CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: September 10, 2009
SUBJECT/TITLE: Approval to Accept and Execute FAA Grant and Associated Contract Awards and Project Amendments
TARGET ISSUE: N/A

STATEMENT OF ISSUE

The Federal Aviation Administration (FAA) District Office has advised the Airport that it has approximately $4.45 million of FY08/09 carry forward FAA Airport Improvement Program (AIP) grant funds available in FY10. The Airport’s intent is to use this funding for three projects that are currently in the Airport’s approved Capital Improvement Plan (CIP) – North General Aviation Apron Improvements (COT Nos. 04002 and 06092)), Terminal Rehabilitation – Water Intrusion Improvements (new project), design services for the South General Aviation Apron Improvements (COT No. 06089), and associated engineering services.

The City Commission is requested to authorize staff to accept and execute this grant, make the associated project amendments and award the North General Aviation Apron Improvements contract to C.W. Roberts, Inc. for $2,334,875, which was previously bid in anticipation of receiving American Recovery and Reinvestment Act (stimulus) funds, and award a task assignment to Kimley Horn and Associates, Inc. under their General Engineering Consultant contract for Construction Engineering Services for $422,633. Bids were received for the North General Aviation Apron Improvements project on March 19, 2009 with C.W. Roberts, Inc. being the lowest, responsible, responsive bidder. Bids are valid for 180 days to allow for potential stimulus funding. The balance of the AIP funding will be used for Terminal Rehabilitation – Water Intrusion Improvements (new project) and design services for the South General Aviation Apron Improvements (COT No. 06089) as identified on Attachment 1 – Project Budget Amendment.

RECOMMENDED ACTION

Option 1 – Authorize staff to accept and execute the FAA AIP Grant Agreement; modify the North General Aviation Apron Improvements project (COT Nos. 04002 and 06092) budget to show the grant funding as outlined below; award the construction contract for the North General Aviation Apron Improvements project to C.W. Roberts, Inc. in the amount of $2,334,875; and authorize staff to execute the construction engineering services task for the project to Kimley-Horn and Associates, Inc. in the amount of $422,663. Amend Capital Budget and appropriate balance of AIP funds to Terminal Rehabilitation – Water Intrusion Improvements ($1,000,000) and design services for the South General Aviation Apron Improvements ($303,000). The grant also includes a reimbursement of approximately $376,000 for previous design services.

FISCAL IMPACT

$4.45 million: AIP Grant to support the Airport’s approved Capital Improvement Program for North General Aviation Apron Improvements (COT Nos. 04002 and 06092), Terminal Rehabilitation – Water Intrusion Improvements (new project), and design services for the South General Aviation Apron Improvements (COT No. 06089). The Budget Office and Procurement Services have reviewed this item and it meets City budget and procurement 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

In February of 2009, in expectation of receiving American Recovery and Reinvestment Act funds (stimulus funds), the Airport bid the rehabilitation of the North General Aviation Apron. This apron is used by a variety of tenants at the Airport, including the National Forest Service, Eagle Aircraft, Inc., Aero and Associates, inc., HondaJet, Compass Pointe (old Airport passenger terminal) and Flightline Group. The Apron provides based and transient aircraft parking for persons patronizing these businesses. Unfortunately, the Airport did not receive stimulus funds for this worthy project, as apron projects were third on the priority criteria for funding.

In August of 2009, the Federal Aviation Administration (FAA) District Office advised the Airport that it has approximately $4.45 million of FY08/09 carry forward FAA Airport Improvement Program (AIP) grant funds available in FY10. In order to support the General Aviation business at the Airport and to provide economic development opportunities at the North General Aviation Apron, the Airport intends to use these funds to rehabilitate the North General Aviation Apron, to make improvements to the Ivan Munroe Terminal to prevent water intrusion through the roof and walls, and to cover costs of design of the South General Aviation Apron improvements. Funding will be allocated per the attached Project Budget Amendment.

The Commission is requested to award a contract in the amount of $2,334,875 to C.W. Roberts, Inc. to complete this project. Aviation Staff, Procurement, MBE Office, Budget Office, and Kimley Horn and Associates, Inc. as the Airport’s General Engineering Consultant reviewed the bids. All recommended award to C.W. Roberts, Inc. Kimley Horn and Associates, Inc. provided the design services and will provide Construction Engineering Services. The Commission is requested to award the Construction Engineering Services task to Kimley Horn and Associates, Inc. for $442,663. R. W. Armstrong, Inc. performed an Independent Cost Estimate on this task and the costs were found to be reasonable. Additionally, the City Commission is requested to amend the Capital Budget and appropriate the balance of the AIP funds to the Terminal Rehabilitation – Water Intrusion Improvements ($1,000,000) and design services for the South General Aviation Apron Improvements ($303,000).

BID INFORMATION FOR THE NORTH GENERAL AVIATION APRON IMPROVEMENTS (04002/06092)

CHARITABLE CONTRIBUTIONS

Award for the North General Aviation Apron Improvements to C.W. Roberts, Inc. and to Kimley Horn and Associates, 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 five vendors.

OPTIONS

1. Authorize staff to accept and execute the FAA AIP Grant Agreement; modify the North General Aviation Apron Improvements project (COT Nos. 04002 and 06092) budget to show the grant funding as outlined below; award the construction contract for the North General Aviation Apron Improvements project to C.W. Roberts, Inc. in the amount of $2,334,875; and authorize staff to execute the construction engineering services task for the project to Kimley-Horn and Associates, Inc. in the amount of $422,663. Amend Capital Budget and appropriate balance of AIP funds to Terminal Rehabilitation – Water Intrusion Improvements ($1,000,000) and design services for the South General Aviation Apron Improvements ($303,000). The grant also includes a reimbursement of approximately $376,000 for previous design services.

Pros: Allows the Airport to implement its approved Capital Improvement Program while meeting FAA guidelines relating to pavement management. Continues Airport efforts to be an economic boost to the community while enhancing General Aviation business opportunities.

Cons: Obligates Airport matching funds that could be used for other, lower priority projects.

2. Do not authorize acceptance and execution of the grant and provide alternative direction.

Pros: Frees Airport matching funds for other, lower priority projects.

Cons: Will not allow the Airport to complete their approved CIP and limits Airport’s ability to support the economic development initiatives of the community.

ATTACHMENTS/REFERENCES

1. Project Budget Amendment
2. North General Aviation Apron Improvements Bid Tab