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CgOFORN,P CITY COUNCIL STAFF REPORT
DATE: May 1, 2013 CONSENT AGENDA
SUBJECT: ACCEPT FAA GRANT No. 3-06-0818-050-2013 FOR AIRPORT
PROJECT, AWARD CONTRACT FOR TERMINAL APRON PAVEMENT
CONSTRUCTION, APPROVE CONSTRUCTION MANAGEMENT
SERVICES AGREEMENT
FROM: David H. Ready, City Manager
BY: Airport
SUMMARY
This action contains three items of which all are relevant to the Airport's Terminal Apron
and Taxiway G Pavement Rehabilitation Improvement Project. The action would accept
the Federal Aviation Grant to fund the project, award the construction contract; and
award the contract for construction management services on the project.
RECOMMENDATION:
1. Approve FAA AIP Grant Acceptance amount of $11,374,363.50 for construction
and construction management services for the project.
2. Award the construction contract for the Airport Terminal Apron and Taxiway "G"
Rehabilitation Project AIP 3-06-0818-050-2013 in the amount of $10,838,638.00
to the lowest responsive bidder, Granite Construction Company of Indio, CA, in a
from approved by the City Attorney.
3. Approve Contract Amendment No. 3 to Parsons Brinckerhoff Inc. Agreement No.
6256 Airport Professional Consulting for construction management services on
the terminal apron and Taxiway "G" apron rehabilitation in the amount not to
exceed $535,725.50.
4. 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.
ITEM NO.�-
City Council Staff Report
May 1, 2013—Page 2
Accept FAA Grant No. 3-06-0818-050-2013 for Terminal Apron Pavement Construction and Construction
Management Services Agreement
STAFF ANALYSIS
Consistent with the recommendation of the Airport Commission last fall, the City Council
authorized the acceptance of an FAA Grant No. 49 for the design phase of an Airport
Terminal Apron Pavement Improvement project. The design was completed and
submitted to the FAA. Then pursuant to 7.03.040 of the Municipal Code, Council
approved the plans and specifications for this project on March 6, 2013, as designed by
Parsons Brinckerhoff, and authorized the formal bid process.
The Procurement Division posted and distributed the Notice Inviting Bids on March 13,
2013, advertised the bid on March 14, 2013, and March 17, 2013, held a Pre-Bid
conference on March 20, 2013, and received four (4) bids by the April 18, 2013, bid
closing date and time. The responsive bids received are as follows:
Granite Construction $10,838,638.00
USS Cal Builders $11,316,887.55
Vance Corporation $11,999,004.75
Griffith Company $12,927,880.00
Based upon the above, and evaluation by City Procurement, Airport staff, and the
engineer of record, Granite Construction has been determined to be the lowest
responsive bidder with a total bid amount of$10,838,638.00.
Due to the timing of the FAA grant cycle of airport entitlement funds, it is necessary to
first obtain Council approval of the grant ahead of the actual receipt of the grant
documents. The commercial terminal apron, Taxiway "G" rehabilitation and the
construction management services will all be supported under this one grant and the
total amount budgeted is $11,374,363.50, of which 90% or $10,236,927.00 is being
funded by the Federal Aviation Administration Airport Improvement Program.
The project's purpose is to replace and rehabilitate old asphalt apron and taxi lanes
surrounding the two airport concourses and all of Taxiway "G." The Federal Aviation
Administration puts considerable emphasis and expectations on airports to maintain all
airside pavements to protect aircraft engines from ingesting debris caused by
deteriorating pavements. This project has been in the FAA's planning cycle for two
years and is considered a high priority. In order to complete a project of this size and
phasing complexity with minimal disruption to the airline operations, work must begin
this June and be completed in early fall in order to avoid the airport's busier season.
