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Consent 5.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2019-53 - Agreement with S & W for Signalization of the Intersection of Fountainhead Drive/Franklin Road |
| Background |
In 2018, the City approved a rezoning request for the Oman tract, which is located on the east side of Franklin Road directly opposite the entrance to the Fountainhead subdivision. During consideration of this rezoning request, there was much discussion concerning the need for a traffic signal at the intersection of Franklin Road and Fountainhead Drive, which would become a four-way intersection with completion of the proposed development of the Oman tract (see attached Oman layout). Since the traffic generated by the new development would have minimal impact on a traffic signal justification study, the City decided to conduct a traffic study independent of the new development and contracted with Neel-Schaffer, Inc. for the study. The final report recommended a signal at this intersection.
Since Franklin Road is a state route, staff submitted the Neel-Schaffer final report to TDOT for their concurrence. Staff then contracted with Sullivan Engineering, Inc. (SEI) for the design and preparation of bid documents for the traffic signal. Those plans were recently completed and the design package was advertised publicly for competitive bids. A mandatory pre-bid meeting was held on April 10, 2019, and bids were publicly opened on April 24, 2019. Five potential bidders attended the pre-bid meeting and there were three bids received with S & W Contracting Co., Inc. (S & W) being the apparent low bidder with a bid of $374,093.75 including a $25,000 contingency.
S & W is familiar with this intersection as well as Brentwood's requirements and has successfully completed several other traffic signal projects for Brentwood. Staff is comfortable that S & W has the resources and expertise to successfully complete this project. A copy of the engineer's recommendation and bid tabulation is attached, along with S & W's bid as well as the proposed agreement.
If approved, due to the long lead time on delivery of signal poles, the signal is not expected to be in operation until sometime in early 2020. An official contractual completion date will be established based on the pole delivery date shown on the purchase order once the pole order is placed by the contractor following award of the contract. In addition to the signal, this project also includes installation of street lighting, provisions for future pedestrian crossings, as well as milling of the intersection to remove existing markings, re-paving and re-striping.
Funding for this project is included in the Capital Projects Fund, with the Oman property developer providing $75,000 in funding toward the signal installation. To further reduce the overall cost to the City, staff is considering removing the paving and striping work and performing those items under our annual paving contract. Given the favorable unit prices in that agreement, we could save up to $18,000. If a decision is made to pursue that option once this contract is approved, a subsequent change order will be issued and that scope of work will be eliminated from this contract.
Please direct any questions to the Engineering Director, Mike Harris. |
| Staff Recommendation |
| Staff recommends approval of the agreement with S & W, Inc. |
| Previous Commission Action |
| The City Commission approved a contract with Sullivan Engineering, Inc. (SEI) for preparation of design and bid documents for the signal at their November 11, 2018 meeting via resolution 2018-90. |
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| Fiscal Impact |
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| Fiscal Impact: |
Funding for this project is included in the Capital Projects Fund. The total bid of $374,093.75 includes a $25,000 contingency that will only be utilized if necessary and all expenditures of contingency must be authorized by staff. The developer of the Oman property also contributed $75,000 toward the installation of the signal.
The proposed FY 2020 budget for the Capital Projects Fund includes $325,000 for this project, inclusive of the developer contribution. While the bid amount is over the proposed budgeted amount, staff believes the project will come in under the bid amount due to the built in contingency, the potential pavings savings, and other line items that may not be needed. Since most of this work will occur in mid-FY 2020, staff will monitor the progress of the project and address any budget overages as needed via savings on other projects in the Capital Projects Fund or a FY 2020 year-end budget amendment, if necessary.
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