City Council Meeting - FINAL


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  8.A.       
Meeting Date: 11/15/2022  
Co-Submitter: Brian Gall
From: Stacey Brechler-Knaggs, Grants, Contracts & Emergency Management Director

Information
TITLE:
Consideration and Approval of Contract:  Professional Engineering Airport Planning Services Contract with Coffman and Associates for the Environmental Airside/Landside Documentation in the amount not to exceed $750,000.
STAFF RECOMMENDED ACTION:
  1. Approve the Professional Planning Services Contract with Coffman & Associates for the Environmental Airside/Landside Documentation in the amount not to exceed $750,000 with a contract time of 365 calendar days; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Award of this Planning Services Contract ("Contract") will authorize the Airport Environmental Airside/Landside Documentation project to proceed.

The Contract  will provide environmental planning support to the Flagstaff Pulliam Airport under Arizona Department of Transportation (ADOT), Multi modal Planning Division, Aeronautics Group, Grant No. E2S1F 01E.

The Consultant will prepare environmental studies and state and federal environmental compliance documentation for upcoming airside and landside development projects.

The contract provides that the parties will mutually agree upon the scope of work, deliverables, schedule and cost for any study, plan, or task (“work”) requested by City.  The contract provides that the City Economic Vitality Director in consultation with the Airport Director, City Procurement and City Attorney’s office is delegated authority to approve the work, which may be processed like a task order and results in a contract amendment.  The contract further provides that Economic Vitality Director, after similar consultation, is delegated authority to approve changes in the contractor’s hourly rates as a contract amendment.
Financial Impact:
The ADOT Grant for $675,000 will cover 90% of the cost for the Environmental Documentation and the
City will cover the 10% match amount of $75,000, for a total project cost of $750,000. This project is
budgeted in account 221-07-222-6310-0-4208.
Policy Impact:
 
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community
- Ensure the built environment is safe through the use of consistent standards, rules and regulations,
and land use practices.
- Promote physical health through providing recreation opportunities, parks, open space & multiple
transportation options.
Sustainable, Innovative Infrastructure
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
- Provide effective management of and infrastructure for all modes of transportation.
- Provide effective management of and infrastructure for all modes of transportation.
Regional Plan
- Policy T.10.1. Maintain and expand Flagstaff Pulliam Airport as an important link to
the national air transportation system.
Has There Been Previous Council Decision on This:
City Council approved the grant agreement with ADOT on 10/19/2022
Options and Alternatives:
1. Approve the Contract with Coffman and Associates for professional planning services.
2. Do not approve the Contract with Coffman and Associates for professional planning services and
re-solicit for the services.  Non-approval  and resoliciting may jeopordize the grant funding.
 
Background/History:
The airport is looking to complete an Environmental Assessment for the airport to cover projects including
movement of Taxi lane Whiskey, purchase of land in the Runway Protection Zone and additional work
planned over the next 5 years. In addition, the planner could be utilized for other airport planning
documents such as updates on Airport Layout Plan, Sustainability Master Plan, Airport Master Plan,
Certification Manual, Airport Security Master Plan, Minimum Standards, Rules and Regulations, Safety
Management System, Airport Safety Plan, as well as Title VII Civil Rights Plan, Disadvantaged Business
Enterprise plans.
Key Considerations:
On March 15, 2022, Purchasing staff posted a Request for Statements of Qualifications (RSOQ 2022-61) for Professional Planning Services for Airport Environmental Documentation and Other Potential Future Projects. The RSOQ was posted on the PlanetBids electronic bidding website and advertised in the Arizona Daily Sun on March 20 and March 27, 2022.

The solicitation for the consultant resulted in one Statements of Qualification (SOQ) received by Purchasing staff on April 6, 2022. A Selection Committee of six members, including a licensed engineer, independently reviewed and evaluated the SOQs. Based upon the scoring of the written SOQ, the Selection Committee identified Coffman and Associates to be the most qualified Firm to perform the planning services for the Project.  City staff commenced negotiations for a final scope of work and fee proposal to be provided by Coffman and Associates. Final overall score of the firm is as follows:
Coffman and Associates: 605

 
Attachments
Exhibit A - Scope of Work
Exhibit B - Fee Schedule
Exhibit E - FAA and ADOT Grant Provisions
2022-61 Airport Planner Contract


    

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