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Agenda Item
ASR
Control 22-000589 |
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MEETING DATE: |
08/09/22 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
5 |
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SUBMITTING
Agency/Department: |
John Wayne Airport
(Approved) |
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Department contact
person(s): |
Charlene Reynolds
(949) 252-5183 |
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Evanna Barbic (949) 252-5232 |
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Subject: Renew Amendments for Airport
Facilities Support Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$1,466,667 |
Annual Cost:
FY 2023-24 $293,333 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 7/27/2021
#26 |
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Procurement Officer or Deputized designee to execute Amendment No. 1 for On-Call Airport Facilities Support Services, to renew the Contract with AECOM Technical Services, Inc., effective September 1, 2022, through August 31, 2023, for a new total Contract amount not to exceed $780,000, and a revised cumulative total Contract amount not to exceed $1,704,800. |
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2. |
Authorize the County Procurement Officer or Deputized designee to execute Amendment No. 2 for On-Call Airport Facilities Support Services, to renew the Contract with Butier Engineering, Inc., effective September 1, 2022, through August 31, 2023, for a new total Contract amount not to exceed $980,000, and a revised cumulative total Contract amount not to exceed $2,109,600.
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SUMMARY:
Approval of these amendments to the existing Contracts with both AECOM Technical Services, Inc. and Butier Engineering Inc. will allow John Wayne Airport to obtain professional and technical services of an advisory nature for administration and oversight of projects related to tenant-funded improvements to secure continuous and safe operation.
BACKGROUND INFORMATION:
John Wayne Airport (JWA) requires technical and advisory services from qualified On-Call Facilities Support Representative(s) (FSR) consultants to support JWA with administration and oversight of tenant-funded improvement (TI) projects, which remain under the purview of JWA in agreement with OC Public Works. The use of On-Call Service Contracts (Contracts) expedites the process of providing these necessary services and ensures JWA maintains a high level of safety, security and operational standards during all stages of airport improvements.
On July 27, 2021, the Board of Supervisors (Board) approved contracts with AECOM Technical Services, Inc. (AECOM) and Butier Engineering Inc. (Butier) for On-Call Facilities Support Services for one year with the option to renew for two additional one-year terms.
On April 14, 2022, JWA and Butier executed Amendment No. 1 and increased the contract amount by $200,000, for a new total Contract amount not to exceed $1,129,600, pursuant to Section 1.5.3 of the Contract. Board Action and changes in Contract amounts are shown below.
AECOM
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Board Date |
Action Taken |
Contract Term/ Amendment Amount |
Not to Exceed Contract Amount |
Contract Term |
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7/27/2021 #26 |
Board approved Contract MA-280-21011506 |
$924,800 |
$924,800 |
9/1/2021-8/31/2022 |
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7/26/2022 |
Amendment No. 1 proposed for Board approval to renew the Contract for one additional year |
$780,000 |
$780,000 |
9/1/2022-8/31/2023 |
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Total |
$1,704,800 |
$1,704,800 |
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Butier
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Board Date |
Action Taken |
Contract Term/ Amendment Amount |
Not to Exceed Contract Amount |
Contract Term |
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7/27/2021 #26 |
Board approved Contract MA-280-21011510 |
$929,600 |
$929,600 |
9/1/2021-8/31/2022 |
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4/14/2022* |
Amendment No. 1 executed by DPA to exercise the Extra Work amount |
$200,000 |
$1,129,600** |
9/1/2021-8/31/2022 |
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7/26/2022 |
Amendment No. 2 proposed for Board approval to renew the Contract for one additional year |
$980,000 |
$980,000 |
9/1/2022-8/31/2023 |
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Total |
$2,109,600 |
$2,109,600** |
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* Authorized by Board pursuant to Section 1.5.3 of the Contract
**Includes the original Contract amount and the increase of Amendment No. 1
Specific FSR services provided under the Contracts include:
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Ensure that TI projects are in compliance with JWA, Department of Homeland Security (DHS) including Transportation Security Administration (TSA) and U.S. Customs and Border Protection (CBP), and Federal Aviation Administration (FAA) standards and guidelines, as well as safety of the public, including JWA employees, guests and passengers. |
