Consideration and Approval of Contract:  Supplemental Agreement No. 5, Pulliam Airport Runway 3-21 Mill and Overlay Project, construction administration and quality assurance services for Phase II of the overlay project.  (Supplemental Agreement to facilitate grant for asphalt overlay at airport).

Executive Summary:

City of Flagstaff is seeking from Kimley-Horn construction administration and quality assurance services for the construction phase of the Runway (3-21) Mill and Overlay project. The existing Pulliam Airport asphalt runway is highly oxidized and is in need of repairs. The damaged runway has grade irregularities caused by the oxidizing asphalt that may cause damage to aircraft if not repaired. This project will consist of (Phase I and Phase II) the mill and overlay of the runway pavement, blast pads, and portions of the connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. In addition to the mill and overlay work, improvements are scheduled to be made to the runway shoulders. The additional shoulder work was recommended by the Federal Aviation Administration (FAA) as a needed improvement. Phase II services consists of material testing, assurance in contract construction specifications and oversight during the runway mill and overlay.
 
The anticipated construction cost for this project is approximately $9 million dollars, predominantly paid through FAA and Arizona Department of Transportation (ADOT) grants.

Financial Impact:

This project is currently in the 5-year plan. This project is budgeted in FY 2017 account number 221-07-222-3332-0-4433 in the amount of $3,277,685 and $4,093,533 in FY 2018.  The remaining $1,293,931 needed to meet the total contract of $8,665,149 will be achieved by using budget appropriation in accounts 221-07-222-3352-0-4421 (Drainage Improvements) and 221-07-222-3140-4402 (AARF Truck) currently in FY2017 budget.

The fee estimate attached to Supplemental Agreement No. 5 is a lump sum amount.

Policy Impact:

There are no policy implications with this project.

Connection to Council Goal, Regional Plan and/or TeamFlagstaff Strategic Plan:

COUNCIL GOALS 2017-2019:

Economic Development - Grow an strengthen a more equitable and resilient economy.
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.

Has There Been Previous Council Decision on This:

Yes.
Council approved the original five-year term Professional Design Services Agreement with Kimley-Horn & Associates on April 17, 2012.
Council also approved Supplemental Agreement (SA) No. 1 for design services on December 4, 2012.
Council also approved SA No. 2 for design services on May 7, 2015.
Council approved SA No. 3 for additional design services on May 19, 2015 for the design of this project.

Options and Alternatives:

Approve Supplemental Agreement No. 5. - This will allow construction administration and quality assurance services work to commence for Phase II construction.

Not approve Supplemental Agreement No. 5. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements.

Background/History:

On April 17, 2012, City Council approved a multi-year (5-year) services agreement for consulting, construction administration and quality assurance services with Kimley-Horn and Associates. The agreement contract that was approved by council stipulated future design projects, funded by FAA and ADOT grants, would be presented for approval to Council as a Supplemental Agreement (SA). SA No. 3 was approved by council to begin the design phase of the project in 2015 and a time extension to the current contract was approved.

A Scope of Work and fee estimate for comprehensive construction administration and quality assurance services for the Pulliam Runway (3-21) mill and overlay project has been formulated, negotiated and agreed upon in accordance with FAA guidelines for SA No.5. A copy of the Scope of Work and fee estimate is attached.
 
Key Considerations:

The existing runway is becoming oxidized and damaged and has grade irregularities that may cause aircraft damage if not replaced. This project will provide design plans and specifications for the mill and overlay of the runway pavement, blast pads, and connecting taxiways A1 to A9 from the edge of the runway to the runway hold position markings. Replacement of these pavements will enhance pilot safety and provide significant improvements to operations at the airport.

Expanded Financial Considerations:

Funding for Construction Phase Services is to be provided by Federal Entitlement and Discretionary grant funds from the Federal Aviation Administration (FAA) and ADOT Multi-Modal organizations.

The fee estimate attached to Supplemental Agreement No. 5 is a lump sum amount.
 
Community Benefits and Considerations:

Construction of this project will greatly increase the utility and safety of operations at the airport. New pavement on the runway will provide a safer landing and takeoff area for the pilots. This project also includes the replacement of dirt runway shoulders with paved (asphalt) shoulders.

Community Involvement:

The project will require that tenants will not have access to the runway during construction. To minimize that inconvenience, the project will be constructed in nighttime work and a needed 7-day (consecutive) runway shutdown.  The nighttime work is needed to rebuild the adjoining shoulders and prepare the area to receive an asphalt surface (Phase I). The 7-day runway closure is needed to mill the existing surface and repave the surface with a dense graded asphalt mix. In addition to the paving, the runway will be grooved (to increase the surface friction in inclement weather) and re-striped. The milling, paving and striping will be part of the Phase II work schedule.
 
Tenants and the commercial carrier have been notified of the upcoming work prior to construction. Public (open) meetings have been conducted informing the stakeholders of the upcoming work. The commercial carrier was notified in December 2016 of the scheduled runway closure (June 11 through June 18th) and has made the appropriate accommodations and scheduled their flight accordingly.
 
Expanded Options and Alternatives:

Approve Supplemental Agreement No. 5. - This will allow construction administration and quality assurance services work to commence for Phase II construction.

Do not approve Supplemental Agreement No. 5. - This would violate the agreements made to the FAA and ADOT and jeopardize current funding agreements.