Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend an existing contract - Fulton County Library System, 10RFP04122K-DJ, Program Management Services for the Library Capital Improvement Program (FCLS-CIP) in an amount not to exceed $882,588.07 with CBRE Heery/Russell - a joint venture comprised of CBRE Heery, Inc. and H.J. Russell and Company, Inc. (Atlanta, GA), to provide continued Program Management Services for an additional twelve (12) month period in order to complete project construction and project additions for Phase II library renovation and expansion projects. Effective dates: January 1, 2023, through December 31, 2023. (APPROVED)
body
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 Request approval to extend existing contract to provide continued Program Management Services for the completion of project construction and project adds for Phase II library renovation and expansion projects, and to extend existing contract for 12 additional months, effective period from January 1, 2023 through December 31, 2023.
Scope of Work: The Fulton County Library System request approval to extend the current time frame for the awarded Program Management Team (PMT), CBRE Heery/Russell, a joint venture, and extend services related to Program Management of the Phase II library renovation and construction projects for a period of twelve (12) months beginning January 1, 2023 and ending December 31, 2023.
Program Management Services begins during the initial planning phase of each project and continues through construction close-out and warranty periods for newly renovated facilities. As currently contracted, the PMT has oversight responsibilities for each renovated or expanded library project. They monitor, direct, check, review and comment on design and construction 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 the approved 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. Renovation of Peachtree and MLK, Jr. Libraries and expansion of East Point Library.
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 renovation and/or expansion projects.
f. Transitioning of projects to Fulton County for re-opening and occupancy.
g. Project controls.
h. Project close-out.
i. Cost estimating.
j. Record keeping.
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 CBRE Heery/Russell’s contract is advantageous for Fulton County. 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 12 years.
2. Ensure project consistency in design, construction, 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 across the County.
Department Recommendation: Fulton County Library System recommends approval to extend existing contract for 12 additional months period from January 1, 2023 through December 31, 2023, to provide continued Program Management Services for the completion of project construction and project adds for Phase II library renovation and expansion projects.
Project Implications: The cost of the requested service will be funded using library bond funds.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this contract extension is not approved, the County does not have the capacity to perform Program Management Services required to manage two (2) renovations and one (1) expansion project concurrently in addition to numerous other library construction items.
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 |
$551,278.68 |
|
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 |
21-1033 |
12/15/21 |
344,722.60 |
|
Extension No. 4 |
22-0402 |
6/1/22 |
$400,091.70 |
|
Extension No. 5 |
|
|
$882,588.07 |
|
Total Revised Amount |
|
|
$12,383,774.89 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $882,588.07
Prime Vendor: CBRE Heery/Russell (JV)
Prime Status: CBRE Heery - Non-Minority
H.J. Russell -African American Male
Business Enterprise- Certified
Location: Atlanta. GA
County: Fulton County
Prime Value: $882,588.07 or 100.00%
Heery - $450,104.62 or 51.00%
Russell - $432,453.45 or 49.00%
Total Contract Value: $882,588.07 or 100.00%
Total M/FBE Value: $432,453.45 or 49.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Extension No. 5 to Form of Contract
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
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$3,334,928.00 |
|
Previous Adjustments: |
$8,166,258.82 |
|
This Request: |
$882,588.07 |
|
TOTAL: |
$12,383,774.89 |
Grant Information Summary
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Amount Requested: |
|
☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
|
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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|
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Fiscal Impact / Funding Source
Funding Line 1:
573-650-6500-L037: Library Bond Capital Phase 2, Library, Peachtree Library- $761,600.00
Funding Line 2:
573-650-6500-L038: Library Bond Capital Phase 2, Library, MLK Library Renovation- $120,988.07
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Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
|
Cost Adjustment: |
Renewal/Extension Terms: Additional 12- month period |
Overall Contractor Performance Rating: 4.00
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
7/1/2022 |
10/28/2022 |