HomeMy WebLinkAboutResolutions - 2023.09.14 - 40557
AGENDA ITEM: Hooker DeJong Inc. Contract CON#00008185 Extension
DEPARTMENT: Facilities Maintenance and Operations
MEETING: Board of Commissioners
DATE: Thursday, September 14, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3290 _ 23-136
Motion to adopt the attached suggested resolution.
ITEM CATEGORY SPONSORED BY
Contract Yolanda Smith Charles
INTRODUCTION AND BACKGROUND
Due to conversion to Workday financial system, Oakland County is issuing a new contract number.
The old contract number 004327 will be replaced by 008185.
POLICY ANALYSIS
This is a request for an extension of the existing contract #00008185 with Hooker DeJong, Inc. as
the integrator/consulting engineer for the Building Management System (BMS). Due to the
implementation of Workday the previous contract #004327 was reassigned to #00008185. The BMS
is moving into the seventh phase and Hooker DeJong, Inc. has been the consulting engineer for all
six phases. Facilities Maintenance and Operations (FM&O) and Purchasing had previously solicited
bids for a Building Management System (BMS) integrator/consulting engineer, and after a thorough
review process by a team of evaluators, which included Information Technology (IT), FM&O and
Purchasing, the lowest responsible bidder was Hooker DeJong Inc. All previous phases of the BMS
projects – pilot through phase 6 – have been approved by the Board as well as concluded within
budget and on schedule with the technical expertise of Hooker DeJong, Inc. FM&O anticipates the
BMS rollout to take at least three more years to complete.
Hooker DeJong Inc. has agreed to a 34-month extension at nominal increase of $5.00 an hour per
year to County’s current contract rates (see below). The current contract expires on January 31,
2024, and the contract extension would continue through November 30, 2026.
• 2024 pricing shall be $145/hr. for all Positions
• 2025 pricing shall be $150/hr. for all Positions
• 2026 pricing shall be $155/hr. for all Positions
The Purchasing Policy and Procedures Section 2400.6 (Duration of Contracts) states “The Board of
Commissioners shall approve contracts beyond five years”. The funding has been included in the
County’s Capital Improvement Program as a part of the FY 2022 – FY2024 Adopted Budget. The
Purchasing Administrator will sign on the County’s behalf.
BUDGET AMENDMENT REQUIRED: No
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Joseph Murphy
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 9/14/2023
David Woodward, Board of Commissioners Approved - 9/14/2023
Hilarie Chambers, Executive's Office Approved - 9/22/2023
Lisa Brown, Clerk/Register of Deeds Final Approval - 9/26/2023
AGENDA DEADLINE: 09/14/2023 6:00 PM
ATTACHMENTS
1. HDJ BMS Professional Service Contract Amendment MR Backup
2. HD.PurchasingContractExtension.Amendment Word Doc 2022.05.11 (003).8.23.23
COMMITTEE TRACKING
2023-09-06 Economic Development & Infrastructure - Recommend to Board
2023-09-14 Full Board - Adopt
Motioned by: Commissioner Penny Luebs
Seconded by: Commissioner Christine Long
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson,
Janet Jackson, William Miller III, Yolanda Smith Charles, Charles Cavell, Ajay Raman (16)
No: None (0)
Abstain: None (0)
Absent: Brendan Johnson, Gary McGillivray, Michael Gingell (3)
Passed
September 14, 2023
RESOLUTION #2023-3290 _ 23-136
Sponsored By: Yolanda Smith Charles
Facilities Maintenance and Operations - Hooker DeJong Inc. Contract CON#00008185
Extension
Chair and Members of the Board:
WHEREAS Facilities Maintenance and Operations (FM&O) and Purchasing had previously solicited
bids for a Building Management System (BMS) integrator/consulting engineer, and after a thorough
review process by a team of evaluators, which included Information Technology (IT), FM&O and
Purchasing, the lowest responsible bidder was Hooker DeJong Inc; and
WHEREAS the Board of Commissioners has approved (via M.R.#16250, M.R.#17250, M.R.#18291,
M.R.#19300, M.R.#20353, M.R.#21329, and M.R.#22318) the pilot and six phases of the BMS
implementation, the sixth phase of which is near completion; and
WHEREAS the first five phases were concluded within the budget and on schedule with the technical
expertise of Hooker DeJong, Inc.; and
WHEREAS FM&O believes that the success of the BMS project up to this point, has been due, in no
small part, to Hooker DeJong Inc. extensive engineering and coordination efforts and their continued
efforts are vital to fully rolling out the BMS to County buildings successfully; and
WHEREAS FM&O anticipates that the BMS rollout will take at least another 3 years to complete; and
WHEREAS the Hooker DeJong contract (CON#00008185) expires on January 31, 2024; and
WHEREAS FM&O is requesting that Hooker DeJong Inc contract be extended until November 30,
2026; and
WHEREAS bringing in a different consulting engineer would halt the rollout for months and may result
in inconsistent design, configuration, implementation, quality, and operation of the BMS between
buildings from the earlier phases and the upcoming phases; and
WHEREAS Hooker DeJong Inc. has agreed to a 34-month extension at nominal increase of $5.00 an
hour per year to County’s current contract rates; and
WHEREAS the Oakland County Purchasing Policy and Procedures Section 2400.6 (Duration of
Contracts) states “The Board of Commissioners shall approve contracts beyond five years”.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves
the extension of the existing contract (CON#00008185) with Hooker DeJong, Inc. for an additional
(34) months through November 30, 2026.
