved the final design plans and issued a Notice to Proceed for Construction on October 27, 2016.
Due to requested design change and the extended review period by TDOT, approximately 85% of the original budget was spent on design, leaving an insufficient amount for CEI services. Amendment No. 1 provides sufficient funding through final completion of the project.
Financial Impact
To date, the professional services associated with this project have been billed to the Parks Department’s annual operating budget. Engineering will work with Finance and Administration to determine the best source of funding for this amendment. It is anticipated that project expenses will be billed to the General Ledger (GL) code of 110-89460-44700 (existing Parks annual operating budget) or 310-89460-44700.
Recommendation
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Staff recommends approval of Amendment No. 1 to COF Contract No. 2013-0128 with Smith Seckman Reid, Inc. for a cost increase not-to-exceed $57,982.44.