Submitted By: Matthew Grow
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Presentation By: Matthew Grow
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Department: Aviation
STAFF RECOMMENDATION (Motion Ready):
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Approve three-year contracts with Infrastructure Consulting and Engineering, PLLC and McFarland Johnson, Inc. for continuing professional airport engineering services
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
Bid Released to the Public: 02/17/22; Selection Committee Meeting: 04/28/22; Final Selection Committee Meeting: 06/07/22
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BACKGROUND:
The Airport has historically had an aviation engineering firm on a standing contract to conduct planning and engineering design work on an as needed basis. Airport projects are highly technical and specialized in nature and require firms that understand the rules and requirements of the Federal Aviation Administration (FAA) and Florida Department of Transportation (FDOT). Given the Airport’s number of various and wide-ranging projects, it is beneficial to have two aviation engineering consulting firms under contract.
Per Competitive Consulting Negotiations Act rules, work will be divided among the two firms if they are equally qualified for the task. Where one firm has specialized experience or more qualified staff for a particular task, that firm will be assigned the work.
FINDINGS AND CONCLUSIONS:
On February 17, 2022, the City issued Letter of Interest (LOI) No: AIR/220118 seeking qualified firms for the provision of general aviation engineering services. The City received eight (8) responsive proposals to the LOI. A Selection Committee (comprised of an Airport Advisory Board member, Airport staff, and City Engineering staff) was formed to review and score the proposals. Initial scoring received from the Selection Committee on April 28, 2022 resulted in the shortlisting of the top five firms. On June 7, 2022, each shortlisted firm made a presentation to the Selection Committee and participated in a question-and-answer session thereafter. The Selection Committee scored each firm based on weighted criteria and Infrastructure Consulting & Engineering, PLLC, and McFarland Johnson, Inc. were selected as the highest ranked firms.
The FAA requires competent and qualified firms for their grant-funded projects. Both Infrastructure Consulting & Engineering, PLLC, and McFarland Johnson, Inc. have significant airport and planning experience. Engineering fees for each project are negotiated on a per-project basis using Task Work Orders. Additionally, for FAA-funded projects, independent fee reviews are completed. The continuing contracts will be for a three-year period with two optional one-year renewal terms.
FISCAL IMPACT:
All services will be approved through the use of Task Work Orders with negotiated scopes and approved proposals. Staff hours and appropriate staff classifications will be negotiated for each task for each assigned project. All final Task Work Orders must be signed by the department head and City Manager. Any Task Work Orders over $50,000 will be calendared for a City Council agenda for final approval. No services will be approved without budgeted allocations.
PROCUREMENT REVIEW:
These services have been procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The Agreements will be reviewed and approved for form and legality by City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
Table, deny