Title
Contract No. 2202942
Consulting Services - Project Implementation and Related Services
CIP #Various / O&M / I&E
Body
Agenda of: February 22, 2023
Item No.: 2023-041
Amount: $11,000,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: January 27, 2022
RE: Contract No. 2202942
Consulting Services - Project Implementation and Related Services
Vendor: PMA Consultants LLC
MOTION
Upon recommendation of Nicolette Bateson, Chief Financial Officer/Treasurer, Financial Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 2202942, “Consulting Services - Project Implementation and Related Services” with PMA Consultants LLC, at a cost not to exceed $11,000,000.00 for a duration of 3 years with two (2) one year renewal options; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
Services on Contract No. 2202942 Consulting Services - Project Implementation and Related Services will be provided on a task order basis, over a three (3) year period with two (2) one year renewal options to replace GLWA Contract No. GLWA-CS-166 Capital Improvement Program CIP Implementation Assistance and Related Services which expired on January 9, 2023, for all new tasks. GLWA-CS-166 was extended (time only) for a specific list of in process tasks that extend beyond the original expiration and would have been negatively impacted by changing contracts. The new expiration date for GLWA-CS-166 is January 11, 2025, and covers only those specific in process tasks. Contract No. 2202942 will provide services related to new tasks.
The purpose of this contract is to provide implementation assistance and related services on an as-needed basis to support GLWA. This contract will provide assistance in project definition and planning, design and construction phase procurement assistance and monitoring; third party contract administration/oversight; claims/changes analysis and resolution; technical training; value engineering (VE) services on selected design projects; developing engineering study reports; identifying minimum requirements, scope of work, basis of process design, performance criteria, minimum standards of quality, and preliminary design and oversight services for design/build contracts; proposal analysis assistance; engineering forensic analysis, and additional program support services.
The services provided by the vendor will not be redundant with existing GLWA staff or consultant activities. The vendor secured for this contract will act as an agent for GLWA. For that reason, the consultant is precluded from bidding/proposing as a prime or sub-contractor on any GLWA projects that the consultant participates in the scope development for the duration of this contract.
JUSTIFICATION
The services provided under this contract support GLWA in consistently honoring the commitments it makes to regulatory agencies, customers, and others. The services provided under this contract will supplement existing GLWA staff or consultant activities, which are focused on administering and managing contracts and will provide valuable specialized expertise in rapid and flexible project delivery methods such as design/build, program management, and job order contracting as well as independent third-party reviews and forensic project analysis.
FINANCIAL PLAN IMPACT
Summary: This proposed contract will be available for use by various groups within GLWA. The use of this contract will be controlled by consistent application of current requisition and approval practices and individual tasks requested will be reviewed against available budget within each cost center. With these controls in place this contract is within the financial plan.
Funding Source (depending on task):
Operations and Maintenance (O&M) budget for both Water (5910) and Wastewater (5960)
Improvement & Extension (I&E) budget for both Water (5506) and Wastewater (5404)
Capital Improvement Plan (CIP) budget for both Water (5519) and Wastewater (5419)
Cost Centers (depending on task): Different groups within GLWA will have this contract available for their use. As noted above, each group will continue to utilize the current requisition process for budget control. These groups, including but not limited to Water Operations, Wastewater Operations, Field Services, Systems Operations Control, Energy Research & Innovation, Procurement, Enterprise Rick Management and Safety, and the Chief Financial Officer, will be responsible for controlling their expenditures within their respective budgets.
Expense Types (depending on task):
Contractual Operating Services (617900)
Contractual Professional Services (617903)
Contractual Engineering Services (617950).
Estimated Cost by Year and Related Estimating Variance: As noted above, the services provided under this proposed contract will be used by various groups and funded through various sources. Due to the nature of this procurement, specific budget values are not specified at this time. An internal budgeted funds approval process is in place for alignment with the financial plan before a project task order is initiated.
By way of example for how this contract may be spent, the table below demonstrates the funding of actual awarded tasks under the current contract from January 2018 through November 2022 out of a total $11,300,000 approved under Contract No. GLWA-CS-166.
Funding Source Amount Percentage
O&M Tasks $5,468,182.76 66.8%
CIP Tasks $2,714,827.72 33.1%
I&E Tasks $ 7,716.80 0.1%
Total Awarded
Tasks $8,190,727.28 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on February 8, 2023. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.