STATEMENT OF ISSUE

Aviation Department and Procurement Office solicited proposals for Program Management Services for the Reconstruction of Runway 9-27 project at Tallahassee Regional Airport. A total of five (5) proposals were received on February 10, 2009. The Selection Committee reviewed the proposals submitted, ranked each firm and selected three firms for oral interviews. The oral interviews were held on April 6, 2009. One firm chose to withdraw from the selection process rather than interview so only two firms were interviewed.

The Aviation Department seeks Commission approval of the Selection Committee’s ranking (see attachment) for the Program Management Services for Tallahassee Regional Airport, (RFP 0071-09-KR-RC) and authorization for the City Manager to execute a contract, in an amount not to exceed $1.25 million, with AECOM, the highest ranked firm.

RECOMMENDED ACTION

Option 1: Approve the Selection Committee’s ranking (see attachment) for the Program Management Services for Tallahassee Regional Airport, RFP 0071-09-KR-RC) and authorize the City Manager to execute a contract, in an amount not to exceed $1.25 million, with AECOM, the highest ranked firm.

FISCAL IMPACT

$1.25 million - This contract will be funded from COT Project No. 07131 Runway 9-27 Reconstruction, (FAA Airport Improvement Program grant funds 95%, Passenger Facility Charge funds 2.5%, and FDOT Grant funds 2.5%). This item has been reviewed by the Budget Office and Procurement and it meets City budget guidelines.

Kenneth M. Austin, Director of Aviation

Anita Favors Thompson, City Manager

For information, please contact: Michael Clow, A.A.E., Airport Capital Program Administrator, ext. 7530

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES

The Aviation Department, through the City’s procurement process, solicited proposals for Program Management Services, consisting of pre-design, design, bidding, construction, and closeout, for the Tallahassee Regional Airport Runway 9-27 Reconstruction Project. This project will reconstruct Runway 9-27, bring it into full compliance with FAA Design Standards, and extend the pavement life for 15 to 20 years. The total estimated cost of the reconstruction is $25 million. The Selection Committee consisted of staff from the Aviation Department, Public Works, Underground Utilities, and Blueprint 2000.

Five (5) proposals were received on February 10, 2009. The Selection Committee reviewed the proposals, ranked each firm, and selected three (3) for oral interviews. One firm chose to withdraw instead of presenting, leaving two (2) firms to be interviewed on April 6, 2009.

The final ranking or these firms is a result of the Selection Committee’s review of the proposals, the oral interviews, and an evaluation of the expected needs of the Airport over the life of the contract. AECOM of Tampa, Florida is recommended as the highest ranked firm.

The term of the contract will be the length of the project, but is not expected to exceed five (5) years. The value of the contract is not expected to exceed $1.25 million, approximately 5% of the total cost of the project.

CHARITABLE CONTRIBUTIONS

The award is not based on Charitable Contribution Preference as funding is to be provided by Federal grant funds exempted by Charitable Contribution Ordinance. Also the award was issued under FL Statute 287.055 (Consultants Competitive Negotiation Act) exempted by Charitable Contribution Ordinance.

OPTIONS

1. Approve the Selection Committee’s ranking (see attachment) for the Program Management Services for Tallahassee Regional Airport (RFP 0071-09-KR-RC) and authorize the City Manager to execute a contract, in an amount not to exceed $1.25 million, with AECOM, the highest ranked firm.

Pros: Aviation Department staff will be supplemented by staff from a widely recognized Program Management firm, ensuring timely and proper completion of the project that is critical to the Airport infrastructure.

Assistance from a firm with extensive experience in Program Management of runway projects (Prime Contractor for Program Management Services for nine (9) runway construction or reconstruction projects in the US over the past eight (8) years) will ensure the final product meets all of the Airport’s goals, meets all FAA Design Standards, and all FAA and FDOT requirements are met.

Cons: Will expend funds that could be used for other projects. However, since much of this contract will be funded with FAA and FDOT grant funds, the savings is limited.

2. Do not approve the Selection Committee’s ranking and provide alternate direction to staff.

Pros: Will not expend funds on this contract.

Cons: Will result in a delay to this much needed project.
Could result in the loss of FAA Airport Improvement Program Discretionary grant funds.

ATTACHMENTS/REFERENCES

Consultant Ranking Form (prepared by Selection Committee)