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Type:
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Procurement Contract/Change Order
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Status:
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Passed
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On agenda:
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5/26/2021
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Final action:
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5/26/2021
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Title:
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Contract: FrontRunner Forward Program Management Services (Kimley-Horn)
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TO: Board of Trustees
THROUGH: Carolyn Gonot, Executive Director
FROM: Mary DeLoretto, Chief Service Development Officer
PRESENTER(S): Mary DeLoretto, Chief Service Development Officer Manjeet Ranu, Director Capital Development Janelle Robertson, Project Manager
TITLE:
title
Contract: FrontRunner Forward Program Management Services (Kimley-Horn)
end
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AGENDA ITEM TYPE: |
Procurement Contract/Change Order |
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RECOMMENDATION: |
Approve award and authorize Executive Director to execute a three year fixed price labor hour contract and a not-to-exceed (NTE) contract value for year one of $4,835,137 and associated disbursements with Kimley-Horn for the FrontRunner Forward Program Management Services. |
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BACKGROUND: |
To successfully deliver the Frontrunner Forward Program at UTA, specialty services and additional staff resources are needed to complete specific tasks and projects, while also helping support strategic direction and expert review with the benefit of a national perspective. These services include, but are not limited to, project management, public and stakeholder involvement, operational planning and coordination, preparing the Strategic Business Plan, preparing the Business Case, preparing an Implementation Plan, environmental and design assistance, project controls, procurement support, design reviews, and construction management support. Collectively, these and similar types of services are organized as “program management services” that support a program of interrelated projects, tasks and initiatives involving multiple business units at UTA. At times, some contractor personnel may co-locate at UTA offices. |
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DISCUSSION: |
A competitive qualifications-based procurement process was recently followed where Kimley-Horn was selected to provide the FrontRunner Forward Program Management Services to UTA for a 3-year period with two, 1-year options available after the initial 3-year contract period. Two proposals were received, and Kimley-Horn was selected from this competitive, open procurement. This new FrontRunner Forward Program Management Services Consultant (FRF PMSC) contract between UTA and Kimley-Horn will enable UTA to successfully deliver a series of investments over time to improve the FrontRunner commuter rail service. The contracted services will provide program leadership to assist UTA with the development, implementation, and general oversight of the FRF Program including the development of a Strategic Business Plan to provide the long-term vision and guide the investments over time, an Implementation Plan to articulate how and when the operational and capital improvements will be executed, funding strategy, procurement support for the environmental, design, and construction phases of the program, as well as overall project controls management for the entire program, stakeholder engagement, and construction oversight. This contract is a fixed price labor hour contract with a three-year period of performance and two possible option years. The loaded labor rates for the various labor categories are fixed for the life of the contract subject to 3% COLA escalation. Based upon requirements, the variables to be negotiated each year are the type and quantity of labor hours. A Notice-To-Proceed (NTP) shall be issued prior to commencement of work each year based upon negotiation of type and quantity of hours multiplied by the fixed rates. The negotiated NTE cost of year one is $4,835,137. Board approval shall be obtained prior to issuance of NTPs for years two and three and option years one and two. If one or both option years are executed, a contract amendment will be brought to the Board for approval at that time. The total contract value is an estimate; actual cost will be based on the services provided and will not exceed the authorized Board amount without additional Board approval. The loaded labor rates inclusive of overhead and profit are fixed for the contract period of performance subject to a 3% escalation rate. Any additional rate increases or participation by additional Kimley-Horn personnel is subject to review and approval by the UTA PM. Exceeding the amount authorized by the Board would require a contract amendment to be approved by the Board. |
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CONTRACT SUMMARY: |
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Contractor Name: |
Kimley-Horn |
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Contract Number: |
21-03410VW |
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Base Contract Effective Dates: |
5/17/21 to 5/17/24 |
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Extended Contract Dates: |
Two, 1-year options available with future board approval |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Amount Contract Value: |
$4,835,137 NTE for year one |
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Procurement Method: |
RFQu |
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Funding Sources: |
Capital funds |
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ALTERNATIVES: |
UTA could choose not to hire a program manager for the FrontRunner Forward program, but UTA does not have the resources to execute the program internally. This work was specifically removed from the Capital Program Manager’s Scope. |
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FISCAL IMPACT: |
Fixed price NTE for year one of $4,835,137. Estimate for three-year duration of contract is approximately $15,000,000 depending on the scope of services needed and approved each year to progress the FRF program. UTA was allocated $300,000,000 from the State of Utah for the FrontRunner Forward program. These funds come from that Program. UTA plans to use the local funds to leverage Federal Funds. |
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ATTACHMENTS: |
1. Contract |
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