DATE: June 28, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Mark Hilty, ACA Public Works
Lisa Clayton, Parks Director
Paige Cruse, Parks and Recreation Superintendent
SUBJECT:
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Consideration Of An Interlocal Agreement Between Franklin Special School District And The City Of Franklin For The Design, Bidding, And Construction Of Ballfields And Related Infrastructure Located At Freedom Middle School And Poplar Grove School Campus (COF Contract No. 2019-0214). (07-09-19 WS)
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning the Interlocal Agreement between the Franklin Special School District (FSSD) and the City of Franklin for the design, bidding, and construction of ball fields and related infrastructure located at Freedom Middle School and Poplar Grove School campus.
Background
The City of Franklin Parks Department has been working with the FSSD to replace two existing ball fields and upgrade existing infrastructure to construct new facilities per the approved master plan developed for this site. The project generally includes the construction of two baseball fields, batting cages, pedestrian accommodations, seating, concessions, and restroom facilities.
The Interlocal Agreement outlines the financial responsibilities of the City of Franklin and the FSSD for this project. Through the City’s procurement process, Lose Designs has been selected to design the project (reference COF Contract No. 2019-0173 PSA between Lose Design and the City approved on 6/11/19). The total cost for the design and permitting is Two Hundred Seventy-Six Thousand Three Hundred dollars ($276,300.00). The City and the FSSD shall each pay a fifty (50%) percent portion of this cost, totaling One Hundred Thirty-Eight Thousand One Hundred Fifty dollars ($138,150.00) for each party. Additionally, each party shall contribute fifty (50%) percent of the cost associated with the design, permitting, easement acquisition, construction management and construction of the project site.
Financial Impact
The Opinion of Cost from the consultant has estimated the total design, bidding, and construction costs to be approximately Five Million Seven Hundred Thousand dollars ($5,700,000), which is also indicated in the City’s Capital Investment Program (CIP). The process for payment is as follows: The City will fund the design, permitting, easement acquisition, construction management, and construction of the project site through the Capital Improvement Projects Fund. The City will periodically submit invoices to the FSSD for reimbursement of fifty (50) percent of all costs paid by the City. The invoice shall be payable within 30 days after approval by the FSSD, and each invoice shall include copies of approved contracts and invoices associated with the project and copies of checks or receipts to show proof of payment. Funds collected from the FSSD will be deposited into the City’s Capital Investment Projects Fund.
The City will fund all initial costs through the Capital Investment Projects Fund, including the Two Hundred Seventy-Six Three Hundred dollar ($276,300.00) for the design of the project by Lose Designs. The FSSD will reimburse the City for fifty (50) percent of all costs associated with the project, including an amount of One Hundred Thirty-Eight Thousand One Hundred Fifty dollars ($138,150.00) for the design of the project.
Recommendation
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Staff recommends approval of COF Contract No. 2019-0214.