BE IT FURTHER RESOLVED future funding has been included in the County’s Capital Improvement
Program.
Chair, the following Commissioners are sponsoring the foregoing Resolution: Yolanda Smith
Charles.
Date: September 14, 2023
David Woodward, Commissioner
Date: September 22, 2023
Hilarie Chambers, Deputy County Executive II
Date: September 26, 2023
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2023-09-06 Economic Development & Infrastructure - Recommend to Board
2023-09-14 Full Board - Adopt
Motioned by Commissioner Penny Luebs seconded by Commissioner Christine Long to adopt the
attached Contract: Hooker DeJong Inc. Contract CON#00008185 Extension.
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long,
Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Janet
Jackson, William Miller III, Yolanda Smith Charles, Charles Cavell, Ajay Raman (16)
No: None (0)
Abstain: None (0)
Absent: Brendan Johnson, Gary McGillivray, Michael Gingell (3)
Passed
ATTACHMENTS
1. HDJ BMS Professional Service Contract Amendment MR Backup
2. HD.PurchasingContractExtension.Amendment Word Doc 2022.05.11 (003).8.23.23
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on
September 14, 2023, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at
Pontiac, Michigan on Thursday, September 14, 2023.
Lisa Brown, Oakland County Clerk / Register of Deeds
August 10, 2023
Joseph Murphy
Facilities Management
1 Public Works
Waterford, MI 48328
RE: Amendment to the Professional Engineering Services Agreement
Mr. Murphy
Thank you for the opportunity to continue to provide professional engineering services for the
County of Oakland.
We understand our professional service agreement with an effective contract date of February 2,
2015 which was extended to January 31, 2024 is coming to term. We would be delighted to
continue providing services for the County of Oakland as outlined in the attached Amendment to
the Professional Services Agreement.
If you find this amendment acceptable you may email an executed copy of the amendment to
robg@hdjinc.com. We look forward to the opportunity to continue working with you and the
other members at the County of Oakland. We feel we have established a great working
relationship with you!
Regards,
Rob Gustafson, PE
Project Manager
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENTS
Amendment Number: 013
To:
Purchasing Administrator
Oakland County Purchasing
Between:
County of Oakland
2100 Pontiac Lake Road
Waterford, MI 48328
and the Contractor:
Hooker DeJong Inc
Robert Gustafson
316 Morris Ave Ste 410
Muskegon, MI 49440
Vendor I.D. No. 19335
for the Professional Service Contract Number CON00008185:
Provide continued mechanical engineering consulting services to Oakland County Facilities Maintenance
and Operations Division per Exhibit II on page 19.
Authorization is requested to proceed with Additional Services as follows:
Modify EXHIBIT II on Page 19 by including the following;
Include pricing columns.
•2024 pricing shall be $145/hr. for all Positions.
•2025 pricing shall be $150/hr. for all Positions.
•2026 pricing shall be $155/hr. for all Positions.
SUBMITTED BY: AGREED TO:
Signature________________________________ Signature________________________________
Robert Gustafson
Project Manager Purchasing Administrator
Hooker DeJong, Inc. Oakland County Purchasing
Date____________________________________ Date____________________________________
APPROVED AS TO SCOPE OF SERVICES OF
CONTRACTOR SERVICES
Signature________________________________
Contract Administrator
Facilities Management
1 Public Works
Waterford, MI 48328
Date____________________________________
AMENDMENT OF CONTRACT 4327/8185
Page 1 Rev 2022/05/11
Facilities Planning & Engineering AJK
AMENDMENT OF CONTRACT 4327/8185
AMENDMENT 14
AMENDMENT DATE: xx/xx/xxxx
This AMENDMENT OF CONTRACT (hereafter this "Amendment") is made and entered into by and between the
Contractor named and identified below, (hereafter “Contractor”) and the COUNTY OF OAKLAND (hereafter
“County”) whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328.
CONTRACTOR ADDRESS
HOOKER DEJONG INC.
Vendor Number: 19935
316 MORRIS AVE STE 410
MUSKEGON, MI 4944
The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as
provided herein and otherwise continue the present contractual relationship between the Parties as described
in their current contract with the same contract number as above.
In consideration of the extension of the mutual promises, representations, assurances, agreements, and
provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties,
the County and Contractor hereby agrees to amend the current Contract as follows:
1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract
between the parties will apply equally to and throughout the amendment.
2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract
between the Parties shall remain in full force and effect and shall not be modified, excepted,
diminished, or otherwise changed or altered by this Amendment except as otherwise expressly
provided for in this Amendment.
3.0 Description of Change:
Extend the contract expiration date to 11-30-2026.
Due to conversion to Workday financial system, Oakland County is issuing a new contract number.
The old contract number 004327 will be replaced by 008185
For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations,
and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration,
the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment
on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to
the terms and conditions of the Contract and this Amendment.
AMENDMENT OF CONTRACT 4327/8185
Page 2 Rev 2022/05/11
THE CONTRACTOR:SIGN / DATE:
HOOKER DEJONG INC.
THE COUNTY OF OAKLAND:SIGN / DATE:
Scott N. Guzzy, CPPO, MBA, Purchasing Administrator
xxx