ORDER NO. 31718 2010 -11 AIRPORT MANAGEMENT CONTRACT Came to be heard this the 10th day of May, 2010, with a motion made by Commissioner Williams, seconded by Commissioner Letz, the Court unanimously approved by a vote of 4 -0 -0 to: Approve submission of a bid on behalf of Kerr County for Airport Management Services for the fiscal year 2010 -11, as described today, for the revision of the bottom line number that will be somewhere in the vicinity of $158,000 after we re -total it, including the minor changes made today. 5 COMMISSIONERS' COURT AGENDA REQUEST 3i / ' PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT.;' MADE BY: Commissioner Williams OFFICE: Precinct Two MEETING DATE: May 10, 2010 TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action relating to 2010 -11 Airport Management Contract. EXECUTIVE SESSION REQUESTED: NAME OF PERSON(S) ADDRESSING COURT: Commissioners Williams & Letz. ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER - NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted '' in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: @ All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Kerr County Letterhead May 10, 2010 Kerrville -Kerr County Joint Airport Board c/o Mr. Steven King, President Airport Terminal Building, Suite xxx Kerrville, Texas 78028 Dear Mr. King and Joint Airport Board Members: Attached hereto is Kerr County's proposal for Airport Management Services for the fiscal year 2010 -11. Please note that this proposal envisions delivery of certain daily and monthly services required for Airport Facilities Maintenance differently than services are currently being delivered. The County proposal allows for the permanent assignment of full -time and part -time personnel to be under the direct supervision of the Airport Manager. The County proposal also provides for the purchase of equipment necessary to perform these services to be permanently located at the Airport, and upon amortization to become the property of the Airport Board. All services required by the Airport Board for the operation and maintenance of the Airport will be delivered in a competent and professional manner for a total cost of $156,001. Kerr County requests your thoughtful and favorable consideration of this proposal. Pat Tinley Kerr County Judge Attachment: Detailed Proposal for Airport Management Services Kerr County Proposal for Airport Management Services Item Description Amount 1. Airport Facilities Maintenance: One (1) FTE & One (1) PTE assigned to Airport Management; Runway, taxiway, roadway materials and fuel included. Other parts and materials to be provided by Board. $110,963 2. Routine Building(s) Maintenance; Custodial Services for Management Suite 2 times weekly 5,000 3. Legal Services: Outside Counsel 1,500 4. Financial Services: Includes purchasing; HR & Payroll 7,938* 5. Vehicle Mtce/Insurance: Airport Mgr. & Maintenance 10,500 6. Engineering & Project Management Services 5,000 7. IT & Geo -tech services 1,500 8. Grant Management Services n/c 9. Insurance: Included in County Coverages n/c 10. Joint Airport Board Support 3,600 11. Capital Equipment: 5 -year Amortization 5,000 12. Maintenance Truck, lease - purchase 5,000 Total $156,001 * Includes $5,000 for Independent Audit Services All services delineated on attachment. Airport Management Services Weekly Maintenance Schedule: 1. Airfield lighting checks and completion of replacements and /or minor repairs as needed; 2. Pilot - controlled lighting inspections and completion of minor repairs as needed; 3. Runway and taxiway inspections and emergency repairs as needed; 4. Daily runway condition and Foreign Object Debris (FOD) inspections; 5. Airport Board to supply all parts and materials. Monthly Maintenance Schedule: 1. Provide calibration equipment and certified personnel for maintenance on approach lighting (PAPI's and VASI's); 2. Complete inspection and maintenance of airfield safety area(s), including grading in and around runways, taxiways and drainage areas; 3. Inspect runways, taxiways, aprons, ramps and access roads, and repairs as required i.e.,crack sealing, concrete patching/replacement; includes access road to FAA remote Communications Facility; 4. Mowing /weed eating around lighting, signage and terminal building; 5. Herbicide /pesticide applications around fencing and airfield lighting. Appropriate personnel certifications required; 6. Routine mowing to be provided by separate contract. 7. Airport Board to supply all parts and materials. Routine Services as needed include: 1. Provide continuous coverage for setup and operation of runway closure lighting signs and taxiway closures, performing daily inspections (at least twice daily) during operation of runway closure signage and emergency airfield maintenance activities; 2. Ensure services are coordinated with FAA, utilizing required communications procedures and coordination and /or reporting activities with Flight Services. Notice to Airmen (NOTAM's) will be generated and closed as required; 3. Monitor aircraft frequencies and communicate as needed during all activities in flight areas; 4. Provide vehicles and equipment used for airfield activities equipped with requisite lighting and radios for communication with aircraft and Fixed Base Operator (FBO). 