DATE: April 26, 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. 1 to the Professional Services Agreement (COF Contract No. 2014-0160) with Gresham Smith and Partners for Construction Administration, Engineering, and Inspection Services for the Hillsboro Road Improvements Phase 2, Independence Square to Mack Hatcher Parkway, in an Amount Not-to-Exceed $84,000.00. (4/27/2018 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. 1 to the Professional Services Agreement (PSA) with Gresham Smith and Partners (GS&P) for construction administration, engineering, and inspection (CEI) services for the Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway.
Background
The Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway, started construction in April of 2016. Due to the use of state and federal funds, the Tennessee Department of Transportation (TDOT) requires full CEI services on this project. GS&P was selected by the City to perform day-to-day construction administration, to document inspections, and to assist in coordination between the City and TDOT. The BOMA approved the original PSA (COF Contract No. 2014-0160) with GS&P on September 9, 2014.
The original PSA included funds for a 14-month construction contract and a 1-month close-out period. Due to utility conflicts and other construction issues, the construction contract was extended by 5 months. GS&P was able to budget their inspection time and original fees to accommodate the extended 5 months of contract time though November 2017. Furthermore, GS&P was able to use the fee listed in the original PSA to provide their services through February 2018, without the need for additional funds. Because the contractor is still not complete (as of April 2018), GS&P has continued to perform in their inspection role on the job site.
Amendment No. 1 allows for additional CEI services, both day-to-day inspection and project closeout documentation, through July 2018. See the attached Scope of Services (Attachment A), dated April 17, 2018, from GS&P, for detailed information.
Financial Impact
The cost of Amendment No. 1 is $84,000.00. Expenses will continue to be paid from the Capital Project Fund, with the main source of funding being the 2017 General Obligation Bond issue. Therefore, the General Ledger (GL) code to be utilized for project expenses is 311-89420-43100. These costs will be reimbursed by TDOT.
Recommendation
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Staff recommends approval of Amendment No. 1 to the PSA (COF Contract No. 2014-0160) with Gresham Smith and Partners in an amount not-to-exceed $84,000.00.