2019-07-22-minutes-public-works-study-session

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DISCUSSION: The RFQ operational and planning (O & P) support review committee met on July 16, 2019 discussing committee member scoring sheets and recommendations for selection. During the discussion, it became clear that the pending grant contract with DOC alters the previous path forward as discussed with the BOCC. One significant element of the O & P RFQ is to develop an economic development plan for ELN. DOC is now offering to fund development of the plan. Another element of the O & P RFQ is to develop rules and regulations for ELN. This scope item is expected to integrate into development of the economic development plan. Recent events at the Airport Advisory Committee indicate a greater willingness for the committee to take work products. A maintenance subcommittee was recently formed to assess maintenance needs and inform the Airport Manager on 2020 budget line items. The committee has also toyed with the idea of updating Title 19 which is also a scope of work item identified in the O & P RFQ. Along with the unanticipated DOC grant, PW has concluded an RFQ process seeking engineering and planning support services for a multi-year contract at ELN. The selected consultant will provide task order services to PW airport staff and work implementing ELN's capital facility plan. Staff now believes it will be more efficient having the DOC work and work envisioned in the O & P REQ be managed by a single consultant. This will minimizes potential duplication of work by different consultants and create cost savings during economic development plan efforts. It will also allow the Airport Committee technical support in revising Title 19 creating additional cost savings to the County. This approach will not delay any deliverables anticipated by the O & P RFQ, as staff is finalizing review of the Task Order contract responders. The selected consultant will provide services for the next two years with a potential third year of service if requested by PW. It is regrettable that staff put the three O & P RFQ responders through the RFQ process without awarding services. The DOC grant was completely unanticipated by staff at the time of solicitation for the O & P RFQ. It does not make sense to staff to potentially issue multiple contracts to multiple services providers and expect that no overlap in deliverables will occur resulting in increased cost and potential conflicts in recommendations. This approach allows full integration of numerous products including the grant funded economic development plan funded by DOC. FISCAL IMPACTS: Cost savings are anticipated by awarding an integrated scope of work to a single consultant. Using the DOC grant to complete the economic development plan is expected to save the Airport Fund approximately $140,000 ($80,000 in plan creation and $60,000 in appraisal costs). ATTACHMENTS: Exhibit 1: RFQ for operational and planning support services Exhibit 2: Electronic notice of award for ELN from DOC Page 2 of 4 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT