HomeMy WebLinkAbout7/17/2002 - STAFF REPORTS (6) 1�
DATE: July 17, 2002
TO: City Council
FROM: Executive Director- Airports
AIRPORT GEODETIC SURVEY SELECTION
RECOMMENDATION:
It is recommended that the City Council accept the Airport Geodetic Survey rankings
as provided by the selection committee and the Airport Commission, and approve a
professional services agreement with VSA Airports for the Federal Aviation
Administration (FAA) National Geodetic Survey Pilot Program, for an agreement
amount of$169,880, subject to FAA approval.
SUMMARY:
This action would result in the selection oi=an Airport Engineering firm to conduct the
National Geodetic Survey Pilot Program at the Airport
BACKGROUND:
As part of Airport Improvement Program (AIP) 33, the Airport was included in a pilot
program for the preparation of an 'Airport Geodetic Survey'. This type of survey is
used to prepare an'Airport Obstruction Chart',which identifies all objects surrounding
an airport that could be a hazard to air navigation. Preparing these charts is the
responsibility of the National Oceanic and Atmospheric Administration (NOAA) on
behalf of the Federal Aviation Administration (FAA). The most current obstruction
chart for Palm Springs was completed in 1994.
Due to a backlog in updating obstruction charts at airports throughout the United
States, NOAA and the FAA are allowing airports to receive federal funding to have the
chart prepared by private firms. Palm Springs was selected as the only airport in the
FAA's Western-Pacific Region to participate in the Pilot Program phase of this project.
The Airport, with the assistance of the Department of Procurement and Contracting,
conducted a three-month nationwide search for professional surveying/consulting
firms (Statement of Qualification (SOQ 11-02) to Provide Professional
Surveying/Consulting Services for the Federal Aviation Administration(FAA)National
Geodetic Survey Pilot Program at the Palm Springs International Airport. The
prospective firms were required to have experience in land surveying, National
Geodetic Survey (NGS) standards and operational and engineering aspects of an
airport.
On January 29, 2002, two (2) firms submitted their qualifications:
FIRM LOCATION
PSOMAS Santa Ana
VSA AIRPORTS Palm Springs
Airport Geodetic Survey Selection
July 17, 2002
Page 2
The written proposals were reviewed by the following Selection Committee:
Airport Maintenance Superintendent
Associate Civil Engineer
Senior Procurement Specialist
Each member of the Selection Committee independently reviewed and numerically
graded the written Statement of Qualifications. Both firms met the minimum
qualifications so they were invited to interview on March 7, 2002.
The interviews were attended by the following Selection Committee:
Procurement Specialist
Senior Procurement Specialist
Deputy Director- Operations
Each firm was given a score for their interview, which was combined with the written
proposal scores to determine the ranking of the firms. The top ranked firm was VSA
Airports. Attachment 1 is a breakdown of the rankings.
VSA Airports is a Palm Springs firm and California corporation with its two
shareholders being Rodger Sheraton and Don Schroder. The other team member is:
EDC Consultants
TMR Associates
The Selection Committees found this team to meet all expectations of qualifications,
experience and local knowledge.
The Airport Commission recommended City Council approval of this item at it's
regularly scheduled meeting of June 5, 2002.
A standard form City Professional Services agreement with attached Scope of
Services is attached.
As this is a pilot program, it is 100% fundable via an existing AIP grant. Funds are
available in account no 415-6400-56046.
MIKE N WILLIAMS, A.A.E. % LCEfj�%F S'MC�OT, A.A.E.
Deputy Director- Operations Execu 6v bisector-Airports
APPROVED c `�•� REVIEWED BY DEPL OF FINANCE— ✓
City Manager
Attachments: Attachment 1 - Scoring Summary
Attachment 2 - Agreement Exhibits Survey-Firm
Minute Order SCORES 02.xis
N:\WordPerfect\City_Council\Engineering_Construction\Geodetic_Survey Selection 07-17-2002.wpd a
