To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure - Airport Division
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
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.
End
Recommended Action:
Recommended action
A) Approve and authorize the Director of Public Infrastructure to execute the Non-Federal Reimbursement Agreement with the Federal Aviation Administration (FAA) for an air traffic control tower (ATCT) siting study in the amount of $198,327.04.
B) Approve and authorize the Director of Public Infrastructure to execute the following Task Orders with Mead & Hunt, Inc. under their Master Agreement for airport engineering, design, and related services for the Charles M. Schulz - Sonoma County Airport:
i) Task Order #5 for an amount not to exceed $542,581.00 for design and engineering services related to the Runway 14-32 Rehabilitation Preliminary Engineering Design Study.
ii) Task Order #6 for an amount not to exceed $500,165.00 for design and engineering services related to the Phase 1 Concept and Budget Report and preliminary design for the New Aircraft Rescue and Fire Fighting (ARFF) Building.
iii) Task Order #7 for an amount not to exceed $27,620.00 for Phase 1 engineering services related to the Airport Wildlife Exclusion Fence Construction project.
iv) Task Order #8 for an amount not to exceed $151,673.02 for engineering and related services for the Air Traffic Control Tower (ATCT) Phase 1, Siting Study.
C) Approve and authorize the Director of Public Infrastructure to execute the following Task Orders with C&S Companies under their Master Agreement for Construction Management services for the Charles M. Schulz - Sonoma County Airport:
i) Task Order #5 for an amount not to exceed $81,789 for construction management services related to the Wildlife Exclusion Perimeter Fence Construction project.
D) Adopt a budgetary adjustment resolution to the FY2023-2024 Final Budget for the Public Infrastructure Department in the amount of $1,303,828. (4/5 Vote Required)
(4/5th Vote Required)
end
Executive Summary:
The Department of Public Infrastructure requests that the Board authorize the Director of Public Infrastructure to execute the Agreement with the Federal Aviation Administration (FAA) for a tower siting study. In addition, staff request that the Board approve professional services task orders with Mead & Hunt, Inc. and C&S Companies related to current and upcoming projects in accordance with Master Agreements executed by the Board of Supervisors on December 6, 2022.
Discussion:
ATCT Siting Study
The current air traffic control tower (ATCT) at the Airport was built in 1962 with minor renovations in 1985. The current facility does not meet FAA leasing standards, and making the existing building compliant with FAA standards would be a major expense that do not meet the required FAA cost benefit review requirements. To meet FAA standards a new tower will need to be constructed. The first step in the process is the identification of a site that is the best location to provide the best overview of the airfield for the controllers. The Airport’s Layout Plan identified four (4) feasible sites for a new tower, this process will select the best option for a new tower. Once a preferred site is determined, the Airport will return to the Board for future phases of the project.
The purpose of this Agreement between the FAA and the Airport is to support and complete the siting process in support of the Airport’s proposed Airport Traffic Control Tower (ATCT) relocation project. This Agreement authorizes the FAA to provide related services to evaluate potential tower locations to meet FAA requirements, including the following:
● Facilitate the tower siting process.
● Provide a 3-D model of the airfield for use during siting study.
● Provide a detailed siting report describing the location for the preferred sites and identify the recommended site.
● Identify space, equipment, and service requirements.
● Program Management support to conduct site visit and verify FAA equipment requirements.
Per the terms of the agreement, the Airport would pay $198,327.04 for the reimbursable agreement for the siting study and would be reimbursed by the FAA through an Airport Improvement Grant at 90.66%. The Airport share is 9.34%. This phase of this project will be funded by grant# AIP74 which has been issued by the FAA in the amount of up to $317,310.
Task Orders
The Airport currently has master agreements with Mead & Hunt and C&S Companies for professional services including engineering, planning, design, construction management and other related services. The task orders below outline upcoming projects for which services will be performed by these companies.
Mead & Hunt, Inc
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 Airports five (5) year FAA Capital Improvement Plan
Task Order #5: Runway 14-32 Rehabilitation Preliminary Engineering Design Study
The Airport’s Runway 14-32 was originally constructed in 1942, and then extended on the north side by approximately 900 feet in 2014 for a total of 6,000 feet. The most recent rehabilitation on the original runway section was performed in 2000. This task order would authorize Mead & Hunt, Inc. to conduct a Preliminary Engineering Design Study to determine the appropriate corrective actions necessary to improve the pavement conditions on the runway. Results from this study would be provided to the Airport and the FAA for consideration. This phase of the project will be funded by at 90.66% AIP70, which the Airport has been issued and received from the FAA in the amount of up to $492,397.
Mead & Hunt’s services will include a topographic survey, geotechnical investigation, and preliminary engineering study for the Runway 14-32 rehabilitation project. Mead & Hunt shall be paid on a time-and-expense basis not to exceed $542,581 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 #6: New Aircraft Rescue and Fire Fighting (ARFF) Building, Phase 1 Concept and Budget Report
The existing Aircraft Rescue and Fire Fighting (ARFF) building at STS was constructed in 1972 has passed its useful lifetime. It no longer meets current code requirements and is no longer able to accommodate current ARFF equipment. The location of the existing ARFF is also in conflict with the terminal area, use of the terminal airline apron, and with Ground Service Equipment (GSE) and baggage operations. A new site has been selected for analysis, and this project will develop the Concept Budget Report to establish the building scope, conceptual layout and projected Project costs needed to program the Project, if later approved.
Mead & Hunt’s services will include project management coordination, data collection, engineering, and establishing a budget. Mead & Hunt shall be paid on a lump sum/fixed fee basis not to exceed $500,165, paid monthly based on the percentage of work complete, 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. This task order will be reimbursed 90.66% though an Airport Improvement Project grant. Funding for this phase of the project is being provided by AIP71 which has been issued and received by the Airport from the FAA in the amount of up to $498,779.
