To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Approve Supplemental Professional Task Orders - Charles M. Schulz - Sonoma County Airport
End
Recommended Action:
Recommended action
A) Approve and Authorize the Director of Public Infrastructure to:
1) Execute five Professional Services Task Orders with Mead & Hunt for engineering and design services at the Charles M. Schulz, Sonoma County Airport for a cumulative, not-to- exceed amount of $1,204,197.
2) Execute three Professional Services Task Orders with Reynolds, Smith and Hills (RS&H) for environmental consulting services at the Charles M. Schulz, Sonoma County Airport for a cumulative, not-to-exceed amount of $598,932.
B) Adopt a budgetary adjustment Resolution to the FY 2024-2025 Final Budget for the Public Infrastructure Department in the amount of $1,303,129.
(4/5 Vote Required)
end
Executive Summary:
The Sonoma County Department of Public Infrastructure Department (SPI), Airport Division (Airport), is requesting the Board delegate authority to the Director of SPI to execute eight Task Orders for consulting services associated with various construction and airport operations projects scheduled to begin in FY 2024-25. All eight Task Orders are associated with Master Service Agreements approved by the Board on December 6, 2022, and the cumulative, not-to-exceed value of the Task Orders is $1,803,129. In addition, SPI Airport is requesting the Board approve a Budget Resolution to increase appropriations in FY 2024-2025 SPI Airport (41301-34030101) Adopted Budget to fully fund these Task Orders in the amount of $1,303,129.
Discussion:
Background. On December 6, 2022, the Board approved Master Agreements for professional services including engineering, planning, design, construction management, environmental and other related services related to capital improvement projects at the Airport with BKF Engineers, C&S Companies, EBA Engineering, Guidepost Solutions, Mead & Hunt, Ninyo and Moore, and Reynolds Smith & Hills (RS&H). As part of the solicitation process for the Master Service Agreements, the Airport listed the following as potential projects through calendar year 2027: runway, apron, and taxiway improvements/construction, obstruction analysis and removal, navigational aid replacement/improvements (NAVAIDs), hangar and terminal improvements, master planning, airport layout plan (ALP) updates, Federal grant application and reporting support, engineering studies, design, continuing on-call services (as needed) and other related work at the Airport.
In accordance with the terms and conditions set forth in the Master Agreements, Airport staff is requesting that the Board authorize the Director of Public Infrastructure to execute the following task orders with Mead & Hunt (5) and RS&H (3) for improvement projects at the Airport. The companies were selected as part of the Master Agreement Process/Bid. These Task Orders are requested as part of the annual update to the specific work. The Master Agreements were approved by the Board of Supervisors on 12-6-22 as Item# 37. The Requests For Qualifications for the 5 year master agreements are renewed every 5 years. Where task orders are identified to receive future grant reimbursement, the Federal Share of the projects is 90.66% and reimbursement will occur once the projects are approved to move forward for construction. FAA grant funding comes from several different sources some of which are specifically designated for the Airport and some of which are competitive. Presenting grant applications which represent projects that have had this work done in advance or “shovel ready” is considered to be favorable by the FAA when the projects are reviewed. Particular areas of concern are having the environmental issues identified and the initial design work completed.
The Master Service Agreements establish agreements with companies for 5 years in specific areas of service. The Tasl Orders establish specific projects within their awarded subject matter to be carried out.
Mead & Hunt Master Agreement - Planning, Engineering and Architectural Services.
On December 6, 2022, the Board approved a master agreement with Mead & Hunt, Inc. for planning, engineering, architectural and other related services. They were selected for these services through a request for qualifications solicitation for the Airport’s five (5) year Federal Aviation Administration’s Capital Improvement Plan. The previously approved Task Orders 1-8 represented projects that have either been completed or are still in progress. The current task order request is seeking approval for new project design and environmental work. Having this work done in advance of the actual grant application is highly desirable by the Federal Aviation Administration (FAA) as they are reviewing projects for grant consideration.
Task Order #9 Apron E Helicopter Parking - Design
The Airport is experiencing additional demand for helicopter parking positions, and if approved, this project will fund development of design documentation for the construction of a new area that will be dedicated to helicopter parking, with the goal of reducing conflicts with aircraft operations and parking. The new helicopter parking area will be located in the infield surrounded by Apron E, Taxiway R, Taxiway Q and the vehicle service Road. This task order would authorize Mead & Hunt, Inc. to conduct Engineering Design to be able to seek federal grants for the construction of the new helicopter parking area.
