DATE: October 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 Tennessee Department of Transportation (TDOT) Agreement No. 110291 (COF Contract No. 2011-0129) for the Franklin ITS Extension (PIN 116144.00) and the Adaptive Signal Control Technology (PIN 116144.01) Projects for a Time Extension of Eighteen (18) Months (10/25/18 CIC 3-0)
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Amendment No. 5 to TDOT Agreement No. 110291 (COF Contract No. 2011-0129) for a time extension of 18 months.
Background
On September 13, 2011, the BOMA approved the TDOT Agreement No. 110291 (COF Contract No. 2011-0129) for the Franklin ITS Extension project (TDOT PIN 116144.00). The original project had a total budget of $2,500,000 at an 80/20 match, with the City’s financial obligation being $500,000. The original intent of this project was to expand the City’s ITS infrastructure, per the Franklin ITS Master Plan, which was approved by the BOMA on January 26, 2006. On June 11, 2013, the BOMA approved Amendment No. 1, which added “adaptive signal control” to the list of accepted work types and created a child project (TDOT PIN 116144.01) for the “implementation” of adaptive signal control technology (ASCT). On October 13, 2015, the BOMA approved Amendment No. 2, which allowed for a time extension and redistributed the existing funding. On November 8, 2016, the BOMA approved Amendment No. 3, which corrected some typographical errors and extended the contract completion date to December 31, 2017. Due to the expiration of the environmental clearances, the BOMA entered into Amendment No. 4 on December 12, 2017, which extended the contract deadline to December 31, 2018. Time extensions, if approved by TDOT, are typically granted for one (1) year at a time.
Since the approval of Amendment No. 4, the environmental clearances have been re-approved and the projects are nearing the end of their design. With the adaptive signal project, the City has been given the Notice to Proceed to enter the implementation phase, which allowed the City to work directly with a systems vendor. At the current rate of progress, staff anticipates both projects being bid for construction in the first half of 2019, with final reimbursement requests to be made no later than mid-2020. With these dates in mind, staff requested an 18- month extension from TDOT. Amendment No. 5 represents that 18-month extension, which would change the contract completion date to “on or before June 30, 2020.”
Financial Impact
There is no direct cost associated with this time extension. Amendment No. 5 simply ensures that the City can receive maximum reimbursement for project expenses.
Recommendation
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Staff recommends approval of Amendment No. 5 to TDOT Agreement 110921 (COF Contract No. 2011-0129) for a time extension of eighteen (18) months.