DATE: July 1, 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: le
*Consideration of a Professional Services Agreement (COF Contract No. 2017-0171) with Volkert, Inc. for the Final Design of the Franklin ITS Extension Project (TDOT PIN 116144.00) in an Amount Not-to-Exceed $71,500.00
Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning a professional services agreement (PSA) with Volkert, Inc. for the final design of the Franklin ITS Extension Project.
Background
On September 13, 2011, the BOMA approved a Local Agency Project Agreement (COF Contract No. 2011-0129) with the Tennessee Department of Transportation (TDOT) for the Franklin ITS Extension Project (TDOT PIN 116144.00). That original agreement has since been amended to include an Adaptive Signal Control Technology (ASCT) component (TDOT PIN 116144.01). The funding allocation for the overall projects is broken down as follows:
Franklin ITS Extension (TDOT PIN 116144.00)
Phase Funding Fed % State % Local % Estimated Cost
Design U-STBG 80 0 20 $150,000
Construction U-STBG 80 0 20 $667,500
CEI U-STBG 80 0 20 $75,000
TDOT ES U-STBG 80 0 20 $7,500
Adaptive Signal Control Technology (ASCT) (TDOT PIN 116144.01)
Phase Funding Fed % State % Local % Estimated Cost
Design U-STBG 80 0 20 $350,000
Implement U-STBG 80 0 20 $375,000
Construction U-STBG 80 0 20 $778,750
CEI U-STBG 80 0 20 $87,500
TDOT ES U-STBG 80 0 20 $8,750
Preliminary work has been completed to document the City’s current ITS system and to develop list of future projects to build-out the network. We are now ready to proceed with the final design of several of the ITS Extension projects.
Because this project is funded, in large part, by federal grant funds, the City issued a request for Letters of Interest (LOI) and Statements of Qualifications (SOQ). Four (4) engineering firms responded to this request. After careful review of the submitted LOI and SOQ, staff recommends the selection of Volkert, Inc. to complete the design of the Franklin ITS Extension projects. The individual improvements to be completed are:
• New ITS (e.g. traffic) Cameras at:
o SR-96W and 11TH Avenue
o Carothers Parkway and Liberty Pike,
o East McEwen Drive Roundabout,
• Upgrade of Existing Cameras at:
o South Royal Oaks Boulevard and Oak Meadow Drive
o SR-96 (Murfreesboro Road) and Center Pointe Place
o SR-96 (Murfreesboro Road) and I-65 Northbound Ramps
• Extension of Communications Fiber Optic Conduit and Cable along Cool Springs Boulevard across I-65
A Systems Engineering Analysis (SEA) will also be performed to help document the need and benefit of this additional investment.
Financial Impact
Approximately $60,000 of this proposed contract (COF Contract No. 2017-0171) is eligible for reimbursement at rate of 80% (e.g. reimbursement of $48,000.) The remaining $23,500, of the total contract ceiling of $71,500.00, would be the responsibility of the City. This project is budgeted in the Traffic Operation Center (TOC) annual operations budget for fiscal year 2018.
The General Ledger (GL) code to be used for project expenses is expected to be 110-89470-41610.
Recommendation
Contingent upon final review by the City Administrator and the City Attorney, staff recommends approval of COF Contract No. 2017-0171 with Volkert, Inc. in an amount not-to-exceed $71,500.00.