Palm Springs International Airport 07/04/2002
ATTACHMENT
AIRPORT GEODETIC SURVEY
SCORING SUMMARY
AVERAGE SCORES
100 Points Max. 100 Points Max.
Firm Step 1 Step 2
PSOMAS 89.33 80.00
VSA Airports 88.33 85.00
STEP TOTAL 177.67 165.00
STEP AVERAGE 88.83 82.50
Palm Springs International Airport 07/04/2002
ATTACHMENTI
AIRPORT GEODETIC SURVEY
PSOMAS
FIRM: PSOMAS
100 Points Max 100 Points Max
Step 1 Step 2
Panelist 1 91.00 84.00
Panelist 2 90.00 76.00
Panelist 3 87.00 81.00
STEP TOTAL 268.00 240.00
STEP AVERAGE 89.33 80.00
TOTAL SCORE 508.00
TOTAL AVERAGE 169.33
Palm Springs International Airport 07/04/2002
ATTACHMENT
AIRPORT GEODETIC SURVEY
VSA AIRPORTS
FIRM: VSA AIRPORTS
100 Points Max 100 Points Max
Step 1 Step 2
Panelist 1 85.00 85.00
Panelist 2 92.00 80.00
Panelist 3 88.00 90.00
STEP TOTAL 265.00 255.00
STEP AVERAGE 88.33 85.00
TOTAL SCORE 520.00
TOTAL AVERAGE 173.33
I
Airport Geodetic Survey Surveying/Consulting Services Exhibit "A"- Scope of Services
VSA AIRPORTS
EXHIBIT "A"
SCOPE OF SERVICES
Attached to this agreement are the following U.S. Government documents:
Attachment 1 - General Specifications for Aeronautical Surveys, Volume I - Establishment of
Geodetic Control on Airports
Attachment 2 - General Specifications for Aeronautical Surveys, Volume II - Airport Aerial
Photography
Attachment 3-General Specifications for Aeronautical Surveys,Volume III-Airport Ground Surveys
Attachment 4 - General Specifications for Aeronautical Surveys, Volume IV- Exchange File Format
Attachment 5 - Runway End, Stopway End, and Displaced Threshold Identification for Surveyors
Attachment 6 - Federal Aviation Administration no 405 - Standards for Aeronautical Surveys
These documents are available via the Internet at http://www,ngs.noaa.gov/AERO/aerospecs.htm#voll.
I. BASIC SERVICES
This agreement shall be for professional surveying/consulting services for a period not to exceed one
(1) year, or until the Federal Aviation Administration (FAA) National Geodetic Survey Pilot Program
at the Palm Springs International Airport (PSP) has been completed. A detailed Scope of Services,
included in this agreement or in the form of an amendment to this agreement, shall be prepared and
agreed to by the parties on a project by project basis prior to the commencement of any work.
11. PROJECT TASKS
A. Description
1. Airport Obstruction Chart (AOC)/LID - 545/PSP
2. AIRPORT: Palm Springs International Airport
3. CITY: Palm Springs
4. STATE: California
B. General Instructions
1. This survey shall be accomplished in accordance with the requirements of the General
Specifications for Aeronautical Surveys, dated November 2000.
2. These supplemental instructions list, explain or clarify specific requirements for this
survey but do not change the requirements fo the General Instructions unless the change
is authorized by the Director, National Geodetic Survey or his/her designated
representative.
Page 12 of 21
Airport Geodetic Survey Surveying/Consulting Services Exhibit A"-Scope of Services
VSA AIRPORTS
C. Obstructions
1. Obstruction evaluation requirements follow:
Runwav Obstruction Identification Surface (OIS)
31 L C (FAA Designated)
13L, 31 R, 13R BV (FAA Designated)
2. Field photoidentification can be used for the location of obstructions between
photocenters 99-XP-0382/0388, 0389/0392 and 0393/0397. The limits of the survey and
the accuracy requirements are determined by the type of survey listed above.
3. The areas outlined in red on the quadrangle indicate obstructing ground and do not allow
for elevated objects. The areas outlined in yellow indicate possible obstructing areas.
These areas are shown for guidance only and are not to be construed as being the only
areas in which obstructions could exist.
D. Previous Surveys
1. Office evaluation of previous survey data reveals that:
a. Station PSP E is designated as a PACs. The coordinates of this station were
established in 2001.
b. Stations PSP F and PSP G are designated as SACS. The coordinates of these
stations were established in 2001.
E. Control
1. Two (2) photoidentified horizontal control points and one (1) vertical control point are
required within each of the six (6) areas outlined in red and blue on the enlarged
photographic prints 99-XP-0387 and 0387. Control must conform to the specifications
stated in the attachment 1a.
F. Runways
1. Conferwith the airport manager or the designated airport authority regarding all changes
to the runway and provide the required data.
2. Profile levels are required for all runways. See Attachment 3 for additional information.
3. Runway end 13R has been extended since the last survey.
G. Navigational Facilities
1. The navigational aids serving this airport are to be tied to the PACs and SACS.
2. Furnish the required data for the following:
a. The facilities located on the airport.
