Title
Proposed Amendment No. 3
Contract No. 1803025
Job Order Contracting Services
O&M
Body
Agenda of: May 24, 2023
Item No.: 2023-171
Amount: Original Contract $24,000,000.00
Amendment No. 1 $4,500,000.00
Amendment No. 2 $0.00
Proposed Amendment No. 3 ($4,524,200.00)
Total Revised Contract $23,975,800.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: April 28, 2023
RE: Proposed Amendment No. 3
Contract No.: 1803025
Job Order Contracting Services
Vendor: Barton Malow
Commercial Contracting, Inc.
De-Cal
J.F. Cavanaugh
Lakeshore Global
Weiss Construction
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. 1803025, “Job Order Contracting Services (JOC)” with various vendors, at a decreased cost of $4,524,200.00 for a total cost not to exceed $23,975,800.00, and an increased duration of 731 days for a total contract duration of 2,191 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 February 24, 2022, awarded a new set of vendors under the 2022 JOC contract. However, there are existing tasks on the original JOC contract that are in various stages of construction that need to be completed, commissioned, turned over, and closed out. The intent of this Amendment No. 3 is to extend the contract end date of all original JOC contractor’s contracts to the same final end date that coincides with the date we expect the last project to be completed (closed out). As individual contractor’s construction projects are complete, we will close those individual contracts earlier, if possible. No new tasks have been, or will be created under the original JOC contract (since July 2022). This amendment is only to finish existing tasks started prior to the contract execution of the 2022 JOC Contract start date (July 2022).
JUSTIFICATION
This Proposed Amendment will extend the contract period by 731 days to 06-30-2025 to facilitate proper completion of construction for active 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) to see all tasks to final completion.
PROJECT MANAGEMENT STATUS
Original Contract Time 1,096 days (07/01/2019 - 06/30/2022)
Amendment No. 1 365 days (07/01/2022 - 06/30/2023)
Amendment No. 2 0 days
Proposed Amendment No. 3 731 days (07/01/2023 - 06/30/2025)
New Contract Time 2,192 days (07/01/2019 - 06/30/2025)
PROJECT ESTIMATE
Original Contract Price $24,000,000.00
Amendment No. 1 4,500,000.00
Amendment No. 2 0.00
Proposed Amendment No. 3 (4,524,200.00)
New Contract Total $23,975,800.00
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 Wastewater (5421)
Cost Centers (depending on task): Different groups have this contract available for their use. As noted above, each group utilizes the current requisition process for budget control. These groups, including Water Operations, Wastewater Operations, and Facility Operations, will be responsible for controlling their expenditures within their respective budgets.
Expense Types (depending on task):
Construction (616900)
Contractual Operating Services (617900)
Repairs & Maintenance-Buildings & Ground (622200)
Repairs & Maintenance-Equipment (622300)
Repairs & Maintenance-Facilities (622400)
Repairs & Maintenance-Damage Recovery (622500)
Capital Outlay over $5k(I&E-Capitalized) (901100)
Estimated Cost by Year and Related Estimating Variance: As noted above, the services provided under this 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. 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 JOC contract from July 2019 through March 2023 out of a total of $28,500,000 approved under Contract No. 1803025.
Funding Source Amount Percentage
O&M Tasks $11,989,116.74 54.6%
I&E Tasks $8,658,011.41 39.4%
CIP Tasks $1,301,823.24 5.9%
Total Awarded
Tasks $21,948,951.39 100.0%
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on May 10, 2023. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This contract had tasks at facilities covered by a shared services agreement between GLWA and DWSD.