Memorandum

City of Lawrence

Department of Public Works

 

TO:

David L. Corliss, Cynthia Wagner, Diane Stoddard, Jonathan Douglass

FROM:

Charles F. Soules, P.E.

CC:

Mark Thiel, Steve Bennett, Roger Zalneraitis, Theresa Gordzica, Richard Haig, Tom Kern, Gary Fish, Bob Newton, Stan Sneegas, Tom Rainbolt

Date:

March 24, 2010

RE:

Update Master Plan and Airport Layout Plan

Negotiate Contract with Coffman Associates

March 30, 2010 Agenda Item

 

Please include the following item on the City Commission consent agenda for consideration at the March 30, 2010 meeting:

 

Background.  The Airport Master Plan was last completed in 1990 and an updated ALP (Airport Layout Plan) was completed in 2000.  Many projects have been completed since that time (attached list/FAA letter).  With the recent development focus for aviation related business, extension of utilities, and platting, a current plan is necessary. 

 

Project Details.  In addition to the Airport Master Plan and updated Airport Layout Plan the project would identify all facilities using GPS (Global Positioning Survey).  A revised look at the City’s Airport Improvement Plan (AIP) would also be included. 

 

A current Master plan is used to support grant applications for improvements to the airport.  The master plan is eligible for 95% funding from the FAA (Federal Aviation Administration) and 5% from the City.

 

The Master Plan includes:

*      Identifying and gathering appropriate socio-economic data (a minimum of 10-years data) likely to affect non-commercial air transportation demand nationally with an emphasis on effects in the region.

*      Forecasting aviation activity at the Airport for the short-term (5 years), medium-term (6 to 10 years) and long-term (11 to 20 years).

*      Documenting existing facilities (landside and airside), socioeconomic, political, safety, and environmental and relevant community data as may be needed.

*      Determining the projected need for and types of air transportation and identifying the facilities necessary to accommodate the existing and projected demand.

*      Determining the airside and landside facilities necessary to meet the projected demand during the planning period (20 years).

*      Identifying and evaluating opportunities for enhanced intermodal transportation opportunities at and about the Airport.

*      Recommending infrastructure improvements to facilities (water, sewer, roads, transportation, power, etc,) needed to support the Airport during the planning period.

*      Identifying and evaluating evolving security and energy management technologies with emphasis on applicability to the Airport.

*      Evaluating and recommending revenue-producing facilities and activities (both aeronautical and non-aeronautical) to enhance the Airport’s ability to meet expenses and capital costs.

*      Developing land use plans, guides and development guidelines for aeronautical and non-aeronautical use land that is complementary to surrounding land uses and developments while providing an appropriate level of financial support to the Airport.

*      Identifying potential environmental impacts of proposed development alternatives in accordance with FAA Order 5050.4A.

*      Identifying existing and potential environmental impacts from operations at the Airport and recommend alternative solutions.

*      Establishing, scheduling and prioritizing airport development projects into a capital improvements program, staging the development throughout the planning period, with estimated costs and potential for federal, state, private and local participation in funding these projects.

*      Developing active and productive public involvement throughout the planning process, including at least one public information meeting during the planning process.

*      Evaluating current rates, fees and charges at the Airport in light of proposed operations and developments.

*      Updating an Airport Layout Plan in accordance with FAA Advisory 150/5300-13, as revised, and a set of airport plans (Terminal Area, Part 77 Airspace, Approach Zones, Runway Protection Zones, Land Use, Property Map).

*      Providing all necessary technical support, including without limitation all planning and conceptual design services, required to accomplish the tasks and the Services.

*      Organizing and coordinating meetings with the Airport staff and others as necessary and appropriate.

*      Analysis of aviation operations and opportunities, including, without limitation unscheduled passenger services, air cargo services and general aviation.

*      Development of a strategic plan, including identification of needs and requirements, opportunities, obstacles, financial feasibility and financing plan.

*      Development of a community impact analysis and plan for developing community support and cooperation of other public entities.

 

Project Status.  A Request for Qualifications (RFQ) was due February 23, 2010.  The RFQ process was required because this project is 95% funded by the FAA.  Three qualification statements were received: Coffman Associates Airport Consultants; Burns & McDonnell/BG Consultants; Airport Development Group (ADG)/Landplan Engineering, P.A.  All three firms were interviewed on March 22, 2010.

 

The interview committee included:

City Staff:  Diane Stoddard, Charles Soules, Steve Bennett, Mark Thiel and Roger Zalneraitis.  Airport Advisory Board: Theresa Gordzica, Richard Haig, Tom Kern, Gary Fish, Bob Newton, Stan Sneegas and Lloyd Hetrick, FBO. 

The consultants were evaluated on:

1.  Commitment of staff

8.  Firm’s knowledge of project procedures

2.  Ability to perform within timeframe

9. Ability to work with public

3.  Past performance

10.  Thoroughness of presentation

4.  Previous experience with similar work

11.  Communication issues

5. Work commitment that could limit      performance

12. Firm’s consideration of project problems/issues

6.  Accessibility of firm’s office

13.  Professionalism, comfort level with firm

7.  Firm’s familiarity with project area

14.  Overhead costs

 

The Committee unanimously recommends Coffman Associates. Coffman Associates presented a high level of GIS capabilities, are familiar with the new FAA requirements for eALP (electronic Airport Layout Plan), and presented a good public participation aspect.  Coffman Associates only completes airport master plans, have successfully completed over 500 plans, and have an office in Kansas City. 

 

References were verified with New Century/Johnson County Executive Airports and Jabarra/Mid-Continent Airports - both managers said Coffman is responsive and provide follow up services (they accept calls several years after the master plan is complete to look at issues, provide guidance and review ideas / alternatives).   Both managers have a high level of confidence in Coffman’s abilities.  Plans that were developed are reasonable and implementable, estimates are reasonable/realistic (as much as estimates can be), they are very accommodating and easy to work with, and their public process was very good.  Both managers felt the fees were reasonable.

 

Project Status. Pending City Commission approval to proceed, staff will negotiate a contract for services.  An independent review of the fees will be completed (FAA requirement).  FAA will also review the scope and fees.  A contract will be brought back to the City Commission for approval.  The grant for the Master Plan must be submitted by May.  The Master Plan will take 9-12 months to complete.

 

Action Request. 

1.     Authorize staff to negotiate a contract with Coffman Associates for an updated Airport Master Plan and Airport Layout Plan for the Lawrence Municipal Airport.

2.     Authorize City Manager to sign a purchase order for up to $5,000 with Bucher, Willis & Ratliff Corporation for an independent cost fee analysis.

 

Respectfully submitted,

Charles F. Soules, P.E.

Director of Public Works

 

CFS/je

 

Attachments:  FAA Letter

                   Airport Updates

                   Aviation Advisory Board Minutes 3.22.10