2023 07 18 City Council Meeting Packet

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PUBLIC WORKS

TO: Debbie Wallace, City Manager

FROM: Kevin L. Helms, Project Manager

Ce: Ben Burchfield, Public Works Director

DATE: July 5, 2023

SUBJECT: Athens City Schools Campus Transportation Improvements

Background
At the time this project was bid, we had proposed using joint use poles in almost all locations to reduce

the number of poles along the roadways. A joint use poles allows for all utilities to be on the same poles,
including but not limited to electric, telecommunications, and traffic signals. As we navigated through
this process, the time it takes to get all agencies on board made it impractical for this project which needs
to be complete as soon as possible to accommodate the new school. Therefore, we eventually decided
to do standard poles in all locations except for one where limited space made it necessary to use a joint
use pole. The one joint use pole is the one Council approved last month whereby we are working with
AUB to purchase and instail the pole at the intersection of Elizabeth and White on the corner where the
former Mexican Restaurant was located.

Because of the difference in the load on each pole, the method for designing the appropriately sized pole
is different for joint use poles versus standard steel strain poles. Because of this fact, we could not include
the cost of these poles in the original bid specifications because all the details needed to design the poles
had not been determined at that time. However, we were able to include the installation cost of the poles
and the cost of steel strain poles. Additionally, we have added one pole to the project based upon an
updated assessment of an existing pole’s condition which we believe necessitates replacement.

We just received updating pricing from the contractor earlier today so that we know what the cost
differential will be between the original contract and the cost with the updated design. It appears the
various changes outlined above will result in a contract increase of $37,799.00.

Action Item
We are requesting City Council approve an amendment to the agreement with Adams Construction in the
amount of $37,799.00 to allow for the acquisition and installation of the poles needed for the traffic

signals.

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