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Agenda Item
ASR
Control 21-000525 |
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MEETING DATE: |
07/27/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
2 |
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SUBMITTING
Agency/Department: |
John Wayne Airport
(Approved) |
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Department contact
person(s): |
Barry A. Rondinella (949) 252-5183 |
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Kyle Kotchou (949) 252-5270 |
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Subject: Approve Architect-Engineer
Contracts 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:
$1,725,300 |
Annual Cost:
FY 2022-2023 $345,100 |
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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: N/A
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RECOMMENDED ACTION(S):
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1. |
Find that the subject
activity is not a project within the meaning of CEQA Guidelines Section 15378
and is therefore not subject to review under CEQA. |
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2. |
Authorize County Procurement Officer or authorized Deputy to execute an On-Call Architect-Engineer Services contract with AECOM Technical Services, Inc. for consultant services in the not-to-exceed amount of $924,800, effective September 1, 2021, through August 31, 2022, with the option to renew for two additional one-year terms. |
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3. |
Authorize County Procurement Officer or authorized Deputy to execute an On-Call Architect-Engineer Services contract with Butier Engineering, Inc. for consultant services in the not-to-exceed amount of $929,600, effective September 1, 2021, through August 31, 2022, with the option to renew for two additional one-year terms. |
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4. |
Authorize County Procurement Officer or authorized Deputy to execute an On-Call Architect-Engineer Services contract with Arcadis U.S. Inc. for consultant services in the not-to-exceed amount of $216,000, effective September 1, 2021, through August 31, 2022, with the option to renew for two additional one-year terms. |
SUMMARY:
Awarding On-Call Architect-Engineer contracts will allow John Wayne Airport to obtain professional and technical services of an advisory nature for administration and oversight of projects related to capital and tenant-funded improvements in order to secure the Airport’s continuous and safe operation.
BACKGROUND INFORMATION:
John Wayne Airport (JWA) requires technical and advisory services from qualified On-Call Architect-Engineer (A-E) consultants to support JWA with administration and oversight of various projects. The use of On-Call A-E 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.
These contracts are on an as-needed/on-call basis where work will be performed based on individual work orders issued by JWA. These services were procured in accordance with the “OCPW Delegated Authority for Certain Architect-Engineer (A/E) Services” memo that was established November 6, 2020, by the Director of OC Public Works (Attachment J).
Services required by JWA are subject to the Airport Director’s/Designee approval with a not-to-exceed dollar amount for each task. The dollar amounts of the recommended Contracts were derived from JWA’s best estimation of the tasks to be completed.
The awarded firms will be providing technical support, administration and physical oversight of JWA projects and improvements that vary greatly in scope and complexity. Projects and improvements can occur during any time of the day including, nights and weekends. The A-E firms will act as owner’s representative and will be tasked to ensure that Capital Improvement Projects being managed by OC Public Works and tenant-funded improvement (TI) projects are in compliance with JWA, Transportation Security Administration (TSA) and Federal Aviation Administration (FAA) standards and guidelines, as well as safety of the public, including Airport employees, guests and passengers. JWA is required to maintain FAA and TSA compliance at all times to ensure continuous operations of the airfield and terminal. Any safety and security concerns and/or incidents 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, Concessionaires and Rental Car companies. Additionally, to maintain accountability and ensure that all work is executed and documented in a standardized manner, JWA will utilize the A-E firms to provide support in administering JWA’s document control and management software, Unifier.
Some of the projects that JWA has identified as requiring technical and advisory services by JWA Owner’s Representatives include, but are not limited to: 1) Airport Power Generation and Distribution Upgrades; 2) Taxiway A, D and E Reconstruction; 3) Main Street Parking Lot Modifications for Electric Bus and Vehicle Chargers; 4) Explosive Detection Team Facility Improvements; 5) Facility Accessibility Improvements; 6) Terminal A and B Inbound Baggage System Improvements; 7) Terminal Roof Repair and Expansion Joints Replacements; 8) Terminal Building Curtain Wall Modifications; 9) Plumbing Infrastructure Replacement; and 10) Methacrylate Road Protection Coating.
The TI work generally includes new terminal concessions and three new Fixed Based Operators (FBO). JWA is anticipating new concessionaires as the existing leases expire in fall 2022. Recently, JWA has had existing concessionaires terminate their lease agreements earlier than scheduled due to the COVID-19 pandemic. To help offset the lost revenues, JWA has secured interim leases, which will require the lessees to improve the existing space for branding and operational purposes. As the FBOs progress toward site development, JWA review and oversight will be required. The owner’s representative will ensure the lessees are performing work in line with JWA aesthetics, safety and security standards while also minimizing impacts to JWA operations.
