Agenda Item Wording:
title
Authorization of an Amendment and Extension to Professional Services Agreement - Authorize the City Manager to enter into an amendment with Brandley Engineering for engineering services associated with the acquisition of a replacement airfield sweeper in the amount of $36,200, and extend the Professional Services Agreement with the City of Visalia to include the completion of the in-progress replacement airfield sweeper acquisition, pavement maintenance management plan, and new terminal design project.
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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
John Lollis, Assistant City Manager, (559)713-4323, John.Lollis@Visalia.City
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to enter into a contract amendment with Brandley Engineering for previously proposed scope of work for $36,200. This work was not specifically listed in the Professional Services Agreement with the City, however, it does fall under its purview specifically in line items 4 (Preparation of applications for State and Federal Aid), 7 (Preliminary engineering studies, designs, and cost estimates), and 11 (All engineering consultation required by the City) found on pages two (2) and three (3) of the attached agreement. Additionally, staff recommends that the agreement be extended to include the completion of the projects currently in-progress, including replacement airfield sweeper acquisition, pavement maintenance management plan (PMMP, CP0572) and new terminal design project.
Background Discussion:
At its meeting on November 4, 2019, the Council authorized a Professional Services Agreement between the City 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 administers for the Airport, as well as the vast majority of the Airport’s Capital Improvement Program (CIP) projects, are federally funded. On page 2 of the attached Agreement under Article II. Duties of Engineer, Preparation of applications for State and Federal Aid, preliminary engineering studies, designs and cost estimates, and all engineering consultations required by the City are listed as under Brandley’s purview.
At its meeting on September 3, 2024, the Council acted to conditionally accept Federal funds in the amount of $385,999 that would fund ninety percent (90%) of the airfield sweeper acquisition project, from which $36,200 would be paid to Brandley Engineering. This amount was already contained in the requested budget appropriation, so no additional funds are being requested.
The Agreement between the City and Brandley Engineering is set to expire at the end of 2024, and staff believes that an extension of this agreement, to include those projects already in-progress (including the airfield sweeper replacement acquisition, PMMP, and the design of a replacement airfield terminal), would allow these projects to be completed in the most efficient and cost-effective manner. Airport staff have begun preliminary work on the Request for Qualifications (RFQ) process for the next professional services agreement for Airport engineers, which this requested specific extension would not affect.
Fiscal Impact:
There is no additional fiscal impact associated with the amendment of the Agreement between Brandley Engineering and the City, as all funds necessary for the replacement airfield sweeper acquisition have already been appropriated
Prior Council Action:
November 4, 2019: Council authorized an annual agreement with Brandley Engineering for the purpose of providing airport engineering design services and project management, for a 5-year contract period.
September 3, 2024: Council authorized staff to conditionally accept $385,999 in Federal Aviation Administration grant funds and appropriate additional funds of $162,032 for the airport sweeper replacement acquisition.
Alternatives: City Council could act to not authorize expanded scope of work with Brandley Engineering, and Airport Staff would explore other avenues to complete the in-progress Airport projects.
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 engineering services associated with the acquisition of a replacement airfield sweeper in the amount of $36,200, and extend the Professional Services Agreement with the City to include the completion of projects currently in-progress, including the replacement airfield sweeper acquisition, pavement maintenance management plan, and new terminal design project.
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Environmental Assessment Status: NA.
CEQA Review: N/A
Attachments: .
1. Brandley Engineering Professional Services Agreement
2. Airport Sweeper Replacement Cost Breakdown
3. City Council Staff Report: September 3, 2024
4. City Council Staff Report: November 4, 2019