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
Amendment to Contract with Mead & Hunt, Inc., and Supporting Task Orders #14, 15, 16, 17, and 18, for Airport Program and Grant Management Services.
End
Recommended Action:
Recommended action
Approve and authorize the Chair to execute the following Amendment #2 to Master Agreement and supporting Task Orders with Mead & Hunt, Inc. for the Charles M. Schulz - Sonoma County Airport:
A) Amendment #2 to Mead & Hunt Agreement, extending term of agreement to March 31, 2023 to align with terminal modernization project completion
B) Task Order #14 for an amount not to exceed $390,034 for Taxiway A Pavement Rehabilitation and Shoulder Grading
C) Task Order #15 for an amount not to exceed $869,792 for Terminal Apron Pavement Reconstruction Project Engineering Design and Construction Manager at Risk Assistance
D) Task Order #16 for an amount not to exceed $50,000 for General Services through the end of FY20/21
E) Task Order #17 for an amount not to exceed $116,262 for Airport Pavement Management System Study
F) Task Order #18 for an amount not to exceed $28,038 for Experimental Aircraft Association Driveway Pavement Rehabilitation
end
Executive Summary:
The Department of Transportation and Public Works (TPW), Airport Division (Airport) requests that the Board authorize the Chair to execute Amendment #2 and supporting Task Orders with Mead & Hunt, Inc. in accordance with a Master Agreement executed by the Board of Supervisors on February 9, 2016 (Item #43) for Taxiway A Pavement Rehabilitation and Shoulder Grading, for Terminal Apron Pavement Reconstruction Project Engineering Design and Construction Manager at Risk (CMAR) Assistance, for General Services through the end of FY 2020-21, for Airport Pavement Management System (APMS) Study and for Experimental Aircraft Association (EAA) Driveway Pavement Rehabilitation.
Discussion:
The Airport is requesting authorization for Amendment #2 and supporting Task Orders with Mead & Hunt, Inc. in accordance with a Master Agreement executed by the Board of Supervisors on February 9. 2016 (Item #43) for Taxiway A Pavement Rehabilitation and Shoulder Grading, for General Engineering and Architect Services through the end of FY20/21, for APMS Study, and for EAA Driveway Pavement Rehabilitation. Their work is primarily Task Order driven and they are currently the Architect of Record for the Terminal Expansion and Modernization project playing a crucial role in its progress. The proposed task orders encompass a variety of professional services including those outlined below.
Amendment #2 to Master Agreement
The current Master Agreement expired on February 8th, 2021. The Master Agreement is the primary documented agreement between the County and a supplier in cases like this where the supplier may be called on to perform a variety of tasks/projects. Those tasks are documented in individually approved Task Orders, which all relate back to the Master Agreement for terms and conditions.
In order to continue the current Terminal Modernization project in an uninterrupted manner, TPW is asking the Board to approve and execute Amendment #2 to this Master Agreement, extending the term of the agreement through the projected end of the Terminal Modernization project (March 31, 2023). While the Master Agreement term must be extended to enable Mead & Hunt to complete the work addressed herein, the scope of work for the new task orders was contemplated by the competitive procurement process undertaken prior to entering into the Master Agreement, and thus is appropriate for award under the existing agreement.
Task Order #14: Taxiway A Pavement Rehabilitation and Shoulder Grading
Taxiway A is the parallel taxiway to Runway 14-32 and is 60 feet wide consisting of an asphalt concrete pavement. Taxiway A was constructed between 1968 and 1971 and is exhibiting medium severity weathering, minor structural failures along the wheel path, and low severity longitudinal and transverse cracking along the length of the taxiway. Along the taxiway, Mead & Hunt recommends a variety of repair work depending on the condition of each section of taxiway, including major crack repair techniques, crack fill and slurry seal, and a two-inch asphalt concrete pavement overlay, which will require grade tie-ins and shoulder transitions.
Mead & Hunt’s services will include the preliminary design, final design, and bid administration for the Taxiway A project. Mead & Hunt shall be paid on a time-and-expense basis not to exceed $390,034 in accordance with the current Mead & Hunt, Inc. California Rates, effective January 1, 2021. 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. Construction is anticipated for Spring 2022.
Task Order #15: Terminal Apron Pavement Reconstruction
The Terminal Apron was originally constructed between 1967 and 1980. The first significant pavement improvements were made in 2015, when the southernmost portion of both the east and west sections of the apron was reconstructed with concrete, with asphalt surrounding the concrete pad outside the aircraft envelope. In 2019, small concrete pads were constructed in the asphalt concrete pavement for two additional parking spots (currently positions 1 and 2) as temporary stopgap measures for failing pavement.
A visual condition survey was performed in 2014, for an APMS, which was prepared in 2016. At the time of the survey, the apron pavement was determined to be in very poor condition, with Pavement Condition Index (PCI) values under 25.
