CITY OF ELKO, NEVADA REQUEST FOR STATEMENTS OF QUALIFICATIONS AND EXPERIENCE FOR PLANNING SERVICES FOR THE ELKO REGIONAL AIRPORT
The City of Elko, Nevada (referred to herein as "Sponsor"), as the owner of the Elko Regional Airport, is requesting statements of qualifications and experience from consulting firms ("Proposers") qualified and experienced in the field of airport planning services.
Statements shall be submitted in a sealed envelope marked: “STATEMENT OF QUALIFICATIONS FOR AIRPORT PLANNING SERVICES” with the name of the proposer in the upper left hand corner, and shall be submitted to the City Clerk no later than 5:00 p.m. (Local Time) on Friday, October 17, 2014.
For a complete SOQ package please contact Shanell Owen, City Clerk at (775) 777-7126 or [email protected] or visit www.elkocity.com/bids.
Mark Gibbs Elko Regional Airport Manager
Publish: Elko Daily Free Press – September 23, 2014
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
CITY OF ELKO, NEVADA REQUEST FOR STATEMENTS OF QUALIFICATIONS AND EXPERIENCE FOR PLANNING SERVICES FOR THE ELKO REGIONAL AIRPORT
I. INVITATION
The City of Elko, Nevada (referred to herein as "Sponsor"), as the owner of the Elko Regional Airport, is requesting statements of qualifications and experience from consulting firms ("Proposers") qualified and experienced in the field of airport planning services.
The Sponsor plans to award a five-year contract, subject to review on an annual basis for airport planning projects subject to federal assistance under the Airport and Airway Improvement Act of 1982, as amended, or other sources of funding (State of Nevada/Local Funding/U.S. Department of Transportation Grants).
The contract will be for the airport planning consulting services as defined herein. The Sponsor reserves the right to inquire into the prospective proposal’s ability to provide professional services, as defined below, and to amend the Schedule of Projects and contract Scope of Work at the sole discretion of the Sponsor, on behalf of the Elko Regional Airport, to include any or all of the below listed services.
Contemplated projects under this contract may include, but are not limited to any of the following projects (not in order of priority):
1. Develop forecasting of aviation demands over a 20-year period. Include aircraft operations, aircraft mix, based aircraft, passengers, cargo and ground access. 2. Perform an analysis of airfield, terminal area and surface access to determine airport capacity values and identify potential causes of delay or other reductions in service levels. 3. Prepare airport contingency terminal/landside planning alternatives and recommendations to Elko City Council in the advent of this community loosing scheduled commercial air carrier service. 4. Identify current and future airport needs including facilities, equipment, pavement management, environmental, safety and security issues, etc. Provide recommendations to address such needs. 5. Acquire a comprehensive AGIS Compliant Data set – gathering an initial, comprehensive survey data set in accordance with AGIS requirements to enable the development of future performance based navigational procedures for Runway 5/23. Develop a set of drawings that provides a graphic representation of the long‐term development plan for an airport and deliver those plans in an Airport GIS format consistent with the federal requirements for this AGIS, including AC 150/5300‐16, 17 and 18. 6. Determine the environmental requirements needed to develop the airport capital improvement program in full compliance with the National Environmental Policy Act. Review current environmental concerns and provide recommended actions to mitigate the airport’s impact on the natural environment.
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
7. Evaluate general land use of neighboring areas to identify potential incompatible uses that may arise as development occurs on and around the airport. 8. Identify possible economic development on and around the airport to further financial self- sufficiency. 9. Develop an estimate of annual O&M budgetary needs for the airport for five, ten, and twenty year forecasts. 10. Develop a capital improvement program (including equipment) for the five, ten, twenty, and thirty year forecasts. 11. Develop a financial plan identifying possible funding sources to meet capital improvement program and operation and maintenance needs. Evaluate airport rates and charges. Provide recommendations of new revenues to meet expenditures for the five, ten, and twenty year forecasts. 12. Review airport practices, policies and ordinances. Make recommendations to improve airport operations, maintenance and services as well as protection of the airport. 13. Review and update the traditional Airport Layout Plan (not an AGIS electronic Airport Layout Plan). 14. Provide appropriate reports, coordination and public involvement.
All projects are dependent upon federal Airport Improvement Program (AIP) funding, state funding, and approval from the Sponsor. Therefore, it shall be understood that some of the services related to the above listed projects may be deleted or modified. The Sponsor reserves the right to initiate additional services not included in the initial procurement.
II. BACKGROUND
Elko Regional Airport is a non-hub commercial service airport located in Northeastern Nevada. The Sponsor is seeking to implement improvements to accommodate existing and future aviation demand. The airport has two runways; one commercial service non-precision and the other a general aviation visual runway. The airport serves one airline, medical flights, firefighting air service, general aviation, and corporate aviation. Elko Regional Airport covers 700 acres (280 ha) and has two asphalt runways: 5/23 measuring 7,457 x 150 ft. and 12/30 measuring 3,012 x 60 ft. There are 86 based fixed wing aircraft and 2 rotorcrafts. In CY 2013 there were 19,510 passenger enplanements from Elko Regional Airport. The airport ranked the 301st primary commercial service airport in the United States.