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Maintain TSA, CBP and FAA compliance at all times to ensure continuous operations of the airfield and terminal. |
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Assist with safety matters during the transition to JWA’s Safety Unit and mitigate security concerns that may be highly detrimental to the operations of JWA and may adversely impact all stakeholders including, but not limited to, airlines, FAA Airport Traffic Control Tower, TSA, CBP, concessionaires and rental car companies. |
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Assist with the coordination of the submittal and processing of tenant-funded design and construction documents through regulatory agencies and under the Federal Department of Transportation, DHS, Orange County Public Works, Orange County Fire Authority, Orange County Health Care Agency and expedite the issuance of permits. |
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Represent JWA in TI project
and coordination meetings and perform site visits to observe and document the
progress of the TI contractor’s work. |
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Facilitate the processing of
the TI contractor’s amendment requests and change order requests that are
brought forward and assist in review for validity, accuracy and completeness
prior to submission to JWA. |
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Monitor (as-needed) and/or
collect/compile all phases and documentation of the close-out process of TI
projects, as they pertain to the commissioning, testing, and start-up of
building systems, final inspections of completed work, as-built and Record
Drawings, Operations & Maintenance Manuals, warranties and guarantees to
ensure that JWA’s standards and requirements are satisfied. |
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Provide assistance to
contractors to access work areas on the airfield, terminal complex, etc. |
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Act as liaison and facilitate communication between JWA staff and TI contractors. |
JWA seeks the Board's approval to amend the not to exceed amounts for the existing Contracts to allow for the first-year option for each Contract. The original rate structures of the Contracts remain the same. The negotiated hourly rates and fees are within industry standards and are fair and reasonable for the services provided under the Contracts on an as-needed/on-call basis. The proposed amended A-E Contracts with AECOM and Butier are included as Attachments A and C.
Both AECOM's and Butier's performances have been confirmed as at least satisfactory. JWA has verified that there are no concerns to be addressed with respect to each Contractor's ownership/name, litigation status or conflicts with County interests.
Due to the wide range of services required, contracting with two firms with adequate not to exceed contract limits ensures that appropriate resources will be available during the contract term. Requested services are subject to JWA's approval via a signed Task Order with a not to exceed dollar amount. See Attachments E and F for information regarding subcontractors and Contract Summary Forms. The Orange County Preference Policy was not applicable to this Contract award when the solicitation was issued.
The proposed amendments are coming to the Board less than 30 days before their effective dates due to the additional time needed to finalize roles and responsibilities for managing the AECOM and Butier contracts, following the transition of the Facilities Division to OC Public Works as of July 1, 2022.
Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA since it does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it is an amendment for professional and technical services for potential future projects. This proposed activity is, therefore, not subject to CEQA. Any individual, specific work authorized pursuant to this Contract will be reviewed for compliance with CEQA.
FINANCIAL IMPACT:
Appropriations for these Contracts are included in Airport Operating Fund, Fund 280, for FY 2022-23 Budget and will be included in the budgeting process for future years.
The proposed Contracts include a provision stating that the Contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the Contracts. If such appropriations are not approved, the Contracts may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Contract MA-280-21011506 Amendment No. 1 to
Contract with AECOM Technical Services, Inc.
Attachment B – Redline Version of Previous Contract with AECOM Technical
Services, Inc.
Attachment C – Contract MA-280-21011510 Amendment No. 2 to Contract with Butier
Engineering, Inc.
Attachment D – Redline Version of Previous Contract with Butier Engineering,
Inc.
Attachment E – Contract Summary Form for AECOM Technical Services, Inc.
Attachment F – Contract Summary Form for Butier Engineering, Inc.