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DATE: August 3, 2016 CONSENT AGENDA
SUBJECT: ACCEPT FAA GRANT No. 3-06-0181-054-2016 FOR AIRPORT
PROJECTS, AND APPROVE AMENDMENT No. 6 IN AN AMOUNT OF
$2,554,344 FOR A PROFESSIONAL SERVICES CONTRACT TO
DESIGN AIRPORT TICKETING WING RENOVATION, AIRFIELD
ELECTRICAL UPGRADES AND TAXIWAY J PAVEMENT
REHABILITATION
FROM: David H. Ready, City Manager
BY: Department of Aviation
SUMMARY
This action contains two key tasks relevant to the 2016 Federal Airport Improvement
Grant Project: the award of the design contract and the approval of the Federal Aviation
Grant to fund the project elements. The design services contract amendment No. 6
considers both the airfield electrical and taxiway work, along with the terminal design
project, consistent with Airport Master Plan.
RECOMMENDATION:
1. Approve acceptance of Federal Aviation Administration AIP Grant No. 3-06-
0181-054-2016 in the amount of $2,554,344;
2. Approve Contract Amendment No. 6 to Parsons Brinckerhoff, Inc. Agreement No.
6256 Airport Consulting for the design and bid services on the Terminal Ticket
Wing Renovation, Airfield Electrical Systems Upgrade, and Taxiway J Pavement
Rehabilitation and in the amount not to exceed $1,922,380;
3. Authorize the City Manager to execute all necessary documents including up to
ten percent (10%) additional change order work as required to address changes
in the project scope.
STAFF ANALYSIS:
In late 2015, Council adopted the updated and FAA approved Airport Master Plan. This
plan identified a need to renovate the interior of the airport's terminal ticketing area to
ITEM NO.__k_Z—
City Council Staff Report
August 3, 2016— Page 2
Accept FAA Grant No. 3-06-0181-054-2016,
Award Design Terminal Ticket Wing Improvements,
Airfield Electrical Upgrades, and TWY J Rehabilitation
create additional floor space in the public circulation and passenger check-in queuing
areas. These areas are constrained due to the passenger growth of the airport. To
accomplish these stated Master Plan objectives, the City's contracted professional
airport services firm of Parsons Brinckerhoff Aviation will need to be engaged, through a
contract amendment to complete all the design and final bid documents.
The Federal Aviation Administration mandates that grant funded commercial service
airports, of which Palm Springs International qualifies, conduct an open solicitation
every five years for the purposes of selecting and hiring a qualified architectural,
engineering, and planning consultant having proven experience in airport projects. In
compliance with the Federal Aviation Administration mandate to have an open and
qualified selection of a new consultant, the Procurement Division conducted a formal
Statement of Qualifications (SOQ) 03-12 process that commenced on March 27, 2012.
The solicitation was posted to the City's website, directly sent to twelve (12) firms, and
advertised in The Desert Sun and a national Aviation trade journal. The City received
five (5) submittals and after careful review by an Evaluation Committee consisting of
Airport Management, Airport Commissioners, and a nationally recognized Airport
industry engineering consultant, they unanimously selected Parsons Brinckerhoff as the
highest ranked firm and commenced with contract negotiations. Aside from being
nationally recognized with extensive experience in the field of airport projects, this firm
has a proven track record of similar projects in Southern California, maintains a large
contingent of staff within an hour's drive of Palm Springs, and has staff with previous
experience with projects at the Palm Springs International Airport.
This "as-needed" agreement is amended each time there is an airport project. As each
airport project materializes, the level of effort scope is developed in accordance with
FAA guidelines, and then the contracted hourly rates are applied to formulate the total
contract amount. The total contract scope is then reviewed by an FAA authorized
independent fee estimator to determine if the level of effort is sufficient for the project
and justified. Hourly rates developed by the professional airport projects fee estimator
are also used as a basis to verify the firm's rate structure is reasonable. All federal
contractors receiving federal grants are under the scrutiny of the General Services
Administration.
Over the course of the on-call professional services contract, Parsons Brinckerhoff
Aviation has been engaged for the following past projects: Terminal apron design,
Airfield thermoplastic markings, Airport Use and Lease Agreement development,
Terminal apron construction, checked baggage study for the Transporation Security
Administration, Runway 13/31 design, and Airport security system upgrades to include
cameras, flight information displays and a new paging system. All projects have been
successful.
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City Council Staff Report
August 3, 2016— Page 3
Accept FAA Grant No. 3-06-0181-054-2016,
Award Design Terminal Ticket Wing Improvements,
Airfield Electrical Upgrades, and TWY J Rehabilitation
In order to create the added interior space and not disturb the existing terminal building
exterior, the design team will follow the Master Plan concept of adding a small free-
standing separate structure to the terminal's airside, out of public view, so that TSA bag
screening operations can move out of the congested terminal building. The space freed
up by this TSA relocation will then be remodeled, along with remaining ticketing area
interior, to create the needed additional public circulation and queuing space. During the
remodel, the latest technology for airline ticket counter operations will be incorporated
into the work, along with other features that enhance the passenger check-in
experience and facilitate efficient airline operations.
During the City Council's previous Master Plan review process, there was considerable
discussion and direction from Council that the design of this project preserve and in no
way change the front fagade of the terminal building.
An important facet of this ticketing renovation project is creating a phasing plan which
minimizes the effect on the airport operations. Therefore the project's goal is to
complete as much of the construction work as possible during off-season in summer
and fall of 2017. However that schedule is subject to some deviations as determined by
lead times for custom baggage belt system components, airline lease space build out,
and other construction related items. Airline activity during this period relaxes
considerably.
Additionally, two other smaller FAA-funded airfield maintenance projects are included in
this contract amendment and Grant as authorized by the FAA. One includes the
replacement of 20-year-old electrical system components for the airfield lighting and
signage. Lighting and signage, which utilize old inefficient incandescent bulbs, will be
replaced with LED technology to reduce energy consumption and provide a more
durable and safe night time aircraft navigation environment.
The other airfield project will design the replacement of a small segment of pavements
on TWY J — between TWY C and TWY E. The team will conduct a field investigation to
determine the degree of required pavements and any damage to underlying base
layers. The Civil Engineering team will then design the pavement replacement in
accordance with the standards set forth by the FAA Advisory Circulars (ACs) including
the requisite FAA Construction Safety Plan that includes traffic control, demolition,
paving, striping, and phasing.
FISCAL IMPACT:
The combined cost of professional design services for these two projects is $1,922,380:
Terminal Renovation ($1,708,888) and Airfield Upgrades ($213,492). The design cost
will be funded at 90.66% by the FAA under AIP Grant.
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City Council Staff Report
August 3, 2016— Page 4
Accept FAA Grant No. 3-06-0181-054-2016,
Award Design Terminal Ticket Wing Improvements,
Airfield Electrical Upgrades, and TWY J Rehabilitation
The FAA Grant No. 3-06-0181-054-201 is comprised of design fees of $1,922,380;
independent fee review, advertising and plan printing costs of $18,800; and the final
security system equipment of $876,318. The project estimated total is $2,817,498, and
90.66% or $2,554,344 will be eligible for reimbursement. Authorizing the acceptance of
the grant will approve project funding of this Federal grant program. The remaining local
balance of$271,794 is budgeted in Airport Account No. 416-6401-56180.
Thomas Nolan David H. Ready, Esq .D.
Executive Director, Airport City Manager
Attachments:
Parsons Brinckerhoff—Amendment 6
Parsons Brinckerhoff—Terminal Scope of Services
Parsons Brinckerhoff—Airfield Scope of Services
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