III. SCOPE OF WORK
The Airport is seeking to retain the services of a qualified consultant to prepare an Airport Master Plan and other airport planning services listed in “Section I” in accordance with United States Department of Transportation, Federal Aviation Administration (FAA) Advisory Circular 150/5070‐6B and 150/5300‐13 (including current Changes) and other applicable FAA rules, regulations and guidance (the "Services") to describe the short‐term (five year), intermediate‐term (ten year) and long‐term (twenty year) development to meet future aviation needs.
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
The scope of work may include, but will not necessarily be limited to: A. Public Involvement – Establish a public involvement program and identify and document the key issues of various stakeholders. B. Pre‐planning – The pre‐planning process includes an Initial Needs Determination and Development of Study Design. C. Existing Conditions – Document current airport inventory and compile pertinent data for use in subsequent plan elements. D. Aviation Forecasts – Develop forecasts of aeronautical demand for short‐, medium‐, and long‐term time frames. E. Facility Requirements – Assess the ability of the existing airport, both airside and landside, to support airport tenant needs, now and into the future. F. Alternatives Development and Evaluation – Identify options to meet projected facility requirements and alternative configurations for each major component. Assess the expected performance of each alternative against a wide range of evaluation criteria, including its operational, environmental, and financial impacts. G. Environmental Considerations – Determine the environmental requirements needed to move forward with each project in the recommended in the airport capital improvement plan. H. Financial Feasibility Analysis – Identify how the financially constrained plan for the airport will fund the annual Operating costs as well as the long term Capital Improvement Program as recommended in the master plan. The analysis should demonstrate the financial feasibility of the program using the existing Airport Cash Flow Model. I. Comprehensive AGIS Data set – gathering an initial, comprehensive survey data set in accordance with AGIS requirements to enable the development of future performance based navigational procedures for Runway 5/23. Develop a set of drawings that provides a graphic representation of the long‐term development plan for an airport and deliver those plans in an Airport GIS format consistent with the federal requirements for this AGIS, including AC 150/5300‐16, 17 and 18. J. Facilities Implementation Plan – Provide a summary description of the recommended improvements and associated costs.
In addition to the general requirements stated above, the project will have special emphasis on determining a recommended course of action for improving the airport’s long term financial self- sustainability with an emphasis on balancing non-aeronautical development against protecting the long term requirements of aeronautical users. Within the Request for Qualifications, the master plan consultant will need to discuss the team’s approach to the following specific tasks as they relate to Elko Regional Airport:
A. Design and conduct community outreach activities, anticipating community concerns and ensuring early and sufficient opportunity for public input. B. Explain how an AGIS approach will be integrated into the beginning of the planning
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
effort. C. Identify and document the full range of alternatives for developing the airfield to meet FAA design standards, including alternatives for obstruction removal. D. Prepare preliminary engineering concepts, sufficient to determine cost feasibility of preferred non-aeronautical development, obstruction removal alternatives and long term airspace protection. E. Conduct practicability assessments based on cost and constructability for airport improvements.
IV. SELECTION PROCESS
The selection process will be in strict accordance with Federal Aviation Advisory Circular 150/5100-140, Architectural, Engineering and Planning Consultant Services for Airport Grant Projects, and 49 CFR Part 18. Fees will be negotiated for projects on a task order basis as grants are obtained. Cost or fee information is not to be submitted with this proposal.
The contract issued to the successful consultant is subject to the provisions of Executive Order 11246 (Affirmative Action to Ensure Equal Employment Opportunity) and to the provisions of the Department of Transportation Regulation 49 CRF Part 26 (Disadvantaged Business Participation). DBE firms are encouraged to participate. The panel providing a recommendation to the Elko City Council will consist of the following panel members:
1 Airport Advisory Board Member 1 Elected City Council Member 1 Airport Employee
All proposals will be reviewed by Elko Regional Airport, Elko City Council, and the Airport Advisory Board. Firms may be asked to supplement their initial proposals with additional written material. The airport may short-list firms based upon an evaluation of the written submittals. The airport may then arrange for in-person interviews with each firm.
The City of Elko reserves the right to award this contract to the firm that demonstrates the best ability to fulfill the requirements of the project. The successful firm will be chosen based on the qualifications, selection criteria evaluation and possible interview.
The firm selected will be given the first right to negotiate an agreement acceptable to the City of Elko. A schedule of fees will be negotiated with the selected consultant for the services to be performed under the initial FAA or other grant(s). Subsequent fees will be negotiated on a task order basis as additional grants are obtained. In the event that an Agreement satisfactory to the City of Elko cannot be reached, the City of Elko may enter into negotiations with one or more of the remaining firms. The successful firm shall commence work only after execution of an acceptable Agreement and approval of insurance certificates. The successful firm will perform all services indicated in the proposal in compliance with the negotiated Agreement.
