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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Mary DeLoretto, Chief Service Development Officer |
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PRESENTER(S): |
David Hancock, Director of Capital Development |
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TITLE:
title
Change Order: Program Management Services Change Order 23-01 - Services Increase (HNTB Corporation)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize Executive Director to execute the following: Change Order 23-01 to the contract and associated disbursements with HNTB Corporation in the not to exceed (NTE) amount of $7,845,520 for the initial three-year contract period through April 2024.
BACKGROUND:
Following approval by the Board of Trustees on April 14, 2021, UTA and HNTB entered into a professional services agreement to provide program management services for an initial term of three years with up to two additional one-year option periods, which would require future board approval. The original three-year contract amount is $17,086,498. At the end of 2022 (20 months into the 36-month contract duration), the HNTB team has billed approximately $10,600,000, leaving $6,480,000 remaining budget to cover the remaining 16 months of the initial three-year contract period.
At the beginning of 2023, the HNTB team was supporting sixty-eight Capital, SGR, Planning, TOD, and Vehicle projects in various capacities. In addition, the team was supporting numerous program initiatives. The estimated cost to support these projects and program initiatives for the 2023 calendar year was $9,630,000 with $6,480,000 available. It was decided to budget the 2023 program up to the contract limit with the intent of executing a contract amendment if/when needed. The current amendment is to cover the anticipated program management services requirements through April 2024.
DISCUSSION:
Contract Amendment:
Several factors are influencing the need for a contract amendment. These include the following:
1. Due to HNTB contract capacity, as of March of 2023, several projects and program initiatives are at risk of stoppage or delay.
2. Several new tasks have been requested of HNTB by various UTA staff; however, there is no available contract capacity to initiate these tasks.
3. The FrontRunner related work (Business Plan, oversight activities, South Valley Transit, and corridor preservation projects) are being transitioned to the HNTB contract. This includes CocoConsult and Kimley-Horn’s established scope on these projects.
4. This change order value includes enough contingency to get us through the initial 3-year contract period of April 2024.
The costs associated with this contract are billed by the hour for the agreed upon hourly rate per individual. Only hours worked on approved UTA Projects are billed to the contract.
Additional detail related to these items is included in the HNTB Contract Modification 1 Scoping document.
CONTRACT SUMMARY:
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Contractor Name: |
HNTB Corporation |
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Contract Number: |
20-03384VW-01 |
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Base Contract Effective Dates: |
April 17, 2021-April 16, 2024 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$17,086,498.00 |
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Amendment Amount: |
$7,845,520 NTE |
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New/Total Contract Value: |
$24,932,018 NTE |
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Procurement Method: |
RFQu- Best Qualifications |
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Budget Authority: |
2023-2027 Capital Plan |
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ALTERNATIVES:
Disapprove change order. This would require UTA to issue a Request for Qualifications for a new Program Management Services Consultant and award a new contract.
FISCAL IMPACT:
Funding to come from existing 2023-2027 Five Year Capital Plan
ATTACHMENTS:
Change Order 23-01
Change Order 23-01 Scoping Document