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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment No. 1 for DWSD Contract No. 6005722 with Decima, LLC, for Project Design and Building Renovation Services; by adding $825,000.00 in funding, for a total amended contract amount not-to-exceed $1,675,000.00. No change to scope of work, or the terms and conditions of this contract. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of November 20, 2024
Item No.: 2024-229
Proposed Amendment No. 1
Contract No.: 6005722
Contractor: Decima, LLC (DHB, DBB, DBMB)
Address: 16870 Schaefer Hwy., Detroit, MI 48235
Current Contract Amount: $850,000.00
Proposed Amendment No. 1 Amount: $825,000.00
Proposed New Total Contract Amount: $1,675,000.00
Contract Term: 10/1/23 - 2/7/25
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment No. 1 to Contract 6005722
For project design and building renovation services
Decima, LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment No. 1 for DWSD Contract No. 6005722 with Decima, LLC, for Project Design and Building Renovation Services; by adding $825,000.00 in funding, for a total amended contract amount not-to-exceed $1,675,000.00. No change to scope of work, or the terms and conditions of this contract. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
The Proposed Amendment No. 1 is to support (2) define business areas within the DWSD organization: The Operations Command Center (IT Division) and The Office of Human Resources.
DWSD project No. CS-1994 is a part of DWSD ongoing Operations and Facility Improvement to centralize mission-critical operations and serve as a hub to centralize information and support the coordination of critical functions within DWSD, especially in emergency, mission-critical, and business-critical contexts. This centralized center will improve completion times to operational and customer issues under a newly created maintenance management plan, which has recently developed workflow process changes that is targeted to achieve reductions in work order completion and realize efficiency improvements that will help mitigate the impact of incidents, improve customer service/satisfaction and water quality. The selected area at the Central Services Facility (CSF) will be designed around the workflow and technology needed for it to operate, not vice versa. Spatial design and construction will be an user-led implementation to facilitate the staff who are in this space for extended periods of time. The Operations Center staff has primary responsibility to monitor, analyze, communicate and make rapid real-time decisions based on the information being shown for emergencies, corrective and planned maintenance and customer service field activities. One of the primary functions of Planning is ensure the crew has all the information it needs to perform the work given to them daily. Each work-order will have a job plan and applicable attachments including Miss Dig information, maps, and pictures of the worksite. Before assigning the work orders to the Team Leader for assignment, the Planner/Scheduler must review staffing, materials, equipment, Miss Dig utility locations and the need for any required permits. If the Planning has not been performed properly, the crew will have delays in performing the required work. Delays are costly in terms of dollars and result in poor customer service.
The staff in the operations center manages issues that are received from various departments and organizations throughout the City of Detroit and needs to be able to communicate effectively and manage the quality of the work delivered for the customers. The M&R water and sewer sections generate, perform and close approximately 36,000 Corrective Maintenance Work Orders and 8,000 Preventative Maintenance Work Orders on an annual basis. To perform effectively and efficiently, as well as meet the level of service, all work orders need to be planned, assigned, and scheduled in a manner to ensure the work is being performed on the assets with the highest priority. Examples of emergency and high priority WO’s needs are major repair water main breaks, restoration of water to customers, resolving water quality complaints and clearing sewer backups.
The development and implementation of a Maintenance Management Plan (MMP) contributes to reduce overall system management risks by improving the effectiveness of preventative maintenance activities, by minimizing service disruptions, and by extending asset life. In performing this work, the Michigan Department of Environmental, Great Lakes, and Energy (EGLE) has primary enforcement authority in Michigan for the Federal Safe Drinking Water Act under the legislative authority of the Clean Water act and the Safe Drinking Water Act.
The CIP funding for this project has been approved under the Information Technology CIP Budget.
DWSD Facilities Department has requested a need for additional funding for project design and building renovation services to support interior space improvements of office space. This contract amendment will allow for the renovation of the 10th floor HR area at MOB. Buildout design deliverables include Design Development, Demo, Flooring, Electrical, Furniture, and other miscellaneous services similar to light framing, drywall and finishes. The purpose of this request is to enhance the customer experience for our current employees and potential employees. DWSD Facilities Department FY24-25 Approved CIP budget for Renovations totals $1,000,000, currently only $850,000 has been allocated.
PROCUREMENT METHOD
DWSD Facilities Department submitted requisition #509302, requesting to utilize MiDeal Cooperative Agreement #00861, for project design and building renovation services. The requisition was approved by Budget on 8/21/23.
The DWSD Procurement Policy allows for participation in cooperative purchasing agreements
from other public purchasing consortiums of competitively solicited contracts. However, prior to
utilizing a cooperative contract, the DWSD Procurement Policy requires Detroit Certified Businesses be provided an exclusive opportunity to submit a bid that is equal to or less than the price of the cooperative purchase agreement, provided the DBB or DRB will meet or exceed all terms and conditions of the cooperative agreement.
To ensure compliance, DWSD Procurement issued an Invitation to Bid (ITB) #509302 on 8/24/23 and required an intent to bid by 8/31/23, which closed on 9/7/23, through the Michigan Intergovernmental Trade Network (MITN). The ITB opportunity was submitted to 661 companies subscribing to the relevant NIGP code(s). The ITB as viewed by 20 companies, yielded four intents to bid. Two bid submissions were received. One bid response was submitted by DMC Consultants, a Certified Detroit Business; however, their pricing exceeded the pricing provided via the cooperative agreement.
Decima, LLC, a Certified Detroit Business, also submitted a responsive and responsible bid. DWSD Procurement confirmed that Decima, LLC has agreed to the scope of work, pricing, terms, and conditions of the Cooperative contract.
Amendment No. 1 was initiated through Requisition #526974 and #527538, requesting to add funding in the amount of $825,000 (Facilities - $150,000 and IT - $675,000) for the continuation of build design projects throughout DWSD facilities. Both funding source for both projects were previously approved in the CIP Capital Budget and DWSD’s Budget Team.
Vendor’s insurance is current, and clearances are valid through 11/22/24. A formal contract document is not required as the terms and conditions for the MiDeal Cooperative Agreement #00861 will apply.
SUMMARY
A. Contract Number: 6005722
B. Contract Term: Tentative 11/1/2023 - 2/7/2025
C. Current Contract Amount: $850,000.00
D. Proposed Amendment No.1 Amount: $825,000.00
E. Proposed New Total Contract Amount: $1,675,000.00
F. Funding Source: CIP Funds
G. Projected Fiscal Year (FY) Contract Expenditures: FY 25: $825,000.00
H. GL Strings:
Facilities
5721-20244-487711-617900-004104-30129-0000-000000 - 47.1% Water
5821-20243-497711-617900-004105-30129-0000-000000 - 52.9% Sewer
Operations Command Center (IT Division)
5721-20244-487711-617400-900421-30129-0000-000000 - 47.1% Water
5821-20243-497711-617400-900421-30129-0000-000000 - 52.9% Sewer
Per the DWSD Procurement Policy, Mayoral Review will also be obtained.