2023 6 20 City Council Agenda Packet

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PUBLIC WORKS

MEMORANDUM
TO: Mike Keith, Interim City Manager
FROM: Ben Burchfield, Public Works Director

DATE: June 2, 2023
SUBJECT: TDOT Maintenance Contract Renewal

| am requesting Council approval to extend our TDOT right-of-way maintenance contract for the
next two fiscal years. | have attached the provided contract to be executed. The maximum
annual reimbursement for all activities is $39,446.40, with a total value of $78,892.80 for the
the contract period.

This contract is as to form as previous years with the exception of the following items:

1. This contract is for two years as opposed to one in previous cycles. It is my assumption that
the state is attempting to reduce overhead on routine administrative burdens such as this,
hence their request for an extended cycle. The Department does not take exception to this.

2. Previous contract cycles have provided reimbursement funds for 12 rounds of litter
collection, 6 rounds of mowing, and 6 rounds of sweeping along eligible routes over an annual
contract period. The Department has regularly performed additional unreimbursed cycles in
order to maintain appearances. We have made a point of requesting additional cycles every
time the contract comes around, and the State has historically not accommodated our request.
They have partially done so this period. They have added 6 more rounds of sweeping per
annum and so we will receive monthly reimbursement for sweeping along eligible routes.

Please contact me if you have any questions

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