The remaining apron pavement and drainage needs to be reconstructed in order to provide adequate, safe, functional infrastructure for current airport activity, which has expanded since the improvements made in 2015. Additional design will be required to address passenger path of travel elements, Ground Support Equipment (GSE) location and configuration, Ground Power Unit (GPU) electrical routing, baggage handling access routes, and apron service road access.
Mead & Hunt’s services will include detailing the Design Concept Report, final design, and assisting with pre-qualification and eventual selection of the appropriate Construction Manager to perform the work for the Terminal Apron Pavement Reconstruction project, which will use a CMAR delivery method. Mead & Hunt shall be paid on a lump sum/fixed fee basis not to exceed $869,792, paid monthly based on the percentage of work complete, in accordance with the current Mead & Hunt, Inc. California Rates, effective January 1, 2021. 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 #16: General Services for Fiscal Year 2020-21
Effective February 9, 2016, Mead & Hunt and the County of Sonoma entered into an Agreement for As Needed Professional Services. This task order amends the Agreement to extend those services through the end of FY 2020-21 in order to provide support for several projects that are currently in at critical points in the design or construction process.
Mead & Hunt’s services will include general support, program management, and engineering consulting services for the Airport. Mead & Hunt shall be paid on a time-and-expense basis not to exceed $50,000 in accordance with the current Mead & Hunt, Inc. California Rates, effective January 1, 2021. 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 #17: APMS Study
The most recent APMS study was performed by Mead & Hunt in 2014 and the APMS was prepared in 2016. A new study is required to create an updated APMS. Federal Aviation Administration (FAA) guidance requires the County to establish and perform a Pavement Classification Number (PCN) analysis, which will be included as part of the APMS study. The PCN analysis will be conducted on all runway, taxiway, and apron pavements.
Mead & Hunt’s services will include performing the APMS Study and the PCN Calculations and Analysis. Mead & Hunt shall be paid on a lump sum/fixed basis not to exceed $116,262, paid monthly based on the percentage of work complete, in accordance with the current Mead & Hunt, Inc. California Rates, effective January 1, 2021. 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 #18: EAA Driveway Pavement Rehabilitation
The EAA Driveway provides access through the perimeter fence to hangars and tie-down locations in the northwest part of the Airport through Automatic Vehicle Gate 12 (STS AV-12). The existing driveway is constructed with aggregate and is approximately 12 feet wide. This project will provide an asphalt-paved driveway starting at the edge of Windsor Road and running east to STS AV-12, which will be approximately 3 inches thick by 12 feet wide and 465 feet long, with an alignment that matches the existing driveway. There will be one additional pavement section also matching the existing aggregate driveway, 3 inches thick by 12 feet wide and 110 feet long, that will extend to the CAFÉ Hangar. Access to the EAA and CAFÉ Hangars will be redirected through the Farmer’s Gate, allowing the EAA Driveway to be closed to all traffic during construction.
Mead & Hunt’s services will include project administration and coordination, preliminary and final design, and bid administration for the EAA Driveway Pavement Rehabilitation project. Mead & Hunt shall be paid on a lump sum/fixed basis not to exceed $28,038, paid monthly based on the percentage of work complete, in accordance with the current Mead & Hunt, Inc. California Rates, effective January 1, 2021. 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. Construction is anticipated for Summer 2021.
Prior Board Actions:
2/26/2019: Board approved Task Order #9 with Mead & Hunt for general, program and grant management consulting services in the amount of $891,243.
3/28/2017: Board approved Task Order #7 with Mead & Hunt to complete Federal Aviation Administration mandated pavement preservation programs in the amount of $215,000. 9/13/2016: Board approved Task Order #5 with Mead & Hunt for design of an expanded Airport terminal facility in the amount of $1,275,500.
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
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Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$300,000 |
$550,000 |
604,126 |
|
Additional Appropriation Requested |
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Total Expenditures |
$300,000 |
$550,000 |
$604,126 |
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Funding Sources |
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|
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General Fund/WA GF |
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|
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State/Federal |
$300,000 |
$550,000 |
$604,126 |
|
Fees/Other |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$300,000 |
$550,000 |
$604,126 |
Narrative Explanation of Fiscal Impacts:
The necessity of these projects was anticipated during the FY 2020-21 budget process and budgeted funds are available in this current budget year and additional budget requests have been included in the FY 2021-22 budget recommendation as well. Funding for these projects will come from approved Coronavirus Aid, Relief, and Economic Security Act (CARES) or Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) reimbursements as well as other project specific grants being approved by the FAA. These expenses either are or will be adopted into the regular budgeted expenses.
The CRRSAA is very similar to CARES Act and the grant agreement for this funding was t approved on April 20, 2021, in the amount of $2,108,751. This represented a second round for CARES Act type funding granted through the FAA.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
Amendment #2, Task Order #14, Task Order #15, Task Order #16, Task Order #17, Task Order #18