DATE: June 20, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute an Agreement with Tartaglia Engineering for Design Services for the Airport Pavement Rehabilitation Project in Total Not-to-Exceed Contract Amount of $648,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute a Professional Services Agreement (PSA) with Tartaglia Engineering (Tartaglia) in an amount not-to-exceed $648,000, of which $450,000 will be appropriated from Project 06819 (Taxiway Zulu Pavement Rehabilitation Design) and the remaining $198,000 will be appropriated from Project 06890 (Pavement Rehabilitation)
SUMMARY
The Hayward Executive Airport (Airport) has utilized both in-house engineering staff and outside consultants in the past to assist with the design and construction administration for capital projects. The Airport uses outside consultants due to their engineering expertise and knowledge of Federal Aviation Administration (FAA) regulations and standards.
A request for qualifications (RFQ) was prepared and released according to the City’s procurement policy and FAA guidelines for the design services for the Airport Pavement Rehabilitation Project. Staff recommends award of the contract to Tartaglia in an amount no-to-exceed $648,000 following a review panel of the responses. The funding for this contract is included as part of the recommended FY 23-24 Capital Improvement Program (CIP) under Projects 06819 (Taxiway Zulu Pavement Rehabilitation Design) and 06890 (Pavement Rehabilitation), with 90% of the cost for the design services for Project 06819 to be reimbursed by the FAA. Staff also anticipates receipt of State of California Division of Aeronautics grant funding in the amount of 5% of the total cost or $150,000, whichever is lower.
BACKGROUND
The Airport has employed the use of both consultants and in-house engineering and design staff in the past to assist with the design and construction administration of various Airport-related capital projects. The Airport uses outside consultants due to their engineering expertise and knowledge of FAA regulations and standards.
A request for qualifications (RFQ) was prepared and released according to the City’s procurement policy and FAA guidelines for the design services for the Airport Pavement Rehabilitation Project. Two Statements of Qualifications were received. After reviewing and considering the merits of each of the statement of qualifications, the review panel unanimously selected Tartaglia for the design services for the Airport Pavement Rehabilitation Project for the next two years, with two, 1-year extensions and will be engaged to complete projects for the Airport as further discussed below.
DISCUSSION
Tartaglia will be tasked with working on a base line and two add-on alternatives projects. These projects are the rehabilitation of Taxiway Zulu between Taxiway Delta and Taxiway Foxtrot and the add alternatives, the rehabilitation of Taxiway Alpha 1 and the realignment (centerline only) of Taxiway Zulu at Taxiway Delta. The Scope of Services includes preliminary engineering, design engineering, and bidding phase services including preparation of Plans, Specifications, and Estimate (PS&E) services. The design services will ensure Airport facilities conform to current FAA design standards. Tartaglia will assist in preparing the PS&E services in accordance with FAA requirements.
Taxiway Zulu between Taxiway Delta and Taxiway Foxtrot - $301,400 Taxiway Zulu is a 50-foot-wide asphalt paved taxiway, approximately 3,300 feet in length, connecting Taxiway Foxtrot to Taxiway Delta with an intersection at Taxiway Echo (approximately 165,000 sf). Proposed improvements include localized full-depth reconstruction of portions exhibiting subgrade failure, followed with a mill and overlay of the entire taxiway. The work will include shoulder backing, installation of pavement markings, and retro-reflective pavement markers.
Rehabilitation of Taxiway Alpha 1 - $144,200
This is Additive Alternate 1 to the taxiway rehabilitation effort. Taxiway Alpha 1 is a 35-foot-wide asphalt paved element, approximately 1,300 feet in length, connecting Taxiway A with the threshold of Runway 28L and providing connection to the Runway 28L holding bay. The focus of this improvement is the first 500 feet of taxiway at the connection to Taxiway Alpha (total area of rehabilitation estimated to be 16,000 sf). Proposed improvements include localized full-depth reconstruction of portions exhibiting subgrade failure, followed with a mill and overlay of the extent of the work area. The work will include shoulder backing and installation of pavement markings.
Realignment (centerline only) of Taxiway Zulu at Taxiway Delta - $202,400 This is Additive Alternate 2 to the taxiway rehabilitation effort. Taxiway Zulu currently realigns to Taxiway Zulu 1 at the intersection with Taxiway Delta. This shift currently creates an alignment not characteristic of normal parallel taxiway elements. The focus of this improvement is to be straighter and not require as much aircraft maneuvering. Proposed improvements include removal of the existing structure, earthwork and subgrade preparation, aggregate base and hot-mix asphalt pavement, shoulder backing, pavement markings and retroreflective markers.
It is expected this project will require approximately six to nine months to complete.
Staff anticipates environmental services will be performed by the Airport’s current environmental consultant and costs for such services are part of an on-going environmental and planning services contract.
The scope will also include the interpretation of FAA policies and design standards and evaluating impacts to the airport along with additional services as related to baseline and two add-alternates predesign services (cost: $648,000) and administrative/staff costs of 15% of the total project costs (cost: $98,000).
ECONOMIC IMPACT
Projects identified in the taxiway’s rehabilitation projects will ultimately generate work for skilled and unskilled tradespeople during the construction phase.
FISCAL IMPACT
There is sufficient funding to cover the cost of the agreement with Tartaglia Engineering for design services for the Airport Pavement Rehabilitation Project. Costs associated with the consultant agreement have been programmed into the Recommended FY23-24 CIP.
It is expected that the total cost for design of these projects, along with administrative services and in-house costs, will not exceed $746,000. Funding is included as part of the Recommended FY24 Capital Improvement Program (CIP) under Projects 06819 and 06890, with 90% of the cost for the design services in Project 06819 to be reimbursed by the FAA. Staff also anticipates State of California Division of Aeronautics Grant funding in the amount of 5% of the total cost or $150,000 whichever is lower.
As noted above, the total project amount includes an additional 15% of the total contract cost for administrative services and in-house charges.
The Airport is operated as a financially independent Enterprise Fund. It receives no financial support from the City’s General Fund and solely relies 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 City Council.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Infrastructure. Specifically, this item relates to the implementation of the following projects:
Project N12: Upgrade and Maintain Airport Infrastructure and facilities.
SUSTAINABILITY FEATURES
The Airport is strongly committed to developing projects that are environmentally responsible. Therefore, staff will ensure that all plans proposed by future capital projects incorporate features that are in line with the City’s sustainability guidelines.
PUBLIC CONTACT
The agenda and staff report for this item have been posted on the City’s website and distributed to interested parties.
NEXT STEPS
If Council approves this request, the City Manager will finalize negotiations and execute the contract with Tartaglia.
Prepared by: Doug McNeeley, Airport Manager
Recommended by: Alex Ameri, Director of Public Works
Approved by:
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Kelly McAdoo, City Manager