Page 13 of 21
Airport Geodetic Survey Surveying/Consulting Services Exhibit "A"- Scope of Services
VSA AIRPORTS
b. The VORTAC PSP; refer to the Cathedral City quadrangle.
C. The ASR PSP located on the airport and plotted on the field plot(see the 1994 Field
Report for additional information.
H. Advisory Information
1. Upon inspection of the airport, if any reason exists to postpone/cancel this survey, notify
the Field Operations branch.
2. The airport name has changed since the last survey.
I. Project Completion Report, Final Data Delivery and Completion Meeting
1. Once all deliverables have been accepted by the NGS, the final Project Completion
Report and Final Data Delivery will be submitted to NGS and the AIRPORT. Included in
the Project Completion Report will be an evaluation of the various instructional Volumes
with a focus on Volume III. A Project Completion Meeting will be held to discuss the
success of the project and consider any suggestions that would improve deliverables or
the performance of airport surveys in the future.
Page 14 of 21
Airport Engineering Services Exhibit `B"- Special Requirements
VSA AIRPORTS
EXHIBIT "B"
SPECIAL REQUIREMENTS
Section 4.3 Prohibition Against Subcontracting or Assignment. This section is amended as follows:
A. As outlined in the Engineer's response to Request for Statements of Qualifications and Letters
of Interest (SOO 11-02)to provide Professional/surveying/consulting Services for the Federal
Aviation Administration (FAA) National Geodetic Survey Pilot Program at the Palm Springs
International Airport, VSA AIRPORTS, Inc has identified and the City approves use of the
following sub-consultants:
1. EDC Consultants - Survey
2. GeoNav Satellite Systems - GPS Technical Advisor/Instrumentation
3. TMR Associates - Aerial Photography
Section 5.3 Performance Bond shall not apply to this agreement.
I. TITLE VI ASSURANCES
A. During the performance of this agreement, the Engineer, for itself, its assignees and
successors in interest (hereinafter referred to as the "Engineer" agrees as follows:
1. Compliance with Regulations. The Engineer shall comply with the regulations relative to
nondiscrimination in Federally assisted programs of the Department of Transportation
(hereinafter "DOT") Title 49, Code of Federal Regulations, Part 21, as they may be
amended from time to time, (hereinafter referred to as the "Regulations"), which are
herein incorporated by reference and made a part of this agreement.
2. Nondiscrimination. The Engineer, with regard to the work performed by them during the
agreement, shall not discriminate on the grounds of race, color, or national origin in the
selection and retention of subcontractors, including procurement of materials and leases
of equipment. The Engineer shall not participate either directly or indirectly in the
discrimination prohibited by Section 2.5 of the Regulations, including employment
practices when the contract covers a program set forth in Appendix B of the Regulations.
3. Solicitations for Subcontracts. Including Procurement of Materials and Equipment. In all
solicitations either by competitive bidding or negotiation made by the Engineer for work
to be performed under subcontract, including procurement of materials or leases of
equipment, each potential subcontractor or supplier shall be notified by the Engineer of
the Engineer's obligations under this contract and the Regulations relative to
nondiscrimination on the grounds of race, color, or national origin.
4. Information and Resorts. The Engineer shall provide all information and reports required
by the Regulations or directives issued pursuant thereto and shall permit access to its
books, records, accounts, other sources of information, and its facilities as may be
determined by the City or the Federal Aviation Administration (FAA) to be pertinent to
ascertain compliance with such Regulations, orders, and instructions. Where any
information required of a contractor is in the exclusive possession of another who fails or
refuses to furnish this information, the Engineer shall so certify to the City or the FAA,
Page 15 of 21
Airport Engineering Services Exhibit`B"- Special Requirements
VSA AIRPORTS
as appropriate, and shall set forth what efforts it has made to obtain the information.
5. Sanctions,for Noncompliance. In the event of the Engineer's noncompliance with the
nondiscrimination provisions of this agreement, the City shall impose such contract
sanctions as it or the FAA may determine to be appropriate, including, but not limited to
withholding of payments to the contractor underthe contract until the contractor complies.
II. MINORITY BUSINESS ENTERPRISE (MBE) ASSURANCES
A. It is the policy of the Department of Transportation (DOT) that minority business enterprises
as defined in 49 CFR Part 23 shall have the maximum opportunity to participate in the
performance of contracts and subcontracts financed in whole or in part with Federal funds
under this agreement. Consequently, the MBE requirements of 49 CFR Part 23 apply to this
agreement.
