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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 Service Development Officer |
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PRESENTER(S): |
David Hancock, Chief Service Development Officer |
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Dan Hofer, Director of Capital Programming and Support |
TITLE:
title
Change Order: Program Management Services Change Order No. 03 - Option Year 2 (HNTB Corporation)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve Change Order 3 for Contract 20-03384 and authorize the Executive Director to execute the second contract option year and associated disbursements with HNTB Corporation (“HNTB”) in the not-to-exceed amount of $9,200,000.
BACKGROUND:
On April 14, 2021, the Board of Trustees approved Contract 20-03384 with HNTB to provide program management services for an initial term of three years with up to two additional one-year option periods. The original three-year contract amount was $17,086,495. The Board of Trustees approved a contract amendment on April 26, 2023to increase the initial three-year contract by $7,845,520, for a total not-to-exceed contract value of $24,932,015. This contract amendment was needed to continue program management services through the initial 3-year contract term.
On January 24, 2024, The Board of Trustees approved executing option year one to extend HNTB program management services through April 16, 2025, and amended the contract value by an additional $9,250,000 for a total not-to-exceed contract value of $34,182,015.
Approval of the second option year along with increasing the total not-to-exceed amount by $9,200,000 will allow HNTB to fully provide program management services through April 16, 2026. The new total not-to-exceed contract value is $43,382,015.
New Procurement: UTA intends to procure a new program management services agreement by the end of 2025 to align the new consultant’s period of performance with UTA’s yearly budget authority. This means that UTA may have an overlap in services for four months in 2026.
DISCUSSION:
Option Year 2:
1. Provides continuity with delivering projects/tasks that are underway.
2. Provides continued support/development of key program initiatives including, but not limited to: general project support, engineering support, construction management and quality oversight support, 10-year unconstrained plan support, community engagement, and project controls support.
3. The option year budget is needed to allow budgeting of the HNTB Program Management Services through April 16, 2026.
Additional detail related to these items is included in the HNTB Program Management Services Contract Option Year 2 Scoping document.
CONTRACT SUMMARY:
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Contractor Name: |
HNTB Corporation |
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Contract Number: |
20-03384-03 |
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Base Contract Effective Dates: |
April 17, 2021 - April 16, 2025 |
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Extended Contract Dates: |
April 17, 2025 - April 16, 2026 |
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Existing Contract Value: |
$34,182,015 |
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Amendment Amount: |
$9,200,000 |
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New/Total Contract Value: |
$43,382,015 |
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Procurement Method: |
RFP |
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Budget Authority: |
Approved 2025 Capital Budget |
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ALTERNATIVES:
UTA could elect to not renew this option. This action would require a new procurement for a Program Management consultant.
FISCAL IMPACT:
The total not-to-exceed amount for this change order request is $9,200,000. This change order request allocates the following amounts for each year to equal that amount:
2025 Capital Budget: $6,676,000
2026 Capital Plan Amount: $2,524,000
Please reference the contract files for a breakdown of the yearly costs and project allocations.
NOTE: When UTA entered the amended three-year contract amount into IPCS, it was entered as $17,086,495 not $17,086,498. This data entry error reduced the overall contract value by three dollars. This change is reflected in the contract summary section of the Change Order 01 Contract Mod 1, Change Order 02 Option Year 1, and Change Order 3 Option Year 2 forms. This mistake was realized by UTA on Change Order 03 when the discrepancy was identified in the description section of the Change Order form and on the Board Memo. UTA and HNTB agree that this mistake does not need to be corrected by a contract modification. Both parties agree to execute Change Order 03 with a new not-to-exceed contract value of $43,382,015.
ATTACHMENTS:
• Change Order: Program Management Services Consultant Contract Change Order No. 03 - Option Year 2 (HNTB Corporation)