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Consent 6.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Approval of Additional Construction Inspection Services with Hart Freeland Roberts (HFR) for Phase 3 of Concord Road |
| Background |
The City, in cooperation with the Tennessee Department of Transportation (TDOT), began a phased approach to widen Concord Road several years ago to improve safety and address the growing volume of traffic using this arterial roadway. The last section of two-lane roadway from Arrowhead Drive to Jones Parkway was recently improved via a locally managed project through TDOT’s Local Programs Office. TDOT established the Local Programs Office to allow local governments to manage their own projects as long as certain rules and procedures are followed.
One such rule requires that local governments employ a professional services firm to provide construction-engineering and inspection services (CEI) throughout the construction period. CEI services provide for daily construction oversight, including documentation of quantities and construction methods, materials testing coordination, review and approval of pay requests, etc. The selected firm must meet certain specific TDOT training requirements and be on TDOT’s approved list of CEI consultants.
In 2014, the City solicited statements of qualifications, received 12 responses, and ultimately selected Hart Freeland Roberts, Inc. (HFR). The original contract with HFR was approved by the City Commission at its November 10, 2014 meeting for an estimated cost of $267,000.
The original contract for CEI services was structured to cover the actual hours of construction oversight needed, but the estimated cost of $267,000 presented to the Commission was based on an estimated construction period of 12 months. Due to delays in getting utilities relocated, as well as other factors, the project was extended to 21 months and in February of 2016 the Commission approved additional CEI services by HFR in an estimated amount of $195,801.44 which assumed a construction completion date of August 2016. Unfortunately several additional issues arose, as outlined in HFR's attached letter, and the project was not fully completed and construction closed out until December of 2016. Therefore, staff is requesting approval of a second and final request for additional CEI services necessary to complete the project. The additional cost was based on the same hourly rates as the original contract approved in 2014.
As originally explained, our agreement with HFR was not based on a fixed cost, but stated that the final cost would be based on the actual hours of service required. While the additional cost does not technically require Commission approval, staff is bringing this request to the Commission in the interest of transparency. The first request for additional services was presented to and approved by the Commission as well. A copy of HFR's proposal for these additional services is attached.
Funding for this project, including the CEI services, is shared, with 80% funding coming from federal funds allocated to Brentwood through the Nashville Area Metropolitan Planning Organization (MPO) and 20% City funding. The final construction costs for the project came in several hundred thousand dollars under budget, so there are adequate federal and city funds already included in the approved CIP budget to cover these additional CEI expenses. Therefore, no additional funds will need to be appropriated as a result of this action.
Please direct any questions to the Engineering Director. |
| Staff Recommendation |
| Staff recommends approval of the additional inspection services. |
| Previous Commission Action |
The City Commission approved the original contract with HFR for this project pursuant to Resolution 2014-74 at the November 10, 2014 meeting.
The Commission approved additional services at their February 8, 2016 meeting essentially extending the contract to August of 2016. |
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| Fiscal Impact |
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| Fiscal Impact: |
| This project is covered under a contract with TDOT and is funded by 80% federal dollars and 20% local funds, with the City's share being approximately $3,340. Adequate funds are available in both accounts to cover this additional cost. |
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