SUBJECT:
Title
Request Approval of Change Order 4 to Purchase Order 2401661: 18P-017 Utilities Financial Consultant - Stantec Consulting Services, Inc., Denver, CO (Budget Impact - Neutral; expenditure of $43,030)
Body
INITIATOR: DEPARTMENT:
Susan Olsen, Director Procurement Services
DESCRIPTION/BACKGROUND:
On March 6, 2018, the Board approved a contract with Stantec Consulting Services, Inc. to provide comprehensive analysis updates. These updates encompass revenue sufficiency assessments, rate design strategies, preparation of loan and bond documentation, debt capacity evaluations for future acquisitions, and financial forecasting.
Solid Waste has also utilized this contract for financial and revenue sufficiency analysis. The product of their work has been used for fiscal planning and decision making related to the solid waste assessment.
This agenda item requests approval to process Change Order 4 to Purchase Order 2401611 for Solid Waste. This change order is proposing an increase of $43,030 to the purchase order. This additional funding will accommodate;
1. Adjustments required based on inputs from Commissioners 1x1, including the development of additional scenarios and/or analysis. This task requires an additional 55 hours of work at a cost of $9,300.
2. Subsequent scenario development and analysis from input received at the January 29, 2025 Commission meeting. This task had a cost of $2,200.
3. Preparation for the March 5, 2025 public hearing with as needed 1x1’s, responses to Commission questions, development of additional analysis as requested at an anticipated cost of $11,000.
4. Stantec has been asked to be prepared to participate in a series of additional meetings (if requested) which are outside the original scope. They will be able to provide responses to questions and provide key data within the financial models developed. The additional meetings include:
a. February 4, 2025: Board Meeting
b. March 5, 2025: Public Hearing on proposed ordinance
c. May 2025: 1-on-1’s with Administration regarding proposed FY26 budget
d. June 17, 2025: Board meeting for tax roll resolution adoption
e. TBD 2025: Attend 1 public workshop
f. July 2025: One-day budget workshop with Commission
g. September 4, 2025: Attend public hearing for Tentative budget consideration
h. September 22, 2025: Attend public hearing for Final budget adoption
For the items above, the labor hours are anticipated to increase by 96 hours and will require additional travel expenses. The budgeted cost to participate in the above meetings are $20,530.
Historical change orders include, Change Order 1 extended the project timeline, Change Order 2 increased the purchase order by $7,495 for additional meetings and public workshops, and Change Order 3 increased the purchase order by $19,690 to support additional scenarios and workshops for the Solid Waste Department.
A copy of the change order and the proposal is attached for review. Upon approval at today’s meeting, it will be presented to the Chairman and Clerk for signatures.
BUDGET/IMPACT:
Neutral; additional expenditure of $43,030, bringing the purchase order total $112,715. Funding is from ZA423534-531109 (Solid Waste Disposal Fund)
RECOMMENDED ACTION:
Recommended action
Motion to approve the change order, allow staff to process, and authorize the Chairman and Clerk to execute Change Order 4 to PO 2401661.
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