JWA issued a Request for Qualification (RFQ) to establish a Qualified Vendor List (QVL) for the Contracts. The RFQ was conducted in accordance with the Contract Policy Manual (CPM) and the Design and Construction Procurement Policy Manual (DCPM) and was advertised from February 2, 2021, through March 9, 2021, on the County of Orange (County) online bidding system. Ten submittals were received in response to the RFQ.
On April 8, 2021, the RFQ evaluation panel completed the written evaluation and provided recommendations. Based on the criteria set forth in the RFQ, nine firms were qualified for the establishment of a QVL for A-E services (Attachment I). A summary of the most qualified firms providing the A-E services is attached as a part of the Memorandum of Recommendation (Attachment G).
To address immediate project needs through September 1, 2021, JWA will utilize the QVL (Attachment I) to issue one-time, project-specific contracts to AECOM Technical Services, Inc., Butier Engineering, Inc. and Arcadis U.S. Inc. for $200,000 each. JWA requires longer term services that exceed the capacities of the one-time contracts and recommends establishing Contracts with these three firms. In accordance with DCPM Section 3.3-102, CPM Section 3.3-102 and pursuant to California Government Code Section 25502.5, approval by the Board is required for all A-E services contracts in excess of $200,000 per year (Attachment K).
Department staff have conducted due diligence on the recommended firms. Previous department experience that is relevant to the contract regarding similar projects were satisfactory.
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Firm |
JWA Past Projects |
JWA Past Projects |
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AECOM Technical Services, Inc. |
General Aviation Infrastructure Improvements |
Airfield Lighting and Signage Improvements |
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Butier Engineering, Inc. |
Terminal Improvements |
Terminal A and B Air Handlers Replacement |
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Arcadis U.S. Inc. |
Taxiway B Rehabilitation |
Airfield Lighting and Signage Improvements |
The three firms were selected due to their proven expertise in aviation-focused projects. AECOM Technical Services, Inc. has provided airport facilities support services in airports throughout the nation and has extensive knowledge of JWA’s airfield. Butier Engineering, Inc. has demonstrated themselves to be an expert in JWA Terminal and tenant coordination. Arcadis U.S. Inc. has proven experience in providing document/record management associated with JWA business processes and reporting (Unifier). These companies will rely on their extensive experience at JWA to ensure the Airport remains safe and operable.
JWA negotiated contracts for A-E services with the three selected firms. The Contracts, scope of services and negotiated rates are included as Attachments A through C. The negotiated hourly rates and fees are within industry standards and are fair and reasonable for the scope of services in the Contracts.
JWA seeks Board approval of contracts with AECOM Technical Services, Inc., Butier Engineering, Inc. and Arcadis U.S. Inc., for a one-year term, with the option to renew for two additional one-year terms, upon Board approval.
These Contracts include subcontractors. See Attachments D, E and F for information regarding the subcontractors and the Contract Summary Forms.
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 award for A-E services for potential future projects that are not yet known. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.
FINANCIAL IMPACT:
Appropriations for these Contracts will be included in Airport Operating Fund, Fund 280 - 54% and Airport Construction Fund, Fund 281 - 46%, for FY 2021-22 Budget and will be included the budgeting process for future years.
The proposed Contracts include a provision stating the Contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of these Contracts. If such appropriations are not approved, these Contracts may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC Public Works
ATTACHMENT(S):
Attachment A – Contract MA-280-21011506 with AECOM
Technical Services, Inc.
Attachment B – Contract MA-280-21011510 with Butier Engineering, Inc.
Attachment C – Contract MA-280-21011508 with Arcadis U.S. Inc.
Attachment D – Contract Summary Form for AECOM Technical Services, Inc.
Attachment E – Contract Summary Form for Butier Engineering, Inc.
Attachment F – Contract Summary Form for Arcadis U.S. Inc.
Attachment G – Memorandum of Recommendation
Attachment H – Summary of Evaluator Scoring
Attachment I – Qualified Vendor List for Airport Facilities Support Services
Attachment J – OCPW Delegated Authority for Certain Architect-Engineer (A/E)
Services
Attachment K – California Government Code Section 25502.5