HomeMy WebLinkAbout11/19/2003 - STAFF REPORTS (5) DATE: November 19, 2003
TO: City Council
FROM: Executive Director - Airports
AMENDMENT #4 - VSA AIRPORTS, AIRPORT ENGINEERING SERVICES, SECURITY
IMPROVEMENTS
RECOMMENDATION:
It is recommended that the City Council approve Amendment #4 to Agreement
#A4487, with VSA Airports for Airport Engineering Services, adding additional work
phases and task assignments related to necessary security improvements at the
Airport; the modifications results in an additional cost of $1,191,000, for a revised
agreement amount of$3,042,600.
SUMMARY:
This action will allow for the design work to proceed on the Airport's Loop Roadway
in front of the passenger terminal, the creation of a central plaza and structural
improvements to the central core of the terminal, all of which will provide blast
protection for the terminal, and completing the design for a replacement Security
Access Control System (SACS)..
BACKGROUND:
During the selection process for a new airport engineering firm, staff elected to
combine the various security projects that were anticipated at the Airport into one
firm. This one firm would have the capability to perform engineering, architectural,
landscaping, electrical and security type engineering services. At the conclusion of
the competitive process, VSA AIRPORTS, a local Palm Springs firm, was selected
as the most qualified. A Professional Services agreement was awarded by the City
Council on April 24, 2002.
One of the items identified during this bidding process was the replacement of the
Airport's existing Security Access Control System (SACS). Funding for the
replacement system will be part of a future Airport Improvement Program (AIP)grant,
however,the design needs to be completed in order to be ready for installation during
the summer of 2004.
In response to the events of September 11`h, and the subsequent security regulations
mandated by the federal government,a blast analysis of the main passenger terminal
at the Airport was completed. The blast analysis, which, due to the extreme
confidentiality of the information contained in the report, was shared with the City
Council in Closed Session, identified several mitigation measures which would
improve the level of blast protection for the Airport.
The first two phases of blast protection for the passenger terminal, the
reconfiguration of the Rental Car return lot and the Vehicle Inspection Plaza have
been completed.
For several months, the design team has worked with a subcommittee of the Airport
Commission/Planning Commission/City Council to develop a suitable reconfiguration
plan. However, due to funding limitations, the design process was halted before a ��
Amendment #4 - VSA Airports, Airport Engineering Services
November 19, 2003
Page 2
final design had been selected. This amendment will complete the design process,
allow for submission to the Planning Commission, Airport Commission and City
Council as well as the development of bidding documents.
Funding for this work will be completed by utilizing existing Airport Improvement
Program (AIP) 35, which is 100% funded by the Federal Aviation Administration
(FAA).
AIP allows for any Airport to overrun a grant up to 15% of the original grant amount.
The Airport has not made a practice of overrunning grants in the past as the
reimbursement of the overrun may take more than one federal fiscal year to receive.
The reimbursement is guaranteed only without a specific time commitment.
Funds are available in Account 415-6600-56052, a 100% federal grant.
1K
MIKE N WILLIAMS, A.A.E. ALLEN F S OT, A.A.E
Deputy Director- Operations Executive Director - Airports
APPROVED:
City Manager
ATTACHMENTS:
1. Minute Order
2. Concept Sketch
3. Amendment#4
REVIEWED BY MIDI`FINANCE
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AMENDMENTNO. 4
AGREEMENT NO. 4487, AIRPORT ENGINEERING SERVICES
THIS THIRD AMENDMENT to Agreement No 4487 for Contract Services,(herein"Agreement")made and
entered into on the day of 2003, by and between the CITY OF PALM
SPRINGS (herein "City") and VSA Airports, Inc (herein "Contractor'), (The term Contractor includes
professionals performing in a consulting capacity.), is hereby effective July 16, 2003, as follows:
Section 1
Exhibit "A" Scope of Services, Part V - Project Specific Scopes, is hereby amended by adding Task
