9245R Change Order Notice V.25.1.pdf

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Change Order Notice Chief Procurement Office for General Services Change Order Notice V.25.1 Page of Notice of renegotiated contracts and change orders that increase the cost of a contract by more than $25,000 or the time of completion by a total of 180 days or more shall be posted on the Bulletin/BidBuy for 14 days.

This Change Order Notice provides detail as to why the change order is needed and, pursuant to Section 33E-9 of the Criminal Code, that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed or the change is germane to the original contract as signed. Change orders are defined by Section 1-15.12 of the Procurement Code and Section 1.2067 of the CPO-GS' Administrative Rules.

Detailed explanation for this change order:

11.0.0.20130303.1.892433.887364

The original contract was solicited in February of 2023, the Tollway issued Professional Services Bulletin 23-1 requesting on-site staff and staff available on-call 24-hours, 7 days per week, 365 days per year for maintenance support of the Tollway’s ITS infrastructure and communications network. This has been continued effort that started in the early 2000's.The project scope included the following tasks:

1. Program Management - Manage the Tollway’s ITS field maintenance contract and oversee ITS network which includes, but is not limited to:

• Monitoring and reporting on the Tollways field and network devices to ensure uptime requirements are met

• Manage a preventative maintenance plan as developed and directed by the Tollway

• Provide and adhere to a Quality Assurance / Quality Control Program

• Conduct regularly scheduled project status meetings

• Facilitate all staffing scheduling and assignments including Tollway technicians

• Contract administration for the ITS maintenance contract

• Perform Plan review requests (Design, Construction, Configuration, Installation) to ensure Tollway specification are being met

2. ITS Maintenance and Device Configuration – Administer the Tollway’s ITS maintenance program which includes, but is not limited to:

• Meet the Tollways field device functional uptime requirements on a 24/7/365 basis.

• Provide real-time status of all ITS field devices.

• Coordinate with contractors/vendors

• Configure various ITS devices for field deployment.

• Provide initial trouble ticket triage at the CA office

• Provide trouble ticket field investigation and remediation

The original contract solicited on PSB 23.1 and issued under BidBuy Bid Number 23-557THA-ENGCO-P-52152, was approved by the Tollway Board on May 23, 2023 via Board Resolution number 22679 for $3,000.000.00. This supplement will provide for additional ITS program management and support services to be provided under contract RR-21-9245R with Atlas Technical Consultants, LLC in the amount of $1,000,000.00. This contract is an ongoing ITS support contract which will continue after this contract expires. The maintenance and support is continually needed to maintain our ITS infrastructure. There is currently a new PSB published to replace this contract after it expires but this supplement will allow continuing coverage until the new contract is in place and transitioned.

The schedule extensions and additional work will require extending the substantial completion date of contract RR-21-9245R to August 31, 2026. Additional time is not being added to the original contract term. The contract currently expires on 7/31/27 and that date will remain firm at this time. The change that is being requested, is additional time to the substantial completion date which is currently 7/31/25. If this request is approved, the substantial completion date will be adjusted to 8/31/26 with the contract end date remaining as 7/31/27. Note that the original PSB listed a 1-year renewal term and this contract was negotiated as such; however, the renewal term was inadvertently omitted from the final agreement and therefore it cannot be exercised. Continuation of services beyond this contract term are currently being re solicited via the currently published PSB 25-3 (item #6).

This is a critical contract for the Tollway since it maintains infrastructure that is crucial to Tollway operations and motorist safety. As the Tollway continues to deploy increasingly and more ITS infrastructure and as technology continues to evolve, the knowledge base and highly specialized skills of the Tollway/Atlas Team is paramount to the continued success of the Tollway’s ITS program and its national reputation as a leader in safety and mobility. This work is very specialized especially the network engineer. Replacement of key personal would take a transition period that would not be available due to lack of funding in the current contract. Additional work is referring to the central tri-state fiber cut-over from temporary fiber to permanent fiber. This project has required increased man hours in the field to coordinate efforts between the fiber splice team and our network engineer as ITS devices need to be migrated over to new buildings in an effort to keep our cameras, message boards, smart corridor etc. from being inoperable.