2023 09 19 City Council Packet

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TO:  Deb Wallace, City Manager 
 
FROM:  Kevin L. Helms, Project Manager 
 
Cc:  Ben Burchfield, Public Works Director 
  Matthew Siniard, Parks and Recreation Director 
  Mike Keith, Finance Director 
 
DATE:  September 6, 2023 
 
SUBJECT: Heritage Park LPRF Grant 
 
Background 
The City received an LPRF Grant in 2020 for improvements at Heritage Park.  Last month the City executed 
a contract with the State of Tennessee for grant funding and held a kickoff meeting with staff who oversee 
the grant projects.  With these two steps complete, the City can now begin work on the project for items 
which are reimbursable by the program. 
 
The scope of the project calls for the renovation of the existing baseball field which includes making it 
ADA accessible.  Addressing other ADA compliance issues in the parking lot and some sections of sidewalk 
and constructing a new ADA compliant walking trail.  The grant requires a 50% match by the City and the 
total estimated budget is $1,100,000.00.  The total budget is broken into $150,000 for p rofessional 
services and $950,000 for capital construction. 
 
Based upon purchasing guidelines, the City may enter into an agreement with a p rofessional service 
provider such as an engineer or architect without doing a r equest for q ualifications if they have an 
established working relationship with the firm.  Since Lose Designs has done much of the work over the 
last few years for the Parks and Recreation Department, we believe it is best to continue that relationship 
and use them for services related to the project. 
 
As a result, we have negotiated a professional services agreement with them for the budgeted amount of 
$150,000.  This is based upon some conditions which are extremely difficult to predict when working with 
an LPRF project.  The City will have some additional expenses which will not be covered by the grant unless 
the construction bid comes in under the budgeted amount.  We have a survey of the property, which was 
conducted by Belk Surveying, but topography will need to be added to the survey so we will have 
approximately $6,000 in costs associated with the surveyor updat ing the boundary survey to add the  
additional information.  We will also have to do some geotechnical work prior to design,  and we will be 
required to pay for this work.  At this time, we do not have an exact cost for the geotechnical work because 
we are still trying to determine the full scope of work needed. 
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