DATE: July 5, 2022
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Applied Pavement Technology, Inc., to Provide Consulting Engineering Services for the Airport Pavement Management Program (PMP) Update at Hayward Executive Airport Project in an Amount Not to Exceed $227,000
RECOMMENDATION
That the Council adopts a resolution (Attachment II) authorizing the City Manager to execute a Professional Services Agreement (PSA) with Applied Pavement Technology, Inc., (APTech) to provide consulting engineering services for the Airport Pavement Management Program (PMP) Update at Hayward Executive Airport Project in an amount of $206,000 with a contingency change order amount of $21,000.
SUMMARY
The City must comply with the Federal Aviation Administration’s (FAA) requirement to keep the Airport PMP current. The last upgrade to the Airport PMP occurred in 2017 and is valid until June 2022. Keeping the PMP current ensures that Airport Capital Improvement Program projects are eligible for competitive funding from FAA, State, and other grants. The project generally consists of on-site Pavement Condition Index (PCI) inspections, a structural assessment to determine Pavement Classification Ratings (PCRS), and the development of a multi-year capital improvement program.
BACKGROUND AND DISCUSSION
The main goals of this project include updating the current 2017 PMP, conducting pavement inspections, developing classification ratings, performing a geotechnical investigation, conducting a structural pavement assessment, and developing a multi-year capital improvement program for Airport infrastructure. Updating the PMP is required to stay compliant with FAA requirements.
Staff released a Request for Qualifications (RFQ) on the City’s website soliciting proposals from consultants with experience on airport projects, which is essential for creating a successful update to the Airport PMP. The RFQ was released on August 12, 2021, and proposals were due on October 6, 2021. The City received three proposals from APTech, Applied Research Associates, and Kimley-Horn.
The method and criteria for consultant selection was identified in the RFQ. A panel consisting of the City’s Engineering Division and Airport staff independently reviewed and scored each proposal. The proposal evaluation panel unanimously determined APTech to be the best firm to update the Airport PMP.
FAA guidelines require that a reasonable fee range for the proposed scope of work be established by an independent third-party firm before the award of a contract. Staff requested an Independent Fee Estimate (IFE) analysis and range recommendation from C&S Companies for the project. C&S submitted an IFE on January 31, 2022 for the proposed scope of work. After receiving the IFE, in accordance with FAA regulations, staff requested APTech to submit a fee estimate. The fee estimate submitted by APTech was within the threshold range of the IFE.
The last upgrade to the Airport PMP occurred in 2017 and is valid until June 2022. The expiration of the current PMP would be consequential if the City were applying now for an FAA paving grant. However, the next FAA paving grant application will be submitted in March 2023, and the PMP report will be completed in January 2023, maybe sooner.
STRATEGIC ROADMAP
This agenda item supports Strategic Priority to Invest in Infrastructure. The agenda item specifically supports:
Project N12: Upgrade and maintain Airport Infrastructure and facilities.
N12a: Rehabilitate the pavement in phases.
N12b: Design and construct capital improvements to Airport hangars.
SUSTAINABILITY FEATURES
By applying best practices, the Updated PMP will maximize transportation dollars for economical capital improvement projects, reduce environmental impacts, and enhance the overall quality of airport operations to attract regional airport customers.
ECONOMIC IMPACT
Projects identified in the PMP will ultimately generate work for skilled and unskilled tradespeople during the construction phase.
FISCAL IMPACT
The amount budgeted for this project is programmed in the Airport’s Ten-Year Capital Improvement Program for FY23 (Fund 621). There will be no impact to the General Fund.
The Airport is operated as a financially independent enterprise fund. It receives no financial support from the City’s General Fund and must solely rely on the revenue it generates to fund its annual operating and capital improvement budgets. FAA regulations require the Airport to be as financially self-sustaining as possible, which is also an objective of Council.
PUBLIC CONTACT
There is no public contact needed for updating the Airport PMP.
NEXT STEPS
If Council approves, the City Manager will execute the professional services agreement with APTech. The proposed schedule is:
Kick-off Meeting August 2022
Data Collection/Analysis November 2022
Draft/Final Report January 2023
Project Close-out April 2023
Prepared by: Sundaresh Begur, Associate Civil Engineer
Kathy Garcia, Deputy Director of Public Works
Recommended by: Alex Ameri, Director of Public Works
Approved by:
Kelly McAdoo, City Manager