Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to amend an existing contract - Fulton County Library System, RFP #10RFP04122K-DJ, Program Management Services for the Library Capital Improvement Program (FCLS-CIP) with CBRE Heery/Russell - a joint venture (Atlanta, GA), comprised of CBRE Heery, Inc. and H.J. Russell and Company, Inc. in the amount of $492,246.81 to amend existing Scope of Work to provide Program Management Services for added work requested by the Library for Phase II library renovation projects and Central Library, and to complete renovation of 2 leased library facilities, Peachtree Library and MLK Library. The contract period will extend for an additional eight (8) months effective May 1, 2021 through December 31, 2021. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract & necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
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 To amend existing Scope of Work to provide Program Management Services for Phase II library projects and complete renovation of 2 leased library facilities.
Scope of Work: The Fulton County Library System request approval to amend the current scope of work for the awarded Program Management Team (PMT), CBRE Heery/Russell, a joint venture, and extend services related to providing Program Management of the Phase II library renovation projects for added work scope and the renovation of Peachtree and MLK Libraries for a period of eight (8) months beginning May 1, 2021 through December 31, 2021.
The PMT will have oversight responsibilities for the renovation of Peachtree and MLK Library projects as well as all added work scope items for phase II libraries. They will monitor, direct, check, review and comment on design and construction work performed by others. In collaboration with the Owner’s Representative Team, which will consist of staff from the Library, the Department of Real Estate and Asset Management (DREAM), Risk Management, Purchasing & Contract Compliance, Department of Information Technology (DoIT) and County Auditors, the PMT will maintain primary responsibility for coordination, cost estimating, planning management and implementation of controls to ensure projects remain on their critical path schedule and for the successful construction and delivery of each library project.
Under the direction of County staff, the PMT will remain responsible for:
a. Development of specialized procurements for Peachtree and MLK Libraries as well as all added work scope items.
b. Project scheduling.
c. Ongoing Master and Project Budget management.
d. Preparation of criteria and development of Requests for Proposal for design/build teams, estimators and schedulers, as may be required.
e. Management of new and/or renovation projects.
f. Transitioning of projects to Fulton County for opening/re-opening and occupancy.
g. Project controls.
h. Project close-out.
i. Cost estimating.
j. Project LEED Administration (outline and registration for achieving LEED Certification for Peachtree and MLK Libraries)
k. Administrative support.
The PMT will not be eligible to compete for any design services on any of the library projects, nor be allowed to participate on any construction, construction management or design/build team under this Capital Improvement Program.
Extending the CBRE Heery/Russell contract is advantageous for Fulton County in a number of ways. It allows the County to:
1. Maintain program and project knowledge and experience gained by working with the Fulton County Library System over the past 10-1/2 years.
2. Ensure project consistency in design, construction and project additions and enhancements.
3. Maintain program momentum. No lost time with a new procurement and start-up.
4. Minimize the learning of procedures and management systems.
5. Avoid duplication of services.
Community Impact: This request involves the renovation of libraries in communities throughout the County. The successful and timely renovation of each library will impact communities countywide.
Department Recommendation: The Fulton County Library System recommends approval to amend an existing contract by modifying current Scope of Work to provide Project Management Services for Phase II renovation project and to extend contract period for an additional eight (8) months to complete Phase II project effective dates, May 1, 2021 through December 31, 2021.
Project Implications: The cost of the requested service will be will be funded using library bond funds; therefore, it will not impact the County or Library operations.
Community Issues/Concerns: None
Department Issues/Concerns: None
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
10-0880 |
9/1/10 |
$3,334,928.00 |
|
Amendment No. 1 |
12-1143 |
12/19/12 |
$328,760.00 |
|
Amendment No. 2 |
13-0910 |
10/16/13 |
$729,582.50 |
|
Renewal #1 |
13-0911 |
10/16/13 |
$551,278.68 |
|
Renewal #2 |
14-0724 |
9/17/14 |
$1,198,609.00 |
|
Extension No. 1 |
15-0973 |
11/4/15 |
$1,400,000.00 |
|
Amendment No. 3 |
16-0995 |
11/2/16 |
$149,913.29 |
|
Extension No. 2 |
16-0996 |
11/2/16 |
$636,545.20 |
|
Amendment No. 4 |
20-0255 |
4/15/20 |
$1,934,509.04 |
|
Amendment No. 5 |
|
|
$492,246.81 |
|
Total Revised Amount |
|
|
$10,756,372.52 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $492,246.81
Prime Vendor: CBRE Heery/Russell (J/V)
Prime Status: CBRE Heery - Non-Minority &
H.J. Russell - Certified AABE
Location: Atlanta, GA
County: Fulton County
Prime Value: Russell $252,552.89 or 51.31%
Heery $239,693.92 or 48.69%
Total Contract Value: $492,246.81 or 100.00%
Total M/FBE Value: $252,552.89 or 51.31%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Amendment No. 5 to Form of Contracts
Exhibit 2: Contractor’s Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management (404) 612-3772
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$3,334,928.00 |
|
Previous Adjustments: |
$6,929,171.71 |
|
This Request: |
$492,246.81 |
|
TOTAL: |
$10,756,372.52 |
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: |
|
☐ |
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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Fiscal Impact / Funding Source
Funding Line 1:
571-650-6500-L002: Library Bond Capital Phase 1, Library - $39,031.43
Funding Line 2:
571-650-6500-L004: Library Bond Capital Phase 1, Library - $7,960.00
Funding Line 3:
571-650-6500-L009: Library Bond Capital Phase 1, Library - $12,352.37
Funding Line 4:
573-650-6500-L011: Library Bond Capital Phase 2, Library - $157,324.05
Funding Line 5:
573-650-6500-L014: Library Bond Capital Phase 2, Library - $7,999.48
Funding Line 6:
573-650-6500-L015: Library Bond Capital Phase 2, Library - $41,365.04
Funding Line 7:
573-650-6500-L016: Library Bond Capital Phase 2, Library - $2,770.00
Funding Line 8:
573-650-6500-L019: Library Bond Capital Phase 2, Library - $3,613.00
Funding Line 9:
573-650-6500-L020: Library Bond Capital Phase 2, Library - $4,682.00
Funding Line 10:
573-650-6500-L023: Library Bond Capital Phase 2, Library - $18,101.61
Funding Line 11:
573-650-6500-L024: Library Bond Capital Phase 2, Library - $17,589.44
Funding Line 12:
573-650-6500-L025: Library Bond Capital Phase 2, Library - $19,740.70
Funding Line 13:
573-650-6500-L026: Library Bond Capital Phase 2, Library - $19,743.00
Funding Line 14:
573-650-6500-L027: Library Bond Capital Phase 2, Library - $53,640.38
Funding Line 15:
573-650-6500-L028: Library Bond Capital Phase 2, Library - $26,910.00
Funding Line 16:
573-650-6500-L029: Library Bond Capital Phase 2, Library - $16,718.56
Funding Line 17:
573-650-6500-L030: Library Bond Capital Phase 2, Library - $11,435.05
Funding Line 18:
573-650-6500-L031: Library Bond Capital Phase 2, Library - $2,132.92
Funding Line 19:
573-650-6500-L032: Library Bond Capital Phase 2, Library - $19,161.78
Funding Line 20:
573-650-6500-L033: Library Bond Capital Phase 2, Library - $1,084.00
Funding Line 21:
573-650-6500-L034: Library Bond Capital Phase 2, Library - $8,892.00
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Key Contract Terms |
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Start Date: 5/1/2021 |
End Date: 12/31/2021 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
5/1/2021 |
12/31/2021 |