TITLE
Consider a memorandum/resolution awarding Bid No. 21-22, Installation of Perimeter Fencing at Killeen-Fort Hood Regional Airport, to Swift Corporation in the amount of $136,000.
SUMMARY
DATE: May 04, 2021
TO: Kent Cagle, City Manager
FROM: Mike Wilson, Executive Director of Aviation
SUBJECT: Award of Bid No. 21-22 Install Perimeter Fencing at Killeen-Fort Hood Regional Airport
BACKGROUND AND FINDINGS:
The Killeen Fort Hood Regional Airport (KFHRA) staff submitted an application to the Federal Aviation Administration (FAA) for an Airport Improvement Program (AIP) grant listed on our approved FAA Capital Improvement Plan (CIP) for FY21. The grant is for the installation of perimeter fencing at KFHRA. This project replaces failing and inoperable perimeter fencing and gates. The existing fencing is seventeen (17) years old and constantly has maintenance issues which result in safety and security issues. Preventative maintenance has kept the fence system operating at a minimal level; however, maintenance actions have significantly increased, and repairs are becoming more costly due to the age and availability of system components. The objective of the project is to provide a safe and secure Airport operating environment per federal guidelines at KFHRA.
The City has been offered an AIP grant in the amount of $136,500 to be used for this project, of which $500 will be allocated for legal advertising and $136,000 will be allocated for the contract itself. Normally, AIP grants would require a 10% match; however, the American Rescue Plan Act signed into law on March 11, 2021, provides funds to increase the federal share to 100 percent for AIP grants already planned for fiscal year 2021.
On April 8, 2021, bids were opened; six (6) bids were received. The results were as follows:
Bidders Base Bid + Alt 1 + Alt 2
360 TXC, LLC $176,360.00
Barrier Fence, LLC $154,100.00
Construction Rent-A-Fence $134,350.00
Swift Corporation, LLC $136,000.00
TACH Services, Inc. $195,000.00
UST General Contracting, LLC $148,442.39
After review of the bid packages, Construction Rent-A-Fence was the lowest bidder however did not meet the required material specifications outlined in the bid documents therefore eliminating their bid. In our specifications, we specifically stated that the opening and closing speed of the openers must be at the same rate as our current openers. Our current gate opening speed is 1.7 feet per sec (fps). Construction Rent-A-Fence proposed a Hy-Security gate controller that only opened at a rate of 1 fps. Swift Corporation, LLC submitted the next lowest base bid for the project with a total of $136,000.
We believe that the bid submitted by Swift Corporation, LLC represents the best value for the Killeen-Fort Hood Regional Airport. Contingent upon Federal Aviation Administration funding, we recommend that the construction contract for the "Install Perimeter Fencing" be awarded to Swift Corporation, LLC.
THE ALTERNATIVES CONSIDERED:
Alternatives considered: (1) Do not award the bid, or (2) award the bid.
Which alternative is recommended? Why?
Staff recommends alternative 2.
CONFORMITY TO CITY POLICY:
Yes
FINANCIAL IMPACT:
This project will be funded by an AIP Grant, if accepted. Upon approval of the corresponding budget amendment, funds will be budgeted in account 524-0515-521.69-03.
What is the amount of the expenditure in the current fiscal year? For future years?
The amount of the expenditures in the current year is $136,000.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
No, there is a corresponding budget amendment and if approved funds will be available in 524-0515-521.69-03 (Perimeter Fencing Project).
If not, where will the money come from?
N/A
Is there enough in the budgeted line-item for this expenditure?
Following approval of the corresponding budget amendment.
RECOMMENDATION:
Staff recommends City Council award a contract with Swift Corporation, LLC, in the amount of $136,000 and authorize the City Manager or designee to execute all necessary documents and any and all change orders within the amounts set by state and local laws.
DEPARTMENTAL CLEARANCES:
Finance
Legal
Purchasing
ATTACHED SUPPORTING DOCUMENTS:
Bid Tabulation
Bid Proposal
FAA Provisions
Contract
Certificate of Interested Parties