HomeMy WebLinkAboutAecom Technical Services-6/9/2014CITY OF WATERLOO
Council Communication.
City Council Meeting: June 9, 2014
Prepared: June 5, 2014
Dept. Head Signature: A licfr jA% 110.4_
# of Attachments: 1
SUBJECT: Approval of Individual Project Agreement between AECOM, of Waterloo Iowa,
and City of Waterloo for the Acquisition of Snow Removal Equipment for the Waterloo Regional
Airport.
Submitted by: Michael Wilson, Airport Director
Recommended City Council Action: Resolution to approve Individual Project Agreement with
AECOM in the amount not to exceed $49,700 for design, bidding, and inspection services in
acquiring snow removal equipment for the Waterloo Regional Airport.
Summary Statement: The Waterloo Airport has the above-described equipment in our 5 -year
CIP. The Airport has potential to receive FAA grants for this equipment upon delivery. The
design work must be completed to generate plans, specifications, and bid documents.
Expenditure Required: This agreement is not to exceed $49,700. The City will need to upfront
the cost as usual for FAA projects. The FAA will reimburse the City for engineering services as the
invoices are submitted.
Source of Funds: 90% FAA grant/6% Passenger Facility Charge (PFC) (estimated), 4% airport
operating revenue (estimated).
Policy -Issue
Alternative
Background Information: This agreement has been negotiated in accordance with FAA
requirements.
AECOM 319-232-6531 tel
501 Sycamore Street 319-232-0271 fax
Suite 222
Waterloo, Iowa 50703
www.aecom.com
ACQUISITION OF SNOW REMOVAL EQUIPMENT (SRE)
WATERLOO REGIONAL AIRPORT
WATERLOO, IOWA
FAA AIP PROJECT NO. 3-19-0094-043
Project Description - See Attachment and incorporated herein.
Scope of Services - See Attachment and incorporated herein.
Compensation
Compensation for Services for this Acquisition of Snow Removal Equipment task order shall be a cost
plus fixed fee not -to -exceed Forty Nine Thousand Seven Hundred Dollars ($49,700.00). See attachment
and incorporated herein.
General Conditions
Except as specifically amended by this Individual Project Agreement, Services shall be provided in
accordance with the Consultant Services Agreement for the Waterloo Regional Airport, entered between
AECOM Technical Services, Inc. ("ATS"), and the City of Waterloo ("Client"), dated April 15, 2014.
APPROVED: APPROVED:
CITY OF WATERLOO, IOWA AECOM TECHNICAL SERVICES, INC.
By By
Emest G. Clark Douglas W. Schindel, P.E.
Mayor Associate Vice President
Date Date
A=COM
AECOM 319-232-6531 tel
501 Sycamore Street 319-232-0271 fax
Suite 222
Waterloo, Iowa 50703
www.aecom.com
ACQUISITION OF SNOW REMOVAL EQUIPMENT (SRE)
WATERLOO REGIONAL AIRPORT
WATERLOO, IOWA
FAA AIP PROJECT NO. 3-19-0094-043
Project Description - See Attachment and incorporated herein.
Scope of Services - See Attachment and incorporated herein.
Compensation
Compensation for Services for this project shall be a cost plus fixed fee not -to -exceed Forty Nine
Thousand Seven Hundred Dollars ($49,700.00). See attachment and incorporated herein.
General Conditions
Except as specifically amended by this Individual Project Agreement, Services shall be provided in
accordance with the Consultant Services Agreement for the Waterloo Regional Airport, entered between
AECOM Technical Services, Inc. ("ATS"), and the City of Waterloo ("Client"), dated April 15, 2014.
APPROVED:
CITY OF WATERLOO, IOWA
APPROVED:
AECOM TECHNICAL SERVICES, INC.
By . By
rnest G. Clark
Mayor
Date
20 1 if
uglas W. Schi fr
..E.
