Title
Resolution to Approve the December 16, 2008 Professional Services Agreement between the City and Smith Group JJR, LLC for Work Related to the Environmental Assessment for the Safety Extension of Runway 6/24 at the Ann Arbor Municipal Airport ($112,489.53)
Memorandum
Attached for your review and approval is a resolution to approve the December 16, 2008 Professional Services Agreement between the City and Smith Group JJR, LLC (JJR), in the amount of $112,489.53, for work related to the environmental assessment (EA) for the safety extension of runway 6/24.
Michigan Department of Transportation - Bureau of Aeronautiocs (MDOT- Aero) recognizes five qualified firms for these types of services and selects firms based on work distribution, region and specific needs identified in the scope of services. As a result, the City solicited a proposal from JJR for the specific EA project tasks specified by MDOT-Aero.
This overall project consists of completing an EA of the potential impacts related to an 800' runway safety extension and a shift of the runway 150' to the southwest. These modifications were depicted on the Airport Layout Plan approved by Council in September 2008. The full scope of the EA will be completed by two consulting firms, JJR and URS Corporation Great Lakes. JJR, through their Ann Arbor office, will be the lead consulting firm on the EA tasks including the public involvement and coordination. URS Corporation, the Airport's design engineer, will be preparing preliminary engineering on the runway safety extension and completing other technical tasks in support of the EA and JJR.
The EA will take approximately 12 months to complete. The scope of the EA is defined by state and federal regulations and, upon completion, must be approved by MDOT-Aero and the Federal Aviation Administration. While significant opportunities for public involvement are built into the EA process, a public hearing on the preliminary findings of the EA is required by law. These public comments are made part of the final EA document. Representatives from MDOT-Aero and JJR will make a short presentation at the January 20th Council meeting outlining the entire EA project.
The proposed Agreement with JJR covers environmental investigation work, alternative feasibility assessment, environmental assessment, public involvement and coordination. JJR's work tasks are separated into two work phases. Phase 1 work will include the environmental investigation work, alternative feasibility assessment, public involvement and coordination at a fee of $59,790.59. Phase 2 work will include the environmental assessment work at a fee of $52,698.94. This separation is necessary because of the timing of the grant funding from MDOT-Aero. Funding for phase 1 work is covered by the two MDOT-Aero Airport Improvement Program Grants which are also on this agenda for Council's consideration. Funding for phase 2 work will be covered by an MDOT-Aero Airport Improvement Program Grant scheduled for approval in late March 2009. Council is asked to approve the entire JJR contract (phases 1 & 2) at this time with the phase 2 work approval contingent on the approval of the MDOT-Aero Airport Improvement Program Grant anticipated in early spring. The necessary language for this has been added to the proposed Agreement.
The Airport Advisory Committee has reviewed and recommended that Council approve the environmental assessment project.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facility Manager
Reviewed by: Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The City has approved an Airport Layout Plan which depicts safety related modifications to runway 6/24 at the Ann Arbor Municipal Airport and desires to have an environmental assessment completed to determine the impacts of these proposed modifications;
Whereas, Smith Group JJR, LLC has prepared a Professional Services Agreement dated December 16, 2008 for work related to the completion of the environmental assessment for the safety extension of runway 6/24, in compliance with state and federal guidelines for this work, for a fee of $112,489.53;
Whereas, The Smith Group JJR, LLC Agreement scope of services is separated into Phase 1 and Phase 2 work to meet the timing of appropriate grant funding for the project;
Whereas, The City has already received grant funding from the FAA and MDOT that will fund the work proposed under Phase 1 ($59,790.59) of this Agreement and anticipates additional grant funding from the FAA and MDOT for Phase 2 work ($52,698.94) in March 2009;
Whereas, Smith Group JJR, LLC has received Human Rights and Living Wage approval on December 2, 2008;
RESOLVED, The City Council approve the Professional Services Agreement with Smith Group JJR, LLC in the amount of $112,489.53 for work related to the completion of the environmental assessment for the safety extension of runway 6/24 at the Ann Arbor Airport;
RESOLVED, The City Council authorize Phase 1 work under the Professional Services Agreement in the amount of $59,790.59 and direct the City Administrator to authorize Phase 2 work in the amount of $52,698.94 upon receipt of the appropriate grant approval from MDOT;
RESOLVED, That the Mayor and City Clerk be authorized and directed to sign the Professional Services Agreement upon approval as to form by the City Attorney, and upon approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be directed to take the necessary administrative actions to implement this resolution.