HomeMy WebLinkAboutStaff Report 7366City of Palo Alto (ID # 7366)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/14/2016
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Summary Title: C&S Engineers Contract CIP AP-16000 Apron-1B
Title: Approval of Amendment Number 3 With C&S Engineers, Inc. Contract
Number C15155208A to Increase the Contract by $350,000 for a Total Not-to-
Exceed Amount of $1,458,329 for Engineering and Design Services Related to
the Airport Apron Reconstruction Design Phase 1B; and Approval of a Budget
Amendment in the Airport Enterprise Fund
From: City Manager
Lead Department: Public Works
Recommended Motion
Staff recommends that Council:
1.Approve Amendment No. 3 to C&S Engineers, Inc. Contract C15155208A
(Attachment A) to increase the contract by $350,000 for a total not to
exceed amount of $1,458,329 for engineering and design services related
to CIP projects; and
2.Amend the Fiscal Year 2017 Budget Appropriation for the Airport Enterprise
Fund by:
a.Increasing the Capital Improvement Program Airport Apron
Reconstruction project (AP-16000)appropriation in the amount of
$28,450; and
b.Decreasing the fund balance in the amount of $28,450.
Background
Prior to transferring Palo Alto Airport (PAO) in 2014, staff analyzed PAO
infrastructure and provided recommendations for important safety-related
maintenance and modernization projects needed to upgrade PAO to a modern
operational facility. With over 170,000 annual operations, PAO serves as an
important General Aviation Reliever Airport for three primary Bay Area airports
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and is identified as an important airport in the National Plan of Integrated Airport
System (NPIAS). Airports in the NPIAS qualify for Federal Aviation Administration
(FAA)grant money for eligible projects under the Airport Improvement Program,
which includes capital improvements necessary for continued safe and efficient
operation of an airport.
Contracts
The City initially entered into a contract with C&S Engineers, Inc.(C&S) in October
2014 in an amount of $250,000 for a term of five (5)years for on-call consulting
services (City Manager’s Report #4948). This contract provides for a variety of
design, construction administration, environmental studies and other planning
functions required for FAA Airport Capital Improvement Projects. On-call
consultant services that are compliant with FAA requirements are eligible for 90%
reimbursement of the contract amount.
In December 2015, Council approved Amendment No. One to increase the
contract amount by $650,000 for a total not-to-exceed amount of $900,000 for
professional engineering and design services related to CIPs (City Manager’s
Report #6367). In August 2016, Council approved Amendment No.2 to increase
the contract amount by $208,329 for a total not-to-exceed amount of $1,108,329
for engineering and design services related to the CIP Airport Perimeter Fence
project AP-16003 (City Manager’s Report #7165).
Capital Improvement
The FAA’s high priority on standard Runway Safety Areas and users concerns
about deteriorating conditions of the airfield prompted a pavement inspection in
September 2013. The inspection resulted in an estimate of more than $8M to
rehabilitate the apron pavement. In 2014,staff prepared and submitted an
Airport Capital Improvement Plan (ACIP)to the FAA, addressing these immediate
rehabilitation needs. On August 20, 2015, City staff and C&S met with the FAA to
discuss the ACIP and prioritize projects.
In September 2015, the City Manager executed a grant agreement for $509,585
for CIP projects AP-16000 and AP-16002 (Airport Apron Reconstruction and
Wildlife Hazard Plan, respectively). In a meeting with staff the same month,the
FAA supported an airfield electrical study and indicated the City should reapply
for a grant to include it in the multi-phase of CIP project AP-16000. PAO received
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the grant and increased the contract accordingly.Furthermore, on October 4,
2016, the FAA ackowledged additional scope to design the replacement of the
aircraft washrack was needed to meet the latest environmental standards and
should be incorporated in Phase 1B of the project apron design.
Grants
To implement the safety enhancements, rehabilitation, and infrastructure needs,
assistance from available grant programs are sought.
When awarding grants, the FAA and Department of Transportation (DOT)require
the City to execute and return agreements within strict timelines, sometimes
within days of receiving the offer. To ensure the City is able to accept and
maximize grants, Council authorized the City Manager to apply for and execute
future grant agreements offered by the FAA and DOT for improvements at the
airport. (City Manager’s Report #5890) The FAA makes airport improvement
grants available to local airport sponsors for 90% of the total costs of eligible
projects and, when applicable, the California DOT will match 2.5% of the federal
share. In receiving grant funds from the FAA, the City agrees to the conditions
governing the use of grant funds and operates the airport in compliance with FAA
requirements.
