Agenda Report
Fullerton City Council
MEETING DATE: September 19, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: raul godinez, interim public works director PREPARED BY: brendan o’reilly, airport manager
DAVID GRANTHAM, PRINCIPAL CIVIL ENGINEER
Nick Esposito, ASSOCIATE ENGINNER
SUBJECT: runway 06 precision approach path indicator project
SUMMARY
Award $899,899 construction contract to Vellutini Corporation dba Royal Electric Company for Runway 06 Precision Approach Path Indicator Project and award $42,153 contract for construction management to C & S Companies Inc.
RECOMMENDATION
Approve plans and specifications for Runway 06 Precision Approach Path Indicator Project.
Approve the following budget transfers and appropriations in Project 49015 Runway 06 Precision Approach Path Indicator Project in the Airport Fund (Fund 40):
Federal Aviation Administration Airport Improvement Program Grant award to CIP Fund (Fund 74). The preliminary grant authorization totals $925,598 with additional monies available based on final eligible project costs.
Caltrans Division of Aeronautics Grant award to CIP Fund (Fund 74). The preliminary grant authorization totals $46,280 with additional monies available based on final eligible project costs. $34,000 budget transfer and appropriation from Airport Enterprise Fund Balance (Fund 40).
Reject Guy Construction bid due to non-responsiveness.
Award $899,899 construction contract to Vellutini Corporation dba Royal Electric Company for Project 49015 Runway 06 Precision Approach Path Indicator Project and authorize City Manager, or designee, to execute the contract, in a form approved by the City Attorney.
Authorize Administrative Services Director, or designee, to enter $42,153 purchase order with C & S Companies, Inc. for professional engineering construction support services for the Runway 6 Precision Approach Path Indicator Project.
Authorize Public Works Director, or designee, to approve any future change orders for construction and professional engineering construction support services within the approved project budget.
CITY MANAGER REMARKS
None.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
A combination of Federal Aviation Administration (FAA) Airport Improvement Program (AIP) Grant, Caltrans Division of Aeronautics Grant and Airport Enterprise Funds would fund this project. The Airport Enterprise Fund has subsidized all project costs to date. The two grants would reimburse eligible costs related to project design, staff administration, construction and construction administration services (inspection, testing, etc.). The FAA AIP Grant would reimburse 90% of construction and design costs and a limited amount of construction administration costs. The Caltrans Division of Aeronautics would reimburse 5%, with the Airport Enterprise Fund responsible for the remaining 5% share of eligible project costs, plus any costs (if any) determined ineligible for grant funds.
The FAA AIP Grant awarded $925,598 and the Caltrans Division of Aeronautics grant awarded $46,280. Staff requests a $34,000 budget transfer and appropriation of additional Airport Enterprise Funds from fund balance to Project 49015 Runway 06 Precision Approach Path Indicator Project for the City share requirements and project costs to complete this project.
Staff attached a Budget Data Sheet / Summary of Bids and the Contractor’s Bid Schedule for reference (Attachments 1 and 2, respectively).
DISCUSSION
Project Background
This project would replace the existing Pulse Light Approach Slope Indicator (PLASI) system for Runway 06 with a modern Precision Approach Path Indicator (PAPI). Both these navigational aids assist pilots on runway approach by giving them a lighted indication that they are above, below or on the established glideslope. The antiquated PLASI makes obtaining replacement parts very difficult and costly. This project would replace the PLASI system with a modern Precision Approach Path Indicator (PAPI) system and install any needed upgrades to the electrical system to support the PAPI system.
The City cannot finalize and process the FAA and Caltrans grant amounts (detailed in the Fiscal Impacts section) until it has received contractor bids. City Council authorized the Public Works Director to sign all documents related to grant award and processing on February 15, 2022 to meet the FAA imposed time constraints between bid opening and submitting grant documents. The City has completed all paperwork and finalized and authorized the FAA and Caltrans grants.
Bidding
Staff received two bids for the Runway 06 Precision Approach Path Indicator Project on May 31, 2023. Guy Construction Inc. submitted the low bid. However, staff found the Guy Construction bid non-responsive and not in conformance with the material terms of the bid package. The bid included incomplete Disadvantaged Business Enterprise (DBE) paperwork at the bid opening. Guy Construction had five days after bid opening to submit supplemental paperwork per project specifications. Staff coordinated with Guy Construction to obtain the needed documents. However, Guy Construction submitted incomplete supplemental DBE forms which contradicted the forms submitted with the original bid proposal. The FAA grant requires these forms. Staff found the Guy Construction bid non-responsive and not in conformance with the material terms of the bid package. Staff has consulted with the City Attorney.
The Vellutini Corporation dba Royal Electric Company of Sacramento submitted the next lowest bid totaling $899,899. The lowest responsible and responsive bid as submitted is approximately 99% higher than the $452,000 engineer estimate. The project scope has specialized items such as working on an airport site and electrical components such as conduit, pull boxes and wiring which have significantly increased in cost. Staff evaluated the bid, found it acceptable and recommends awarding the project to the Vellutini Corporation dba Royal Electric Company.
Staff provided written notice of the determination of non-responsiveness to Guy Construction as well as the staff recommendation and the company’s right to protest and/or submit materials in response to the recommendation at the City Council meeting.
Bid Protest
Vellutini Corporation submitted a bid protest claiming the Guy Construction bid failed to meet project requirements, failed to meet DBE requirements and improperly completed bid documents. Staff found Guy Construction non-responsive, as previously noted, making the bid protest moot.
Construction Administration
City Council approved a five-year, on-call airport engineering, planning and environmental consulting services agreement with C & S Companies, Inc. of San Diego on April 21, 2020. Staff recommends C & S Companies provide construction support services for this project due to the project complexity, FAA requirements and Airport operation requirements. Services would include material testing, surveying, project management and coordination with FAA and Airport Manager as needed. C & S Companies completed the project plans and specifications and have knowledge of all project requirements.
Construction would tentatively start in mid-September 2023 with anticipated project completion in November 2023. Staff would coordinate all construction work to allow regular use of the Airport during the day.
Staff has prepared an environmental assessment in accordance with California Environmental Quality Act guidelines and determined the project is categorically exempt. The FAA has also reviewed the project in accordance with National Environmental Policy Act and has determined as Categorically Excluded pursuant to FAA Order 1050.1F.
Attachments:
Attachment 1 – Budget Data / Summary of Bids
Attachment 2 – Bid Schedule
Attachment 3 – Project Location Map
Attachment 4 – Standard Contract / Agreement
cc: City Manager Eric J. Levitt
Runway 06 Precision Path Indicator Project
September 19, 2023 - Page 2