Title
Proposed Amendment No. 3
Contract No. GLWA-CS-166
Capital Improvement Program (CIP) Implementation Assistance and Related Services
CIP #Various/BCE Score: N/A
..Body
Agenda of: August 24, 2022
Item No.: 2022-277
Amount: Original Contract: $11,300,000.00
Amendment No. 1 0.00
Amendment No. 2 0.00
Proposed Amendment No. 3 0.00
Total Contract Amount $11,300,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: July 1, 2022
RE: Proposed Amendment No. 3
Contract No.: GLWA-CS-166
Capital Improvement Program (CIP) Implementation Assistance and Related Services
Vendor: PMA Consultants
MOTION
Upon recommendation of Nicolette Bateson, Chief Financial Officer & Treasurer, 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-166, Amendment No. 3 with PMA Consultants, with no increase in cost, for a total cost not to exceed $11,300,000.00 and an increased duration of two (2) years for a total duration of seven (7) years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA Contract No. CS-166 provides implementation assistance and related services on a task order basis to support GLWA. Note that a task order contract is a contract for services that does not procure or specify a firm quantity of services (other than a minimum or maximum quantity) and that provides for the issuance of orders for the performance of tasks during the period of the contract.
The services provided under this contract include the following:
1. Assistance in capital and Operations and Maintenance (O&M) projects,
2. Definition and planning,
3. Design and construction phase procurement assistance and monitoring,
4. Third party contract administration/oversight/scheduling services,
5. Claims/changes analysis and resolution,
6. Technical training,
7. Value engineering (VE) services on selected design projects,
8. Develop engineering study reports,
9. Identify 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,
10. Proposal analysis assistance,
11. Engineering forensic analysis, and additional program support services.
Operationally, the services provided under this contract supplement existing GLWA staff or consultant activities. GLWA requires these consulting services to provide Procurement specialized expertise in rapid and flexible project delivery methods such as design/build, progressive design-build, program management, and job order contracting.
GLWA Contract No. CS-166 effective date was January 8, 2018, with a 3-year term with two 1-year renewal options. The two renewal options were exercised, and the current contract is set to expire January 10, 2023. The current amount of the contract is $11.3 Million.
JUSTIFICATION
To date, GLWA has authorized PMA to perform over 60 tasks under CS-166. Some of those tasks serve projects that are expected to continue beyond the current CS-166 contract completion date of January 10, 2023. The scope of services for these tasks includes supporting some of GLWA’s higher profile and more complex projects that require PMA’s unique set of specialized services. The purpose for this request is to extend the duration of this contract to maintain continuity for projects currently in process. A change of providers/handoff of remaining effort at current contract expiration will significantly impact timing and completion of projects as well as impacting project costs. An extension until January 11, 2025, allows PMA to see most of the ongoing tasks through to completion or to a point where handoff of remaining effort will not impact completion of the project. There is no change to the budgeted amount for completion of these projects. In addition, GLWA anticipates issuing a new solicitation with a replacement RFP in August 2022 to address any future tasks that may need to be issued.
PROJECT MANAGEMENT STATUS
Original Contract Time Three (3) years (01/08/2018 - 01/08/2021)
Amendment No. 1 One (1) year (01/09/2021 - 01/09/2022)
Amendment No. 2 One (1) year (01/10/2022 - 01/10/2023)
Proposed Amendment No. 3 Two (2) years (01/11/2023 - 01/11/2025)
New Contract Time Seven (7) years (01/08/2018 - 01/11/2025)
PROJECT ESTIMATE
Original Contract Price $ 11,300,000.00
Amendment No. 1 0.00
Amendment No. 2 0.00
Proposed Amendment No. 3 0.00
New Contract Total $ 11,300,000.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Water Construction Fund (5519), Sewage Disposal Construction Fund (5421), Water Fund (5910), and Sewage Disposal Fund (5960)
Cost Center: Various Cost Centers
Expense Type: Various Expense Types
This proposed change order is for an extension of time only. Although the change order 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 August 10, 2022. 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.