DATE: July 27, 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
William Banks, Staff Engineer
SUBJECT:
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Consideration of Amendment No. 1 to the Professional Services Agreement (COF Contract No. 2015-0150) with Sullivan Engineering, Inc. for Limited Construction Administration and Final Design Services for the Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway, for a Cost Increase Not-to-Exceed $14,837.52 (07/27/17 CIC 3-0)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning DRAFT Amendment No. 1 to Professional Services Agreement (PSA) with Sullivan Engineering, Inc. (SEI) for Limited Construction Administration and Final Design Services for the Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway.
Background
SEI’s original final design contract (COF Contract No. 2013-0011) for the Hillsboro Road Improvements Project Phase 2 was expended in 2015 to submit construction plans to TDOT for their review and approval.
On July 14, 2015, the BOMA approved a PSA (COF Contract No. 2015-0150) with SEI for Limited Construction Administration and Final Design Services for the Hillsboro Road Improvements Project Phase 2. This PSA was needed for the following reasons:
1. To incorporate plans revisions requested by the TDOT Local Programs Development Office, in order to receive approval to advertise and bid out the project. Recent changes to the 2015 TDOT Local Programs Guidelines required bid manual and plan updates to meet current standards.
2. Bidding services - These were originally included in SEI’s final design contract, but those funds were used for the Phase 1 project coordination with Phase 2, additional utility coordination, and to complete bid manual coordination with the other Phase 2 design consultants. SEI will issue bidding addendum, administer the bid opening, and provide the official bid tabulation.
3. Limited construction administration - SEI will attend necessary construction meetings only at the request of the City, review and approve certain shop drawing submittals, and issue any required plan revisions to fully complete the construction project.
Amendment No. 1 includes the following additional engineering services:
1. Various utility issues have required development of drainage structure options not typically utilized on a TDOT project. Specialty items researched, of this nature are not typically anticipated, as all items typically originate from the TDOT procurement list. In developing these options additional research time, product evaluation, meetings, details and related design efforts were not anticipated. However, this effort has provided options to obtain desperately needed clearance for installation of underground utility installation.
2. With the undetermined time line for the TDOT Construction of Hillsboro Road, north of Rebel Circle on west and north of Claude Yates Drive east, which is to be constructed as part of the extension of Mack Hatcher Parkway, modifications to the current design, were implemented. These design changes will serve to reduce cost and conflict when Mack Hatcher Parkway is extended.
See the attached Exhibit A for the detailed SEI proposal and explanations.
Financial Impact
Professional Services Agreement (COF Contract No. 2015-0150) with Sullivan Engineering, Inc. was at a not-to-exceed cost of $36,884.15. This Amendment No. 1’s professional engineering services with SEI are at a not-to-exceed cost of $14,837.52. This will result in a not-to-exceed total contract ceiling of $51,721.67.
Recommendation
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Staff recommends approval of Amendment No. 1 to COF Contract 2015-0150 with Sullivan Engineering, Inc. (SEI) in a not-to-exceed cost increase of $14,837.52.