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Community Development Services, Administration and Finance Division, recommending the Board take the following actions pertaining to the Taxiway Edge Lights Project at the Placerville Airport, PW 17-31163, CIP 93130, Contract 3204:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
FUNDING: Federal Aviation Administration Grant (90% - Federal) and Accumulated Capital Outlay Fund (10% - Local).
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Administration and Finance Division, recommending the Board take the following actions pertaining to the Taxiway Edge Lights Project (Project) at the Placerville Airport (Airport), PW 17-31163, CIP 93130, Contract 3204:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
DISCUSSION / BACKGROUND
On December 17, 2015, the Federal Aviation Administration (FAA) determined that this Project is Categorically Excluded pursuant to FAA Order 1050.1E as it relates to the National Environmental Policy Act of 1969, as amended. The California Environmental Quality Act Categorical Exemption for this Project was recorded by the County’s Recorder-Clerk on August 26, 2016.
In May 2016, the County received a grant from the FAA for the design of this Project. In October 2016, the County received a matching grant for design of this Project from the California Department of Transportation Division of Aeronautics (Caltrans).
As a federally funded Project, the Contract Documents incorporate the current Caltrans Disadvantaged Business Enterprise (DBE) requirements. The DBE contract goal for this construction Project is 0.00%.
The Project is included in the CDS 2018 Capital Improvement Program (CIP) as adopted by the Board on June 26, 2018 (Item 61), and is in accordance with the current Airport Layout Plan (ALP) for this Airport.
The Project design is complete, the Plans and Contract Documents have been prepared, and the Project is ready for construction.
The Project includes electrical upgrades on the parallel taxiway and in the electrical vault areas consisting of new light-emitting diode (LED) taxiway edge light fixtures in base cans, new conduit and cable, a new regulator, new guidance signs, and other associated electrical improvements necessary to complete a fully-functioning taxiway edge light electrical system.
The existing electrical system at the Airport includes stake-mounted lights with direct-buried cable and has become unreliable. The construction of the electrical upgrades will provide a safe, reliable electrical system which will improve pilot wayfinding and airfield safety. In addition, the new system will consist of new cans and conduit, which will provide a safer working environment for Airport operations staff and require less maintenance. Installation of LED lights will produce lower electric bills, resulting in a cost savings to the County.
The work required by this Project will result in construction activity on and adjacent to active Airport operating surfaces. The main construction area for this Project will be located at the taxiways. The Airport will remain active during construction, with some runway closures and other shutdowns of isolated areas. Access to hangars will be available at all times during construction. The contractor will be required to comply with the work phasing plan stipulated in the Contract Documents to minimize interference with aircraft operations, which includes the contractor erecting and maintaining temporary power and lighting necessary to keep the runway and taxiways in operating condition when open for aircraft operations.
On December 28, 2017, CDS submitted an application for a FAA grant for Project construction. The FAA’s process requires that actual bids be submitted to the FAA prior to award of a construction grant. Once the bids are received, CDS will assemble a package, including the bid summary and the bid proposal of the apparent lowest, responsive, responsible bidder, for submittal to the FAA for its approval to award the construction contract.
CDS will return to the Board for consideration to award the construction contract, pursuant to CDS and FAA recommendation. CDS anticipates scheduling the construction contract award for the September 11, 2018, Board meeting.
ALTERNATIVES
1) Do not approve the Plans and Contract Documents.
2) Do not authorize advertisement for construction bids.
3) Cancel the Project. Note: The Board has previously approved the Project in the annual CIP Book and annual budget processes.
Should the Board choose any of the above alternatives, it will very likely result in the loss of FAA grant funds which expire at the end of the Federal Fiscal Year on September 30, 2018.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The FAA, County Counsel, and Risk Management have approved the Plans and Contract Documents.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no financial impact or change to Net County Cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid.
The Engineer's Estimate for the construction phase of the Project is $635,000. The Project is eligible for 90% construction phase funding through the FAA grant program. The 10% local match is currently slated to be provided by the County’s Accumulated Capital Outlay (ACO) Fund. CDS intends to apply for a Caltrans Airport Improvement Program (AIP) Matching Grant, which, if received, would fund 5% of the FAA grant amount; however, State matching funds were not programmed in the 2018 CIP as these funds have become unreliable. If CDS is awarded a Caltrans AIP Matching Grant for this Project, a portion of the ACO funds will be replaced with the Caltrans matching funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board will obtain the Chair's signature on the construction Plans for the Project.
2) Clerk of the Board will forward the original signed Plan cover sheet to the CDS Administration and Finance Division, to the attention of Sherrie Busby.
CDS FOLLOW UP ACTIONS
1) CDS will advertise for construction bids and open bids on August 8, 2018.
2) With approval from the FAA, CDS will forward a recommendation of award for the Board's consideration under a separate agenda item, anticipated for the September 11, 2018, Board meeting.
STRATEGIC PLAN COMPONENT
Infrastructure and Public Safety.
CONTACT
Creighton Avila, Deputy Chief Administrative Officer, for
Community Development Services, Administration and Finance Division