Assignments to projects#1 ("G" and "K"), #2 ("F"), #3 ("G" and "I') and #5 ("F", "G"and "I"), as follows:
PROJECT# PROJECT TITLEIDESCRIPTION TASKASSIGNMENTS
1 Access Control System Replacement A, B, E, G, K
2 Airport Roadway System Revisions - (300' Rule A, B, C, D, F, G, I, K
Mitigation)
3 Passenger Terminal Central Core Plaza A, B. E, F, G, I, L
5 Terminal Building Hardening/Blast Protection A, B, E, F, G, I
Section 2
Exhibit"C"Schedule of Compensation, Part II-Project Specific Compensation is hereby replaced with the
following, which adds $1,191,000 to project's #1 ($150,000), #2 ($14,000), #3 ($725,000) and #5
($302,000):
PROJECT SPECIFIC COMPENSATION
PROJECT# PROJECT TITLEIDESCRIPTION COMPENSATION NOT TO
EXCEED
1 Access Control System Replacement $276,000
2 Airport Roadway System Revisions (300' Rule $1,175,000
Mitigation)
3 Passenger Terminal Central Core Plaza $938,500
4 Remote Vehicle Inspection Facility - (300' Rule $310,100
Mitigation)
5 Terminal Building Hardening/Blast Protection $328,000
6 Relocation/reconstruction of airport perimeter fencing $0
7 Relocation of the segmented circle and/or Automated $0
Surface Observation System (ASOS)
8 Vehicle Size Limitation Frames (300' Rule Mitigation)
VSA Airports Amendment 94 Page 1 of 6
,),A y
PROJECT# PROJECT TITLEIDESCRIPTION COMPENSATION NOT TO
EXCEED
9 Construct high-speed taxiways and other $0
miscellaneous taxiway improvements
10 Rehabilitation/expansion of aircraft parking aprons $0
11 Miscellaneous airfield lighting, marking and signage $0
improvements
12 Modification/Expansion of security screening and/or $15,000
monitoring areas.
A. For each project that is issued a "Notice to Proceed", the actual compensation shall be
based on hours worked multiplied by the hourly rate (Exhibit"C",), but not exceeding the
maximum amount of the allocation. Payments will be made monthly based on the
percentage of work completed in each area of work defined above.
Fees added with this Amendment- $1,191,000
Revised Total Agreement Amount (including this Amendment) -$3,042,600
Section 3
Exhibit"D" Schedule of Performance is amended by adding the following:
The term of this agreement shall be three (3) years, unless all projects have been successfully
completed.
Exhibit"D" Schedule of Performance is hereby replaced with the following, which adds the work schedule
for Project's#1, #2, #3 and #5:
The services contemplated in this Agreement and assigned to the Engineerto complete shall commence
within 10 days from the "Notice to Proceed" date and shall be completed based upon the time lines
mutually agreed upon between the City and the Engineer. Each enumerated project identified in Exhibit
"A" shall have a separate Schedule of Performance as listed below or as shall be mutually agreed upon
at a future date by the City and the Engineer. Time lines are subject to adjustment based on receipt of
Federal Aviation Administration (FAA) funds. Delays in receipt of FAA funds will result in a day for day
extension of time on each work item.
PROJECT# PROJECT TITLEIDESCRIPTION COMMENCE COMPLETE
1 Access Control System Replacement
Task Assignment "A" January 1, 2003 March 30, 2003
Task Assignment "B" January 1, 2003 March 30, 2003
Task Assignment "E" March 30, 2003 December 31,
2003
VSA Airports Amendment#4 Page 2 of 6`
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PROJECT# PROJECT TITLEIDESCRIPTION COMMENCE COMPLETE
Task Assignment"G" June 1, 2003 December 31,
2003
Task Assignment "K" March 1, 2004 September 1,
2004
2 Airport Roadway System Revisions (300' Rule
Mitigation)
Task Assignment "A" May 1, 2002 May 15, 2002
Task Assignment "B" May 1, 2002 June 1, 2002
Task Assignment "C" May 15, 2002 June 15, 2002
Task Assignment "D" May 15, 2002 June 15, 2002
Task Assignment"G" July 1, 2002 December 15,
2002
Task Assignment "F" December 1, March 30, 2004
2003
Task Assignment"G" April 1, 2004 September 30,
2004
Task Assignment"I" July 1, 2002 January 1, 2002
Task Assignment "K" April 1, 2003 December 15,
2003
3 Passenger Terminal Central Core Plaza
Task Assignment "A" December 1, January 30, 2003
2002
Task Assignment"B" January 15, 2003 February 15,
2003
Task Assignment "E" February 15, May 30, 2003
2003
Task Assignment "F" April 1, 2003 May 30, 2003
Task Assignment"G" December 1, September 1,
