DATE: May 21, 2024
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute Amendment No. 1 to the Professional Services Agreement with Kimley-Horn and Associates, Inc., for On-Call Airport Planning and Environmental Services which will Extend the Termination Date to June 30, 2026
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute Amendment No. 1 to the Professional Services Agreement (PSA) with Kimley-Horn and Associates, Inc., (Kimley-Horn) for on-call airport planning and environmental services which will extend the termination date to June 30, 2026.
SUMMARY
The City entered into a PSA with Kimley-Horn on June 27, 2022 to assist with planning and environmental services for some of its airport-related capital projects. The use of on-call consultants at the Airport is consistent with past practice due to their expertise and knowledge of Federal Aviation Administration (FAA) regulations and standards, and for other reasons. Due to requested revisions from staff pertaining to forecasts contained in the draft Airport Layout Plan (ALP), assistance with the preparation of federal grants, as well as other forthcoming airport-related projects, staff is requesting a contract amendment to continue receiving these services.
BACKGROUND
The Airport has employed the use of both consultants and in-house engineering and design staff in the past to assist with various Airport-related capital projects. The Airport requires the use of on-call consultants for their design and planning expertise and knowledge of constantly changing FAA regulations and standards.
In early 2022, Airport staff and the Finance Department’s Purchasing Division distributed a RFQ to aviation consultants in accordance with City procurement policy and FAA guidance. After reviewing and considering the merits of each RFQ received, Kimley-Horn was selected as the consultant and the City entered into an agreement with the firm on June 27, 2022.
DISCUSSION
Kimley-Horn was tasked with working on two projects during the length of the initial two-year contract: the development of an updated ALP, and an analysis of the Remote Transmitter Receiver (RTR) installation at the Airport. Work is progressing on both the RTR installation and the ALP Update, with the ALP Update requiring the following tasks to be completed before both items can be reviewed and ultimately approved by the FAA.
Airport Layout Plan with Narrative
The ALP with Narrative provides an inventory of Airport facilities including buildings, runways, taxiways, and aircraft parking aprons. The ALP also depicts the locations of potential capital projects.
The ALP Update will ensure Airport facilities conform to current FAA design standards. Kimley-Horn is assisting in the preparation of the ALP Update, in accordance with FAA requirements.
Original projections noted that all work was to be completed by June 30, 2024. However, staff determined that several items associated with the forecasts, such as future traffic growth, needed further analysis, which would exceed the expiration date of the contract.
Other Airport-Related Services
Kimley-Horn has effectively responded to several occasions that required interpretation of FAA policies and design standards and evaluating impacts to the airport. It would be beneficial to continue to have expert advice on other administrative projects, such as assistance with applying for federal grants, that arise over the next two fiscal years.
ECONOMIC IMPACT
Projects identified in the ALP will ultimately generate work for skilled and unskilled tradespeople during the construction phase.
FISCAL IMPACT
All of the costs pertaining to the on-call consultant agreement as well as the additional amount for the ALP Update will be brought to Council as a separate action in late June.
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. There is no fiscal impact associated with this extension.
STRATEGIC ROADMAP
This agenda item supports the Strategic Roadmap priority to Invest in Infrastructure.
Specifically, Invest in City Facilities & Property, Section 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 developers 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. In addition, key new development projects, such as the Skywest property and the former California Air National Guard (CANG) site, have been discussed with Council and the community over the past several years.
NEXT STEPS
If Council approves this request, the City Manager will execute Amendment No. 1 to the PSA with Kimley-Horn, which will extend the agreement through June 30, 2026.
Prepared by: Doug McNeeley, Airport Manager
Recommended by: Alex Ameri, Director of Public Works
Approved by:
Dustin Claussen, Interim City Manager