Title
Proposed Amendment No. 3
Contract No. 1902702
Furniture, Flooring and Space Design Services
O&M
Body
Agenda of: October 25, 2023
Item No.: 2023-354
Amount: Original Contract $2,000,000.00
Amendment No. 1 1,000,000.00
Amendment No. 2 1,000,000.00
Proposed Amendment No. 3 0.00
Total Contract $4,000,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: September 29, 2023
RE: Proposed Amendment No. 3
Contract No. 1902702
Furniture, Flooring and Space Design Services
Vendor: Interior Environments, LLC
MOTION
Upon recommendation of Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1902702, Proposed Amendment No. 3, “Furniture, Flooring and Space Design Services” with Interior Environments, LLC, with no increase in cost for a total cost not to exceed $4,000,000.00 and an increased duration of 366 days for a total contact duration of 1,827 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
Contract No. 1902702 for office furniture is used to address existing furniture needs at GLWA locations that are heavily soiled, damaged or unsafe, beyond repair and in areas of staff growth and expansion. The GLWA Finish and Furniture Standards, which contains Allsteel / Gunlocke products, was developed and approved to standardize the upgrades to the respective areas. The Allsteel / Gunlocke brand was selected because it contains a lifetime warranty and can be reconfigured and relocated as needed for operational changes. The transition to new furniture using the “office standard” started approximately six years ago and should continue to protect the investment in GLWA facilities. The key cylinders are interchangeable with existing furniture being reused in the future. New workspace needs such as, ergonomic and height adjustable tables and desks can be configured into the current workstation and office standards. The furniture systems, space planning, and finishes standard, allows for uniform and cleanable finishes, furniture, flooring and space planning for current business operations. This current Contract No. 1902702 is a 4-year contract set to expire on December 8, 2023, and a time only extension of 12-months is requested. A new RFB is being planned next year.
JUSTIFICATION
Contract No. 1902702 allows GLWA to make facility improvements when needed. Multiple GLWA locations need upgrades from time to time. Contract No. 1902702 is required to continue this initiative for safety and facility improvements using the GLWA Finish and Furniture Standards at the remaining GWLA locations. Because of the COVID slowdown in 2020 - 2021, improvements planned within the 4-year contract time have been delayed and are now demanding replacement products as our workspaces evolve.
PROJECT MANAGEMENT STATUS
Original Contract Time 731 days (12/09/2019) - (12/08/2021)
Amendment No. 1 365 days (12/09/2021) - (12/08/2022)
Amendment No. 2 365 days (12/09/2022) - (12/08/2023)
Proposed Amendment No. 3 366 days (12/09/2023) - (12/08/2024)
New Contract Time 1,827 days (12/09/2019) - (12/08/2024)
PROJECT ESTIMATE
Original Contract Price $2,000,000.00
Amendment No. 1 1,000,000.00
Amendment No. 2 1,000,000.00
Proposed Amendment No. 3 0.00
Contract Total $4,000,000.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Water I&E Fund (5506), Sewer I&E Fund (5404), Water Fund (5910), Sewage Disposal Fund (5960)
Cost Center(s): Various Cost Centers
Expense Type(s): Various Expense Types
This proposed amendment is for an extension of time only. Although the amendment extends the final completion date into FY 2025, there is no substantive financial impact.
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on October 11, 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.