Title
Consider a memorandum/resolution approving a Professional Services Agreement with Garver, LLC, for the Pavement Management Program at Killeen-Fort Hood Regional Airport, in the amount of $99,100.
Summary
DATE: July 18, 2023
TO: Kent Cagle, City Manager
FROM: Mike Wilson, Executive Director of Aviation
SUBJECT: Professional Services Agreement with Garver, LLC
BACKGROUND AND FINDINGS:
The City has been offered a Federal Aviation Administration (FAA) Airport Improvement Program (AIP) grant in the amount of $89,190 to fund 90% of the Pavement Management Program (PMP) at the Killeen-Fort Hood Regional Airport (KFHRA). Matching funds, in the amount of $9,910, will come from the Airport Capital Improvement fund.
The AIP grant includes a new pavement management study that will result in a new PMP that is required to meet FAA Grant Assurances and Standards. The key elements of the PMP will be an inventory of existing airfield pavements, a history of rehabilitation and maintenance efforts, mapping of said pavements, condition inspections, and testing (including geotechnical testing) to determine the condition and strength of each section of pavement. The end product will provide the condition of existing pavements and a recommended maintenance program to extend the pavement life cycle. This type of plan is a key element in developing our FAA approved Capital Improvement Plan (CIP) related to planning and justifying grant funding of pavement rehabilitation projects.
Staff has negotiated a professional services agreement with Garver, LLC, in the amount of $99,100, for the PMP at KFHRA.
THE ALTERNATIVES CONSIDERED:
1. Disapprove the agreement.
2. Approve the agreement.
Which alternative is recommended? Why?
Alternative 2 is recommended because:
1. The Garver team is the Airport engineer of record and was selected via a competitive process.
2. This choice offers the most experienced team fully cognizant of FAA requirements for projects at KFHRA.
3. The project is 90% funded by the Grant and 10% match will come from the Airport Capital Improvement Fund.
CONFORMITY TO CITY POLICY:
This item conforms to local and state policies.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure for Alternative 2 in the current fiscal year is $99,100.
Is this a one-time or recurring expenditure?
One-Time
Is this expenditure budgeted?
Yes, funds will be available in the Aviation Airport Improvement Program (AIP) Grant Fund account 524-0515-521.69-01, and the Aviation CIP Fund account 523-8905-493.69-01, upon approval of the budget amendment.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the budget amendment.
RECOMMENDATION:
Staff recommends City Council approve a professional service agreement with Garver, LLC in the amount of $99,100 and recommends that the City Council authorize the City Manager, or designee, to execute all contract documents and any and all change orders or actions within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Contract
Certificate of Interested Parties