Title
Proposed Amendment No. 1
Contract No. 1900318
Task Order Engineering Services
O&M
Body
Agenda of: January 25, 2023
Item No.: 2022-603
Amount: Original Contract $30,000,000.00
Proposed Amendment No. 1 (17,000,000.00)
Total Revised Contract $13,000,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: December 21, 2022
RE: Proposed Amendment No. 1
Contract No.: 1900318
Task Order Engineering Services
Vendor: Arcadis of Michigan, LLC
Black & Veatch Ltd. of Michigan
Hazen and Sawyer
HDR Michigan, Inc.
Hubbell, Roth & Clark, Inc.
Wade Trim Associates, Inc.
MOTION
Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1900318, “Task Order Engineering Services (TOES)” with various vendors, at a decreased cost of $17,000,000.00 for a total cost not to exceed $13,000,000.00, and an increased duration of 1,825 days for a total contract duration of 2,920 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA Board of Directors at its meeting on November 17, 2022, awarded a new set of vendors under the 2023 TOES contract. However, there are existing tasks on the original TOES contract that are in various stages of design and construction assistance that need to be fully supported until those projects are completed all the way through design and construction. The intent of this Amendment No. 1 is to extend the contract end date of all original TOES consultants’ contracts to the same final end date that coincides with the date we expect the last project to be completed (construction of a TOES design task). As individual consultants’ projects complete, we will close those individual contracts out earlier if possible. No new tasks will be created under the original TOES contract. This Amendment is only to finish existing tasks started prior to the contract execution of the 2023 TOES Contract start date.
JUSTIFICATION
This Proposed Amendment will extend the contract period by 1,825 days to 01-31-2028 to facilitate proper completion of design and construction assistance for approximately 23 tasks. This date is anticipated far enough to support potential changes in construction contracts, supply chain delays, or unforeseen conditions such that we do not anticipate another amendment extending this contract longer to continue said support (construction services) to see all tasks to final completion.
PROJECT MANAGEMENT STATUS
Original Contract Time 1,096 days (02/03/2020 - 02/02/2023)
Proposed Amendment No. 1 1,824 days (02/03/2023 - 01/31/2028)
New Contract Time 2,920 days (02/03/2020 - 01/31/2028)
PROJECT ESTIMATE
Original Contract Price $30,000,000.00
Proposed Amendment No. 1 (17,000,000.00)
New Contract Total $13,000,000.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
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 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 Water Operations, Wastewater Operations, Systems Operations Control and Facility Operations, 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 may 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.
The table below demonstrates the funding of awarded tasks under the current TOES contract from February 2020 through December 2022 out of a total $30,000,000 approved under Contract No. 1900318.
Funding Source Amount Percentage
O&M Tasks $4,466,166.57 54.2%
I&E Tasks $1,365,046.88 16.6%
CIP Tasks $2,403,656.57 29.2%
Total Awarded
Tasks $8,234,870.02 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on January 11, 2023.
SHARED SERVICES IMPACT
This item may, depending on the task, be used at facilities covered by a shared services agreement between GLWA and DWSD.