TITLE
Consider a memorandum/resolution authorizing the use of a Request for Proposal (RFP) for purchase and installation of wildlife hazard reduction equipment at Killeen-Fort Hood Regional Airport/Robert Gray Army Airfield.
SUMMARY
AGENDA ITEM
REQUEST AUTHORIZATION TO UTILIZE A REQUEST FOR PROPOSAL (RFP) FOR PURCHASE AND INSTALLATION OF WILDLIFE HAZARD REDUCTION EQUIPMENT AT THE KILLEEN-FORT HOOD REGIONAL AIRPORT (KFHRA)/ROBERT GRAY ARMY AIRFIELD
ORIGINATING DEPARTMENT
Aviation
BACKGROUND INFORMATION
On September 22, 2015, the City Council accepted an Airport Improvement Program (AIP) grant from the Federal Aviation Administration (FAA) for three separate projects. One of the projects was for the purchase and installation of wildlife hazard reduction equipment. On February 9, 2016, City Council approved the submission of a Passenger Facility Charge (PFC) Application that included a Wildlife Hazard Reduction Project. FAA approved that application on April 13, 2016.
DISCUSSION/CONCLUSION
Over the past several years, the airport and the airfield have been experiencing increased bird activity, especially on and adjacent to the runway. This increase in activity has directly led to an escalating upward trend of bird strikes, with the vast majority involving the commercial air carriers using the airfield. Staff from the Robert Gray Army Airfield (RGAAF) and KFHRA have worked together to employ a variety of deterrent methods, many of which have been ineffective. Thus, the airfield continues to have a significant bird problem which represents a major safety hazard, especially during the migratory season. After consultation with several subject matter experts from Fort Hood Environmental and the USDA and recommendations from RGAAF and KFHRA staff, it has been determined that the best course of action is to purchase a wildlife deterrent system for the airfield.
The Texas Local Government Code provides that the governing body of a municipality that is considering using a method other than competitive sealed bidding must determine before notice is given the method of purchase that provides the best value for the municipality. Because City Council has not delegated its authority to make this determination to a designated representative, City Council must make the determination. In determining the best value for the City, the City may consider the purchase price, the reputation of the bidder and of the bidder's goods or services, the quality of the bidder's good or services, the extent to which the goods or services meet the municipality's needs, the bidder's past relationship with the municipality, the impact on the ability of the municipality to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities, the total long-term cost to the municipality to acquire the bidder's goods or services, and any relevant criteria specifically listed in the request for bids or proposals.
Staff recommends using a Request for Proposal (RFP) for the procurement of the system rather than competitive sealed bidding. It is the opinion of staff that using a quantitative, evaluative process such as the RFP will provide the City with the greatest opportunity to receive the best value in a wildlife hazard reduction system that will incorporate the latest in technology and encompass techniques that will significantly mitigate the wildlife issues plaguing Robert Gray Army Airfield. The RFP will garner information from interested parties and permit a team to review and evaluate the requested information. This evaluation will examine the content of each proposal and compare each system proposal to the specifications of the RFP, as well as evaluate the proposer’s level of experience at various airports, references of the proposer, adaptability of the system for future added capabilities, and serviceability/maintainability of the proposed system. A standard bid process only guarantees the lowest cost, but not necessarily the best value of a proposal. Although cost will be a component of the evaluation, it does not necessarily represent the best overall value to the City. The RFP process will provide the best value system for the airport and the City.
FISCAL IMPACT
There is no fiscal impact associated with the use of an RFP for this procurement versus a bid method. The overall project is 90%-funded by an FAA grant in the Wildlife Hazard Reduction project account number 525-0515-521.98-26 and 10%-funded through the Passenger Facility Charge (PFC) Projects account number 529-0510-521.65-41.
RECOMMENDATION
That the City Council find that a request for proposals method will provide the best value for the City and, further, authorize staff to utilize the RFP procurement method to identify and select the best value system from a qualified vendor for the Wildlife Hazard Reduction Equipment at the Killeen-Fort Hood Regional Airport.