Task Order #7: Engineering services related to the Airport Wildlife Exclusion Fence Construction - Phase 1
Currently wildlife are able to enter the Air Operations Area (AOA) through gaps that exist in the Airport perimeter fence, including creek crossings, through large culverts, under the wire fabric due to the lack of a wildlife exclusion skirt, over fence that is less than eight (8) feet tall, and over the top of existing fence because there is no barbed wire barrier at the top. On September 26, 2023, the Board approved the plans and specifications and awarded construction for the Airport Wildlife Exclusion Perimeter Fence project.
Mead & Hunt’s services for Phase 1 will include general support, program management, and engineering consulting services for the Charles M. Schulz - Sonoma County Airport related to pre-construction services. Task orders related to Mead & Hunt’s services for construction and post-construction phases of work will be submitted to the Board for approval at a future date.
Mead & Hunt shall be paid on a time-and-expense basis not to exceed $27,620 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. This task order will be reimbursed 90.66% though an Airport Improvement Project grant. AIP72 has been issued by the FAA for this project in the amount of up to $1,715,321.
Task Order #8: Air Traffic Control Tower (ATCT) Phase 1, Siting Study
Staff is recommending that Mead & Hunt, Inc. provide consulting services to assist the Airport and FAA in selecting a preferred site location for a new Air Traffic Control Tower (ATCT), including the following:
● Land use leading up to the ATCT plot limits, defined by the FAA’s RA.
● An estimated cost of connecting sewer, water, communications, electric, and gas utilities from each ATCT site and FAA’s termination point to the utility source in the public right of way.
● Project Management and Coordination
● Data Collection and Review
● Evaluate Potential Tower Sites
● Prepare Technical Memorandum (including tables and illustrations)
Mead & Hunt shall be paid on a lump sum/fixed basis not to exceed $151,673, paid monthly based on the percentage of work completed, in accordance with the current Mead & Hunt, Inc. California Rates, effective as of August 2023. Specific tasks and fees will need to be authorized by the Board prior to start of work. This fee shall not be exceeded without the prior written authorization from the County. This task order will be reimbursed 90.66% though an Airport Improvement Project grant. AIP74 has been issued by the FAA for this project in the amount of up to $317,310.
C&S Companies
On December 6, 2022, the Board approved a master agreement with C&S Companies for Construction Management Consulting Services. They were selected for these services through a request for qualifications solicitation for the Airports five-year FAA Capital Improvement Plan
Task Order #5: Wildlife Exclusion Perimeter Fence Construction
For an amount not to exceed $81,789, C&S will provide construction management services during construction, lead weekly coordination and other meetings, perform field inspections and verification of construction to bid requirements, conduct a final inspection of the project, review payments and change orders, and assist with submission and drafting of related paperwork related to the Perimeter Fence Project, which is expected to take place over 120 working days. This task order will be reimbursed 90.66% though an Airport Improvement Project grant. AIP72 has been issued by the FAA for this project. In the amount of up to $1,715,321.
The Department of Public Infrastructure requests that the Board authorize the Director of Public Infrastructure to execute the Agreement with the Federal Aviation Administration (FAA) for a tower siting study. In addition, staff request that the Board approve professional services task orders with Mead & Hunt, Inc. and C&S Companies related to current and upcoming projects in accordance with Master Agreements executed by the Board of Supervisors on December 6, 2022.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
9/26/2023: Board approved plans and specifications for the Airport Wildlife Exclusion Perimeter Fence Project
6/6/2023: Board approved Wildlife Exclusion Perimeter Fence Project CEQA Mitigated Negative Declaration
12/6/2022: Board approved master agreements with Mead & Hunt and C&S Companies
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses |
$198,327.04 |
|
|
|
Additional Appropriation Requested |
$1,303,828.02 |
|
|
|
Total Expenditures |
$1,502,155.06 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$1,361,853.78 |
|
|
|
Fees/Other |
$140,301.28 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$1,502,155.06 |
|
|
Narrative Explanation of Fiscal Impacts:
The FAA has issued the following grants that will cover 90.66% of the expenditures identified in this Board Item:
1. AIP70 has been issued for the preliminary Engineering Study for runway 14/32.
2. AIP71 has been issued for the Preliminary Design of the ARFF building.
3. AIP72 has been issued for the Airport Wildlife Exclusion Fence.
4. AIP74 has been issued for the Air Traffic Control Tower siting study.
The Airport’s share of these expenses will be 9.34% or $140,301.27 and will be funded through Airport Rent and fee revenue. Expenditures requested in Recommended Action A ($198,327.04) were programmed into the FY 23/24 Airport Recommended Budget. The remaining amount ($1,303,828.02) was not included in the FY 23-24 budget as the FAA schedule had not been determined at the time of budget preparation. A Budget Resolution is included in with this Board Item and will incorporate revenue and expenditures outlined in the financial table above in the FY 23-24 Airport budget if approved.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Budgetary Resolution
Mead & Hunt, Inc Task Order #5: Runway 14-32 Rehabilitation
Mead & Hunt, Inc Task Order #6: ARFF Building Phase 1
Mead & Hunt, Inc Task Order #7: Wildlife Exclusion Perimeter Fence
Mead & Hunt, Inc Task Order #8: ATCT Phase 1 Siting
C&S Companies Task Order #5: Wildlife Exclusion Perimeter Fence
Tower Siting Study Letter from FAA
Santa Rosa, CA (STS) - ATCT Siting Services Agreement
Related Items “On File” with the Clerk of the Board:
None