DATE: January 25, 2018
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 Amendment No. 5 to TDOT Agreement No. 120296 (COF Contract No. 2013-0022) for the Hunters Bend Elementary Safe Routes to School Project (PIN 118151.00) to Add Additional Federal Funds and to Extend the Completion Date (CIC 01/25/18 4-0)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Amendment No. 5 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) to add additional federal funding in the amount of $193,137.68 and to extend the completion date, between TDOT and the City, to May 12, 2019.
Background
The purpose of the Hunters Bend SRTS project is to construct improvements to two (2) pedestrian tunnels and the surrounding area near the Hunters Bend Elementary School. These improvements generally consist of: sidewalk replacement, retaining wall construction, lighting, installation of an emergency call box, tunnel surround repair, and accessibility improvements.
The contract history of this 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 for a 1-Year Time Extension
• April 26, 2016 - Amendment No. 2 for a 1-Year Time Extension
• April 11, 2017 - Amendment No. 3 for a 1-Year Time Extension
• September 12, 2017 - Amendment No. 4 to Add $200,000 in federal Transportation Alternative Program (TAP) funds to the project.
On November 14, 2017, the BOMA approved Change Order No. 1 to the construction contract (COF Contract No. 2014-0259) for this project to allow for the construction of new, larger retaining walls at the project site. This change order added $352,076.00 to the cost of the project. Because of this added work and additional cost, City staff worked with TDOT Local Programs staff to secure an additional $193,137.68 in federal funds ($55,987.09 SRTS and $137,150.59 TAP) for this project. Amendment No. 5 will formally add these funds to the LAPA. The City is only allowed to request reimbursement through the completion date listed in the current LAPA. Therefore, this amendment also extends the project completion date of the LAPA by one (1) year to May 12, 2019. It is important to note that this time extension is only between the City and TDOT, not between the City and the contractor.
Financial Impact
This amendment adds $193,137.68 in federal funds to this project, lessening the financial burden on the City. A summary of the projects costs, available federal funds, and the City’s fiscal responsibility is shown in the following table:
Recommendation
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Staff recommends approval of Amendment No. 5 to TDOT Agreement No. 120296 (COF Contract No. 2013-0022) for the Hunters Bend Elementary Safe Routes to School Project (PIN 118151.00).