DATE: February 28, 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
SUBJECT:
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Consideration of Amendment No. 1 to the Professional Services Agreement (COF Contract No. 2017-0171) with Volkert, Inc. for the Final Design of Franklin ITS Extension Project (TDOT PIN 116144.00) for an Increased Lump Sum Cost of $13,250.00 (Deferred from 2/28/19 CIC Due to Lack of Quorum).
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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. 1 to the Professional Services Agreement (PSA) with Volkert, Inc. (Volkert) for the final design of the Franklin ITS Extension project.
Background
On July 11, 2017, the BOMA approved a PSA with Volkert to provide the final design of the Franklin ITS Extension project, which is funded primarily through a federal grant. This project includes the installation of new and replacement traffic monitoring cameras and additional build-out of the City’s fiber optic communications network.
After the PSA was approved and the design was well underway, the City and the Tennessee Department of Transportation (TDOT) finalized a Communications Resource License Agreement (COF Contract No. 2017-0282). This agreement allows the City and TDOT to share unused fiber optic cable and conduit. More specifically, this agreement allows the City to utilize a spare communications conduit, which was installed recently by TDOT, along I-65 to extend the City’s fiber optic network to the Goose Creek area. This network extension will provide connectivity to the 7 traffic signals and CCTV on Goose Creek Bypass/Peytonsville Road. This extension will also provide connectivity to the future Fire Station 7.
Because the resource sharing agreement was not in place when the original scope of services was developed for design, an amendment will be required to cover the additional design costs. However, this will allow the federal funds allocated to the Franklin ITS Extension project to cover a large portion of the costs for the network extension to the Goose Creek area.
Financial Impact
The cost of Amendment No. 1 is a lump sum amount of $13,250.00. At this time, this additional design cost will be the responsibility of the City, as it is above the current budgeted amount for design services under the current contract with TDOT. Following the completion of the Franklin ITS Extension project, any remaining federal funds could be used to help offset some of this additional cost.
The existing, annual operating budget for the Traffic Operations Center (TOC) has available funding to cover this additional design cost. The General Ledger (GL) code to be used for project expenses will continue to be 110-89470-41610.
Recommendation
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Staff recommends approval of Amendment No. 1 to the PSA (COF Contract No. 2017-0171) with Volkert, Inc. in the lump sum amount of $13,250.00.