DATE: January 8, 2019
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. 4 to the Professional Services Agreement (COF Contract No. 2014-0209) with CT Consultants, Inc. for the Preparation of Final Plans and Specifications for the Franklin Road Corridor (Streetscape) Improvements Project, from the Harpeth River Bridge to Harpeth Industrial Court, at a cost INCREASE Not-to-Exceed $103,740.00.
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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. 4 to the Professional Services Agreement (PSA) with CT Consultants, Inc. for the preparation of final plans and specifications for the Franklin Road Corridor (Streetscape) Improvements Project.
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 #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 #9 to EG&G’s Segment One PSA for the final design of Franklin Road in the amount of $420,000. Due to the economic downturn of 2008, the final construction plans and specifications were never completed and were shelved until recently.
On September 8, 2009, the BOMA approved the FY 2010-2014 CIP Projects and Priority Ranking. Franklin Road had a Priority Ranking of 8 but was not funded for right-of-way acquisition or construction. On March 13, 2014, the BOMA approved Resolution 2014-13, A Resolution to Adopt the Funding Plan for the FY 2014-2018 CIP (Capital Investment Plan). Included in this resolution was funding approval for the final design of Franklin Road, Harpeth Bridge to Harpeth Industrial Court, totaling $150,000.00 under General Obligation Bond(s). The Franklin Road Project Priority Ranking moved up to #3.
On October 14, 2014, the Board approved COF Contract No. 2014-0209 authorizing CT Consultants (CTC) to complete the remaining steps 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.
On February 9, 2016, the BOMA approved Amendment No. 1 to COF Contract No. 2014-0209, including additional fees to convert the originally designed decorative metal halide street lights to LED light fixtures. This change was not included in the final design PSA, since the change to LED light fixtures was thought to be too expensive. CT Consultants went ahead and investigated the swap to LED lights using mid-2015 LED product specifications and cost data, which showed that LED technology has drastically reduced in costs in recent years.
On June 11, 2017, the Board approved Amendment No. 2 to COF Contract No. 2014-0209, including additional fees to update the project design based upon several factors: inclusion of 3 new fiber line utilities now occupying MTEMC utility poles; the addition of two 10’x18’ box culvert bridge structures recommended for installation at the Harpeth River per the Army Corp of Engineers’ Franklin Road Feasibility Study; and right-of-way and easement coordination with recently developed water and sanitary sewer plans.
On March 13, 2018, the BOMA approved Amendment No. 3 to COF Contract No. 2014-0209, including additional fees to update the field surveying for required MTEMC revisions and updated existing property conditions; additional utility coordination; and a small contingency fund.
On November 13, 2018, the BOMA approved Resolution 2018-95, “A Resolution Providing Direction Regarding the Final Design of the Franklin Road Corridor Improvements Project”. This resolution addressed multiple Franklin Road resident design consideration requests to decrease the project’s impacts to their properties. Staff, along with the direction from the resolution, were able to accommodate many of the resident requests with little to minor plan revisions. Some changes require CTC to re-design and update the plans. Amendment No. 4 includes these changes, along with other minor updates from easement acquisition agreements and coordination with TDOT.
This Amendment No. 4 to COF Contract No. 2014-0209 includes additional fees for the following:
1. At this time, CTC are aware of needed plan revisions to seven (7) different parcels based upon meetings between Ben Worley and the property owners. Additional meetings are forthcoming and additional revisions are anticipated.
2. Extend proposed sidewalks to the north side of Hooper Lane.
3. Addition of storm structures for yard inlet connections.
4. Regrading of the property along Harlinsdale Farm with a 4: 1 maximum slope, per request from Parks Department.
5. Update Erosion and Sediment Control Plans.
6. Updated Landscaping Plans to accurately reflect the City Arborist’s determination on trees to remain and to be removed and cross-sections as needed.
7. Update Property Maps, Acquisition Tables, and General Notes to accurately reflect the secured easements and current TDOT standards.
8. The majority of the legal descriptions and exhibits have been completed for this project, with the exception of Tracts 1 and 32. No revisions to previously prepared legal descriptions and exhibits are anticipated (nor included in our fee proposal) at this time. One legal description and two-page exhibit is anticipated for each parcel.
9. Once all of the plan revisions are completed, CTC will tabulate all of the anticipated quantities and provide an updated Opinion of Probable Construction Costs. Although quantities were previously provided, due to the number of revisions since 2014, all quantities will need to be reviewed and updated for accuracy.
10. Revise the Traffic Control Plans to accurately reflect the constructability of the project including the additional underground utilities that were recently added under Franklin Road.
11. Finalize the traffic signal design along Franklin Road at Old Liberty Pike and New Liberty Pike. Revisions include the use of Wavetronix Detection Devices, replacement of existing traffic signal poles at Liberty Pike, installation of LED street sins and installation of traffic signal arrows onto side streets. Revise signage and pavement marking plans to accommodate the City's decision regarding revised drive lane widths and unshared bike lanes. This also includes the addition of pavement marking plans along Franklin Road/Main Street) between 1st Avenue and the north side of the Harpeth River Bridge (Aerial imagery and City GIS information will be utilized for this section.).
12. Finalize decorative hand rail details for retaining wall adjacent to the Harpeth River Bridge and provide sign details for Mapco, McCall's and the Harpeth Meadows Subdivision and related submittals/coordination to/with appropriate City Departments for review and approval.
13. Finalize lighting plans in accordance with current TDOT requirements utilizing the luminaires and light poles previously selected.
14. Revise and update Electric and Telecommunications Plans. This includes the addition of AT&T fiber optic duct bank and manhole system to accommodate the relocation of the existing underground AT&T facilities, AT&T revisions finalizing service connections and tie-in points, revising Comcast facilities, revising Level 3 facilities per the FCS design, revise MTEMC plans, revise Windstream plans, finalize XO communications design and Zayo design. This also includes one (1) trip to the project area for PTA (Electrical Engineer) to coordinate final design revisions, field investigation and a meeting with the utility companies. It is anticipated that a City representative will be present for any field investigation’s that include entry into buildings. Review all potential utility conflicts.
15. Prepare Atoms Gas Line Plans as directed by the Atmos Gas Company.
16. Utilize the Sanitary Sewer plans previously provided by SSR to prepare current sanitary sewer plans and profiles that reflect the changes, as directed by the City, to accommodate property owner concerns regarding tree removals and to minimize impacts to private property. This includes checking potential conflicts with the relocation of overhead utilities, water mains, storm sewers and gas lines.
17. Utilize the Water Main plans previously provided by SSR to prepare current water main plans and profiles that reflect the changes, as directed by the City, to accommodate property owner concerns regarding tree removals and to minimize impacts to private property. This includes checking potential conflicts with the relocation of overhead utilities, sanitary sewers, storm sewers and gas lines.
18. Submit plans to City, TDOT and utilities for review, revise plans per comments and provide one resubmission for final approval.
19. Prepare bid book utilizing current City of Franklin contract documents and requirements.
See the attached Amendment No. 4 Exhibit A proposal, dated December 5, 2018, from CT Consultants for additional fee details.
Financial Impact
Amendment No. 4’s design services with CT Consultants are at a not-to-exceed cost of $103,740. This will result in a not-to-exceed total contract ceiling of $334,430.
Recommendation
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Staff recommends approval of Amendment No. 4 to COF Contract 2014-0209 with CT Consultants, Inc. in a not-to-exceed amount of $103,740.