5. Provide minor facility repair(s) to facilities owned and operated by Owners, i.e.,T- Hangars, terminal, gates, etc.; 6. Provide escort, required notices and communications for outside contractors performing services to the airport, including oversight of contractors performing repairs to leased facilities. Additional Services as required: 1. Provide signage for airport as required; 2. Replace boards on Localizer Antenna fence as needed; 3. Set barricades and provide water truck/water as needed; 4. Paint segmented circle and AWOS antenna; 5. Build and install "End of Taxiway" markers as may be required 6. Placing and removing signs for new construction as may be required; 7. Replacing "delineators" on Airport Loop, replacing windsocks, and spot mowing as may be required. Legal Services 1. Provide a stipend to allow the Airport Board to retain outside counsel necessary to review Lease Agreements, Bid Documents, Contracts, other instruments as to form and content, and to advise and represent the Airport Board in all legal matters as necessary. Financial Services 1. Provide all necessary financial and accounting services required by the Board in the conduct of Airport Business. Engineering and Project Management Services 1. Provide required engineering and project management services as may be required by the Board aside from those specifically provided by others as part of a funded project. Purchasing 1. Provide services as may be required conforming to Competitive Bidding Statutes of the State of Texas; 2. Assist in the development of Requests for Proposals (RFP's) and Requests for Qualifications (RFQ's). Advertising, publication and related expenses to be borne by Airport Board; 3. Provide assistance for routine purchases as may be required. IT and Geo -Tech Services 1. Provide services as may be required for development, implementation of IT infrastructure including development and maintenance of data (parcel, aerial, utilities, etc.) required to support ongoing and future Airport projects and for use in FAA and TxDOT Aviation compliance measures. Grant Management Services 1. Provide Grant Management services not otherwise stipulated as may be required by Board. Property, Casualty and Premises Liability Insurance 1. To be provided under Kerr County's basic coverages. Airport Board Support Services 1. Provide assistance in preparation and posting of Board Meeting Agendas, if required, and recording of meeting(s) minutes. Building Maintenance and Custodial Services 1. Routine Building Maintenance as required and Management Suite custodial services twice weekly. TO BE CONSIDERED BY THE CITY COUNCIL CITY OF KERRVILLE, TEXAS SUBJECT: Consider proposal to provide management services for the Kerrville -Kerr County Airport for FY11. FOR AGENDA OF: April 13, 2010 DATE SUBMITTED: March 31, 2010 a( SUBMITTED BY: Kimberly Meisme CLEARANCES: Todd Parton Director of General Operations City Manager EXHIBITS: Letter dated 3/24/10 from Bruce McKenzie Proposal prepared by staff AGENDA MAILED TO: APPROVED FOR SUBMITTAL BY CITY MANAGER: ` r Expenditure Current Balance Amount Account Required: in Account: Budgeted: Number: $ $ $ PAYMENT TO BE MADE TO: REVIEWED BY THE FINANCE DEPARTMENT: SUMMARY STATEMENT The City received a request from Bruce McKenzie, Airport Manager, on behalf of the Kerrville -Kerr County Joint Airport Board, to submit a proposal for airport management services for FY11. The deadline for submitting the proposal to the Joint Airport Board is April 23, 2010. A proposal has been prepared by staff and is attached to this agenda bill for review and discussion by Council. Staff has determined that all current services can be performed by the City for a lump sum total of $242,880. This is a decrease of $8,120 from the current lump sum contract amount of $251,000. This amount may be further decreased by $1,800 by eliminating the administrative support to the Joint Airport Board. The administrative support includes preparing and posting agendas and recording of minutes at Board meetings. RECOMMENDED ACTION Authorize Staff to submit the attached proposal to the Kerrville -Kerr County Joint Airport Board for management services for the Kerrville -Kerr County Airport for FY11 in the lump sum amount of $242,880 with an offer to decrease that amount by $1,800 by eliminating administrative support to the Joint Airport Board. City of Kerrville Proposal for Airport Management Services Kerrville -Kerr County Airport Item Description Amount 1 Airport Facilities Maintenance $160,000 2 