Consideration and Approval of Contract:  Consideration and approval of the Agreement with Mead and Hunt, Inc. for the Federal Aviation Administration grant funded (AIP 37) Airport Sustainability Master Plan (Approve an agreement with consulting firm Mead and Hunt, Inc. in the amount of $271,097.65 for preparation of an Airport Sustainability Master Plan).

1)  Approve the Agreement between Mead & Hunt, Inc. and the City of Flagstaff in the amount of $271, 097.65, subject to approval by the Federal Aviation Administration (FAA) and Arizona Department of Transportation (ADOT) Multimodal Planning.
2) Authorize the City Manager to execute the necessary documents.

Compliance with the FAA grant requires the completion of a Sustainability Master Plan at the Flagstaff Airport.

Subsidiary Decision Points: Award of the agreement is contingent upon approval by FAA and ADOT.

The total available grant is $296,508 (Federal share $270,000, State share $13,254 and City share $13,254).  Of available funding, $278,830 is direct costs and $17,678 is indirect costs.

Effective governance.

The City Council ratified the FAA Sustainability Master Plan grant agreement in the amount of $270,000 on 10/01/2013.

1. Approve the Agreement with Mead and Hunt, Inc.
2. Reject all proposals, do not approve Agreement with Mead and Hunt, Inc. and de-obligate the grant funds.

The FAA invited the City to submit an application for the new Sustainable Master Plan Pilot Program which is helping airports incorporate sustainability into long-term planning.  Initiated in 2010, the Sustainable Master Plan Pilot Program's goal is to help airports achieve their planning and operational objectives while achieving economic benefits, reducing environmental impacts, and improving relationships with local communities. 

There are numerous benefits of airport sustainability planning, including reduced energy consumption, reduced hazardous and solid waste generation, reduced greenhouse gas emissions, improved water quality, improved community relations, and cost savings.  As part of an FAA pilot program on airport sustainability planning, this grant will promote design, project implementation and financial decisions that will assist the Flagstaff Airport to identify ways to reduce energy consumption and environmental impacts, implement better business practices and improve neighbor relations.

The Sustainability Master Plan project is timely as the airport prepares to update its Master Plan in FY 2016.  The Sustainability Master Plan will address the new sustainability chapter within the Master Plan update.
Six (6) firms submitted statement of qualifications for performing the master planning study.  A five (5) person evaluation committee independently reviewed each qualifications statement and scored the firms on the following criteria:  qualifications/expertise of the firm, knowledge and experience, and project approach/service strategy.  The initial scoring resulted in a short-list of four (4) firms to be invited to perform a presentation/interview with the evaluation committee.
 
The presentation/interview component provided for additional points to be calculated as an aggregate total with the statement of qualifications scoring results.  Mead and Hunt, Inc. was the highest ranked firm.

Aggregate Results:

Scoring Categories	Coffman & Associates	Mead & Hunt	Ricondo & Associates	VHB Engineering
Presentation	40.0	37.0	18.0	47.6
Question & Answer	72.4	80.8	49.0	93.0
Presentation/Q&A Total	112.4	117.8	67.0	140.6
RSOQ Written Submittal	440.0	490.0	439.0	450.0
Total	552.4	607.8	506.0	590.6

The total available grant is $296,508 (Federal share $270,000, State share $13,254 and City share $13,254).  Of available funding, $278,830 is direct costs and $17,678 is indirect costs. The City's share is paid for through the Airport Fund - account number 221-07-222-3296-0.

Including sustainability principles in the planning process, the airport can create a road map before making final planning and management decisions.  This will in turn promote design, project implementation and financial decisions that will help our airport identify ways to reduce energy consumption, environmental impacts, and carbon footprint.  As a result, the airport incorporating sustainability in the master planning process will become a more environmentally friendly business and neighbor. 

Collaborate - A member of the Sustainability Commission participated on the evaluation committee.

Involve - Bring together various stakeholders to become involved in the sustainability plan through, for example, visioning meetings, diverse advisory committee meetings, outreach sessions, airport tenant surveys, and small group discussions and breakout meetings.

1. Approve the Agreement with Mead and Hunt, Inc.
2. Reject all proposals, do not approve Agreement with Mead and Hunt, Inc. and de-obligate the grant funds.