CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: January 28, 2009
SUBJECT/TITLE: Approval to Purchase Airport Runway Sweeper
TARGET ISSUE: N/A

STATEMENT OF ISSUE
Federal Aviation Administration (FAA) Regulatory Standards require that the Tallahassee Regional Airport maintain runways, taxiways and aprons free of Foreign Object Debris (FOD) for safety and proper operation of the airport. FOD consists of rock, metal and other debris that can damage aircraft, equipment and people. The Airport is utilizing, for this purpose, a sweeper that is specially outfitted to provide for the effective removal of FOD. The runways, taxiways and aprons are required to be swept daily. FAA has authorized a second sweeper and approved funding for this vehicle. The Airport Capital Improvement Program (CIP) provides for the acquisition of a runway sweeper.

Staff requests the City Commission’s approval to purchase one (1) runway sweeper. The body will be purchased from Environmental Products of Florida, Inc. in accordance with pricing, terms and conditions of City of Tallahassee Contract #1619, while the cab and chassis will be purchased from Ward International Trucks, Inc. in accordance with pricing, terms and conditions of City of Tallahassee Contract #1285. Staff also requests the advancement of the Runway Sweeper Acquisition Project from Airport CIP FY 2013 to FY 2009.

RECOMMENDED ACTION
Option 1. Approve the purchase of a runway sweeper from Environmental Products of Florida, Inc. and Ward International Trucks, Inc. for $170,203.49 in accordance with pricing, terms and conditions of City of Tallahassee Contract #1619 and #1285; and amend aviation capital improvement budget by moving acquisition from FY 2013 to FY 2009.

FISCAL IMPACT
$170,203.49. Project is currently authorized at $200,000 in FY 2013 that is funded out of Passenger Facility Charge (PFC) funds. However, funding is currently available in the 2009 PFC to purchase the sweeper. This item has been reviewed and approved by the Offices of Budget and Policy, Fleet Management, Aviation Department and Procurement. FAA also concurs with the acquisition of the Runway Sweeper.

Kenneth M. Austin, Director of Aviation

Anita Favors Thompson, City Manager

For information, please contact: Helen Ash Ible, Superintendent – Airport Facilities Maintenance at (850) 891-7572.

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
FAA Regulatory Standards require that the Tallahassee Regional Airport maintain runways, taxiways and aprons free of Foreign Object Debris (FOD) for safety and proper operation of the airport. FOD consists of rock, metal and other debris that can damage aircraft, equipment and people. The Airport is utilizing, for this purpose, a sweeper that is specially outfitted to provide for the effective removal of FOD. The runways, taxiways and aprons are required to be swept daily. FAA had authorized the Airport for one runway sweeper. However, since 2007, with the addition of new taxiways and cargo apron for FedEx, airport pavement surface has increased from five (5) million to over seven (7) million square feet. FAA has authorized a second sweeper and approved funding for this vehicle. The Airport Capital Improvement Program (CIP) provides for the acquisition of a runway sweeper utilizing PFC funding, which are locally generated funds resulting from a $4.50 passenger ticket charge.

City of Tallahassee Fleet Management presently has an agreement with Environmental Products of Florida, Inc. for the purchase of the body of sweepers (approved by the City Commission on January 24, 2007) and with Ward International Trucks, Inc. for the chassis of sweepers (approved by the City Commission on June 7, 2006).

Staff requests the City Commission’s approval to purchase one runway sweeper. The body will be purchased from Environmental Products of Florida, Inc. in accordance with pricing, terms and conditions of City of Tallahassee Contract #1619, while the cab and chassis will be purchased from Ward International Trucks, Inc. in accordance with pricing, terms and conditions of City of Tallahassee Contract #1285. Staff also requests for the advancement of the Runway Sweeper Acquisition Project from FY 2013 to FY 2009.

CHARITABLE CONTRIBUTIONS
Proposals received from vendors under Contract #1619 and #1285 did not claim charitable contributions. Award not based on Charitable Contribution Preference.

OPTIONS
1. Approve the purchase of a runway sweeper from Environmental Products of Florida, Inc. and Ward International Trucks, Inc. for $170,203.49 in accordance with pricing, terms and conditions of City of Tallahassee Contract #1619 and #1285; and amend aviation capital improvement budget by moving acquisition from FY 2013 to FY 2009.

Pros
· Provides for the effective removal of Foreign Object Debris (FOD) from runways in order to maintain airfield safety in accordance with FAA Regulatory Standards.
· Existing City contract expedites procurement of the sweeper.
· Available PFC funding and FAA authorization is preserved.

Cons
· Places the Airport at greater risk for non-compliance with FAA Regulatory Standards for airfield safety.
· Potential for increased purchase price due to delay.
· Places PFC funding and FAA authorization at risk.
· Excess wear and tear on the current sweeper could potentially disrupt airport operations.

2. Provide alternative direction to staff.

ATTACHMENTS/REFERENCES
None.