Legal Services $3,500 3 Financial Services & Fleet Maintenance $7,500 4 Engineering & Project Management Services $30,000 5 Purchasing $250 6 Information Technology & Geographical Information System $4,000 7 Grant Management Services $150 8 Property, Casualty, and Premises Liability Insurance $3,000 9 Joint Airport Board Support & Management Contract Oversight $9,250 10 Building Maintenance & Custodial Services $3,150 11 Third Party Payroll Administration (County Administered) $0 Sub -Total $220,800 10% Contingency $22,080 Total $242,880 • *ARV 11 FA COU Kerrville Kerr County March 24, 2010 Joint Airport Board Kimberly Meismer Director of General Operations Stephen King City Of Kerrville President 800 Junction Highway Kerrville, Texas 78028 Fred Vogt Dear Ms. Meismer, Vice President Pursuant to the special Airport Board meeting held March 24, 2010, this a formal request for the City of Kerrville to submit a proposal, within 30 days from the date of this letter, to perform the "Airport Management Contract" for FY 2011. The Mark Cowden proposal is to include pricing for all services detailed on the attached document, truant Member "Management Contract — Services Provided." Thank you, Torn Moser 13eard Member / , , t Bruce McKenzie Corey Walters Airport Manager Board Member Enclosure 187 Airport Loop Kerrville, Texas 78028 Ph (830)896.9399 Fax (830)896 -9440 www.kerrvilleairport.com Management Contract - Services Provided Airport Facilities Maintenance — The following categories and types of maintenance shall be provided by the City of Kerrville pursuant to this agreement: I. Weekly maintenance shall include: (1) airfield lighting checks and completion of replacement(s) and /or repairs as needed; (2) pilot controlled lighting inspections and completion of minor repairs; (3) runway and taxiway inspections and emergency repair; and (4) daily runway condition inspections to include for Foreign Object/Debris (FOD) inspections. The Board shall supply all materials and parts. 2. Monthly maintenance shall include: (1) providing calibration equipment for and certified personnel to complete maintenance on approach lighting (PAPI's & VASI's); (2) completing inspection and maintenance of the airfield safety area including grading in and around runways, taxiways and drainage areas; (3) inspecting runways, taxiways, aprons, ramps, and access roads with subsequent repairs completed as required which may include crack sealing, concrete patching/replacement, etc., including access roads to the FAA Remote Communication Facility, boundary access roads and the required access road to the Edmonds' property; and (4) Mowing/weed eating around lighting, signage, and terminal building as well as providing certified personnel for and completing herbicide/pesticide applications around fencing and airfield lighting, in addition to routine mowing provided by separate contract. The Board shall supply all materials and parts. 3. Routine services provided on an as- needed basis shall include: (1) providing continuous coverage for setup and operation of runway closure lighting signs as • well as taxiway closures and performing daily inspections (conducted at least twice per day) during operation of runway closure signage and emergency airfield maintenance activities; (2) ensuring that such services are coordinated with the FAA through their required communication procedures and coordination and/or reporting activities with Flight Services. Notice to Airmen (NOTAM's) will be generated and closed as required; (3) monitoring aircraft frequencies and communicating as needed during all activities in the flight areas; (4) providing vehicles and equipment used for airfield activities equipped with required lighting and radios for communications with aircraft and the Fixed Base Operator; (5) providing minor facility repair to those facilities owned and operated by the Owners (i.e., T- hangars, terminal, gates, etc.); and (6) providing escort, required notices, and communications for outside contractors performing services that the Airport to include oversight of contractors performing repairs to leased facilities. 4. Additional services provided on an as- needed basis shall include: (1) providing signs for Airport; (2) replacing boards on fence at Localicer antenna; (3) setting up barricades and providing water truck to fill with water; (4) painting segmented circle and AWOS antenna; (5) building and installing new "End of Taxiway" I of 3 marker for the new Mooney Taxiway; (6) removing signs for new construction; (7) replacing delineators on Airport Loop; (8) replacing windsocks; (9) providing spot mowing; and (10) repairing facsimile machine. Legal Services — the City's legal staff will attempt to provide routine services, which will include reviewing, preparing, and signing documents, contracts, and other instruments as to form, and conducting legal research. In the provision of