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Brentwood City Commission Agenda

Meeting Date:	09/27/2018
Resolution 2018-81 -- Authorizing Agreement with Duncan Associates for the Update of Article IX -- Public Works Projects
Submitted by:	Jeff Dobson, Planning & Codes
Department:	Planning & Codes

Information

Subject

Resolution 2018-81 - Approval of an Agreement with Duncan Associates for the Update of the Chapter 14, Section IX -- Public Works Projects (Public Works Project Fee Ordinance).

Background

The update of the Public Works Project Fee (PWPF) ordinance was included as part of the FY 2019-2024 Capital Improvements Program and the FY 2019 non-routine work plan for the Planning and Codes Department.

Public Works Project Fees (PWPF) are intended to address the additional traffic demands of new development and are assessed on each new building, addition or change of use within an existing structure. The fees are collected as part of the process of issuing building permits for most land uses (Churches and publically owned government buildings are exempt). They are used to fund the engineering and construction of designated road projects. The Code establishes a regulatory system and method by which the City calculates, collects and obligates the fee.

The fee schedule and the listing of eligible road projects were last updated by staff in December 2007. The proposed update is necessary to insure the City’s fee calculation methodology accurately determines the appropriate fee amount based upon the updated road project costs and remains legally defensible. In addition, the trip generation standards from the various land uses will be reviewed based upon the latest Institute of Traffic Engineers (ITE) Trip Generation data. The study will also identify an expanded listing of land uses, more reflective of the types of developments that are being proposed today. The current version of the fee schedule limits the number of land use categories.

Earlier in 2018, Planning and Codes Department staff prepared a Request for Qualifications to update Article IX of the Municipal Code regarding the Public Works Project Fees. The RFQ was sent to five firms specializing in the preparation and update of impact fee studies. Staff reviewed the three RFQs that were received and selected Duncan Associates as the most qualified firm to complete the work, due to their nationwide experience and Tennessee experience in particular, including impact fee studies for Columbia, Franklin, LaVergne, Nolensville, and Smyrna.

The "not to exceed" amount of the contract is $49,500, which is within the $50,000 available in the Capital Projects Fund for this purpose. It is anticipated that the project will take approximately five months to complete. There are two City Commission worksessions anticipated within the proposed scope of work. The first would be after the consultant has collected the necessary data and would serve as an overall policy discussion. The second would be at the end to discuss the proposed new few schedules.

Should you have any questions, or require additional information, please contact the Planning and Codes Director.

Staff Recommendation

Staff recommends approval of the attached resolution.

Fiscal Impact

Amount :	$49,500.00
Source of Funds:	General Fund
Account Number:	311-45200-5009

Fiscal Impact:

The "not to exceed" amount of the contract is $49,500, which is within the $50,000 available in the Capital Projects Fund for this purpose. At the time the budget was prepared, it was anticipated that $10,000 would be spent in FY 2018 so only $40,000 was budgeted in FY 2019. However, the full $50,000 remains available in the Capital Projects Fund.

Attachments
Resolution 2018-81
Draft Agreement -- Revised
Stratement of Qualifications -- Duncan
Signed Resolution