The Federal Aviation has a compendium of design and quality control protocol that must
be strictly followed during the construction of new pavements. To accomplish the level
02
City Council Staff Report
May 1, 2013— Page 3
Accept FAA Grant No. 3-06-0818-050-2013 for Terminal Apron Pavement Construction and Construction
Management Services Agreement
of quality control required, the project includes the services of an independent pavement
testing firm that is ASTM (American Society for Testing and Materials) certified. In
addition, Parsons Brinckerhoff the "engineer of record" for this pavement project will be
serving as the owner's representative for construction management services and a
contract is required to engage these services. To develop this agreement, a
construction management scope was negotiated and includes a minimum of one and up
to two full time on site resident engineers for the full duration of the project. The fee
was calculated as a not-to-exceed using the current Council approved base services
contract hourly rates. This process is consistent with the FAA requirements for
developing these Airport Improvement Program grant funded professional service
contracts.
Under the arrangement, Parsons Brinckerhoff will provide a wide variety of related
construction phase services including but not limited to; plan submittal review, full time
on site inspection, labor compliance, construction oversight, project audit and closeout.
A copy of the scope is attached. The project manager for Parsons Brinckerhoff will
report directly to the Executive Director to ensure continuity throughout the project. Any
additional changes in the construction costs as change orders will be brought to the City
Manager for review and approval. This project construction management plan mirrors
the same approach taken four years ago for the airport's large runway pavement
overlay project which was successfully completed within budget and schedule.
The Airport Commission unanimously approved the recommendation to accept the
grant and provide for construction management services on this priority project.
FISCAL IMPACT
The cost of the project is estimated at $11,374,363.50 and will be funded by AIP Grant
050-2013. AIP 050-2013 will provide 90% of the funding, the 10% or $1,137,436.50
City match is budgeted in Account No. 416-6401-56149.
Thomas No an, Executive Director
Airport
David H. Ready, City er
Cc: Bid Abstract
Parsons Brinckerhoff— Scope of Services
03
City of Palm Springs,CA
Procurement Cwkmbng Division
Bid Abstract
BID ABSTRACT IVendor&Bid Amount Vendor&Bid Amount Vendor&Bid Amount Vendor&Bid Amount Vendor&Bid Amount
PROJECT NOGRANITE CONST. VANCE CORP.
_6 LISS CAL BUILDERSIFB ;
PROJECT NAME:
Terminal Apron &Taxiway
"G" Rehabilitation
-DUE-6A--TE. 41 MV/26-13
BASE BID ,21 d-5-0 1.48a'301 0
9,
-ALTERNATE#11 $435,260.15-0 ------ —$42-5,1-ffYo $471,2816-0 —$642,400.00
ALTERNATE#2 ----$46-3,0V 5 $—0 -- -7,-88,57--
.75---�703296 W —$695943Z5---------
ALTE-RWA—TE n 270,000.0011-—$308.550.06
—----- $250,160-0-01 3-2—7,5 0 0.0-0 0
GRAND TOTAL- $'i--083-8,63-8.-00�--$li,9-9!�bC4.T�5-
Whitanessedla,,Y)
Date:
PAGE 1
PARSONS
BRINCKERHOFF
451 East Vanderbilt Way
Suite 200
San Bernardino,CA 92408
Main:909-888-1106
April 4, 2013 Fax: 909-889-1884
www.pbworld.com
Thomas Nolan, A.A.E.
Executive Director
Palm Springs International Airport
3400 E. Tahquitz Canyon Way Suite DEC
Palm Springs, CA 92262
Dear Mr. Nolan:
RE: Palm Springs Int'I Airport Commercial Apron and Taxiway G Construction Management Services
Thank you for the opportunity to propose for Construction Management Services for the Palm Springs
Int'I Airport Commercial Apron and Taxiway G Reconstruction project. We have broken out these
proposed services into the following two tasks:
Task i Pre Construction Phase Services
This task will be billed on a Time and Materials basis with a not-to-exceed cost of$33,360 for the
duration of the project prior to start of construction. It is expected that this service will begin on April
16`h, after opening Project Bids—and conclude with start of Construction.