B. The Engineer agrees to ensure that minority business enterprises as defined in 49 CFR Part
23 have the maximum opportunity to participate in the performance of contracts and
subcontracts financed in whole or in part with Federal funds provided under this agreement.
In this regard, all contractors shall take all necessary and reasonable steps in accordance with
49 CFR Part 23 to ensure that minority business enterprises have the maximum opportunity
to compete for and perform contracts. Contractors shall not discriminate on the basis of race,
color, or national origin, or sex in the award and performance of DOT assigned contracts.
III. CITY'S RESPONSIBILITIES
A. The City shall make available to the Engineer all technical data that is in the City's possession
including maps, surveys, property descriptions, borings, and other information required by the
Engineer and related to his work.
B. The City agrees to cooperate with the Engineer in the approval of all plans and specifications,
or should they disapprove of any part of said plans and specifications, shall make a decision
timely in order that no undue expense will be caused the Engineer because of lack of decisions.
If the Engineer is caused extra drafting or other expense due to changes ordered by the City
after the completion and approval of the plans and specifications, the Engineer shall be
equitably paid for such extra expenses and services involved.
C. The City shall pay publishing costs for advertisements of notices, public hearings, requests for
bids, and other similar items; shall pay for all permits and licenses that may be required by
local, state, or Federal authorities; and shall secure the necessary land, easements, rights-of-
way required for the project.
D. The City shall make available to the Engineer all technical data that is in the City's possession
including maps, surveys, property descriptions, borings, and other information required by the
Engineer and related to his work.
IV. ENGINEER'S RESPONSIBILITIES
A. The City and the FAA or any of their duly authorized representatives shall have access to any
books, documents, papers, and all other records which are directly related to this project(s)for
the purpose of making audit, examination, excerpts, and transcriptions.
Page 16 of 21 1 Jq 11D
Airport Engineering Services Exhibit`B"- Special Requirements
VSA AIRPORTS
B. The Engineer agrees to comply with Federal Executive Order No. 11246, entitled, "Equal
Employment Opportunity",as supplemented in Department of Labor Regulations(41 CFR,Part
60)if this"agreement"exceeds$1 0,000'Sections 103 and 107 of the Contract Work Hours and
Safety Standards Act(40 USC 317-330)as supplemented by Department of Labor Regulations
(29 CFR, Part 5)if this"agreement"exceeds$25,000; and all applicable standards, orders, and
regulations issued pursuant to the Clean Air Act of 1970 if this "agreement exceeds $100,000.
C. Incorporation of Provisions
1. The Engineer shall include the provisions of Sections I and II of the Regulations in every
subcontract including procurement of materials and leases of equipment, unless exempt
by the Regulations or directives issued pursuant thereto. The Engineer shall take such
action with respect to any subcontract or procurement as the City or the FAA may direct
as a means of enforcing such provisions including sanctions for noncompliance.
Provided, however that in the event a contractor becomes involved in, or is threatened
with, litigation with a subcontractor or suppliers as a result of such direction, the engineer
may request the City to enter into such litigation to protect the interests of the City and,
in addition, the engineer may request the United states to enter into such litigation to
protect the interests of the United States.
V. AVIATION SECURITY
A. Prior to being granted access to certain secured areas of the Airport, the Engineer and all
associated sub-consultants shall successfully complete a fingerprint based Criminal History
Records Check (CHRC) in accordance with 49 CFR 1542.209 and/or the Airport Security
Program (ASP).
B. The Engineer shall provide to the City airport prior to the commencement of construction, a
letter authorizing an individual(s) to approve the issuance of security badges.
C. All Contractor personnel who require access to certain secured areas of the Airport must
obtain, and conspicuously display on their person at all times when they are within these areas,
an Airport issued security identification badge, as outlined in the ASP. The appropriate badge
may be obtained at the Airport Operations Center located in the terminal building.
D. Identification badge and vehicle permit fees for the Engineer and associated sub-consultants
are hereby waived.
E. Once the CHRC has been successfully completed,the Engineer and associated sub-consultant
must satisfactorily complete a required 2 hour training class on airport security. Attendance of
the class and subsequent issuance of the security identification badge may take longer than
2 1/2 hours per person.
