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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Dave Hancock, Chief Capital Services Officer |
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PRESENTER(S): |
Jared Scarbrough, Director of Capital Design & Construction |
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TITLE:
title
Change Order: Master Task Ordering Agreement for Bus System Enhancement Design Services Consultant Pools A, B, C - Change Order No. 1 - Exercise Option Years 1 and 2 (Kimley Horn and Associates, Inc.)
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AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute Change Order #1 to the Master Task Ordering Agreement, and associated disbursements, with Kimley-Horn & Associates to exercise option years one and two with a not-to-exceed value of $550,000 per year, $1,100,000 over the two option years recommended.
BACKGROUND:
OJune 14, 2023 the Board of Trustees approved contracting with a pool of pre-qualified consultants that may be solicited to complete tasks via task orders to increase UTA’s efficiency to deliver system enhancement projects yearly and utilize the programmed budget. Local funding has been allocated yearly for Bus Stops, End of Line Facilities, and Operator Restrooms - Design Pools A, B, and C respectively to develop an ongoing yearly program of projects for bus system improvements. Since requirements and budget are determined on an annual basis, these contracts were created for one-year periods with four (4) additional one-year options to be exercised each year contingent on the availability of funds. Board approval will be obtained prior to the exercise of each option year provided its value exceeds $200,000.
DISCUSSION:
This request is to approve option years one and two. If approved, Kimley-Horn and Associates, Inc. is qualified for design pools A, B, and C:
• Pool A-Bus Stops: $300,000 for each option year per year
• Pool B-End of Line (EOL) Facilities: $100,000 for each option year per year
• Pool C-Operator Restrooms: $150,000 for each option year per year
No work is authorized, nor funds obligated until a task order is issued under this contract. Individual task orders totaling $200,000 or more will be brought to the board for approval. If the cost of all task orders issued under this agreement exceeds $1,600,000 additional board approval will be required. Board approval will be obtained prior to the exercise of subsequent options years provided their value exceeds $200,000.
CONTRACT SUMMARY:
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Contractor Name: |
Kimley-Horn and Associates, Inc. |
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Contract Number: |
23-036853-01 |
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Base Contract Effective Dates: |
June 20, 2023 - June 19, 2024 |
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Extended Contract Dates: |
Option Year 1: June 20, 2024 - June 19, 2025 Option Year 2: June 20, 2025 - June 19, 2026 |
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Existing Contract Value: |
$500,000.00 |
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Amendment Amount: |
$1,1 ,000.00 |
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New/Total Contract Value: |
$1,600,000.00 |
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Procurement Method: |
RFQu (Qualification) |
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Budget Authority: |
Approved 2024 Capital Budget |
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ALTERNATIVES:
By not developing and maintaining a pool of consultants for design services, UTA is compromised in its ability to deliver system enhancement projects quickly. The alternative to executing contracts for design services in each pool category would require three RFQu’s for design services for every project or every year and create additional work while possibly impacting completion dates. The current approach streamlines the process, allows for more efficient delivery, and helps ensure the project gets completed on time.
FISCAL IMPACT:
Fiscal impact is a function of the total amount actually contracted via task order(s) under this Master Task Order Agreement. Technically, this is an authorization to contract but not an actual commitment of funds.
NOTE: The fiscal year budget period and the contract periods do not line up. Budget commitments are managed through requisition approvals.
NOTE: The fiscal year budget period and the contract periods do not line up. Budget commitments are managed through requisition approvals.
ATTACHMENTS:
1. MTOA for Bus System Enhancement Change Order No. 1 (Kimley-Horn)