Title
Proposed Amendment No. 3
Contract No. GLWA-CS-039
Units of Service for Non-Master Metered Customers of
Great Lakes Water Authority and System Water Audit
Body
Agenda of: October 27, 2021
Item No.: 2021-375
Amount: Original Contract $ 805,740.00
Amendment No. 1 495,000.00
Amendment No. 2 640,842.00
Proposed Amendment No. 3 100,000.00
Total Revised Contract $2,041,582.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Interim Chief Executive Officer
Great Lakes Water Authority
DATE: October 5, 2021
RE: Proposed Amendment No. 3
Contract No. GLWA-CS-039
Units of Service for Non-Master Metered Customers of
Great Lakes Water Authority and System Water Audit
Vendor: Black & Veatch Ltd. of Michigan
MOTION
Upon recommendation of Jody Caldwell, Interim Chief Planning Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Interim Chief Executive Officer (ICEO) to enter into Contract No. GLWA-CS-039 Proposed Amendment No. 3, “Units of Service for Non-Master Metered Customers of Great Lakes Water Authority and System Water Audit” with Black and Veatch Ltd. of Michigan., at an increased amount of $100,000.00 for a total cost not to exceed $2,041,582.00 for an increased duration of 13 Months for a total contract length of 5 years and 6 months; and authorizes the ICEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The Great Lakes Water Authority (GLWA) entered into a contract with Black & Veatch Ltd. of Michigan for “Units of Service for Non-Master Metered Customers (NMMC) of GLWA and System Water Audit” on January 31, 2017. The project had three (3) phases.
Phase 1 included the reestablishment of water demands for Detroit, Dearborn and Highland Park as well as the performance of a short-term water audit for the regional water system. At the end of Phase 1, Black & Veatch prepared a report which included their recommendations for maximum day, peak hour, annual volume, distance, and elevation for these non-master metered customers among other technical conclusions and recommendations.
The Phase 2 included addressing data gaps from Phase 1, conducting district metered areas pilot testing (DMAs), preparation for the development of long-term master metering plans and the development of both a long-term water audit approach and a written process for annual wholesale meter audits. Lastly, Phase 2 was scoped to include the preparation of a second final report.
As the Phase 2 work came to a completion and thoughts turned to next steps, it became apparent that both GLWA and its member partners wanted to continue the work to refine the Units of Service for Non-Master Metered Customers of GLWA and System Water Audit. Therefore, these tasks were included in the scope of work for Phase 3 to continue the progress.
JUSTIFICATION
The COVID-19 pandemic and associated travel restrictions impacted the project by delaying the planned fieldwork associated with creating additional district metered areas in non-master metered communities and flow testing of wholesale meters pilot. Therefore, GLWA is requesting a time extension of thirteen months, making the revised planned completion date December 6, 2022, and a total contract length of 5 years and 6 months.
A service allowance was included within Phase 3 to advance additional items beneficial to the project but not specifically identified in the original scope.
Work performed under this item included an in-depth review and analysis of pumpage from GLWA’s water treatment plants for 2018-2020 and additional planning and coordination was performed to advance master metering of currently non-master metered communities. The budget for this item has since been exhausted and therefore, GLWA is requesting to supplement with an additional $100,000.00 to continue the in-depth review and analysis of pumpage from GLWA’s water treatment plants, and for additional activities necessary related to master metering of member partners currently non-master metered, that are anticipated over the proposed remaining life of the contract.
This recommendation has been discussed with member partners at the September 21, 2021 Analytical Water Group meeting where no opposition of the approach was received.
PROJECT MANAGEMENT STATUS
Original Contract Time Two (2) years - (01/31/17 to 01/31/19)
Amendment No. 1 Five (5) months - (02/01/19 to 06/30/19)
Amendment No. 2 Two (2) years - (11/06/19 to 11/06/21)
Proposed Amendment No. 3 Thirteen (13) months - (11/06/21 to 12/06/22)
New Contract Time Five (5) years and Six (6) months - (01/31/17 to 12/06/22)
PROJECT ESTIMATE
Original Contract Price $805,740.00
Amendment No. 1 495,000.00
Amendment No. 2 640,842.00
Proposed Amendment No. 3 100,000.00
Total Revised Contract $2,041,582.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Operations and Maintenance (O&M) Budget
Cost Center(s): Systems Analytics (Centralized Services Cost Center 886401)
Expense Type(s): Contractual Professional Services (Account 617903)
Estimated Cost by Year and Related Forecast Variance: See table below.
Fiscal Year Amount
FY 2017 Budget (Prorated) $235,740.00
FY 2018 Budget 570,000.00
FY 2019 Budget 495,000.00
FY 2020 Budget 450,000.00
FY 2021 Budget 300,000.00
FY2022 Budget 300,000.00
FY 2023 Financial Plan (Prorated) 125,000.00
Total Financial Plan Forecast $2,475,740.00
Proposed Contract Amount $2,041,582.00
Variance (positive/ (negative)) $434,158.00
COMMITTEE REVIEW
This item is being presented directly to the GLWA Board of Directors.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.