F. Vehicles to be utilized by the Engineer and associated sub-consultants that required access
to certain secured areas of the Airport are required to have conspicuously posted on said
vehicle a vehicle permit issued by the City. This vehicle permit shall hold the Engineer
responsible for both the vehicle and all personnel within the vehicle while the vehicle is on
airport property. All vehicles in full view, and at all times, a 3 foot by 3 foot flag with 1 foot
checks of international orange and white. During nightime hours, an amber rotating beacon is
required.
Page 17 of 21 1411
Airport Engineering Services Exhibit`B"- Special Requirements
VSA AIRPORTS
G. All violations of Airport security are also violations of the City of Palm Springs Municipal Code
11.33.052. Any such violation may result in arrest, the issuance of a citation and/or the
immediate revocation of access privileges.
I
Page 18 of 21
Airport Engineering Services Exhibit"C°- Schedule of Compensation
VSA AIRPORTS
EXHIBIT"C°
SCHEDULE OF COMPENSATION
I. HOURLY RATES AND BILLING PROCEDURES
A. Listed Rates are inclusive of labor overhead, administrative costs and profit.
B. Reimbursable Costs
1. Company and personal automobiles will be billed at the rate of $35.00/Day (2-wheel
drive), $55.00/Day (4-wheel drive when needed to perform the work and authorized by
City) and $0.35/Mile.
2. Rental Automobiles and out-of-town (outside the Coachella Valley) expenses will be at
actual costs not to exceed $300.00/Day.
3. Subcontracted Services and/or firms not identified within this agreement will be billed at
actual costs, plus 10 percent.
C. VSA AIRPORTS, Inc
Principal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $110.00/hr
Senior Design Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $100.00/hr
Design Engineer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $90.00/hr
Project Engineer/Construction Coordinator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $80.00/hr
Engineering Technician . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $70.00/hr
Graphics/CADD Technician . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $70.00/hr
Clerical . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $50.00/hr
D. EDC Consultants
Il. TASK SPECIFIC COMPENSATION
A. Description
B. General Instructions
C. Obstructions
1 Aerial Topographic Mapping, 1" = 2600. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $15,360
a. GPS horizontal and vertical control
b. Aerial photography and photographs
C. Supervision and coordination
d. NGS documentation/exchange format
e. Obstruction location
f. Special equipment
Page 19 of 21
Airport Engineering Services Exhibit"C"- Schedule of Compensation
VSA AIRPORTS
2. Aerial Topographic Mapping 1" = 1000' . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $21,120
a. GPS horizontal and vertical control
b. Aerial photography and photographs
C. Supervision and coordination
d. NGS documentation/exchange format
e. Obstruction location
f. Special equipment
D. Previous Surveys
E. Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $62,400
1. Geodetic Survey Control
a. GPS ties to CORS and HPGN
b. Supervision and coordination
C. NGS documentation/Blue Book format
d. Calibrate EDMI
e. Special Equipment
F. Runways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $36,000
1. Runway Profiles/Location
a. GPS horizontal and vertical control
b. Conventional horizontal and vertical measurements
C. Supervision and coordination
d. NGS documentation
e. Special equipment
G. Navigational Facilities
H. Advisory Information
I. Project Completion Report, Final Data Delivery and Completion Meeting . . . . . . . . $35,000
1. Critique - Airport Ground Surveys, Volume III
a. Document review and report
b. Supervision and coordination
2. Project Reports
3. Obstruction Chart
TOTAL COST $169,880
Page 20 of 21 is Iq
Airport Engineering Services Exhibit `D"-Schedule of Performance
VSA AIRPORTS
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
The services contemplated in this Agreement and assigned to the Engineer to 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.
This project shall be completed in 120 calendar days.
NAgreements\Engineering\VSA_Airport Geodetic Survey 2002.wpd
I •
Page 21 of 21
MINUTE ORDER NO.
APPROVING A PROFESSIONAL SERVICES AGREEMENT
WITH VSA AIRPORTS FOR THE FEDERAL AVIATION
ADMINISTRATION(FAA)NATIONAL GEODETIC SURVEY
PILOT PROGRAM FOR AN AGREEMENT AMOUNT OF
$169,880, SUBJECT TO FAA APPROVAL.
I HEREBY CERTIFY that this Minute Order, approving a Professional
Services Agreement with VSA Airports for the Federal Aviation
Administration (FAA) National Geodetic Survey Pilot Program for an
agreement amount of$169,880, subject to FAA approval, was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof
held on the 171h day of July, 2002.
PATRICA A SANDERS
City Clerk