Task 2 Construction Phase Services
This task will be billed on aTime and Materials basis with a not-to-exceed cost of$441,694 for the
duration of 120 calendar days from June 1, 2013 to October 1, 2013 or filing of a substantial notice of
completion of construction. This fee anticipates award of all Bid Alternatives in order to provide a Not to
Exceed Contract Value. The fee anticipates providing Night-time or'second shift' Inspector in
anticipation of award of Bid Alternative#2.
Our inspection services are in accordance with AC 150/5370-12A, and includes:
• Material and Equipment Submittal review/approval.
• Full-time inspection during construction to monitor conformance to plans and
specifications and verify material quantities.
• Answer design RFIs
• Coordinate design modifications
• Review construction quantities and Contractor Pay Requests, recommend for approval
and process for Palm Springs Int'I Airport Approval
05
PARSONS
BR/NCKERHOFF
• Review of Contractors payroll records and monitor compliance with Federal and State
Prevailing Wage Rates
• Submit Daily Reports to the Palm Springs Int'I Airport, and weekly Reports of
Construction to the FAA.
• Review Contractors Horizontal and Vertical Control and verify conformance with the
Project Plans and Specifications.
• Review Contractors Geotechnical Quality Control Program and verify material
conformance with Project Plans and Specifications
• Submit Weekly Construction Reports to FAA
Task 2 Closeout Services
This task will be billed on a Time and Materials basis with a not-to-exceed cost of$35,464. These
services will include completing a final project audit and Final Engineer's Closeout Report for the project.
In addition to labor cost, the project will incur other direct costs. We have anticipated CDC's of$25,207
which are in keeping with those experienced in the similar size construction projects and are detailed in
the attached spreadsheet.
Our total anticipated fee as attached for all phases of work is a not-to-exceed amount of$535,725.50.
Thank you for the opportunity to continue our service at Palm Springs Int'I Airport. As mentioned, this
proposal is for a period that is expected to see the construction completed for the project in 120
calendar days. Attached is a project schedule that details the expectations utilized to produce the
inspection hours within the proposal as well as the FAA guideline detailing the Sponsor's responsibilities
for these services. Our proposal is in keeping with the 'Engineer's Responsibilities' Section 6b
Construction Phase.
If there is any question about this scope of services or the proposed cost, please do not hesitate to call
me at(909) 888-1106
Sincerely,
PARSONS BRINCKERHOFF, INC.
Douglas B. Sawyer
Senior Vice President&Area Manager
06
PALM SPRINGS INTERNATIONAL AIRPORT -TERMINAL APRON RECONSTRUCTION
CONSTRUCTION MANAGEMENT
Cost Estimate
(Revised 4/1/2013)
U s + p
L
Emwp � � Z � 0C m¢ S6 £ `m @' .Q '_ S ai E ra 9 ad T 3 `m
i ra w a t - ¢ — w m
$224 $224 $91 $157 $141 $100 $74 $72 $235 $180 $120 $130
Corotructlon
1.0 PreConstruction Phase 48 32 0 0 s0 0 0 0 0 0 200 $ 33,360.00
1.1 Submittal Realm S Approval 40 80 $ 9,160.00
1.2 PreConstroction Meeting8 8 16 $ 3,584.00
1.3 Tennant Meetings 40 24 40 104 $ 20.616.00
2.0 Construction Phase 0 140 34 0 640 0 0 136 378 752 416 3016 $ 441,694.00
2.1 Construction Management 60 280 340 $ 57,400.00
2.2 Project Meetings 80 80 160 $ 30,480.00
2.3 Inspection 752 416 1168 $ 144,320.00
2.4 Inspection Overtime 8hre+y .378 378 $ 68,040.00
2.5 RevieWiA rove)Pa Requests 80 80 $ 12,560.00
2.6 Labor Compliance 34 40 314 $ 26,654.00
2.7 Document Control 160 440 $ 45,280,00
2.8 Deutsch OA 0 $25,000.00 $ 25,000.00
2.9 guru t0A 136 136 $ 31.960.00
3.0 Pro ect Closeout s0 16 0 0 40 0 01 0 0 0 0 306 $ 35.464.00
3.1 Project Audit 10 90 $ 8.000.00
3.2 Closeout report 40 16 40 216 $ 27,464.00
4.0 ODC9 0 $25.207.50 $ 25,207.50
Total 98 188 34 0 780 0 0 0 760 0 136 378 752 418 35221`TOTAL :.' $ 686.FWM.
