Title
Proposed Amendment No. 1
Contract No. GLWA-CS-272
Capital Improvement Program Delivery
O&M
Body
Agenda of: April 26, 2023
Item No.: 2023-136
Amount: Original Contract $54,934,034.00
Proposed Amendment No. 1 0.00
Total Revised Contract $54,934,034.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: March 31, 2023
RE: Proposed Amendment No. 1
Contract No. GLWA-CS-272
Capital Improvement Program Delivery
Vendor: AECOM Great Lakes, Inc.
MOTION
Upon recommendation of Jody Caldwell, Chief Planning Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. GLWA-CS-272, Proposed Amendment No. 1, “Capital Improvement Program Delivery” with AECOM Great Lakes, Inc., with no increase in cost for a total cost not to exceed $54,934,034.00 and an increased duration of 36 months for a total duration of 84 months; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA’s Capital Improvement Program (CIP) group is committed to continuously improving the CIP Program at GLWA and to standardize, optimize and streamline CIP Delivery. The current Capital Improvement Program Delivery contract (GLWA-CS-272) will expire on May 19, 2023. This contract was originally four (4) years. At the end of the original contract period, the existing contract amount is expected to allow for an additional three (3) year extension with no foreseen increase in cost.
Below is a summary of the contract tasks status as of December 2022 and proposed task amendment, where applicable. It should be noted that even though the proposed contract extension is for three (3) years, the targeted completion dates of the contracted tasks will vary. The tasks that are directly related to PMIS implementation and project controls (portal and controls management) will continue throughout the contract extension period (May 2026). The contract balance at the end of May 2023 will be redistributed to support the active tasks as needed.
Task # Task Description % Complete Amendment if any
1. CIP Business Process Improvements 100% Complete
2. CIP Delivery Standard Operating 77% Extended to December 2023
Procedure (SOP) Development
3. CIP Delivery Resource Evaluation 100% Complete
4. Project Management Information 50% Extended to May 2026
System (PMIS) Selection and
Implementation
5. Project Controls and Reporting Support 83% Extended to May 2026
6. CIP Validation 93% Closed by May 2023
7. Engineering and Construction Staff 73% Closed by May 2025 (limited
Augmentation Wastewater support)
8. Advanced Facilities Planning (Hold) 4% Closed by May 2023
9. Staff Augmentation other than 38% Extended to December 2023
Construction or Engineer
As shown above, Tasks 1, 3, 6, and 8 will be closed by May 2023. Limited Task 7 support will take place after May 2023 (Wastewater only). Task 9 will be extended to December 2023 to accommodate completion of one (1) task memo that is in progress. The balance of the budget as of May 2023 will be redistributed to support Tasks 4, 5 and 7.
JUSTIFICATION
The original contract anticipated that AECOM Great Lakes, Inc. would assist GLWA in the selection, implementation, and execution of a Project Management Information System (PMIS), transition controls and program management from the portal to the newly implemented PMIS system and grow the CIP delivery team to support a unified CIP delivery process.
GLWA is currently implementing major system replacements for the financial management and human capital management information systems. In order to ensure these systems have the support and engagement of GLWA team members and because many of the same team members will be required for the PMIS implementation, the PMIS implementation has been delayed to manage internal GLWA resources more appropriately. Due to the delay in PMIS execution, AECOM Great Lakes, Inc. program management services related to this task to assist in PMIS implementation are still needed until the PMIS implementation is complete. This includes the completion and rollout of the Project Management Plan, PMIS selection and implementation, project administration, project controls and reporting support, limited staff augmentation for wastewater engineering, and change management, program support, etc.
This Proposed Amendment No. 1 shall be for a time only extension as the existing contract balance is anticipated to fund the continuation of the above listed tasks.
PROJECT MANAGEMENT STATUS
Original Contract Time 48 Months (05/20/2019 - 05/19/2023)
Proposed Amendment No. 1 36 Months (05/20/2023 - 05/19/2026)
New Contract Time 84 Months (05/20/2019 - 05/19/2026)
PROJECT ESTIMATE
Original Contract Price $ 54,934,034.00
Proposed Amendment No. 1 0.00
New Contract Total $ 54,934,034.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Water Construction Fund / Water - Operating (O&M) Fund
Cost Center: Water Engineering / Centralized Services
Expense Type: Construction (5519-882111.000-601998-399900) / Contractual Professional Services (5910-886601.000-617903-WS7900)
Estimated Cost by Year and Related Estimating Variance: See table below.
Original Contract Price $ 54,934,034.00
Proposed Amendment No. 1 0.00
New Contract Total $ 54,934,034.00
This proposed amendment is for an extension of time only, and there is no substantive financial impact.
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on April 12, 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.