DATE: February 22, 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
William Banks, Staff Engineer
SUBJECT:
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Consideration of Amendment No. 3 to the Professional Services Agreement (COF Contract No. 2014-0209) with CT Consultants, Inc. (formerly EG&G, Inc.) for the Preparation of Final Plans and Specifications for the Franklin Road Corridor Improvements Project, from the Harpeth River Bridge to Harpeth Industrial Court, at a cost INCREASE not-to-exceed $25,000.00. (2/22/2017 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 Amendment No. 3 to the Professional Services Agreement (PSA) (COF Contract No. 2014-0209) with CT Consultants, Inc. for the Preparation of Final Plans and Specifications for the Franklin Road Corridor Improvements Project, from the Harpeth River Bridge to Harpeth Industrial Court, at a cost increase not-to-exceed $25,000.00.
Background
On July 1, 2005, the City entered into a PSA with EG&G, Inc. for the Design of the Franklin Corridor & Connector Streets Economic Development Project - Segment One. The original Segment One phase included the following projects: Third Avenue North, Fifth Avenue North, Columbia Avenue, and Hillsboro Road. On June 19, 2007, the BOMA approved Amendment No. 6 to EG&G’s Segment One PSA for the preliminary design of Franklin Road, from the Harpeth River Bridge to Harpeth Industrial Court (approx. 3,200 L.F.), in the amount of $195,250.00. On September 9, 2008, the BOMA approved Amendment No. 9 to EG&G’s Segment One PSA for the final design of Franklin Road in the amount of $420,000.00. The final construction plans and specifications were never completed due to the economic downturn of 2008 and were shelved until recently.
On September 8, 2009, the BOMA approved the fiscal years (FY) 2010-2014 Capital Investment Program (CIP) projects and priority ranking. Franklin Road had a priority panking of 8, but was not funded for right-of-way acquisition or construction. On March 13, 2014, the BOMA approved Resolution 2014-13 to adopt the funding plan for the FY 2014-2018 CIP. Included in this resolution was funding approval for the final design of Franklin Road, Harpeth Bridge to Harpeth Industrial Court, totaling $150,000.00. The Franklin Road Project priority ranking moved up to #3.
On October 14, 2014, the BOMA approved a PSA (COF Contract No 2014-0209), authorizing CT Consultants, Inc. (formerly EG&G Inc.) to finalize the Franklin Road construction plans and specifications. Because the project was shelved for 5 years, additional funds were required to update the survey and complete the design.
Amendment No. 1 to COF Contract No. 2014-0209 included additional fees to change the street light fixture design from metal halide to light emitting diode (LED). This change was not included in the 2014 PSA, because a change to LED light fixtures was thought to be too expensive. Using mid-2015 LED product specifications and cost data, CT Consultants investigated the possibility of changing light fixture type to LED. This investigation showed that LED technology had drastically reduced in cost in recent years.
Amendment No. 2 to COF Contract No. 2014-0209 included additional fees to update the project design based upon several factors: the inclusion of 3 new fiber optic utilities that now occupy MTEMC utility poles; the addition of two 10’x18’ box culverts at the Harpeth River as recommended by the Army Corp of Engineers’ Franklin Road Feasibility Study; and right-of-way and easement coordination with recently completed water and sanitary sewer plans.
Amendment No. 3 to COF Contract No. 2014-0209 includes additional fees for the following:
1. Update Existing Conditions Survey: Provide existing conditions and topography for the drive entrance (and removal of previous drive entrance) at 300 Franklin Road and for a fence that was installed on the property immediately north of this property. These improvements were installed after the survey was last updated in 2015; Update survey to provide existing conditions and topography for the property immediately south of Morningside Drive. This area is beyond the original project area, which originally ended at Harpeth Industrial Court, for the installation of MTEMC improvements; Update survey to provide existing conditions and topography for the area west of Franklin Road and North of Hooper Lane. This area is also beyond the original project area for the installation of MTEMC improvements; Update survey to provide existing conditions and topography in front of 206 Franklin Road. These improvements were installed after the survey was updated in 2015.
2. Additional Utility Coordination: Recent meetings with the utility companies over the past couple of months, additional existing utility facilities have been identified along Franklin Road. Also, there have been some ownership transition and/or mergers between some of the utility companies and their facilities. As a result, additional coordination is required by the design team to coordinate the project design with the utility relocation plans that are being prepared by the utility companies. In an effort to keep the project moving forward, much of this additional utility coordination has already occurred.
3. Contingency: To expedite the final design of this project, staff requests the allocation of additional funds for additional meetings and/or additional services that may be required to finalize the design.
Financial Impact
Amendment No. 3 with CT Consultants is at a not-to-exceed cost of $25,000.00. This will result in a not-to-exceed total contract ceiling of $230,690.00. Staff anticipates the continued use of General Ledger (GL) code 311-89440-43100 for project expenses.
Recommendation
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Staff recommends approval of Amendment No. 3 to COF Contract 2014-0209 with CT Consultants, Inc. in a not-to-exceed amount of $25,000.00.