CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: June 24, 2009
SUBJECT/TITLE: Approval to Accept and Execute FAA Grant and Associated Contract Awards and Project Amendments
TARGET ISSUE:
STATEMENT OF ISSUE
To maintain the Airport in a safe and secure manner and to provide for future infrastructure improvements, Airport staff applied for an FY09 Federal Aviation Administration (FAA) Airport Improvement Program (AIP) grant of $2.41 million. This will provide funding for two projects – Airport Security Improvements (COT No. 07124) and Airport Pavement Management Program Improvements (new project) and associated engineering services. Bids were received for the Airport Security Improvements project on May 26, 2009, with ADT Security Systems, Inc. being the lowest, responsible, responsive bidder. The City Commission is requested to accept this grant, make the associated project amendments and award the Airport Security Improvements contract to ADT Security Systems, Inc., and authorize establishment of the Pavement Management Program project with associated Engineering Task Assignment to Kimley-Horn and Associates, Inc.
RECOMMENDED ACTION
Option 1 – Authorize staff to accept and execute the FAA AIP Grant Agreement; modify the Airport Security Program project (COT No. 07124) budget to show the grant funding as outlined below; award the construction contract for the Airport Security Improvements project to ADT Security Services, Inc. in the amount of $1,968,772; establish a project for Airport Pavement Management Program Improvements with a budget as outlined below; and authorize staff to execute the engineering task for the Pavement Management Program Improvements to Kimley-Horn and Associates, Inc. in the amount of $273,529.
FISCAL IMPACT
$2.71 million: Airport Security Improvements (COT No. 07124) with budget modified to $2.14 million AIP, $25,000 FDOT, and $250,000 Passenger Facility Charge (PFC); and Airport Pavement Management Program (new project) with budget established as $271,000 AIP and $25,000 RR&I.
The Budget Office and Procurement Office have reviewed this item and it meets City budget guidelines.
Kenneth M. Austin, Director of Aviation
Anita Favors Thompson, City Manager
For information, please contact: Michael J. Clow, A.A.E., Airport Capital Program Administrator, 891-7530.
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
In late spring, Airport staff submitted their FY09 AIP grant request to the FAA. This request was for approximately $241million and is to pay the Federal share of two projects – Airport Security Improvements (COT No. 07124) and Airport Pavement Management Program Improvements, which is a new project. Included in the AIP grant request is approximately $1.7 million that has been rolled forward from a past year. These funds must be expended this year or they will be lost. They cannot be rolled forward again.
The Airport Security Improvements project provides for new software to run the Access Control and Monitoring (ACAMS) network, additional and replacement cameras, portal access controls, and improvements to Airport gates and doors. The system upgrades were originally budgeted for $1.25 million, but as the design progressed, additional elements of the Security System were analyzed and found deficient. Accordingly, the final design that was bid resulted in a project budget of approximately $2.42 million.
To complete the construction needed for the upgrades, Airport staff worked with Procurement in soliciting bids for the work. ADT Security Services, Inc., of Jacksonville was the lowest, responsive, responsible bidder. The Commission is requested to award a contract for $1,968,772 to ADT Security Services, Inc. to complete this project. Aviation Staff, Procurement, MBE Office, Budget Office, and RS&H, Inc., as the Airport’s General Engineering Consultant, reviewed the bids. All recommended award to ADT Security Services, Inc.
Pavement Management is a program mandated by the FAA. The Airport’s current program is based on a pavement evaluation completed in 1998. Since then, numerous pavement construction projects have been completed. This project will update the required pavement evaluation, identify needed work, and provide a basis for planning future pavement maintenance and rehabilitation projects. To cover the costs of the analysis and plan, the Commission is requested to award an Engineering Task Assignment under the Airport’s Continuing Engineering Consultant Agreement with Kimley-Horn, Inc. for $273,529. An Independent Cost Estimate of the engineering task for this project was competed by The LPA Group, Inc. and found to be reasonable.
BID INFORMATION FOR THE SECURITY IMPROVEMENTS PROJECT (07124)
CHARITABLE CONTRIBUTIONS
Award for the Security Improvements contract to ADT Security Services, Inc. is not based on Charitable Contribution Preference, as funding will be provided by FAA and FDOT grant funds, which are exempted by Charitable Contribution Ordinance. Bids/Proposals were received from two vendors.
Award for the Pavement Management Program Improvements to Kimley-Horn was not based on Charitable Contributions, as solicitation was issued under FL Statute 287.055 (Consultants Competitive Negotiation Act), which is exempted by the Charitable Contribution Ordinance.
OPTIONS
1. Authorize staff to accept and execute the FAA AIP Grant Agreement; modify the Airport Security Program project (COT No. 07124) budget to show the grant funding as outlined below; award the construction contract for the Airport Security Improvements project to ADT Security Services, Inc. in the amount of $1,968,772; establish a project for Airport Pavement Management Program Improvements with a budget as outlined below; and authorize staff to execute the engineering task for the Pavement Management Program Improvements to Kimley-Horn and Associates, Inc. in the amount of $273,529.
Pros: Allows the Airport to complete these needed tasks in their Capital Improvement Program and plan for future needs while meeting FAA mandates and not lose $1.7 million of AIP funding ineligible to roll forward to a future year.
Cons: Will obligate $25,000 of Airport RR&I and will use approximately $710,000 of AIP funds that could be used in a future AIP-eligible project.
2. Do not authorize acceptance and execution of the grant and provide alternative direction.
Pros: Does not obligate $25,000 of Airport RR&I and frees approximately $710,000 of AIP funds for use in a future AIP-eligible project.
Cons: Without AIP grant funding these needed tasks will not be completed. Additionally, the Airport will lose approximately $1.7 million of AIP that is ineligible to roll forward to a future year.
ATTACHMENTS/REFERENCES