Agenda Item Wording:
title
Authorize the City Manager to enter into a contract amendment with Brandley Engineering for Pavement Maintenance Management Plan (PMMP) additional scope of work in the amount of $130,000 and appropriate an additional $15,000 for the upcoming Federal Aviation Administration (FAA) required PMMP CIP project (CP0572) increasing the project budget to $135,000.
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Deadline for Action: None
Submitting Department: Administration - Airport
Contact Name and Phone Number:
Jody Miller, Airport Manager, (559) 713-4282, Jody.Miller@Visalia.City
Nick Mascia, Assistant City Manager, (559) 713-4323, Nick.Mascia@Visalia.City
Department Recommendation:
Airport Staff recommends that City Council authorize the City Manager to enter into a contract amendment with Brandley Engineering for previously proposed scope of work for $130,000. This scope was included when Brandley proposed to perform airport engineering consulting for the City of Visalia under their 2019 professional services agreement but never included a fee or authorization to perform the work. In addition, Staff recommends City Council to appropriate $15,000 in additional funds for the upcoming PMMP project to increase the capital project budget to $135,000.
Background Discussion:
In November of 2019, the Visalia City Council authorized a professional services agreement between the City of Visalia and Brandley Engineering for the purpose of providing airport engineering design services and project management for a 5-year contract period. The projects that Brandley will shepherd for the airport as well as the majority of the CIP projects at the airport are federally funded. To continue to be fully qualified for Federal Aviation Administration (FAA) funding, the Visalia Airport is required to have two key projects completed. The first is an updated Airport Layout Plan (ALP) which is an 18-month project that began in November of 2021 and is expected to be completed in the summer of 2023. The second project is a Pavement Maintenance Management Plan (PMMP). The PMMP project, which is already on both the City CIP list, as well as the FAA Airport Capital Improvement Plan (ACIP) for the current fiscal year, is expected to take 18-months from authorization to completion. On page 2 of the attached Professional Services Agreement between the City of Visalia and Brandley Engineering under Article II. Duties of Engineer, pavement evaluation studies such as the PMMP is listed as falling under their purview.
The PMMP will consist of four main elements/tasks:
1. Pavement Structure Determination -This will consist of geotechnical borings into existing movement areas(this includes all Runway, Taxiway, Taxilane, and Parking Apron locations) and will determine the existing strength and thickness of every pavement section on the airfield.
2. Falling Weigh Deflectometer Testing - This non-destructive test will be performed every 100 - 200 feet of all movement areas of the airport to provide a clear sub terrain structural evaluation of not only the wear surface, but also the aggregate sub grade as well as the native soil below.
3. Pavement Condition Index (PCI) Determination - Following elements 1 and 2, a detailed visual inspection of all paved areas of the airfield will also be performed. Once these surveys are complete, a Pavement Condition Index (PCI) value will be assigned to each section of pavement that facilitates a movement.
4. Engineering Analysis and Report - All the data obtained from the first three elements will be put together and analyzed along with air traffic forecasts to determine and propose the lifespan of the movement areas as well as recommended rehabilitation treatment.
The PMMP report that the City will receive at the completion of the project will be vital in guaranteeing federal funding for the pavement rehabilitation when needed of all airfield movement areas and ensuring the appropriate pavement is treated at the appropriate time in order to continue airport operations.
Fiscal Impact:
Within the 2022/23 - 2023/24 adopted budget, CP 0572 was established in the amount of $120,000 to perform the PMMP. This was contingent upon receiving funding from the Federal Aviation Administration (FAA). At the August of 2022 City Council meeting, the City accepted a FAA grant of $121,500 to fund the majority of the project, and in January of 2023 the City was authorized to accept a Caltrans Aero grant of $6,075 to fund an additional portion of the project. The remaining balance of the project, ($7,425) will be funded out of the Airport fund (411). This results in a total project budget including grant funding to be $135,000.
|
Funding Source |
Amount |
|
FAA grant |
$121,500 |
|
Caltrans Aero grant |
$ 6,075 |
|
Airport Fund (411) |
$ 7,425 |
|
Total |
$135,000 |
|
|
|
|
Current Project Budget |
$120,000 |
|
|
|
|
Appropriation Needed |
$15,000 |
|
Anticipated ExpendituresApproximate Cost |
|
|
Task 1: Pavement Structure Determination |
$19,100 |
|
Task 2: Deflectometer Testing |
$13,400 |
|
Task 3: Pavement Condition Index |
$ 6,000 |
|
Task 4: Analysis and Final Report |
$91,500 |
|
Subtotal (Engineering Cost) |
$130,000 |
|
|
|
|
Staff time |
$ 5,000 |
|
Project Expenditures |
$135,000 |
Should any savings be identified, that were not reimbursed by the grant funding, those funds will return from which the fund they came from.
Prior Council Action:
November 4th 2019: Council authorized an annual contract with Brandley Engineering for the purpose of providing airport engineering design services and project management, for a 5-year contract period.
August 15th 2022: Council authorized airport staff to accept $121,500 in FAA funds for the project.
January 17th 2023: Council authorized airport staff to accept $6,075 in Caltrans Aero funds for the project.
Alternatives: City Council could not authorize the additional budget appropriation and/or not choose to accept the expanded scope of work with Brandley Engineering and Airport Staff would explore other avenues to complete the FAA required PMMP project.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into a contract amendment with Brandley Engineering for additional scope of work in the amount of $130,000 and appropriate an additional $15,000 for the upcoming Federal Aviation Administration (FAA) required PMMP CIP project (CP0572) increasing the project budget to $135,000.
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Environmental Assessment Status: NA.
CEQA Review: N/A
Attachments: .
1. Brandley Engineering Professional Services Agreement
2. PMMP scope of work and cost breakdown.