FAR Field rates 120
CONSTRUCTION DURATION June l at October l! 85
Part-lime Impectorv4ll be uuizad in the event of night operations,and with award of Bid Alternate 1112.
Slag Inspeotm hours calculated on 10hremrk days(85)plus Saturdays
(Inspection rele adjusted to mail current Davis Bemn minimum We)
Senior Inspector hour calculated on ahr wark days(85)
(Inspection rate adjusted to meet current Davis Baran minimum rats)
+ Rates are based on cdremdusl rate sheet current through Dec 2013
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EXHIBIT aaEj�e
a61 East Vandarbn Way
arnx 200
San 9emardaa CA 02408
Far.SOMWI884
PALM SPRINGS INTERNATIONAL AIRPORT
AS-NEEDED AVIATION CONSULTING SERVICES
Parsons Brinckerhoff,Inc.
Rate Sheet Thru December 31,2013
Rate Range Average Raw FAR Ovhd Rate Fixed Fee Average
Classification Rate Hourly Bill
158.200% 10.00%
HOME OFFICE
PROJECT MANAGER ($75$85) $79 $125 $20 $224
TASK MANAGER ($76$80) $79 $125 $20 $224
CA/QC ($70-$75) $70 $111 $18 $199
SENIOR PROJECT ENGINEER ($60-$70) $68 $108 $18 $193
SENIOR ENGINEER ($55-$65) $01 $97 $16 $173
CIVIL ENGINEER ($45-$55) $47 $74 $12 $133
JUNIOR ENGINEER ($30$40) $37 $59 $10 $105
LICENSED LAND SURVEYOR ($50-M) $57 $90 $15 $162
UTILITIES ENGINEER ($40$50) $45 $71 $12 $128
HYDRAULICSISWPPP ($40450) $44 $70 $11 $125
SR.ARCHITECTURAL MANAGER ($85$95) $90 $142 $23 $256
ARCHITECT ($60-$70) $63 $100 $16 $179
SMS TECHNICIAN ($60470) $65 $103 $17 $185
PLANNER ($45$55) $51 $81 $13 $145
SENIOR CA00 ($40$50) $44 $70 $11 $125
CADD ($30-$40) $37 $59 $10 $105
PROJECT ADMINISTRATION ($30-$35) $32 $51 $8 $91
ADMINISTRATIVE ASSISTANT ($20$28) $24 $38 $6 $68
PRINCIPAL IN CHARGE ($85$95) $88 $139 $23 $260 CAP
SENIOR ADVISOR ($80$90) $85 $134 $22 $241 CAP
Rate Range Average FAR Ovhd Rate Fixed Fee Average Hourly
FIELD OFFICE Raw Rate 109.80% 10% Bil Rate
CONSTRUCTION MANAGER ($70$80) $79 $87 $17 $152
RESIDENT ENGINEER ($65$75) $68 $75 $14 $157
SENIOR INSPECTOR ($50$55) $52 $57 $11 $120
INSPECTOR ($35$45) $37 $41 $8 $55
OFFICE ENGINEER ($35-$45) $42 $46 $9 $97
DOCUMENT CONTROL ($25$35) $31 $34 $7 $72
SURVEY MANAGER ($50$55) $52 $57 $11 $120
2 MAN SURVEY CREW ($100-$120) $102 $112 $21 $235
'BILL RATES ARE BASED ON AVERAGE HOURLY RATES
'5%MARK UP WILL BE ADDED TO SUB-CONSULTANT COSTS
-OTHER DIRECT COSTS(ODCS)BILLED AS ACTUAL SUCH AS PRINTING COSTS,
TRAVEL COSTS,SHIPPINGIDELIVERY COST,ETC.