2003 2004
Task Assignment"I" December 1, September 1,
2003 2004
Task Assignment "L" November 6, December 30,
2002 2002
4 Remote Vehicle Inspection Facility-(300'Rule
Mitigation)
VSA Airports Amendment#4 Page 3 of 6
; , A �
PROJECT# PROJECT TITLEIDESCRIPTION COMMENCE COMPLETE
Task Assignment "A" July 1, 2002 August 30, 2002
Task Assignment "B" July 1, 2002 August 30, 2002
Task Assignment "C" July 15, 2002 August 15, 2002
Task Assignment "D" July 15, 2002 August 15, 2002
Task Assignment "E" September 1, November 15,
2002 2002
Task Assignment "F" December 1, January 1, 2003
2002
Task Assignment"I" November 6, January 1, 2003
2002
Task Assignment "M" July 7, 2003 January 1, 2004
5 Terminal Building Hardening/Blast Protection
Task Assignment "A" January 1, 2003 March 30, 2003
Task Assignment "B" January 1, 2003 March 30, 2003
Task Assignment "E" March 30, 2003 June 30, 2003
Task Assignment "F" December 1, March 30, 2004
2003
Task Assignment"G" December 1, September 1,
2003 2004
Task Assignment"I" December 1, September 1,
2003 2004
6 Relocation/reconstruction of airport perimeter
fencing
7 Relocation of the segmented circle and/or
Automated Surface Observation System
(ASOS)
8 Vehicle Size Limitation Frames (300' Rule
Mitigation)
9 Construct high-speed taxiways and other
miscellaneous taxiway improvements
10 Rehabilitation/expansion of aircraft parking
aprons
11 Miscellaneous airfield lighting, marking and
signage improvements
VSA Airports Amendment 94 PaggeeAI4 of 6
a ' • q
PROJECT# PROJECT TITLEIDESCRIPTION COMMENCE COMPLETE
12 Modification/Expansion of security screening
and/or monitoring areas.
Task Assignment "A" August 1, 2002 September 1,
2002
Task Assignment "B" October 1, 2002 November 1,
2002
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VSA Airports Amendment 94 Page 5of 6
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11/07/2003 FRI 15:34 FAX 2007/007
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first
written above.
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
By: By:
City Clerk City Manager
APPROOV AS TO F R
Clty Attomey
CONTRACTOR: Check one: Individual_Partnership_Corporation
Corporations require Iwo notarized signatures: One from each of the following: A. Chairman of Board.President,or any Vice President:AND
B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer).
By: By.
Signature(notarized) Signature(notarized)
Name: Name:
Title: t __ Title:
State of p State of h
County of ss County of SS
On___beforeme, On before me.
personallyappeared pomanailyappeared
personally known to me (or proved to me on the basis of personally known to me (or proved to me on the basis of
satisfactory evidence)to be the person(s)whose name(s)Is/are satisfactory oVldence)to tra the person(s)whose name(s)If/are
subscribed to the within Instrument and acknowledged to me subscribed to the within instrument and acknowledged to me
that he/she(they executed the same In his/her/their authorized .that helshe/they executed the same in his/her/their authorized
eapacity(tes), and that by his/her/their signature(s) on the capaclry(les), and that by his/her/their signatum(s) on the
Instrument the paraon(s),or the entity upon behalf ofwhich the Instrument the porson(s),or the entity upon behalf of which the
person(s)acted,executed the instrument. persons)acted,executed the Instrument
WITNESS my hand and official seal. WITNESS my hand and official seal.
Notary Signature: Notary Signature:
Notary Seal: Notary Seal;
MINUTE ORDER NO
APPROVING AMENDMENT#4TO AGREEMENT#A4487,WITH VSA
AIRPORTS FOR AIRPORT ENGINEERING SERVICES, ADDING
ADDITIONAL WORK PHASES AND TASK ASSIGNMENTS RELATED
TO NECESSARY SECURITY IMPROVEMENTS AT THE AIRPORT;
THE MODIFICATIONS RESULTS IN AN ADDITIONAL COST OF
$1,191,000, FORA REVISEDAGREEMENT AMOUNT OF$3,042,600.
I HEREBY CERTIFY that this Minute Order, approving Amendment #4 to
Agreement #A4487, with VSA Airports for Airport Engineering Services,
adding additional work phases and task assignments related to necessary
security improvements at the Airport;the modifications results in an additional
cost of $1,191,000, for a revised agreement amount of $3,042,600, was
adopted by the City Council of the City of Palm Springs, California, in a
meeting thereof held on the 19" day of November, 2003.
PATRICA A SANDERS
City Clerk