Title
Consider a memorandum/resolution approving a Professional Services Agreement with Garver, LLC, for Construction Administration Services for the Airport Terminal Program Solar Project at Killeen Regional Airport, in the amount of $99,600.
Body
DATE: May 21, 2024
TO: Kent Cagle, City Manager
FROM: Mike Wilson, Executive Director of Aviation
SUBJECT: Professional Services Agreement with Garver, LLC-Solar Project
BACKGROUND AND FINDINGS:
In April 2018, the City released RFQ 18-12 to seek qualified companies for the design-build of a solar-integrated coved parking structure for the rental car ready/return lot. Three (3) responses were received and thoroughly evaluated by staff per the criteria specified in the RFQ. Ameresco, an industry leader in developing energy and renewable solutions, was ultimately selected and began to develop conceptual plans and a cost pro forma based on staff recommendations and vison. During this process, due to financial restraints and COVID, the project was put on hold until funding could be identified and secured.
On June 27, 2023, the City Council accepted a Federal Aviation Administration (FAA) Airport Terminal Program (ATP) grant in the amount of $5,000,000 to fund eligible portions of the Solar Project at Killeen Regional Airport. This grant is combined with funding from the Aviation Department’s Customer Facility Charge (CFC) to fund the retrofit of the entire airport campus with energy efficient LED lighting as well as solar integrated covered parking in our rental car parking area and a portion of our short-term parking lot. A covered canopy from the terminal to the Car Rental area will also be added. This project will decrease our operational expenses by lowering our energy usage, increase resiliency, reduce the airport’s carbon footprint, and provide an upgrade to the customer experience by providing covered parking options.
On July 7, 2023, staff negotiated a professional services agreement with Garver, LLC, in the amount of $27,900 for representative services for the design phase of the design-build project. The agreement included 6 to 8 months of consultation with Ameresco and City staff, review of design, payment reports, preparing FAA General Provisions and Required Contract Provisions, and review of Preliminary Engineering report for general conformance with FAA requirements for engineering reports.
The requirements of the FAA grant require the City to provide professional oversight of the construction phase of the project and provide various weekly reports. Therefore, staff has negotiated a professional services agreement with Garver, LLC, in the amount of $99,600 for construction administration services during the anticipated 15 months of the construction phase to include construction oversight to ensure work is being completed per plans and specifications, Biweekly Construction Meetings, FAA Documentation Reviews and submittals, Site Visits, and Closeout Coordination.
The agreement will be funded by the CFC fund with no impact to the Aviation Operating fund or fund balance.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This item conforms to local and state policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The current fiscal year amount is $99,600.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes, fund balance is available in the Aviation Customer Facility Charge (CFC) Fund and will be appropriated to account 526-0512-521.69-08 upon approval of the yearend budget amendment.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, fund balance is available and will be appropriated upon approval of the yearend budget amendment.
RECOMMENDATION:
Approve a professional services agreement with Garver, LLC in the amount of $99,600 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:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties
Presentation