Title
Award of Bid No. 19-01 in the Amount of $688,333.50, Including Applicable Gross Receipts Tax, to TriWest Fence, LLC for Replacement of the Perimeter Fence at Los Alamos County Airport, Select Black Vinyl Fence, establish a Project Budget of $843,847.00, and Approve Budget Revision 2019-13.
Recommended Motion
I move that Council Award Bid No. 19-01 in the Amount of $688,333.50, Including Applicable Gross Receipts Tax, to TriWest Fence, LLC and authorize the County Manager to issue a notice of award only after receiving a signed FAA grant offer for Replacement of the Perimeter Fence at Los Alamos County Airport and select the color of black vinyl fence. I further move that Council Establish a Project Budget in the amount of $843,847.00 and Approve Budget Revision 2019-13 as summarized on Attachment B and that the attachment be made a part of the minutes of this meeting.
Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The existing perimeter fence along the southern and western boundaries of the airport is constructed of 8 strands of barbed wire overlaid with a four-foot-tall wildlife fence. This fence was constructed over 50 years ago and its condition has deteriorated to where it is now inadequate for the safety and security needs of the airport. The need for replacing the fence was identified in the 2013 Airport Master Plan and FAA and NMDOT grants have been secured to cover most of the costs. However, the vinyl coating is not eligible for FAA funding and the County appropriated funds in addition to required grant match requirements. Due to its location, the County opted for vinyl coated fence along Highway 502 where it is clearly visible from the road. At the establishment of the budget for vinyl coated fence, Council had requested green. Staff is recommending black vinyl be considered given the poor experience in matching green vinyl color and time to procure and install replacement green vinyl fencing on Diamond Drive. While there is no cost difference between green and black vinyl, IPR, the fence contractor did indicate black vinyl is readily available and replacement of damaged vinyl fence can be promptly done; where green vinyl can have long lead times from order to delivery and it is apparent where patches have been made due to vehicle collisions.
This project includes construction, construction administration and acceptance testing of the replacement of the airport perimeter fence along Highway 502 and Airport Road, including the replacement of two vehicle and three pedestrian gates.
This project also includes an FAA required update to the Airport’s Disadvantaged Business Enterprise (DBE) program to be performed by Delta Airport Consultants. The DBE program is federally mandated for airports that receive grant funding and is designed to remedy ongoing discrimination and the continuing effects of past discrimination in federally-assisted construction projects. To meet the stated objectives of the DBE Program Regulation, recipients of FAA grant funds must develop and implement a program that conforms to DOT standards set forth in 49 CFR Part 26. In April of 2018, the FAA issued new guidance that requires airports to update their DBE program. The FAA directs airports to include the update in its next federally-assisted construction project. The FAA and NMDOT are providing 95% funding required for this update - with the remaining 5% provided by the County.
After completing the project design, the County advertised a formal competitive solicitation for project construction through Invitation for Bid No.19-01 on April 29, 2018. Two responses were received on June 13, 2018. The evaluation committee is recommending award to TriWest Fence, LLC, the lowest responsive bidder.
Upon Council approval, County Manager will issue the Notice of Award to the contractor only after FAA grant agreement is in place about September 10, 2018. Work is anticipated to begin on or before October 31, 2018. This contract includes the following liquidated damages related to construction work disruption to the airport operations.
• $1000/day for runway closures over 3 days
• $500/day for south Apron closure over 10 days
• $500/day overall contract over 100 days
All work associated with this contract must be completed within 100 calendar days, anticipated completion date of February 7, 2019.
Upon receipt of a schedule from the contractor and subsequent approval by the County, the schedule and impacts will be shared with airport tenants through construction updates via email, the airport newsletter and the issuance of FAA required Notices to Airmen. Staff will also work closely with the contractor to minimize the impacts on airport operations.
Council should note that construction bids were higher than anticipated, primarily due to higher steel prices, and the Airport Manager has worked with the FAA and NMDOT to secure the necessary additional grant funding.
On August 28, 2018 Council approved the request to submit an Airport Improvement Grant to the FAA in the amount of $613,468 which represents 90% of the total project cost not including the 10% contingency. A copy of the application is attached for reference (Attachment C). The executed grant offer is anticipated to be signed by the FAA on September 10, 2018.
Budget Revision 2019-13 in the amount of $109,305 has been prepared and is attached for reference (Attachment B). This budget revision provides the County match which was remaining in the FY2016 Budget approved by Council.
Alternatives
Council could choose to not approve the agreement and postpone or cancel the project with the consequence that the existing perimeter fence will continue to deteriorate.
Fiscal and Staff Impact/Planned Item
As part of FY2016 Budget approved by Council, the County provided $100,000 to upgrade the project to vinyl fencing and $20,500 for local match funds. There are $17,000 local match funds remaining after design services for the fence. Therefore, the local budget available for the project is $117,000. The remainder budget needs will be covered by FAA AIP and NMDOT Aviation Grants.
Attachments
A - Project Budget Spreadsheet
B - Budget Revision: 2019-13
C - Federal Aviation Administration Airport Improvement Grant Application