Mead & Hunt’s services will include design services for the future construction of a topographic survey, geotechnical investigation, and preliminary engineering study for the Apron E Helicopter Parking-Design project. Mead & Hunt shall be paid on a time-and-expense basis not-to-exceed $447,894 in accordance with the current Mead & Hunt, Inc. California Rates, effective August 2023. Specific tasks and fees will be authorized by the County prior to start of work. This fee shall not be exceeded without the prior written authorization from the County.
Task Order #10 On-Call Services
Mead & Hunt On-Call Services will provide general support, program management, and engineering consulting services for the Airport, for a total not-to-exceed amount of $280,200. Typical tasks may include assisting the County in the administration and development of airport infrastructure improvement studies to assist with aircraft parking and landside traffic studies, program management coordination with grant development, project administration planning or engineering studies for miscellaneous requests, assistance with National Environmental Policy Act (NEPA) documents, aircraft operations and movement studies, air services impact to pavement conditions and movement area analysis, business consulting, coordination meetings, and other related services as directed by the County.
Task Order #11 Landside Access Road and Sidewalk to Terminal Design
The Airport is working to reconfigure the northern long-term parking lot and rental car facilities, and these changes will generate additional pedestrian traffic between Ordinance Drive and the passenger terminal. Unfortunately, there are currently no dedicated pedestrian or bicycle facilities along this path of travel, and existing sidewalk adjacent to the short-term parking lot does not meet the slope requirements of the Americans with Disabilities Act (ADA). In addition, there are no established locations for bicyclists to securely park their bicycles while visiting the Airport and limited parking for those who are waiting to pick up arriving passengers. Vehicles entering the Airport via Airport Boulevard often exceed the speed limit, which has caused safety issues for drivers making a left turn onto Airport Boulevard from Kaiser drive.
The Project will consist of the following elements:
1. ADA-compliant Sidewalk Paths of Travel
2. Bicycle Facilities
3. Roadway Improvements
4. Rest Area
5. Bus Stop
The Consultant services to be provided for the project will include preliminary design, final design and bid administration.
Payment shall be a lump sum fee of $322,927. This fee shall include labor, materials, expenses, and incidentals necessary to complete the work as described.
Task Order #12 - AIRPORT Wildlife Exclusion Fence Construction Engineer of Record (EOR) and Post Construction Services
Due to budget constraints at the time of original contract execution (Task Order #7), Phase 2, Construction Engineer of Record (EOR) Services and Phase 5, Post-Construction Services, were removed from the original scope of work / contract with the understanding that they would be added back into the scope / project, following value engineering of the project. This Scope of Work details the work to be provided by Mead & Hunt, Inc. for the additional Phases to be added to the Airport Wildlife Exclusion Fence project including Phase 2 Construction Engineer of Record (EOR) Services and Phase 5 Post Construction Services.
The total amount for the services described in this scope is $113,433.00. This fee includes labor, materials, expenses, and incidentals necessary to complete the work as described herein.
The Project is funded by the Federal Aviation Administration (FAA) under Airport Improvement Program (AIP) 3-06-0241-72-2023.
Task Order #13 - Remote Apron Parking Technical Study
The Airport is forecasting increased operations and demand for additional aircraft parking. The 2022 Airport Layout Plan (ALP) identified the area between Taxiways J, K, and A as the potential location for a Remote Apron. The purpose of this Study is to aid in the preparation of the environmental documentation necessary for the design and construction of the Project. This area allows flow of storm water collected on Airport pavements south of Taxiway K to the north side of the Airport. Within the unpaved area is a swale that leads storm water to the culverts underneath Taxiway J. Storm water travels through the culverts to airport creek.
Construction of the Remote Apron is anticipated to include: removal of existing asphalt concrete (AC) and portland cement concrete (PCC) pavements, clearing and grubbing, grading to subgrade elevation with fill material, installation of new storm drain pipes, catch basins, and manhole(s), installation of a storm water treatment system, construction of new flexible and/or rigid pavement sections, and pavement markings application.
As part of this Study, the consultant will perform a planning level analysis on the following aspect of the Project:
1. Pavement thickness and earthwork analysis to evaluate approximate depth of excavation and
hauling of materials to and from the site.
2. Storm drain analysis to evaluate potential drainage solutions for the area.
3. Storm water treatment and detention to evaluate solutions to offset additional runoff generated from the increased impervious area.
4. Potential Construction Phasing.
Payment for all work outlined in this Scope of Services shall be made on a lump sum basis in the
amount of $39,743. This fee shall include labor, materials, expenses, and incidentals necessary to complete the work as described herein.
