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1 VISALIA MUNICIPAL AIRPORTVISALIA, CALIFORNIA ACQUIRE AIRFIELD SWEEPER ENGINEERING SCOPE OF WORK The City of Visalia desires to acquire a new airfield sweeper for use on the Visalia Municipal Airport. The following engineering scope of work will be required to prepare the Acquire Airfield Sweeper bid documents, oversight of the procurement process and management of the FAA grant process. Project Formulation – DBE Program and Goal Calculation - FAA requires airports to have a current DBE program if they receive $250,000 or more in AIP funding during a Federal fiscal year. The sweeper acquisition will be more than $250,000 and thus has triggered this FAA requirement for the airport. Visalia Municipal Airport does not have a current DBE program. This will include preparation of a Disadvantaged Business Enterprise (DBE) Program and goal calculation as required by 49 CFR Part 26. This DBE program is not specific to just this sweeper acquisition but is a general FAA requirement for the airport and includes other projects as well. The final document is about 100 pages and contains all the information necessary for the airport to manage and implement their DBE Program. FAA allows the costs to prepare this to be included in the FAA grant for the airfield sweeper. As a result, it has been incorporated into the scope of this project. The scope of work for the DBE Program and Goal Calculation includes the following and is prepared by a subconsultant. Sponsor and FAA Coordination Develop Policy Statement, Assist in determining various appointments as required (DBELO, Administrative Reconsideration Official, etc.) Research applicable DBE financial institutions in the state Identify applicable Prompt Payment Laws and Regulations Identify and develop proper Monitoring and Enforcement Mechanisms according to the laws and regulations Develop Small Business Element with proper forms to be utilized by the sponsor Verify Sponsor membership in State UCP and assist Sponsor to obtain membership as required Program Document Preparation according to required guidelines Print, Package and Mail Sponsor Coordination/Explanation of duties and requirements Program Maintenance Program Implementation and Support Project Formulation – NEPA Cat Ex Environmental Document – FAA requires a very simple 2 page Cat Ex environmental document to support the purchase of the Airfield
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2 Sweeper. An environmental subconsultant prepared a simple 2 page Cat Ex addressing the NEPA needs for this project. Engineering Design and Preparation of Specifications Drafting of Airfield Sweeper Technical Specification – Technical specifications were drafted outlining all the sweeper component requirements including general requirements, warranty, truck chassis, safety systems, sweeper system components, sweeper performance specifications and delivery requirements. In addition, a checklist was drafted for ease of determination of low bidder responsiveness to technical specification requirements. Tasks involved included Meetings with the airport to determine airport requirements and priorities for new sweeper options and components including follow up meetings to review findings and additional questions. Researching FAA requirements for airfield sweepers. Researching existing specs for various sweeper manufacturers/models available. Cataloguing common components/specifications to develop a list of desirable components that meets all needs of the airport and provides the greatest competition amongst the various manufacturers in order to facilitate the most competitive pricing. Extra care was taken to ensure the final specifications did not include any options that are proprietary to any one make/model. Research of other airport sweeper bid documents for comparison. Drafting of the final sweeper technical specification and accompanying bidders’ checklist. The project was put out to bid and the bids were not responsive and were rejected. In addition, it was discovered there is an exemption from the CDL requirement for airport use. As a result, we upgraded the sweeper specification to allow a CDL model. Revision to final sweeper technical specifications to upgrade to a CDL model included coordination with the City & City Risk Management related to the Airport CDL Exemption, research to verify various specification requirements and make minor modifications to select portions of technical specification as necessary. Drafting Sweeper Specification bidding document requirements including the following: Research of FAA requirement for contract provisions for an equipment acquisition contract. Researching anticipated cost of sweepers that meet the drafted Technical Specification for development of Engineers Estimate and project budgets. Researching expected lead time for sweeper acquisition in order to identify reasonable allotment of working days for the contract. Research potential bidder contact information for use in advertising. Drafting the Notice Inviting Bids and required FAA bid forms. Drafting additional specification language to incorporate DBE requirements for rebid.
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3 Coordination with City of Visalia Purchasing Department on the drafting and review of final bid documents and coordination of bid dates and other miscellaneous bidding requirements. Draft Engineers Report for FAA documentation including justification for the need and AIP eligibility of the new airfield sweeper, details of technical specification requirements, and summary of costs associated with the project. FAA Grant Administration Meeting and coordination with FAA on grant budgets and grant/FAA deadlines and timing. Drafting of grant preapplication. Engineering During Bid and Award Assist Sponsor in distributing final specifications to prospective bidders with additional assistance added for project rebid. Participate in a zoom pre-bid meeting. A second zoom pre-bid meeting was added for project rebid. Respond to any questions and comments from prospective manufacturers. A second round of responding to questions and comments was added for project rebid. Preparation of required addenda. A second round of addenda preparation was added for project rebid. Assist the City in evaluating the proposals and making recommendations for the contract award to the lowest responsive and responsible bidder(s) whose equipment meets or exceeds specification requirements. Prepare Abstract of Bids and final FAA grant application. Equipment Review and Inspection, Final Project Closeout Prepare manufacturer pay estimates. Prepare FAA reimbursement requests. Review of all manufacturer submittals. Prepare any change orders required including negotiation of change order costs, drafting change orders for signature, and writing a change order Engineer’s Report, including justification of AIG eligibility. The sweeper will be delivered to the airport and will be inspected by the Sponsor at the time of delivery. As a minimum, the manufacturer will submit and the Sponsor and Engineer will review the following documents with delivery of the equipment which will be reviewed by Project Administrator and Principal Engineer for acceptance: Applicable Title documents. An operator’s manual that includes all standard manufacturer/vendor literature. Manufacturer’s standard warranties and guaranties Maintenance instructions Vendor Certifications
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4 Prepare Final Engineer’s Report for FAA including summary of final equipment purchase, final costs, photographs, any changes to the design of the equipment, and manufacturer's closeout documents (Project Administrator and Principal Engineer) Hours Rate TotalProject FormulationDBE Program and Goal Preparation 11,000.00$ Brandley Supervision/Coordination 1,100.00 NEPA Environmental Document 1,000.00 Brandley Supervision/Coordination 100.00 Total Project Formulation13,200.00$ Engineering Design and Preparation of Specifications Principal Engineer 15.5 300.00$ 4,650.00$ Junior Engineer 37.0 120.00 4,440.00 Project Administrator 16.0 100.00 1,600.00 Total Design and Preparation of Specifications10,690.00$ Use10,700.00$ Engineering During Bid and Award Principal Engineer 12.0 300.00$ 3,600.00$ Junior Engineer 8.0 120.00 960.00 Project Administrator 8.0 100.00 800.00 Clerical 5.0 85.00 425.00 Total Engineering During Bid & Award5,785.00$ Use5,800.00$ Equipment Review and Inspection, Final Project Closeout Principal Engineer 15.0 300.00$ 4,500.00$ Junior Engineer 5.0 120.00 600.00 Project Administrator 10.0 100.00 1,000.00 Clerical 5.0 85.00 425.00 Total Equipment Inspection, Final Closeout6,525.00$ Use6,500.00$ TOTAL36,200.00$ TABLE NO. 1VISALIA MUNICIPAL AIRPORTCITY OF VISALIA, CALIFORNIABREAKDOWN OF ENGINEERING FEESAcquire Airfield Sweeper 8/20/2024