TITLE
Consider a memorandum/resolution approving an Intergovernmental Support Agreement with the U.S. Army Garrison at Fort Hood.
SUMMARY
DATE: December 11, 2018
TO: Ronald L. Olson, City Manager
FROM: Matthew Van Valkenburgh A.A.E., Executive Director of Aviation
SUBJECT: APPROVAL OF AN INTERGOVERNMENTAL SUPPORT AGREEMENT WITH THE U.S. ARMY GARRISON AT FORT HOOD FOR MAINTENANCE ON ROBERT GRAY ARMY AIRFIELD
BACKGROUND AND FINDINGS:
In April 2016, the Department of Defense sponsored a series of workshops at Fort Hood to introduce a program in which local communities could provide various services to military installations which would benefit both entities. Throughout May/June 2016, the City of Killeen engaged in discussions with Fort Hood to explore the benefits of potentially entering into a variety of Intergovernmental Support Agreements (IGSA) with the Fort Hood Installation. These types of agreements were made possible by the program’s establishment via the 2013 National Defense Authorization Act (Act). The Act established the IGSA program as a way of ensuring the needs of military installations throughout the country were met, while strengthening local relationships and saving the Federal Government funds. Under the IGSA, military installations are authorized to enter into agreements with local governments to provide necessary services to the installations. The IGSA removes many historical obstacles to these types of relationships, including: 1) authorization to sole-source services from public entities; 2) using wage grades normally paid by public entities 3) establishing multi-year agreements; 4) paying for services using operations and maintenance funds; and, 5) removing the requirement that IGSAs must follow Federal Acquisition Regulations (FAR), which are administratively burdensome and, therefore, increase the cost associated with working for a Federal agency. In short, these Public-Public Partnerships are designed to create efficiencies, cost savings and build stronger ties between installations and communities.
As part of these discussions, Fort Hood identified several needs for preventative maintenance on Robert Gray Army Airfield (RGAAF). These areas include airfield marking maintenance, which is the painting, routine maintenance, and upkeep of all surface markings for the runways and taxiways (movement areas) of RGAAF; and, pavement maintenance, which is minor asphalt and concrete repair and preventative maintenance of the runways, taxiways, and aprons. Discussions between Killeen Department of Aviation (KDOA) staff and RGAAF management identified RGAAF needs and expectations as well as KDOA capabilities and limitations. Following refinement of the scope of work, KFHRA staff developed capital and recurring costs associated with such an endeavor and presented a draft IGSA document to the Fort Hood Garrison for review and discussion.
Following several review/discussion cycles, Fort Hood completed their reviews and forwarded the proposed program and agreement through the Army Installation Management Command which subsequently approved the agreement.
THE ALTERNATIVES CONSIDERED:
Alternatives considered: (1) approve the IGSA with the U.S. Army Garrison - Fort Hood, or (2) not approve the agreement.
Which alternative is recommended? Why?
Staff recommends alternative 1. The IGSA is a win-win for both organizations. The Army will be getting scheduled, preventative airfield maintenance at a savings and the KFHRA will receive additional revenues. The agreement assures the airfield will remain in excellent condition and be maintained annually by a professional maintenance team. The KDOA has a proven track record managing projects and work for projects at RGAAF and a staff / engineering team with knowledge and working relationships with Fort Hood that will be invaluable for success of the agreement.
CONFORMITY TO CITY POLICY:
Yes
FINANCIAL IMPACT:
This agreement has revenue and expenditures for each year of the agreement; the revenue for the agreement will increase contractually 2% per annum for the duration of the agreement. The initial year of the agreement provides revenues of approximately $517,540.
What is the amount of the expenditure in the current fiscal year? For future years?
Approximately $463,978; similar for future years but will vary dependent upon material, equipment, and personnel costs.
Is this a one-time or recurring expenditure?
Recurring for each year of the agreement, however, the expenditure will vary dependent upon material, equipment, and personnel costs.
Is this expenditure budgeted?
A budget amendment is required.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Upon approval of the budget amendment.
RECOMMENDATION:
Approve an Intergovernmental Support Agreement with the U.S. Army Garrison at Fort Hood at Robert Gray Army Airfield / Killeen-Fort Hood Regional Airport and authorize the City Manager or designee to execute same as well as any and all amendments as allowed per federal, state, or local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement