Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out a contract - Public Works Department, #17RFP120717K-EC, 2018 Standby Engineering Services in an amount not to exceed $15,188.00 with Gresham Smith & Partners (Alpharetta, Ga). This action will increase the total contract amount to $1,515,188.00 to provide standby engineering services. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-416(g), the purpose of the closeout process is to verify that both parties to the contract have fulfilled their contractual obligations and that there are no responsibilities remaining. A contract is completed when all goods and services have been received and accepted; all reports have been delivered and accepted; all administrative actions have been accomplished; all county furnished equipment and material has been returned; and final payment has been made to the contractor.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☐
District 1 ☒
District 2 ☒
District 3 ☒
District 4 ☐
District 5 ☒
District 6 ☒
Is this a purchasing item?
Yes
Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
Gresham Smith was one of four firms selected under the 2018 Standby Engineering Services contract (#17RFP120717K-EC) through Agenda Item No. 18-0272, which was approved by the BOC on April 18, 2018. Under that contract, the firms were charged with providing technical assistance, planning and design services for both the water and wastewater systems throughout North and South Fulton County. The contract contained two renewal options: the first was exercised through Agenda Item No. 19-0485 on June 19, 2019 and the second through Agenda Item No. 20-0551 on August 5, 2020. Prior to the expiration of the contract, however, Gresham Smith began a project that has taken longer than anticipated to complete. That project is now completed at a cost of $15,188.00.
Scope of Work: Gresham Smith was assigned some of the most difficult and complex projects during the 3-year period of this contract. Four projects of note, for example, include: 1) a 2023-2025 Water/Wastewater Rate Study, 2) a South Fulton Capacity Study (South Fulton Master Plan), 3) a North Fulton Water Emergency Response Plan and 4) the Friendship Village Pump Station in Chattahoochee Hills. Schedule delays and increased costs occurred on the Friendship Pump Station design and the North Fulton Water Emergency Response Plan projects when unexpected delays were encountered. Both projects were issued Notice to Proceeds before the contract end date.
The Friendship Pump Station design ($14,043.00 of the costs associated with this request) experienced several design iterations due to feedback and eventual restrictions placed on the Public Works Department by the Georgia Department of Transportation with regards to Fulton’s ability to access their right-of-way. The North Fulton Water Emergency Response Plan, a requirement of the Environmental Protection Agency (EPA), experienced a cost overrun due to the need for additional time/resources that became apparent only after the project was underway. Gresham Smith were still able to complete these tasks and others while meeting the expectations of the Public Works Department.
The purpose of this agenda item is to provide the necessary additional funding owed to Gresham Smith for completing the additional work. The funds are budgeted within the Public Works capital budget.
Community Impact: The additional funds should not have any impact to the community.
Department Recommendation: The Public Works Department recommends approval of this agenda item.
Project Implications: Gresham Smith has performed well under this contract. They have been able to meet all the needs as identified by the Public Works Department. This item will allow the department to pay for services already rendered.
Community Issues/Concerns: No community issues/concerns are known.
Department Issues/Concerns: Without approval of this item the Public Works Department will not have a mechanism to pay Gresham Smith for services already rendered.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
18-0272 |
4/18/2018 |
$375,000.00 |
|
1st Renewal |
19-0485 |
6/19/2019 |
$750,000.00 |
|
2nd Renewal |
20-0551 |
8/5/2020 |
$375,000.00 |
|
Increase Spending Authority to Close-out Contract |
|
|
$15,188.00 |
|
Total Revised Amount |
|
|
$1,515,188.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $15,188.00
Prime Vendor: Gresham, Smith, and Partners
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County,
Prime Value: $15,188.00 or 100.00%
Total Contract Value: $15,188.00 or 100%
Total Certified Value: $00.00
Exhibits Attached
Exhibit 1: Amendment No. 1 To Form of Contract
Exhibit 2: Performance Evaluation Details
Exhibit 3: Contract Performance Rating (Gresham)
Contact Information (Type Name, Title, Agency and Phone)
title
David E. Clark, Director, Public Works 404-612-2804
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$375,000.00 |
|
Previous Adjustments: |
$1,125,000.00 |
|
This Request: |
$15,188.00 |
|
TOTAL: |
$1,515,188.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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|
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Fiscal Impact / Funding Source
Funding Line 1:
203-540-5400-I134, Water & Sewer R & E, ACCG/Northpoint, Standby Engineering Services $15,188.00
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: Completion |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: 94
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2021 |
7/1/2021 |