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  7.D.       
Meeting Date: 06/15/2021  
Co-Submitter: Adam Miele

TITLE:
Consideration and Approval of Contract:  Professional Engineering Design Services Contract for the Airport Drainage Plan Improvements in the amount of $388,519.
STAFF RECOMMENDED ACTION:
  1. Determine Mead & Hunt, Inc, is the most qualified firm based upon responses to the City's Request for Statement of Qualifications (RSOQ), and approve a Professional Engineering Design Services Contract with Mead & Hunt, Inc. for the Airport Drainage Plan Improvements in the amount of $388,519 with a contract time of 365 calendar days; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Award of this Professional Engineering Design Services Contract ("Contract") will authorize the Airport Drainage Plan Improvements project to proceed.

The Federal Aviation Administration under Federal Air Regulation Advisory Circular 150/5320-5D gives the following guideline: "Storm drainage design is an integral component in the design of transportation facilities. Drainage design for transportation facilities must strive to maintain compatibility and minimize interference with existing drainage patterns, control flooding of the pavement surface for design flood events and minimize potential environmental impacts from the facility-related storm water runoff."

A drainage system study was done prior to the lengthening of the runway in 2008. There are currently projects planned on airport, such as new hangar tenant projects, and off airport, such as the extension of JW Powell to Lake Mary Road, that could influence the existing storm water runoff from the airport. This drainage improvement plan will assist in preparing for these as well as any changes that may have occurred since the 2008 runway project.
Financial Impact:
The ADOT grant award will provide a grant in the amount of $350,000 (90% State share), the City will provide a match of $38,889 (10% City share) for a total grant award available in the amount of $388,889. This grant is budgeted in FY 2020-21 in account 221-07-222-3352-0 in the amount of $400,000.
Policy Impact:
None
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Goal: Transportation and Other Public Infrastructure: Provide airport infrastructure to enhance tenant and patron experience and secure a second airline.
Has There Been Previous Council Decision on This:
Yes, on January 21, 2020 council approved the grant award agreement, item 7.D.
Options and Alternatives:
  1. Authorize the acceptance of the Contract from Mead & Hunt, Inc. for professional services.
  2. Reject the acceptance of the Contract from Mead & Hunt, Inc. for professional services and re-solicit for the services.
  3. Reject the Contract and continue existing operations in the existing facility.
Background/History:
The Drainage Plan Improvements project will address drainage issues throughout the airport. The last drainage report was completed in 1992. In the event of high intensity rainfall events standing water attracts wildlife which presents hazards to flight operations and is a high concern to the airport.

The routing of JW Powell from Pulliam Drive to Lake Mary Road will run adjacent to the existing airport storm water runoff area. This project can help identify possible needs for the extension of JW Powell. The extension of JW Powell is important to the future of ground transportation for Flagstaff.
Key Considerations:
On August 11, 2020, Purchasing staff posted a Request for Statements of Qualifications (RSOQ 2021-02) for Professional Engineering Services for Airport Drainage Plan Improvements and Other Potential Future Projects. The RSOQ was posted on the PlanetBids electronic bidding website and advertised in the Arizona Daily Sum on August 16 and August 23, 2020.

The solicitation for the contractor was very successful and generated four (4) Statements of Qualifications (SOQs) received by Purchasing staff on September 8, 2020.  A Selection Committee of six members, including a licensed engineer, independently reviewed and evaluated the SOQs and a short list of the top three scoring firms were selected for interviews. Based upon the numerical scoring of the written SOQs and the interviews, the Selection Committee identified the most qualified Firm to perform the engineering services for the Project and recommended to commence negotiations for a scope of work and fee proposal to be provided by Mead & Hunt, Inc. Final scores of all firms are as follows: 

Mead & Hunt, Inc.:                                                     1,138
Dibble & Associates, Consulting Engineering, Inc.:   1,083
Kimley-Horn & Associates, Inc.:                                   958
C & S Engineers, Inc. (not interviewed):                       534

The highest scored design professional Mead & Hunt, Inc. is very much aware of the preferred design/construction timeline. The contractor is confident the project will be completed on time and on budget.
Community Benefits and Considerations:
This project will identify any needed changes or improvements to control storm water runoff down stream from the Airport.
Community Involvement:
This project will provide information for the Airport and community concerning the safe control of stormwater runoff from the Airport.
Attachments
Contract with all Exhibits


    

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