Discussion
Contract Amendment No. 3 with C&S Companies increases the contract amount
by $350,000 for engineering and design services related to Phase 1B of the apron
CIP project AP-16000.
In addition to addressing the deteriorating pavement condition, Phase 1B of the
project design will include the airfield electrical study and replacement of the
aircraft washrack. Although the footprint of the apron will remain the same, the
total number of tie-downs will be reduced to meet current FAA standards.
As Council authorized the City Manager or his designee to execute applications
for and acceptance of future airport maintenance and improvement grants for
existing infrastructure at PAO, in May 2016 the City applied for and received a
grant from the FAA for $436,481 or 90% of the total cost of the project for the
Apron Design –Phase 1B. The additional $28,450 design costs for the washrack
are grant eligible and these costs will be added to the construction grant
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application where the City will seek 90% reimbursement when the construction
grant is received. If approved, this would result in a net City contribution of
$2,845 to complete this component of the improvements.
Timeline
The completion of the design work, including the airfield electrical study and
aircraft washrack is expected to be completed in Spring 2017.The FAA requires
staff to have bids by the first of May to apply for the first phase construction
grant.
Resource Impact
Funding for the $350,000 contract amendment is available in Aiport Fund Capital
Improvement Program project AP-16000 Airport Apron Reconstruction.
The cost for the additional scope to design the replacement of the aircraft
washrack is $28,450 and was not included in the FY 2017 budget for AP-16000.
Ninety percent of this additional design cost is eligible for reimbursement via an
FAA grant.
Staff will request reimbursement from the FAA for 90% of the cost of the
washrack design as part of the construction grant application to be submitted in
May 2017. They will also manage expenses in pavement maintenance and
liability insurance costs during FY 2017 to ensure the Airport Enterprise Fund
remains solvent,without additional General Fund support,in case additional FAA
funding is not approved. A review of FY 2016 actuals and current year tracking
will be completed as part of the FY 2017 Mid-Year Budget Review report and any
rebalancing actions brought forward as necessary at that time.
Environmental Review
Based on FAA direction, C&S was tasked with preparing documentation necessary
to comply with National Environmental Policy Act (NEPA) requirements for the
airport apron design and as a project that involves only replacements of existing
structure it qualifies under a categorical exclusion.The apron rehabilitation
project previously received environmental approval from the FAA. Under
California Environmental Quality Act (CEQA) guidelines the apron rehabilitation
qualifies under “Categorical Exemption 15302 Replacement or Reconstruction.” A
CEQA Notice of Exemption will be filed prior to project construction.
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Policy Implications
The CIP Apron Rehabilitation project is consistent with two of City Council’s 2016
priorities: 1) Comprehensive planning and action on land use and transportation
and 2) Infrastructure Strategy and Funding.
Attachments:
·Attachment A: CS Engineers Inc. -AMENDMENT NO. 3 (PDF)
1 Revision July 20, 2016
AMENDMENT NO. THREE TO CONTRACT NO. C15155208A
BETWEEN THE CITY OF PALO ALTO AND C & S ENGINEERS, INC.
This Amendment No. Three to Contract No. C15155208A (“Contract”) is entered
into November 14, 2016, by and between the CITY OF PALO ALTO, a California chartered
municipal corporation (“CITY”), and C & S ENGINEEERS, INC., a New York corporation, located
at 499 Col.
Eileen Collins Boulevard, Syracuse, New York 13212 (“CONSULTANT”).
R E C I T A L S
A. The Contract was entered into between the parties for the provision of
On-call engineering services including planning, design engineering,
environmental analyses, grant management and construction management.
B. The parties wish to amend the Contract to increase the funding to cover
an additional task order.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 4. NOT TO EXCEED COMPENSATION is hereby amended to
read as follows:
“The compensation to be paid to CONSULTANT for performance of the Services
as amended above, including payment for professional services, shall not exceed
One Million Four Hundred Fifty Eight Thousand Three Hundred Twenty Nine
Dollars ($1,458,329).”
SECTION 2. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
DocuSign Envelope ID: 6C7F895D-2616-40EA-95C1-2802C90AAA3B
2 Revision July 20, 2016
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
____________________________
City Attorney
____________________________
Director of Public Works
C & S ENGINEERS, INC.
By:
Name:
Title:
DocuSign Envelope ID: 6C7F895D-2616-40EA-95C1-2802C90AAA3B
Department Manager
Jessica Bryan