CITY OF C2 SAN JOSE CAPITAL OF SILICON VALLEY TO: HONORABLE MAYOR AND CITY COUNCIL COUNCIL AGENDA: 3/29/16 ITEM: t»-\ Memorandum FROM: Kimberly J. Becker SUBJECT: SEE BELOW DATE: March 16, 2016 Approved Date SUBJECT: CONSULTANT AGREEMENT WITH KIMLEY-HORN & ASSOCIATES, INC. FOR AIRPORT RUNWAY INCURSION MITIGATION/DESIGN STANDARDS ANALYSIS SERVICES RECOMMENDATION (a) Approve a Consultant Agreement with Kimley-Horn & Associates, Inc. for Airport Runway Incursion/Design Standards Analysis services at the Norman Y. Mineta San Jose International Airport in an amount not to exceed $1,864,889 and for a term from date of execution to September 30,2018. (b) Adopt a resolution authorizing the Director of Aviation to exercise an option to extend the agreement for an additional one-year term from October 1, 2018 through September 30, 2019. ' OUTCOME Approval of the proposed Consultant Agreement will provide for the needed technical expertise to undertake the Runway Incursion Mitigation/Design Standards Analysis project intended to improve airfield safety and compliance with the latest Federal Aviation Administration (FAA) design standards at the Mineta San Jose International Airport. BACKGROUND The Airport Capital Improvement Program includes an "Airfield Geometric Study/Airport Layout Plan Update" project to assess and identify potential modifications to the airfield configuration to maximize operational safety and compliance with current FAA airport design standards. In early June 2015, the FAA advised the Airport of a new federal grant program focused on analyzing and reducing runway incursion incidents (defined as the unauthorized entry of an aircraft or surface vehicle onto an active runway) through potential facility or operational
March 16, 2016 Page 2 modifications, consistent with the Airport's planned study. The FAA encouraged the Airport to apply for program funds available in the federal fiscal year ending on September 30, 2015. On June 16, 2015, Council approved the submittal of a grant application to the FAA to conduct a Runway Incursion Mitigation/Design Standards Analysis study and the execution of a grant agreement if offered. The FAA grant agreement was offered on September 16, 2015 and executed by the City on September 21, 2015. In anticipation of receiving an FAA grant, the Airport in early August 2015 initiated a consultant selection process through the issuance of a Request for Qualifications (RFQ). The top-ranked firm, Kimley-Horn & Associates, Inc., was selected and a Consultant Agreement setting forth the scope of work and a maximum cost has now been negotiated. ANALYSIS The Runway Incursion Mitigation/Design Standards Analysis project will consist of an analysis of operational procedures, facility design issues, and potential alternatives, with stakeholder input, leading to a recommended alternative to be submitted to the FAA as a proposed amendment to the Airport Layout Plan (a set of FAA-approved technical drawings displaying current and proposed facilities). Prior to submittal to the FAA, the recommended alternative will separately come forward to Council for approval as part of a proposed amendment to the Cityadopted Airport Master Plan. The work program additionally includes preparation of an aeronautical survey (an extensive geographic information system map and database) required by the FAA to accompany a proposed Airport Layout Plan amendment. The project is estimated to take two years to complete at a cost of approximately $1.86 million, of which 80.59% (approximately $1,500,000) will be funded by the FAA grant received in September. The procurement of consultant services has been conducted under a qualifications-based selection process and in compliance with FAA grant requirements. The RFQ issued on August 7, 2015 was posted on the Airport's public website and the City's BidSync site, and also advertised in the on-line aviation industry publications of the Airport Consultants Council and the Airports Council International-North America. Five consultant teams submitted the requisite Statement of Qualifications (SOQ), which were evaluated against a set of scoring criteria by a review panel consisting of three Airport Department staff and a representative from another airport that had completed a similar project. The two highest-scoring firms were then interviewed by a similar staff panel and again scored against a set of criteria. The panel unanimously selected the team led by Kimley-Horn & Associates as the top-ranked consultant. Kimley-Horn is a national aviation planning and engineering firm with a local San Jose office. It has performed similar airfield safety and geometric studies at other airports and is familiar with San Jose International from previous work as the design consultant for the west side taxiway improvement program completed in 2014. Kimley-Horn will be supported by six subconsultant