Associate Vice President
Date June 6, 2014
ACQUISITION OF SNOW REMOVAL EQUIPMENT (SRE)
WATERLOO REGIONAL AIRPORT
WATERLOO, IOWA
FAA AIP PROJECT NO. 3-19-0094-043
I. PROJECT DESCRIPTION
The project is described as the acquisition of snow removal equipment (SRE) consisting of a
truck with snow blower, a front end loader, a utility vehicle with snow blower, and a pick-up truck
with plow for the Waterloo Regional Airport, Waterloo, Iowa.
II. GENERAL PROJECT SCOPE
The work to be performed by the Consultant shall encompass and include detailed work,
services, materials, equipment and supplies necessary to provide background research, develop
specifications, provide bidding services, prepare grant application and provide grant
administration for the acquisition of the snow removal equipment for the Waterloo Regional
Airport. Work shall be divided into the following tasks:
A. Design Phase
1. Kick-off Meeting - This task consists of a kick-off meeting called by the Sponsor
and held between the Sponsor, the Consultant, and the FAA. The kick-off
meeting will be conducted by conference call. The purpose of this conference
call is to discuss various requirements, regulations, and provisions relating to the
acquisition of the proposed snow removal equipment. The Consultant will
prepare and distribute an agenda and the minutes of this meeting. The minutes
will document the requirements set forth in this kick-off meeting. It is anticipated
that the project manager will be in attendance.
2. Data Collection and Review. This task consists of the collection of existing
data applicable to this project and related to each piece of proposed snow
removal equipment.
3. DBE Program — This task consists of working with the Sponsor to prepare a
Disadvantaged Business Enterprise (DBE) program in accordance with U.S.
department of Transportation (DOT), 49 CFR Part 26, and determine DBE goals
for use on this project.
4. Project Manual. This task consists of the preparation of separate project
manual for the acquisition of each piece of snow removal equipment (truck with
snow blower, front end loader, utility vehicle with snow blower, and pick-up truck
with plow). The specifications will be in compliance with current Central Region
Federal Aviation Administration requirements in effect at the time the
specifications are prepared.
5. Estimate of Acquisition Cost — This task consists of the preparation of an
estimate of the costs for each piece of snow removal equipment based upon the
project manual. An update to the Capital Improvement Program (CIP) Budget for
the project will be prepared as part of this task.
6. Quality Review. This task consists of the quality review of work elements on the
project. During the course of this project, quality reviews will be conducted by
senior technical personnel that are not directly involved in the project.
7. Pre -Bid Conference — This task consists of attending and conducting a "Pre -Bid
Conference" at the Project site for prospective bidders. The task includes the
preparation of an agenda, preparation and distribution of minutes of the meeting.
8. Bid Assistance — This task consists of assisting the Sponsor in advertising for
and receiving bids, attending the bid opening, analyzing the bids received,
preparing a recommendation to the Sponsor and FAA for award of contract. The
following documents will be provided as part of this task:
1) Letter of Recommendation
2) Tabulation of Bids
3) Copies of the Proposals Received
4) Buy American Certification or Buy American Waiver Documentation
9. Grant Application. This task consists of preparation of grant application.
10. Assemble Acquisition Agreement Documents — This task consists of
assembling the acquisition agreement documents for execution by the Contractor
and the Sponsor.
11. Pay Applications and Reimbursement Forms. This task consists of preparing
and processing applications for payment to the Contractor and forwarding to the
Sponsor for execution with recommendations for approval and payment. This
task also includes preparation of federal drawdown request forms for the
Sponsor.
12. Delivery Inspection and Punch List. This task consists of conducting a review
of the equipment upon delivery to the Waterloo Regional Airport and preparing a
list of items ("Punch List") to be completed or corrected.
