Department
Library
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) in the amount of $344,722.60 with CBRE Heery/Russell - a joint venture (Atlanta, GA), comprised of CBRE Heery, Inc. and H.J. Russell and Company, Inc., to provide continued Program Management Services for Phase II library projects and renovation projects for six (6) additional months. Effective dates: January 1, 2022 through June 30, 2022. (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 and 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 Request approval to extend existing contract for six (6) additional months from January 1, 2022 through June 30, 2022, to provide continued Program Management Services for Phase II library projects and renovation projects.
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, including the implementation of the leased library renovation work for a period of 6 months beginning January 1, 2022 through June 30, 2022.
The County solicited proposals from qualified proposers to provide a full range of program management services necessary to facilitate design and construction renovation of various libraries. Phase II consisted of 24 existing branch libraries, the major renovation of Central Library and construction of the new Hapeville Library. Program Management Services begins during the initial planning phase of each project and continues through construction close-out and warranty periods of all renovated facilities. The program has also been tasked with coordination and completion of additional projects that were added post renovation.
As currently contracted, the PMT has oversight responsibilities for each renovated and new library project. They monitor, 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 controls to ensure projects remain on their critical path and for the successful construction and delivery of each project.
Under direction of County staff, the PMT will remain responsible for:
a. Project scheduling
b. Ongoing Master and Project Budget Management
c. Management of new and/or renovation projects
d. Project Controls
e. Project Close-Out
f. Cost Estimating / Cost Review
g. Warranty support
h. 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 Library System over the past 11 years.
2. Ensure project consistency in design, construction, and project additions and enhancements.
3. Maintain project 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 project will impact communities countywide.
Department Recommendation: The Department of Real Estate and Asset Management on behalf of the Fulton County Library System recommends approval to extend existing contract for six (6) additional months from January 1, 2022 through June 30, 2022, to provide continued Program Management Services for Phase II library projects and renovation projects
The BOC approved to amend (No. 5) existing contract #10RFP04122K-DJ on April 21, 2021, as Item #21-0308 in the amount of $492,246.81 with CBRE Heery/Russell- a joint venture, comprised of CBRE Heery, Inc. and H.J. Russell and Company, Inc., 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 two (2) leased library facilities, Peachtree and MLK Libraries. The contract was extended for an additional eight (8) months, with effective dates: May 1, 2021 through December 31, 2021.
Project Implications: The cost of the requested service will be funded using library bond funds; therefore it will not impact the County or Library operations.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this contract extension is not approved, there will be a delay in providing Program management services for Phase II library projects additional projects.
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 |
|
1st Renewal |
13-0911 |
10/16/13 |
$551,278.00 |
|
2nd Renewal |
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 |
21-0308 |
4/21/21 |
$492,246.81 |
|
Extension No. 3 |
|
|
$344,722.60 |
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Total Revised Amount |
|
|
$11,101,095.12 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
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Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Extension No. 3 to Form of Contract
Exhibit 2: Cost Proposal
Exhibit 3: 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
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$3,334,928.00 |
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Previous Adjustments: |
$7,421,444.52 |
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This Request: |
$344,722.60 |
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TOTAL: |
$11,101,095.12 |
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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Fiscal Impact / Funding Source
Funding Line 1:
573-650-6500-L011: Library Bond Capital Phase 2, Library, Central Library- $344,722.60
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 6/30/2022 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Additional 6 months period |
Overall Contractor Performance Rating: 4.0
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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2/5/2020 |
4/30/2021 |