TITLE
Consider a memorandum/resolution approving a sole source contract with KAYA Associates, Inc. in support of the Defense Economic Adjustment Assistance Grant (DEAAG) project.
SUMMARY
AGENDA ITEM
Sole source Contract with KAYA Associates, Inc. in support of a DEAAG Project
ORIGINATING DEPARTMENT
Aviation
BACKGROUND INFORMATION
The City of Killeen has been awarded and the City Council approved acceptance of a Defense Economic Adjustment Assistance Grant (DEAAG) from the State of Texas for the repair and renovation of the Army Radar Approach Control (ARAC) facility located on Robert Gray Army Airfield (RGAAF). There are two critical components for this project: (1) the Transportable Air Traffic Control Communications and Radar Operations Facility (TACROF), and (2) the removal, storage, reinstallation, and certification of sensitive air traffic control (ATC) equipment.
DISCUSSION/CONCLUSION
The TACROF is a transportable, containerized airfield ATC operations system which contains all the automation and systems necessary to adequately manage the airspace traffic of a fully functional approach control facility while maintaining connectivity to the National Airspace System. Essentially, this is a temporary ATC facility the Army owns, that will allow the ARAC Mission to be fully functional during the renovation project. This contract includes the packaging, shipping, setup, integration, commission/certification and maintenance of the Army owned TACROF at RGAAF, and the removal, de-installation, packing, and shipping at the conclusion of the project.
The TACROF is a one of a kind facility, designed and built by KAYA Associates Inc. (KAYA) specifically for the U.S. Army, and is managed by the U.S. Army Program Manager Air Traffic Control (PM ATC). Per PM ATC Directives, only companies with demonstrated system experience and proficiency, and the proper training and certification on the unique equipment in the TACROF can be contracted to work on the equipment contained in the facility. KAYA is the only company which meets these criteria and has trained and certified technicians that have experience with the TACROF. Further, KAYA has been the only company contracted to relocate and integrate the TACROF into Army ATC Operations; therefore they are the only company with demonstrated experience and system proficiency as required by PM ATC.
Moreover, KAYA has fully trained technicians to handle the removal, storage, and reinstallation of the existing ATC equipment. However, and most importantly, these technicians are accredited to re-certify this equipment per Federal Aviation Administration (FAA) requirements and standards for use by RGAAF ATC personnel.
Inasmuch as PM ATC only allows contractors with a demonstrated proficiency and experience to install the TACROF; and KAYA is the only company which has the experience and proficiency necessary to integrate the TACROF into the Fort Hood ATC system; and KAYA is the only company used by the Army for this work, this transaction is exempt from required sealed competitive bidding under Texas Local Government Code 252.022(a)(7), which exempts items/services from the competetive process for "items that are available from only one source."
The ARAC facility provides air traffic control services to military and civil aircraft operating in a sixty (60) nautical mile radius of RGAAF. It is responsible for the safe and expeditious flow of traffic through its assigned area twenty-four (24) hours per day, seven (7) days per week, year round. This facility is the only ARAC, military or civilian, authorized by the FAA to operate unmanned aerial system (UAS) aircraft simultaneously, in the same airspace, with military and commercial air service traffic.
The ARAC facility directly controls five (5) restricted airspace areas and four (4) military operating areas around Fort Hood that enables the training of troops, including necessary live-fire training, UAS operations, and aviation training. Additionally, the ARAC must be operational for three critical components of the military mission of Fort Hood: (1) due to safety concerns to the public, civil and military aviation, the restricted areas where military training and live-firing is performed can only be operational when the ARAC is operational to control the airspace; (2) for the operation of UAS missions within the training areas; and, (3) for continuous availability of power projection missions. Without this facility, Fort Hood would be unable to meet its power projection mission, its training mission, or its Army aviation mission. Additionally the ARAC provides radar and control services for the commercial operations at Killeen Fort Hood Regional Airport.
The TACROF, integrated and supported by KAYA, will provide the interim services necessary to continue the Fort Hood mission and the Killeen Fort Hood Regional Airport commercial operations with uninterrupted service. Due to the importance of this facility in maintaining the safety of the arriving and departing aircraft and controlling the restricted airspace around the live fire ranges on Fort Hood, this procurement is also exempted from bidding under Texas Local Government Code 252.022(a)(2), which exempts items/services from the competitive process for “a procurement to preserve or protect the public health or safety of the municipality’s residents.”
Staff has negotiated a contract with KAYA Associates, Inc. for the packaging, shipping, setup, integration, commission/certification, and maintenance of the Army owned TACROF, and the removal, storage, reinstallation, and certification of the existing ATC equipment, in the amount of $733,598.00.
FISCAL IMPACT
Funding for this contract will be paid through the DEAAG Project account number 528-0505-521.57-81. All costs of this project are being reimbursed via the DEAAG Grant, and the matching contributions from Killeen Economic Development Corporation (KEDC), and United States Army Garrison at Fort Hood (USAG-FH).
RECOMMENDATION
The City Council approve the contract with KAYA, Associates, Inc. in the amount of $733,598.00 and authorize the City Manager to execute all necessary agreement documents, and that it expressly authorize the City Manager to execute any and all amendments to the agreement within the amounts set by state and local law.