March 16,2016 Page 3 firms with expertise in specialized components of the scope of work, including several which previously teamed with Kimley-Horn on other airport projects. Disadvantaged Business Enterprise (DBE) Participation Airport staff, in conjunction with the Public Works Department's Office of Equality Assurance, conducted considerable community outreach to federally-certified Disadvantaged Business Enterprises (DBEs) as outlined in 49 CFR Part 26 of Federal Aviation Regulations. In addition to the public RFQ postings on the Airport website and BidSync, staff sent letters to 124 DBE businesses that covered the various work code components outlined in the RFQ. These letters were followed up with e-mails, phone calls, and faxes to all of these businesses. One subconsultant, David J. Powers & Associates, is a registered DBE (as well as a local and small business enterprise) that will assist with preparing an environmental analysis under the National Environmental Policy Act (NEPA) for the FAA's action on the project's recommended alternative. This firm is currently the City's on-call consultant for airport environmental analyses under both NEPA and the California Environmental Quality Act (CEQA). The work to be performed by David J. Powers & Associates, depending on the level of NEPA documentation needed for the recommended project alternative, is anticipated to account for up to 4.8% of the total project cost. Another subconsultant, Jacobsen/Daniels Associates, is a registered DBE certified in several other states and currently awaiting the outcome of its eligibility application in California. This firm will assist in preparing the safety risk assessment of the alternatives formulated in the study, which is a formal FAA technical review process. The work to be performed by Jacobsen/Daniels Associates is anticipated to account for 8.2% of the total project cost. If Jacobsen/Daniels cannot be considered a DBE by virtue of non-certification in California, then David J. Powers will be the lone DBE subconsultant. EVALUATION AND FOLLOW-UP The proposed agreement will provide the City with the necessary technical services to conduct the project. No further follow-up actions are anticipated at this time. When the study is completed with approved amendments to the Airport Layout Plan and Airport Master Plan, the City will be able to apply for FAA grants to fund the design and construction of the approved facility reconfiguration improvements. POLICY ALTERNATIVES Alternative: Do not approve the proposed Consultant Agreement and instead reissue the RFQ. Pros: Would potentially allow for more competitive or higher quality consultant interest.
March 16,2016 Page 4 Cons: Would considerably delay the project and risk loss of the FAA grant funds without necessarily producing a more qualified consultant team. Reason for not recommending: Staff is confident that it conducted a thorough selection process resulting in an excellent consultant team to provide the needed project services. PUBLIC OUTREACH Outreach in advertising the RFQ and encouraging DBE participation is described in the Analysis section above. Once the project is underway, coordination with aviation stakeholder groups will occur as part of the technical analysis of operational and facility issues and improvement alternatives. Further public review will be conducted for the proposed amendment to the Airport Master Plan incorporating the recommended facility modifications. This memorandum will be posted on the City's website for the March 29, 2016 Council agenda. COORDINATION This memorandum has been coordinated with the City Attorney's Office, Public Works Department, and the City Manager's Budget Office. FISCAL/POLICY ALIGNMENT The consultant services covered under this Agreement support the ongoing operation and development of the Airport, consistent with the goals and policies of the City General Plan and Airport Master Plan. Additionally, this project aligns with the City's Economic Development Strategy #9, "Keep Developing a Competitive, World Class Airport, and Attract New Air Service", by maximizing safety and compliance with FAA regulations and design standards. COST SUMMARY/IMPLICATIONS 1. AMOUNT OF RECOMMENDATION/COST OF PROJECT: $1,864,889 2. COST ELEMENTS OF AGREEMENT: Consultant Services $1,864,889 TOTAL AGREEMENT AMOUNT: $1,864,889 3. SOURCE OF FUNDING: 520 - Airport Capital Improvement Fund 526 - Airport Revenue Bond Improvement Fund 527 - Airport Renewal and Replacement Fund 4. FISCAL IMPACT: The project has been reviewed and it was determined that it will have no significant adverse impact on the General Fund operating budget.
March 16, 2016 Page 5 BUDGET REFERENCE Fund # Appn. # Appn. Name 520 6889 Airfield Geometric Study/ Airport Layout Plan Update 526 6889 Airfield Geometric Study/ Airport Layout Plan Update 527 4007 Advanced Planning Total Appn. Amt. for Contract 2015-2016 Adopted Budget Page Last Budget Action (Date, Ord. No.) $1,499,000 $1,498,141 V-802 10/20/15, Ord. $361,000 $360,018 V-802 10/20/15, Ord. $173,000 $6,730 V-802 10/20/15, Ord. Subtotal $2,033,000 $1,864,889 CEOA Not a Project, File No. PP10-066(d), Consultant services for design/study/research/inspection. /s/ KIMBERLY J. BECKER Director of Aviation For questions, please contact Kimberly Becker, Director of Aviation, at 408-392-3610. KB:CG