To: Board of Supervisors
Department or Agency Name(s): Transportation and Public Works
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2231
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Grant Management Services Task Order #20
End
Recommended Action:
Recommended action
Approve and authorize the Chair to execute Task Order #20 with Mead & Hunt, Inc. for an amount not to exceed $153,064 for general, program, and grant management consulting services for the Charles M. Schulz - Sonoma County Airport in relation to the Airport perimeter fence upgrade.
end
Executive Summary:
The Airport Division of the Department of Transportation and Public Works (Airport) requests that the Board authorize the Chair to execute Task Order # 20 for consulting services with Mead & Hunt, Inc. for general, program, and grant management consulting services in relation to the Airport perimeter fence upgrade in accordance with a Master Agreement executed by the Board of Supervisors on February 9. 2016 (Item #43).
Discussion:
On February 9, 2016, the Board approved an Agreement for “As Needed Professional Services” with Mead & Hunt, Inc. This “Task Order 20” is to provide management and consulting services for the Charles M. Schulz-Sonoma County Airport (Airport) for the Airport perimeter fence upgrade. The Board of Supervisors approved an extension of the Agreement on May 25, 2021, under which extension the Board’s approval of this Task Order #20 is being sought.
The risks of wildlife entering the Airfield creates a substantial hazard to both commercial and general aviation traffic. In order to meet the requirements of a Wildlife Hazard Assessment and Part 139 Safety Inspections and Certifications, the Federal Aviation Administration (FAA) has allocated grant funding to upgrade the Sonoma County Airport perimeter fence. Through Task Order 20, Mead & Hunt would provide management and consulting services for this project, including project administration and coordination, preliminary design, final design, and bid administration.
Project Administration and Coordination
Mead & Hunt will be responsible for organizing preliminary meetings with the Airport to prepare for the perimeter fence upgrade project. In addition, they will prepare any contracts affiliated with the design of the project, and provide project administration services, including coordinating team meetings with the Airport and contractors. Mead & Hunt will also prepare the grant application for the project, which will be provided to the Airport for approval and submission.
Preliminary Design
Mead & Hunt will review existing field survey information and conduct additional surveys as needed to produce a preliminary project design. The preliminary design report will include (as applicable) the summary of the project scope, geometrics, environmental issues, construction-phasing plans, and a preliminary project schedule.
Final Design
Mead & Hunt will prepare the final engineering design of the project and will submit this to the Airport for review and approval. They will also assemble relevant documents for the County to use in obtaining competitive bids for the work.
Bid Administration
Mead & Hunt will be responsible for bid administration through their online portal. Bid dates will be established by the County. During the bidding process, Mead & Hunt will be available to clarify questions that arise from contractors and suppliers. They will also prepare a Recommendation of Award for the County to accept or reject the submitted bids.
TPW recommends the Board of Supervisors authorize and execute the agreement with Mead & Hunt Inc. in the amount of $153,064 for general, program, and grant management consulting in accordance with a Master Agreement executed by the Board of Supervisors on February 9. 2016, as amended on May 25, 2021 (Item #43).
Strategic Plan:
N/A
Prior Board Actions:
5/25/2021: Board approved Amendment and Task Orders #14, #15, #16, #17, and #18 with Mead & Hunt
2/26/2019: Board approved Task Order #9 with Mead & Hunt
11/13/2018: Board approved Agreement for Environmental Assessment for Perimeter Fence Upgrade at Charles M. Schulz - Sonoma County Airport
3/28/2017: Board approved Task Order #7 with Mead & Hunt
9/13/2016: Board approved Task Order #5 with Mead & Hunt
2/9/2016: Board approved a new five-year Master Agreement with Mead & Hunt for on-call engineering services at the Charles M. Schulz - Sonoma County Airport
Fiscal Summary
|
Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$45,920 |
$107,144 |
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$45,920 |
$107,144 |
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$45,920 |
$107,144 |
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$45,920 |
$107,144 |
|
Narrative Explanation of Fiscal Impacts:
As part of Task Order #20, Mead and Hunt will prepare and submit the task specific grant application to the Federal Aviation Administration under the Airport Improvement Program (AIP) for all related expenses. While the application is in process the Airport will advance funds from their revenues and should be reimbursed for those costs when the grant is approved. While not certain, approval is expected as this work is directly in line with 14 CFR Part 139 (Runway Safety) requirements in the Code of Federal Regulations and with the purposes of AIP funding. Since COVID-19 AIP funding has been at 100% of costs. If that should change the AIP normal funding level is at 90.66% with the Airport’s shared cost being 9.34%. Airport revenues have nearly returned to pre-COVID levels (2019) and will not be significantly burdened if this grant funding is delayed or unavailable. Previously the FAA approved AIP52 which studied reimbursed the Airport for the National Environmental Policy Act (NEPA) concerns related to this project. That work has been completed and this is the natural progression for that project.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Task Order 20 with Exhibits
Related Items “On File” with the Clerk of the Board:
Second Amendment dated 2021
Master Agreement dated 2/9/2016