08
U.S. Department
Advisory
of Transportation
Federal Aviation Circular
Administration
Subject: QUALITY CONTROL OF Date: 9/29/07 AC No.: 150/5370-12A
CONSTRUCTION FOR AIRPORT GRANT Initiated by: AAS-100 Change:
PROJECTS
1. PURPOSE. This advisory circular (AC) provides information to ensure the quality of construction
accomplished under the Federal Aviation Administration's(FAA)Airport Improvement Program(AIP).
2. BACKGROUND. The FAA has the responsibility of determining whether all construction work accomplished
under the AIP is in accordance with the contract documents. A report issued by the Office of the Inspector General
indicated that, in some instances, work performed was not accomplished in compliance with plans and
specifications. In addition,quantities of materials used were not properly measured and documented and testing or
quality assurance procedures were inadequate.
3. CANCELLATION. This AC cancels AC 150/5370-12, Quality Control of Construction for Airport Grant
Projects, dated September 6, 1985.
4. APPLICATION. The FAA recommends the guidelines and standards in this AC for airport construction
projects. This AC does not constitute a regulation and in general is not mandatory.However,use of these guidelines
is mandatory for construction projects funded under the Airport Improvement Program(AIP).Mandatory terms such
as"must"apply only to those who undertake construction projects using AIP funds.For such projects,the sponsor,
the sponsor's engineer, and the FAA project manager must assume the responsibilities outlined in the following
paragraphs to ensure the materials and workmanship incorporated into a project are in conformity with the
requirements of the approved or certified plans and specifications.
5. SPONSOR'S RESPONSIBILITIES. The sponsor is responsible for all project engineering, including the
preparation of plans and specifications, construction supervision, and inspection and testing for acceptability and
quality. If the sponsor does not have the staff or the expertise to perform these services,then the sponsor should
retain a consulting engineering firm. The consultant represents the sponsor and has overall responsibility for
reporting on the acceptability and quality of the work. The relations of the consultant with the sponsor must be
clearly defined by a written agreement before the start of work.
a. Engineering Services. AC 15015100-14, Architectural, Engineering, and Planning Consultant
Services for Airport Grant Projects, identifies items that should be included in a contract for engineering services.
In some cases, the sponsor may retain an independent firm to perform testing for project control. It is,therefore,
extremely important that the contract clearly delineate the division of responsibility and authority between the
sponsor, the consultant, and the testing firm. For example, the agreement should define the party responsible for
designating the location and number of tests,for interpreting test results, and for follow-up procedures for failing
test results.
b. Predesign and Preconstruction Conferences. Predesign and preconstruction conferences conducted
by the sponsor should be held to discuss various items, including testing and quality control. AC 150/5300-9,
Predesign, Prebid and Preconstructon Conferences for Airport Grant Projects, provides guidance for conducting
such conferences.
c. Supervision and Inspection. The sponsor must provide adequate and qualified engineering
supervision and construction inspection during all stages of the work. The FAA may request the sponsor to furnish
09
AC 15015370-12A 9/29/07
a written assurance that it has reviewed the qualifications of personnel who will be performing these functions and
that they are qualified to do so.
6. ENGINEER's RESPONSIBILITIES. The basic services normally required for airport development projects
are the preliminary phase,design phase,bidding phase,and construction phase. The design and construction phases
are directly related to quality of construction. AC 150/5100-14 contains a listing of activities normally performed
during these phases.
a. Design Phase. The design phase includes all activities required to accomplish a complete project
design, including development of plans and specifications. The standards contained in AC 150/5370-10,Standards
for Specking Construction ofAirporls, current edition,relate to materials and methods used in the construction of
airports and must be used for projects funded under the FAA's AIP. Although these specifications reflect acceptable
standards, practices, and techniques in airport construction, they are general in scope. For contract purposes, the
various permissible options with regard to local materials, methods, and testing must be defined in the contract
documents. In particular, the minimum testing frequency for job control must be specified in the project
specifications.
b. Construction Phase. The construction phase includes all activities required after the award of a
construction contract. The basic services of an engineering agreement normally include periodic inspection of the
work in progress but not the services of a full-time resident engineer or inspector. Full-tune inspection may be
provided by the sponsor or by the consulting engineer under a supplemental agreement. In some instances, the
sponsor may negotiate a separate agreement for services to be provided during this phase.
