City staff briefed commissioners on several public-works and facilities contracting matters that staff plans to bring forward for formal approval.

AIM/Kane fiber change order: Staff said Middle Tennessee Electric relocated poles on Ragsdale Road in a location that made existing fiber relocation by in-house crews infeasible; staff said an outside contractor was used to relocate buried conduit/poles and that staff will recommend a contract change order of about $36,500 to add this work to the existing AIM/Kane contract. Staff told commissioners the work already was completed to avoid delay and that the cost exceeds the original contingency, which is why a change order is required.

BrightView landscaping for historic homes: Staff recommended awarding a one-year contract for fine landscaping (planting and trimming, not mowing) at two historic homes to BrightView LLC through a waiver of competitive bidding. Staff said BrightView provided the lowest quote and offered a price that is lower than the incumbent; the recommended contract is slightly over $37,000 for a year of work and would align the two homes with the vendor who currently services most city buildings. Mowing would remain covered by other contractors.

Mid South shutters change order: Staff said window replacement work revealed damaged historic wooden shutters that are heavier and more extensively patched than expected. Mid South provided a quote of $16,550 to replace nine pairs of shutters and six sets of hanging hardware; the Historic Commission reviewed and asked the City Commission to approve the work. Funds would come from the facilities maintenance fund.

Service-center fuel tank closeout (FATCO): Staff said the fuel tank removal change order is nearing closeout with FATCO; additional environmental consulting invoices may still be pending from Wingfield Environmental. Staff said some costs are potentially reimbursable from the state's underground storage tank fund and estimated potential reimbursement of about $16,000 if the state approves the claim.

Logs and historic wood material: Staff asked for authorization to bid out or otherwise dispose of leftover logs from Brentview and Smith Park, noting the wood is of questionable utility due to embedded nails; staff said proceeds, if any, would return to the facilities maintenance fund or the fund that paid for the original project.

Next steps: staff will return individual change-order or contract documents for formal action at an upcoming meeting. Commission discussion touched on procurement procedures, use of bid waivers when a lower quote is obtained, and historic-commission review for preservation-sensitive work.

Ending

Staff will present contract/ change-order documents for detailed vote and provide fund-source details in each staff report.