these services, the legal staff shall provide such services only if the provision of services to the Board does not in any way impair the legal staffs' ability to provide legal services to the City. Financial Services — Providing all necessary financial services to include bookkeeping, accounts payable and receivable, collections, budget development, debt management, financial reporting and auditing, unless specifically agreed upon otherwise by written contract or other agreement between the parties. Engineering and Project Management Services — Providing all necessary engineering services to include professional engineers and engineering technicians required for the maintenance, marketing, and development of the Airport property and its infrastructure. This does not include design services related to and otherwise funded for grant projects. Purchasing — Providing services related to conforming with the competitive bidding statues including notice, development of Requests for Proposals (RFP's), excluding any services the City may seek to be included in, and Requests for Qualifications (RFQ's), advertising, publication, bidding and tabulation and bidder qualification for all purchases and contracts all of which shall be conducted in accordance with state law, as applicable to home -rule municipalities. Information Technology and Geographic Information System — Providing services • related to development, implementation and maintenance of information technology infrastructure to include development and maintenance of data (parcel, aerial, utilities, etc.) required to support ongoing and future Airport projects as well for use in FAA and TxDOT Aviation compliance measures. Grant Management Services — Providing all grant management services not otherwise covered by the foregoing provisions. Property, Casualty, and Premises Liability Insurance — Providing and maintaining property, casualty, and premises liability insurance coverage for Airport property. Joint Airport Board Support — Providing Board support in the form of posting agendas and the recording of minutes. Building Maintenance and Custodial Services — Providing routine building maintenance such as changing light bulbs as well as provide for routine custodial services for the Airport Manger's and administrative support office. 2 of 3 Third Party Payroll Administration - This option provides for the Airport Manger and any administrative support to be paid through a third party administrator. This option would not allow the Airport Manger to use a city vehicle. The Airport Manager is subject to the City's Purchasing and Financial policies. 3 of 3 THE COUNTY COURT OF KERR COUNTY, TEXAS COUNTY JUDGE 700 Main, Kerrville, Texas 78028 CLERK PAT TINLEY Tel: (830) 792 - 2211 JANNETT PIEPER Fax: (830) 792 -2218 E -mail: commissioners @co.kerr.tx.us COURT COORDINATOR COMMISSIONERS COURT JODY GRINSTEAD H. A. `BUSTER" BALDWIN, PCT. 1 WILLIAM H. WILLIAMS, PCT. 2 JONATHAN LETZ, PCT.3 BRUCE OEHLER, PCT. 4 May 10, 2010 Kerrville -Kerr County Joint Airport Board c/o Mr. Steven King, President 1877 Airport Loop Airport Terminal Building Kerrville, Texas 78028 Dear Mr. King and Joint Airport Board Members: Attached hereto is Kerr County's proposal for provision of Airport Management Services for the fiscal year 2010 -11. Please note that this proposal envisions delivery of certain daily and monthly services required for Airport Facilities Maintenance differently than services are currently being delivered. The County proposal allows for the permanent assignment of full -time personnel to be under the direct supervision of the Airport Manager. The County proposal also provides for the purchase of equipment necessary to perform these services to be permanently located at the Airport, and upon amortization to become the property of the Airport Board. All services required by the Airport Board for the operation and maintenance of the Airport will be delivered in a competent and professional manner for a total cost of $158,524. Kerr County requests your thoughtful and favorable consideration of this proposal. Yours very truly, Pat Tin Kerr County Judge Attachment: Detailed Proposal for Airport Management Services Kerr County Proposal for Airport Management Services Item Description Amount 1. Airport Facilities Maintenance: One (1) FTE assigned to Airport Management and a 2 FTE assigned for airport duties as required; Runway, taxiway, roadway materials and fuel included. Other parts and materials to be provided by Board. $110,963 2. Routine Building(s) Maintenance; Custodial Services for Management Suite 2 times weekly 4,000 3. Legal Services: Outside Counsel 2,500 4. Financial Services: Includes purchasing; HR & Payroll 7,938* 5. Vehicles Mtce/Insurance: Airport Mgr.