Consideration and Approval of Contract Change Order:  Airport Snow Removal Equipment Building (SREB) — Design and Construction Phase Services Change Order #2 
 

1. Approve Change Order #2 with APMI for additional services required for the completion of design services and for construction phase services for the airport Snow Removall Equipment Building in the amount of $977,958.00.
2. Authorize the City Manager to execute the necessary documents.

The Snow Removal Equipment Building (SREB) is a proposed facility that will bring together snow removal equipment into one centralized location (currently these services are spread throughout the existing airport fire station and various aircraft hangars) at the airport. 

A contract for architecture design services with APMI was approved by city council in July 2020 for the facility. Design began in 2020, and in 2021 the Federal Aviation Administration (FAA) inquired about locating the new facility in a different location within the airfield perimeter (hanger area) outside the approved location identified in the airport's masterplan. The additional design effort needed to evaluate the site and facility functionality was completed under Change Order (CO) #1 (funded with grant funding), and ultimately the original location was confirmed. Following the efforts of the additional services provided by CO #1, the design continued to toward the 60% plans.

APMI had completed the draft programming portion of the project and developed a site plan and building layout that was consistent with the FAA design circulars (establishing the recommended pieces of snow removal equipment to house). Following the development of the building layout, they developed a probable construction cost estimate, and the projected fee was more than the available grant funding supported. APMI was asked to reduce the size of the facility to meet current needs with the ability to add-on additional bays in the future. A Construction Manager at Risk (CMAR) contractor was hired under a separate contract (Loven / Fann Joint Venture) to provide design support, pricing, and ultimately construct the facility. After receiving the updated (reduced) construction cost estimate, the FAA agreed to advance the airport's request for additional discretionary grant funding to fully fund the project.

CO #2 was developed for the additional services needed to complete the redesign of the facility and provide additional construction phased services per the FAA grant provisions. The FAA was notified of the need for CO #2 and determined it was appropriate and would be eligible for grant funding. 

Project Name: Airport Snow Removal Equipment Building 
Cost:Original contract: ($859,977.00) + Change Order #1 ($227,271.00) + Change Order #2 (#977,958.00) = $2,065,206.00 [approx. construction cost $21,000,000.00]
Budgeted Amount and Account Number: FY2025-26 budget is $8,154,275 in account 221-07-222-3583-0-4421 
Grant Funded: 95% 
Funding Source: FAA Grant, Phase 3 Building and Finishes

• December 2018 - Council was presented the updated Airport Masterplan that identified the recommended location for the Snow Removal Equipment Building (SREB).
• July 2020 - Council was presented the SREB design contract for consideration of approval. Council approved. 
• October 2023 - Council was presented the FAA AIP 51 grant agreement. Council approved.
• July 2024 - Council was presented the contractor (Loven / Fann) Construction Manager at Risk (CMAR) design phased services contract for consideration of approval. council approved.

1. Approve the design and construction phase services change order #2 with APMI as presented. This will allow timely execution of the project; or
2. Reject the design and construction phase services change order #2 with APMI and direct staff to pursue a different design team and start over. This would effectively delay progress on the project by a 2- year minimum and a new design contract would not be grant eligible.

The airport snow removal equipment is currently stored in the airport's Aircraft Rescue and Fire Fighting (ARFF) building and other locations spread throughout the airfield. The project will allow the airport to store and respond with snow removal equipment and additional deicing materials from one central location. The site for the new Snow Removal Equipment Building (SREB) is located adjacent to the ARFF facility and the air traffic control tower. The SREB final location is consistent with the airports masterplan.

In 2020, the City Council also approved a design services grant for APMI for the design of the Snow Removal Equipment Building. Purchasing staff then solicited a formal competitive Request for Statement of Qualifications (RSOQ) of which APMI was the highest scoring firm and City Council approved the subsequent professional services contract. City staff, the design consultants, and representatives from the FAA and ADOT developed several alternative concepts. Throughout the development of the various concepts, our FAA partners went through several iterations of internal (FAA) planners and engineers over the years of plan development. Our FAA partners have provided feedback and determination of eligibility for federal grant funding at various stages of project development. In 2024, following a successful solicitation for Construction Manager at Risk, actual construction costs were modeled with a high level of certainty of actual costs. 

Safe & Healthy Community

• Ensure the build environment is safe through the use of consistent standards, rules and regulations, and land use practice.

Sustainable, Innovative Infrastructure

• Deliver outstanding services to residents through a healthy, well-maintained infrastructure system.
• Provide effective management of the infrastructure for all modes of transportation.

Regional Plan Goals and Policies

• Goal T.10. Strengthen and expand the role of Flagstaff Pulliam Airport as the dominant hub for passenger, air freight, public safety flights (DPS, Guardian Air...), and other services for Northern Arizona.
• Policy T.10.1. Maintain and expand Flagstaff Pulliam Airport as an important link to the national air transportation system.
• Policy T.10.3. Seek opportunities to expand destinations and frequency of regional air services throughout the southwest and west.

This project will facilitate improved responsiveness to snowfall at the airport by reducing staff time needed to deploy snow removal equipment and improving access for equipment maintenance. The improved response to snow events will place the airport in a better position to support current airport operations, tenants and air service, and will be a selling point for additional air service.

This facility is intended to be used for equipment storage and will not contain any air conditioning equipment, only mechanical equipment to keep the building from freezing in winter months (55 degrees Fahrenheit max heated temperature). The facility's communications equipment room is conditioned and will use an electric heat pump system. This facility will mirror the solid waste facility at Public Works.

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