(1) Resident Engineer or Inspector. The resident engineer or inspector must have field experience in
the type of work to be performed;be fully qualified to make interpretations,decisions,field computations,etc.;and
have knowledge of testing requirements and procedures. The resident engineer or inspector must have the authority
to reject both unsatisfactory workmanship and materials. Primary duties are as follows:
(i) Checks activities to ensure compliance with the plans and specifications. Informs the
contractor of any work that is in noncompliance.
(ii) Ensures that all testing required by the specification is performed. All commercially
produced products, such as pipe and reinforcing steel, that are used on the project should be accompanied by
numerical test results or a certification from the manufacturer that the material meets the applicable standards.
(iii) Visits the testing laboratory to determine if it has the equipment and qualified personnel
necessary to conduct the tests required by the specifications.
(iv) Ensures that tests are performed at the frequency stated in the specifications. Determine when
and where tests will be taken and witness tests. If not indicated in the specifications, a sufficient number of tests
should be taken to verify that the construction is acceptable.
(v) Reviews test reports and certifications for conformance with the specifications. Each test
report for material in-place should,at a minimum,contain the following:
(a) Test performed and date.
(b) Applicable standard or project specification.
(c) Test location.
(d) Test result.
(e) Action taken on failing tests.
2
10
9/29/07 AC 150/5370-12A
(f) Lot size and location and adjusted contract price when statistical acceptance procedures
are specified or when provisions allow for reduced payment.
(vi) Maintains a file of test reports and certifications.
(vii) Informs the contractor of deficiencies so corrections can be made and retesting performed
prior to covering any substandard work with additional material.
(viii) Documents quantities of materials used on the project by actual measurements and
computations in a field notebook or computer printouts retained in a folder. For materials paid for on a weight basis,
a summary of the material placed each day should be kept in the field notebook. The notebook and/or computer
printouts,supported by the original set of weigh tickets,is the basis for payment.
(ix) Maintains a set of working drawings on the job site that can be used to prepare"as-built"
drawings.
(x) Reviews payment requests from the contractor.
(xi) Maintains a diary that should contain daily entries made and signed by the resident engineer.
Each entry should include the following,plus any additional pertinent data:
(a) Date and weather conditions.
(b) Names of important visitors.
(c) Construction work in progress and location.
(d) Size of contractor's work force and equipment in use.
(e) Number of hours worked per day for contractor and subcontractors.
(f) The substance of important conversations with the contractor about conduct, progress,
changes,test results,interpretations of specifications,or other details.
(xii) Submits copies of FAA Form 5370-1, Construction Progress and Inspection Report, or
equivalent form to the appropriate FAA Airports Division/District/Field Office upon request.
7. FAA PROJECT MANAGER'S RESPONSIBILITIES. The FAA project manager has the responsibility to
monitor the project to ensure the terms and conditions of the grant agreement are met,to maintain a broad overview
of the construction to be reasonably certain the work is accomplished in accordance with the plans and
specifications,and to evaluate the adequacy of the sponsor's construction inspection. FAA project oversight does
not relieve the sponsor's responsibility of ensuring adequate supervision and inspection during all stages of the work
and ensuring the work is in conformance with the plans and specifications.
8. COMMENTS OR SUGGESTIONS.Comments or suggestions for improving this AC should be sent to—
Manager,Airport Engineering Division
Federal Aviation Administration
ATTN: AAS-100
800Independence Avenue,SW
Washington,DC 20591
3
l �
AC 150/5370-12A 9/29/07
9. COPIES OF THIS AC. The Office of Airport Safety and Standards is in the process of making ACs available
to the public through the Internet. These ACs can be found on the Federal Aviation Administration(FAA)website
at httpJ/www.faa.gov/airports_airtmffic/airports/resources/advisory circulars.
Cl/t,t L-,,&
David L. Bennett
Director of Airport Safety and Standards
4
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