& Maintenance 10,500 6. Engineering & Project Management Services 5,000 7. IT & Geo -tech services 1,500 8. Grant Management Services n/c 9. Insurance: Included in County Coverages n/c 10. Joint Airport Board Support 3,600 11. Capital Equipment: 5 -year Amortization 5,000 12. Maintenance Truck; 3 year lease - purchase 7,523 Total $158,524 * Includes $5,000 for Independent Audit Services All services delineated on attachment. Airport Management Services Weekly Maintenance Schedule: 1. Airfield lighting checks and completion of replacements and/or minor repairs as needed; 2. Pilot - controlled lighting inspections and completion of minor repairs as needed; 3. Runway and taxiway inspections and emergency repairs as needed; 4. Daily runway condition and Foreign Object Debris (FOD) inspections; 5. Airport Board to supply all parts and materials. Monthly Maintenance Schedule: 1. Provide calibration equipment and certified personnel for maintenance on approach lighting (PAPI's and VASI's); 2. Complete inspection and maintenance of airfield safety area(s), including grading in and around runways, taxiways and drainage areas; 3. Inspect runways, taxiways, aprons, ramps and access roads, and repairs as required i.e.,crack sealing, concrete patching/replacement; includes access road to FAA remote Communications Facility; 4. Mowing /weed eating around lighting, signage and terminal building; 5. Herbicide /pesticide applications around fencing and airfield lighting. Appropriate personnel certifications required; 6. Routine mowing to be provided by separate contract. 7. Airport Board to supply all parts and materials. Routine Services as needed include: 1. Provide continuous coverage for setup and operation of runway closure lighting signs and taxiway closures, performing daily inspections (at least twice daily) during operation of runway closure signage and emergency airfield maintenance activities; 2. Ensure services are coordinated with FAA, utilizing required communications procedures and coordination and/or reporting activities with Flight Services. Notice to Airmen (NOTAM's) will be generated and closed as required; 3. Monitor aircraft frequencies and communicate as needed during all activities in flight areas; 4. Provide vehicles and equipment used for airfield activities equipped with requisite lighting and radios for communication with aircraft and Fixed Base Operator (FBO). 5. Provide minor facility repair(s) to facilities owned and operated by Owners, i.e.,T- Hangars, terminal, gates, etc.; 6. Provide escort, required notices and communications for outside contractors performing services to the airport, including oversight of contractors performing repairs to leased facilities. Additional Services as required: 1. Provide signage for airport as required; 2. Replace boards on Localizer Antenna fence as needed; 3. Set barricades and provide water truck/water as needed; 4. Paint segmented circle and AWOS antenna; 5. Build and install "End of Taxiway" markers as may be required 6. Placing and removing signs for new construction as may be required; 7. Replacing "delineators" on Airport Loop, replacing windsocks, and spot mowing as may be required. • Legal Services 1. Provide a stipend to allow the Airport Board to retain outside counsel necessary to review Lease • Agreements, Bid Documents, Contracts, other instruments as to form and content, and to advise and represent the Airport Board in all legal matters as necessary. Financial Services 1. Provide all necessary financial and accounting services required by the Board in the conduct of Airport Business. Additional funding for Independent Audit services. Engineering and Project Management Services 1. Provide required engineering and project management services as may be required by the Board aside from those specifically provided by others as part of a funded project. Purchasing 1. Provide services as may be required conforming to Competitive Bidding Statutes of the State of Texas; 2. Assist in the development of Requests for Proposals (RFP's) and Requests for Qualifications ( RFQ's). Advertising, publication and related expenses to be borne by Airport Board; 3. Provide assistance for routine purchases as may be required. IT and Geo -Tech Services 1. Provide services as may be required for development, implementation of IT infrastructure including development and maintenance of data (parcel, aerial, utilities, etc.) required to support ongoing and future Airport projects and for use in FAA and TxDOT Aviation compliance measures. Grant Management Services 1. Provide Grant Management services not otherwise stipulated as may be required by Board. Property, Casualty and Premises Liability Insurance 1. To be provided under Kerr County's basic coverages. Airport Board Support Services 1. Provide assistance in preparation and posting of Board Meeting Agendas, if required, and recording of meeting(s) minutes. Building Maintenance and Custodial Services 1. Routine Building Maintenance as required and Management Suite custodial services twice weekly.