13. Project Close -Out. This task consists of assisting the Sponsor with project
completion and final close-out documentation from the Contractor for the FAA by
providing a statement covering the following.
a. Sponsor Certification for Equipment Final Acceptance
b. Final Outlay Report - Standard Form SF -271
c. SF -425 Financial Report
d. Final Project Cost Summary
e. Final Acceptance Report
1) Provide Brief Description of Procured Equipment
2) Provide a Minimum of Two Photographs of Each Acquired Item
3) Summary of Key Milestone Dates
4) Change Order Summary (If Needed)
5) Buy American Summary
6) Copies of Vendor Certifications
7) Acceptance Test
f. Sponsor Cover Letter
1) Amendment Request
2) Statement of Compliance with Approved Procurement Specifications
3) Eligibility of Claimed Costs
4) Inventory
• Description of the Equipment
• Serial Number or Other Identification Number
• Source of the Property, Who Holds Title
• Acquisition Date
• Cost of the Equipment
• % of Federal Participation in the Cost of the Equipment
• Location, Use and Condition of the Equipment
14. Protect Administration. This task consists of administration and coordination of
the project. Preparation of bid documents for each piece of snow removal
equipment for distribution to Sponsor, FAA, suppliers and potential bidders is
included in this task. Preparation of contracts, reports on progress, preparation
of pay estimates and grant reimbursement and project close-out documentation
are a part of this task.
L:\work\marketng\contracts\Waterloo\SRE\2014\WatAir Individual Project Agree 2.doc
Snow Removal Equipment (SRE) Acquisition Services
Waterloo Regional Airport
Waterloo, Iowa
FAA AIP Project No. 3-19-0094-43
Acquisition Phase Services
Staff Hour Estimate
Item
No.
Description
Senior
Prof
Project
Prof
Staff
Prof
Project
Support
Totals
1 1
1
Kick-off Meeting
4
4
2
Data Collection
8
8
3
DBE Program & Goals
8
8
4
Project Manual
0
a
Truck with Snow Blower
8
16
16
40
b
Front End Loader
8
16
16
40
c
Utility Vehicle with Snow Blower
4
12
12
28
d
Pick-up Truck with Plow
4
8
8
20
5
Estimate of Acquisition Cost
4
4
6
Quality Review
8
8
7
Pre -Bid Conference
4
4
8
Bid Assistance
4
4
8
9
Grant Application
4
4
8
10
Assemble Acquisition Agreement Documents
4
4
11
Pay Applications & Reimbursements
4
8
12
12
Delivery Inspection & Punch List
4
8
4
16
13
Project Closeout
16
32
8
56
14
Project Administration
12
16
24
52
Total SRE Equipment Acquisition Services
76
148
0
96
320
I. Direct Labor Cost
II.
Snow Removal Equipment (SRE) Acquisition Services
Waterloo Regional Airport
Waterloo, Iowa
FAA AIP Project No. 3-19-0094-43
Acquisition Phase Services
Consultant Cost Summary
Category Hours Rate/Hour Amount
Senior Professional 76 $80.00 $6,080.00
Project Professional 148 $53.10 $7,858.80
Staff Professional 0 $42.20 $0.00
Professional 0 $32.00 $0.00
CADD Operator II 0 $31.35 $0.00
CADD Operator I 0 $22.65 $0.00
Senior Technician 0 $33.20 $0.00
Technician 0 $25.25 $0.00
Project Support 96 $28.45 $2,731.20
320
Payroll Burden and Overhead Costs 150.00%
III. Direct Project Expenses
Category Units Rate/Unit Amount
Mileage 1120 0.560 627.20
Per Diem 0 30.00 0.00
Lodging 0 55.00 0.00
Copier 5000 0.06 300.00
Plan Copier 0 0.50 0.00
GPS 0 25.00 0.00
Nuclear Density Guage 40.00 0.00
Miscellaneous, Other 800.00
IV. AECOM Estimated Actual Costs
V. Subcontract Expense
VI. Estimated Actual Costs
VII. Fixed Fee
VIII. Maximum Amount Payable
Rounded
$16,670.00
$25,005.00
$1,727.20
$43,402.20
$43,400.00
$0.00
$43,400.00
$6,300.00
$49,700.00