Title
Consider a memorandum/resolution approving a Professional Services Agreement with Garver, LLC, for the construction phase of the Terminal Mechanical and Security Improvements Project at Killeen Regional Airport, in the amount of $679,300.00.
Body
DATE: September 2, 2025
TO: Kent Cagle, City Manager
FROM: Mike Wilson, Executive Director of Aviation
SUBJECT: Professional Services Agreement with Garver, LLC – Terminal Mechanical and Security Improvements at Killeen Regional Airport
BACKGROUND AND FINDINGS:
This project includes replacing the outbound baggage system’s computer server and software, which is over 10 years old, and upgrading the baggage claim carousels in the terminal, originally installed in 2004 and now beyond their useful life. Additionally, glass panels on the passenger boarding bridges at Gates 1 and 6 will be replaced, and the airport’s emergency generator will be upgraded due to aging and declining reliability.
The City applied for and was awarded a Federal Aviation Administration (FAA) Airport Infrastructure Grant (AIG) to fund the design phase of this project. The Terminal Mechanical and Security Improvements were initially separate projects. However, due to the bidder’s inability to meet FAA Buy American requirements for the Security Improvements, the FAA directed the City to combine the construction phases and re-bid to ensure compliance. The design phase is complete, and bids were received and opened on June 17, 2025. The acceptance of the recommended bid will be addressed under a separate agenda item.
The construction phase of this project will be funded 95% through a separate FAA AIG, with the remaining 5% match provided by the Passenger Facility Charge (PFC) Fund. In accordance with State and FAA requirements, federally funded projects must include professional oversight and thorough documentation throughout the construction process to ensure compliance and quality assurance.
To that end, staff has negotiated a professional services agreement with Garver, LLC, in the amount of $679,300, for the Design Repackaging Services, Rebidding Services, Construction Administration, On-Site Resident Project Representative Services, and Project Closeout Services for the Terminal Mechanical and Security Improvements Project. The Garver team is the Aviation Department’s engineer of record and was selected in accordance with state law and FAA requirements.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Pursuant to Texas Local Government Code, Section 252.022(a)(4), this item is exempt from the competitive bidding requirements, as it is an agreement for the procurement of professional services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The current fiscal year is $679,300.
Is this a one-time or recurring revenue/expenditure?
One-Time
Is this revenue/expenditure budgeted?
Funding will be appropriated to the Aviation CIP Grant Fund and the Aviation PFC Fund upon approval of the year-end budget amendment.
341-43100-900-600-923039 Federal Grant Reimbursement $645,335
341-56200-900-605-923039 – 95% AIG Grant $645,335
343-56206-900-603-923039 – 5% PFC Funds $33,965
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Funding will be appropriated upon approval of the year-end budget amendment.
RECOMMENDATION:
Staff recommends that the City Council approve a professional service agreement with Garver, LLC in the amount of $679,300 and recommends that the City Council authorize the City Manager, or designee, to execute all contract documents and all change orders or actions within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties
Presentation