DATE: September 26, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, Director of Engineering
Jonathan Marston, Assistant Director of Engineering
William Banks, Staff Engineer
SUBJECT:
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Consideration of Amendment No. 5 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 $52,000.00. (9/26/19 CIC, 4-0)
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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. 5 to the Professional Services Agreement (PSA) with CT Consultants, Inc. (CTC) 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.
Background
The history of this PSA (COF Contract No. 2014-0209) with CTC is as follows:
October 14, 2014 - BOMA approved COF Contract No. 2014-0209 authorizing 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.
February 9, 2016 - BOMA approved Amendment No. 1 to convert the originally designed decorative Metal Halide street lights to LED light fixtures.
June 11, 2017 - BOMA approved Amendment No. 2 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.
March 13, 2018 - BOMA approved Amendment No. 3 to update the field surveying for required MTEMC revisions and updated existing property conditions; additional utility coordination; and a small contingency fund.
November 13, 2018 - 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, thereby requiring CTC to re-design and update the plans.
January 8, 2019 - BOMA approved Amendment No. 4, which included the resolution’s changes, along with other minor updates from easement acquisition agreements and coordination with TDOT.
This Amendment No. 5 includes additional fees for the following:
1. Multiple revisions to easement documents and the construction drawings were requested as an outcome of meetings with property owners, coordination with the TDOT bridge replacement project, and other direction from utility companies. The affected parcels include Tract Nos. 1, 5, 6, 7, 11, 12, 13, 15, 18, 19, 20, 21, 22, and 32.
2. A conceptual design drawing was requested and prepared for the Harpeth River bridge for coordination between the Franklin Road project and TDOT bridge replacement project.
3. Additional construction drawing revisions were requested by Engineering and Water Management (e.g. traffic signal revisions, traffic signage, pedestrian accessibility, etc.).
See the attached Amendment No. 5 Exhibit A proposal, dated September 5, 2019, from CT Consultants for additional fee details.
Financial Impact
Amendment No. 5’s design services with CT Consultants are at a not-to-exceed, Lump Sum cost of $52,000.00. This will result in a not-to-exceed total contract ceiling of $386,430.00.
The current funding source for project expenses is the 2019 General Obligations Bond, which correlates to a General Ledger (GL) code of 312-89440-43100.
Recommendation
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Staff recommends approval of Amendment No. 5 to COF Contract 2014-0209 with CT Consultants, Inc. in a not-to-exceed amount of $52,000.00.