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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Department of Public Works |
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DATE: |
February 6, 2004 |
BOARD MEETING DATE: |
February 24, 2004 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Neil R. Cullen, Director of Public Works |
SUBJECT: |
Retention of Consulting Firms for Omnibus Airport Engineering and Planning Services for Projects at San Carlos and Half Moon Bay Airports |
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Recommendation |
Adopt a resolution authorizing the President of the Board to execute agreements with Mead and Hunt, Inc., and Coffman and Associates for omnibus airport planning and engineering services for Airport Enterprise or Federal Aviation Administration (FAA) grant funded projects at San Carlos and Half Moon Bay Airports. |
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Previous Board Action |
Adopted Resolutions No. 64822, 65639, 66284 and 66285 accepting airport improvement and planning grants from the FAA for San Carlos and Half Moon Bay Airports totaling approximately $2.7 Million. |
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Key Facts: |
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We will need the services of consultants with general aviation planning and engineering experience to complete the necessary studies and design plans associated with the planning and improvement grants that we have received from the FAA as well as for future envisioned work. |
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The consultant selection procedures in the County's Administrative Memorandum B-1 were used to select the two (2) consulting firms. |
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The selection process was also conducted in accordance with FAA Advisory Circular 150/5100-14C "Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects" (as amended). |
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The FAA has reviewed and formally approved the consultant selection process and has authorized the County to proceed with agreements with the two (2) selected firms for FAA grant funded engineering and planning projects. |
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Discussion |
We requested proposals from consultants with experience in planning and engineering related to general aviation airports for the proposed grant work as well as for additional work that we anticipate will be necessary at both San Carlos and Half Moon Bay Airports. The work includes environmental studies, master planning and noise analysis, and security, safety, infrastructure and maintenance improvement projects. The studies and projects will be funded with Airport Enterprise funds or FAA grants. However, the studies and projects will be subject to FAA review and approval no matter what funding source is used. |
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Representatives from the Department of Public Works and from the Planning Division of the Environmental Services Agency participated on the selection committee that reviewed qualifications and interviewed the five (5) firms submitting proposals. The committee is recommending that Mead and Hunt, Inc. and Coffman and Associates be retained to provide the needed services. The selection process used is attached as Exhibit A. |
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Each agreement provides that the fee for an individual project will be negotiated at the time the project and the scope of work is identified and financing is available. A fee will be established for each specific budgeted project that a firm is assigned based on a specific scope of work. However the fee for a project cannot exceed $300,000 without prior approval of your Board. |
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The term of each agreement will be for two (2) years from the date of execution by the County, with the ability to extend the term for three (3) additional one-year terms as authorized by the Director of Public Works. |
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Vision Alignment |
We believe our recommendation is consistent with the Shared Commitment to "ensure basic health and safety for all" and Goal 7 to "maintain and enhance the public safety of all residents and visitors," as implementing the airport engineering and planning services agreements will allow us to deliver various environmental, safety, security, maintenance and infrastructure projects at San Carlos and Half Moon Bay Airports for the benefit of airport users and the public. |
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Fiscal Impact |
FAA grants include funding for the associated planning and engineering services for each project. However, FAA grants are given on a reimbursable basis and require ten percent (10%) matching funds from the receiving agency. There are sufficient funds in the Airport Enterprise Fund to provide the approximate $270,000 match (ten percent [10%] match) for the current $2.7 Million in approved FAA grants that your Board has accepted. |
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Funding for engineering and planning services for airport projects not eligible for FAA grant funds will be financed from the Airport Enterprise Fund or from loans that will be a debt of the Airport Enterprise Fund. There is no impact to the General Fund. |
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A form of resolution and agreement has been approved by County Counsel and the consultant firms have executed their respective agreements. |
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Exhibit A |
1. |
General Description of RFP |
Provide various airport engineering, design and planning services for Airport and FAA grant funded projects at San Carlos and Half Moon Bay Airports. |
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Key evaluation criteria |
Understanding of the Projects and Requirements |
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Comparable Firm Experience |
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Experience of Project Manager |
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Experience of Key Staff |
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Ability to Meet Schedules and Budget Requirements |
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Project Management and Approach |
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Customer Service, Integrity and Professionalism |
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Firm Workload and Proposed Staffing Plan |
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Location of Firm |
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Where advertised |
Enquirer-Bulletin |
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County Website |
4. |
In addition to any advertisement, list others to whom RFP was sent |
Direct mail to fourteen (14) airport consulting firms |
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Total number sent to prospective proposers |
Fourteen (14) |
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Number of proposals received |
Five (5) |
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Who evaluated the proposals |
Selection committee consisted of three representatives from the Department of Public Works (Airports Manager, Airports Operations Supervisor and Senior Engineer, P.E.) and one representative from the Planning Division (Senior Aviation Planner). |
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Names of proposers and location |
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Coffman Associates |
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4835 E. Cactus Road, Suite 235 |
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Scottsdale, AZ 85254 |
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Lowney Associates |
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405 Clyde Avenue |
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Mountain View, CA 94043 |
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Mead & Hunt, Inc. |
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707 Aviation Boulevard |
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Santa Rosa, CA 95403 |
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P & D Consultants, Inc. |
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999 Town & Country Road, 4th Floor |
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Orange, CA 92868 |
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URS Corporation |
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221 Main Street, Suite 600 |
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Recommended Consultant Firms |
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San Francisco, CA 94105 |