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
V. CONTENTS OF STATEMENT OF QUALIFICATIONS
1. Statements of Qualifications must be no more than eight (8) pages (Front & Back), exclusive of cover letters or letters of transmittal containing introductory language only. The Statement of Qualifications should include a cover letter. 2. The Sponsor invites firms to submit Statements of Qualifications to perform the above- described services. Interested firms should submit eight (8) copies of the proposal no later than 5:00 PM, Friday, October 17, 2014:
City Clerk, City of Elko 1751 College Avenue, Elko, Nevada 89801
3. Any submittal received after the identified date and time will be returned unopened. 4. All packages must be submitted in a sealed envelope and clearly marked on the outside: “STATEMENT of QUALIFICATIONS FOR AIRPORT PLANNING SERVICES”. 5. Proposals must contain the name, address, email address, and daytime telephone number for contact person(s) to who additional selection process requests should be communicated. 6. Following the selection process, the proposal for the selected Proposer shall be made available for public review, except for any items that the Proposer has requested, in writing, to remain confidential under applicable law.
VI. REQUESTS FOR CLARIFICATION
Any requests for clarification of additional information deemed necessary by any respondent to present a proposal shall be submitted in writing, via postal service, email, or fax, to Shanell Owen, City Clerk ([email protected]) referencing this request. Written requests must be received a minimum of five (5) calendar days prior to the submission deadline. Any requests received after this deadline will not be considered. All requests received prior to the deadline will be responded to, by Ms. Owen, in the form of an addendum addressed to all prospective respondents.
Direct contact with City elected officials, members of the Airport Advisory Board, or City staff (with the exception of the City Clerk) during the selection process, except when and in the manner expressly authorized by the Request for Statement of Qualification documents, is strictly prohibited and may render the submittal as non-compliant. Violation of this requirement is grounds for disqualification from the process.
VII. SELECTION CRITERIA
Selection criteria contained in FAA Advisory Circular 150/5100-14D Chapter 2, will be applied in the following order of importance:
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]
A. General Approach to the Project: Provide a narrative or other form to explain your intended approach to the overall project. (20 points) B. Experience: Each firm will be evaluated based on its overall experience providing varied planning services for airport projects, experience with planning specific to mountain airports, and experience with local government projects and regulations. Evaluation of experience will include the following (40 points): 1. Resumes of the proposed members of the program and design team who will be committed to the project. Resumes must include a description of the person’s qualifications and past experience with similar projects. 2. The firm’s experience in the planning and design of airport projects. Provide specific examples of similar projects and owner contact information. C. Familiarity with FAA Procedures and Personnel: Provide an explanation of your experience with FAA regulations, policies, procedures and personnel. Specifically, describe your experience in the Western-Pacific Region and with the Phoenix and/or San Francisco Airports District Office (ADO). (10 points) D. Familiarity with Elko Regional Airport and Northeastern Nevada: Provide a narrative describing familiarity with Northeastern Nevada’s economic conditions, local government structures, general aviation market, airline market and prominent people in this region. (30 points) TOTAL 100 Points
A short list will be developed from submittals received. Consultants on the short list maybe asked to attend an interview prior to final selection.
It is the intent of the Sponsor to enter into a contract with the most qualified firm no later than December 31, 2014. The consulting firm most qualified to perform planning services for the contemplated projects will be selected, and consulting fees for each project will be negotiated in accordance with FAA requirements.
VIII. RESERVATIONS
The Sponsor reserves the right to reject any or all proposals and specifically, to reject any or all responses to proposals that are deemed unqualified, unresponsive, unsatisfactory, and/or inappropriate. The Sponsor further reserves the right to change in incidental respects the eventual contracts in regard to scope, required services, and duties from the descriptions provided herein. The City of Elko and Airport reserves the right to competitively procure services for any portion of a project. Neither this RFQ nor any subsequent agreements shall be construed to guarantee any work for the selected firm.
The administration and staff of the Sponsor do not wish to be lobbied, either individually or collectively, regarding the RFQ. During the procurement process, firms and their subcontractors, sub-consultants or agents are not to contact any persons listed below for such purposes as holding
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected] meetings of introduction, dinners, social events, etc. Any firm contacting members or staff in violation of this provision shall be disqualified from further consideration of this RFQ.
Curtis Calder, City Manager Mark Gibbs, Airport Director Rick Hofheins, Assistant Airport Director Mandy Simons, City of Elko Council Member Norman Rockwell, Chairman Airport Advisory Board
ADDITIONAL INFORMATION
No cost or fee schedules shall be submitted. FAA grant guidelines require cost and fee information to be presented during contract negotiations after the selection of the most qualified consultant with which to negotiate.
The following details provide additional information relevant to the selection process and the Airport: Firms submitting Statements may be selected for an interview within thirty (30) days after the deadline. The date, time and location will be coordinated with the firm. The Sponsor will negotiate a fee and billing schedule and contract with the successful firm. The Sponsor reserves the right to hold Statements for a minimum sixty (60) days before action is requested. The Sponsor requests the firm to use, or have the ability to use, compatible with at minimum Autodesk AutoCAD Civil 3D 2014.
975 Terminal Way * Elko, NV 89801 * 775.777.7190 * FAX 775.777.7193 EMAIL [email protected]