Title
Aviation Department Facility Condition Assessment On-Call Services (Ordinance S-49592)
Description
Request to authorize the City Manager, or his designee, to enter into separate agreements with the five consultants to provide Facility Condition Assessment On-Call services for the Aviation Department. Further request to authorize execution of amendments to the agreements, as necessary within the Council-approved expenditure authority as provided below, and for the City Controller to disburse all funds related to this item. The total fee for services will not exceed $1,750,000.
Additionally, request to authorize the City Manager, or his designee, to take all action as may be necessary or appropriate and to execute all design and construction agreements, licenses, permits, and requests for utility services relating to the development, design and construction of the project. Such utility services include, but are not limited to: electrical, water, sewer, natural gas, telecommunications, cable television, railroads and other modes of transportation. Further request the City Council to grant an exception pursuant to Phoenix City Code 42-20 to authorize inclusion in the documents pertaining to this transaction of indemnification and assumption of liability provisions that otherwise should be prohibited by Phoenix City Code 42-18. This authorization excludes any transaction involving an interest in real property.
Report
Summary
The City's Administrative Regulation 5.43 requires Facility Condition Assessments (FCAs) be conducted on all City-owned and maintained facilities every 10 years, which necessitates a certain number of Aviation properties to be assessed annually to support a 10-year rotation. The FCAs will serve as operating and capital planning tools with the supporting data and information necessary to identify and address immediate needs, establish or modify preventative maintenance programs, and develop business cases for capital maintenance or replacement at Phoenix Sky Harbor International Airport, Phoenix Deer Valley Airport, and Phoenix Goodyear Airport. This program will ensure facility management needs are identified, planned and budgeted in a timely fashion, which is necessary for the safety of employees, business partners and customers. In addition to saving time and money, this dedicated on-call for the Aviation Department will provide access to firms with the necessary comprehensive experience in conducting FCAs at airports and other complex 24/7/365 facilities.
The On-Call consultants will be responsible for providing On-Call Facility Condition Assessment services for City-owned and City-maintained facilities that include, but are not limited to: General Civil, Survey, Structural, Mechanical, Plumbing, Electrical, and Energy services; perform FCAs to meet the requirements set forth in American Society for Testing and Materials Designation: E2018-15, Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process; current Americans with Disabilities Act standards; current Phoenix Building Construction Codes; and the current International Building Code.
Procurement Information
The selections were made using a qualifications-based selection process set forth in section 34-604 of the Arizona Revised Statutes (A.R.S.). In accordance with A.R.S. section 34-604(H), the City may not publicly release information on proposals received or the scoring results until an agreement is awarded. Sixteen firms submitted proposals and are listed in Attachment A.
Contract Term
The term of each agreement is up to five years, or up to $1,750,000 aggregate, whichever occurs first. Work scope identified and incorporated into the agreement prior to the end of the term may be agreed to by the parties, and work may extend past the termination of the agreement. No additional changes may be executed after the end of the term.
Financial Impact
The total value for the On-Call consultant agreements will not exceed $1,750,000, including all subconsultant and reimbursable costs.
Funding is available in the Aviation Department's Capital Improvement Program and Operating budgets. The Budget and Research Department will review and approve funding availability prior to issuance of any On-Call task order of $100,000 or more. Payments may be made up to agreement limits for all rendered agreement services, which may extend past the agreement termination.
Location
Phoenix Sky Harbor International Airport located at 2485 E. Buckeye Road
Phoenix Deer Valley Airport located at 702 W. Deer Valley Road
Phoenix Goodyear Airport located at 1658 S. Litchfield Road, Goodyear, Ariz.
Council Districts: 1, 8 and Out of City
Department
Responsible Department
This item is submitted by Deputy City Managers Mario Paniagua and Alan Stephenson, the Aviation Department and the City Engineer.