RS&H Master Agreement - Sustainability and Environmental Services
RS&H was selected as the consultant to provide environmental and sustainability consulting and other related services. The previously approved Task Orders 1-10 represented projects that have either been completed or are still in progress. The current task order request is seeking approval for new environmental compliance work and reports necessary for project presentation. Having this work done in advance is highly desirable by the FAA as they are reviewing projects for grant consideration.
Task Order #11 - Helicopter Apron
RS&H will perform Consultant services for environmental reports and documentation for a helicopter and aircraft parking apron at the Airport. RS&H will provide project management for the NEPA and California Environmental Quality Act (CEQA) documentation for the proposed project. Project elements also include coordination with agencies regarding mitigation and permitting assistance for environmental mitigation and stormwater management applications. Project management tasks will consist of maintenance and monitoring of the overall project for the duration of the assignment.
RS&H will complete the scope of work for time and materials not-to-exceed $136,910.
Task Order #12 Mitigation Monitoring and Management
This task order is a continuation of efforts related to the runway safety area project environmental mitigation requirements. Several mitigation elements were mandated to be created by the agencies which required a ten-year mitigation monitoring program. Due to grants only covering four-year periods new task orders are needed to match grant funding. It is anticipated that this task order will finalize the ten-year monitoring period of establishment criteria.
RS&H will provide continued environmental mitigation management that need to be completed for the Runway Safety Enhancement Project at Charles M. Schulz - Sonoma County Airport (Airport). This scope will cover the period from January 1, 2024, through December 31, 2026 RS&H will coordinate and oversee LSA Associates, Inc., and the Laguna de Santa Rosa Foundation, who will perform the mitigation management activities on Airport Creek Mitigation Areas, Desmond Mitigation Bank and Brown Farm, Sonoma Airport Consolidated Mitigation Area (SACMA), and Seed Collection Sites.
The services to be provided by the Consultant under this Task Order #12 are as follows:
Task 1: Annual Reports
Task 2: Mitigation Oversight
Task 3: Miscellaneous As-needed Assistance
Task 4: Project Management
RS&H will complete the scope of work for time and materials not-to-exceed $276,317
Task Order #13 Remote Apron Parking Environmental Studies
RS&H will perform Consultant services for environmental reports and documentation for remote aircraft parking apron at the Airport. RS&H will provide project management for the National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) documentation for the proposed project. Project elements also include coordination with agencies regarding mitigation and permitting assistance for environmental mitigation and stormwater management applications. Project management tasks will consist of maintenance and monitoring of the overall project for the duration of the assignment.
RS&H will complete the scope of work for time and materials not-to-exceed $185,705.
In addition to authorizing the Director of SPI to approve the Task Orders, Airport staff is requesting the Board approve a Budget Resolution to increase appropriations in FY 2024-2025 SPI Airport (41301-34030104) Adopted Budget to fully fund these Task Orders.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 3: Continue to invest in critical road, bridge, bicycle, and pedestrian infrastructure.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
10/17/23, Item #12 - Charles M. Schulz - Sonoma County Airport Air Traffic Control Tower Siting Study Agreement and Additional Professional Services Task Orders for engineering, design, and construction management
12/6/2022, Item #37 - Supplemental Professional Services Master Agreements - Charles M. Schulz - Sonoma County Airport
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$500,000 |
|
|
|
Additional Appropriation Requested |
$1,303,129 |
|
|
|
Total Expenditures |
$1,803,129 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$1,803,129 |
|
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$1,803,129 |
|
|
Narrative Explanation of Fiscal Impacts:
The specifics of these requested task orders were not known at the time of the budget preparation however, $500,000 was included in the adopted budget in anticipation of these new requests. The additional $1,303,129 budgetary adjustment is being requested to augment the engineering (51213) and professional services (51249) budget accounts in the Airport Operations (34030101) budget which will initially be funded by the normal rates and fees collected by the Airport for possible later reimbursement by the FAA.
The FAA reimburses eligible expenses at 90.66%. This work is being done to enable a more complete grant application in line with the FAA’s preference to “shovel ready” projects. As an example, the NEPA and CEQA requirements being determined as well as basic design and study work assists with their approval of applications. This prior work is included in the grant application for reimbursement. If the project is approved for funding then the County will be reimbursed for the expenses.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Budgetary Adjustment Resolution
Mead & Hunt Task Order #9
Mead & Hunt Task Order #10
Mead & Hunt Task Order #11
Mead & Hunt Task Order #12
Mead & Hunt Task Order #13
RS&H Task Order #11
RS&H Task Order #12
RS&H Task Order #13
Related Items “On File” with the Clerk of the Board:
None.