2022 04 19 City Council

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PUBLIC WORKS 
 
TO:  C. Seth Sumner, City Manager 
FROM:  Kevin L. Helms, Project Manager 
Cc:  Ben Burchfield, Public Works Director 
DATE:  April 6, 2022 
SUBJECT: Engineering Services for STBG Paving Project 
 
Scope 
This p roject is funded at 80% using our federal transportation funding designated for use on streets 
meeting certain functional criteria with the remainder of the project funded with local funds. The project 
will entail milling and paving of asphalt on several streets based upon the department’s street condition 
survey. It may also address drainage and pedestrian infrastructure if they are directly related to the paving 
project, and it is determined these items need to be  addressed to meet any applicable requirements  of 
the program. 
 
Process 
Because this project is overseen by the TDOT Local Programs Office, the selection process used to retain 
engineering services followed the prescribed process required by TDOT as adopted by the C ity. The 
process involved an initial request for Letters of Interest (LOI) from any TDOT approved firms who were 
interested in the work . An evaluation committee was formed which included me , Ben Burchfield, April 
Johnston, Mike Keith, and Anthony  Casteel. The committee reviewed the LOI,  and each member 
submitted their scores for the four firms which submitted responses meeting the required criteria. The 
three firms with the highest score were asked to submit a full Request for Qualifications  (RFQ). In the 
initial request for the LOI, weighted criteria were provided by which each firm would be evaluated during 
the second phase of the process . Each committee member completed a n evaluation for the three firms 
and this list was presented to Council last month when we requested and received permission to negotiate 
an agreement with the highest ranked firm. 
 
Action Item 
We have negotiated an agreement with the top ranked firm of Gresham Smith . At the time this memo 
was prepared  the Cit y Attorney is  still working on reviewing the agreement, but this will not change 
anything regarding the scope of work or fee as outlined within the agreement. We are requesting Council 
approve of this agreement based upon the final language approved by the City Attorney . We are also 
concurrently seeking TDOT approval of this agreement, contingent upon Council’s approval.   
 
If any additional information is needed, do not hesitate to contact me. 
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