SUBJECT: Consent
Title
A Resolution Of The Board Of Trustees Of The Town Of Erie Approving Addendum #2 Of Task Order A To The Consulting Agreement With Armstrong Consultants, Inc. For Engineering Services For The Federal Aviation Administration Grant AIP Project No. 3-08-0090-018-2018 For The Construction Of A Snow Removal Equipment Building Project At The Erie Municipal Airport, And To Change The Total Contract Amount To $104,933.00.
Body
DEPARTMENT: Planning and Development
PRESENTER: Russell Pennington, Town Engineer
Jason Hurd, Airport Manager
FISCAL INFORMATION:
Cost as Recommended: $ 24,242
Balance Available: $ 0
Fund: Airport Fund
Budget Line Item Number: 530.70.110.605000.100142
New Appropriation Required: Yes (A new FAA Grant is being accepted tonight in the amount of $616,039)
STAFF RECOMMENDATION:
Recommendation
Approve Resolution approving said Addendum, authorizing Staff to expend contracted funds.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
Each year, Town Staff along with members of the Colorado Division of Aueronautics (CDOA) and the Federal Aviation Administration (FAA) develop a 6-year Capital Improvement Project (CIP) list. This list identifies a series of projects that can receive state and federal grant assistance in the coming years. The FAA allows the Airport Sponsor (the Town of Erie) to select a consultant to assist in the application for grant assistance, design of and management of the projects. This consultant will enter into a Professional Servies contract with the Town that will be in effect for five years. The Erie Municipal Airport has used this contract process successfully in the past.
Fees and scope of work are not identified in the Professional Services contract. The scope of work is identified in proposals prepared each year for each individual project and fees are negotiated prior to the grant application being submitted to the FAA. Scope of work, fees and grant terms are identified in the federal grant offers which must be accepted by the Board of Trustees.
Staff recommended and the Board of Trustees approved a contracted with Armstrong Consultants, Inc. at the December 8, 2015 Board of Trustee meeting.
The first project listed on the 6 year Airport CIP Project list is the design and construction of a Snow Removal Equipment (SRE) Building. Staff worked with Armstrong and the FAA to develop a Scope of Work and to negotiate a fee for Armstrong to design building, perform bidding services, and to perform construction inspection during the construction of the project. A contract for the design and construction management with Armstrong Consultants was approved on May 10, 2016 by the Board of Trustees in the amount of $80,691.00.
Since that time the project has been designed and bid in 2017. Only one bid was received and it was well in excess of the avialable budget. Since that time, Armstrong has incurred additional cost due to a redesign and additional project bidding services due to rebidding the project in 2018. The additional cost incurred to the project has been $24,242. The total contract with Armstrong Consultants is now $104,933.
Since the FAA has allowed the Town to borrow from next year’s GA Fund, the Town’s match has only increased by $2,261. The budget changes will be included in the next supplemental appropriation process.
Funds for this project will be a combination of grant funds from the FAA (90% of the project cost), matching funds from the Colorado Division of Aeronautics (CDOA) (5% of the project cost), matching funds from the Town of Erie Airport Enterprise Fund (5% of the project cost).
The snow removal equipment is will be a metal building with building exterior finished that will meet the Town of Erie Coummunity Development Standards. It is anticpated to be 40’ X 60’ with two storage bays that will have 20’ wide X 14’ high doors. This building will house the front end loader and plow that was recently purchased and the mowing equipment that was approved for purchase at the Board of Trustees meeting on April 26, 2016.
Attached to this agenda item is the Addendum #2 to Task Order A Attachement to Consulting Agreement. The FAA has reviewed and approved this Addendum. Airport Management and Town Staff recommends approving the amendment that amends the Consulting Agreement with Armstrong Consultants, Inc. to the new amount of $104,933.00.
ATTACHMENTS:
a) Addendum #2 to Task Order A
b) Resolution