M&C Review


COUNCIL ACTION:  Approved on 8/14/2018 

DATE: 8/14/2018 REFERENCE NO.: **P-12235 LOG NAME: 13P18-420546 AIRFIELD PAINTING AVIAT JC
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Amendment to Existing Cooperative Purchase Agreement with Hi Lite Airfield Services LLC for Airfield Painting to Increase the Annual Agreement Amount by $200,000.00 for a New Annual Amount Up to $300,000.00 (COUNCIL DISTRICTS 2, 6, and 7)


RECOMMENDATION:

It is recommended that the City Council authorize an amendment to the existing cooperative purchase Agreement with Hi Lite Airfield Services LLC for Airfield Painting to increase the annual Agreement amount by $200,000.00 for a new annual amount up to $300,000.00.

 
DISCUSSION:

Aviation approached the Purchasing Division for assistance with the purchase of airfield painting services for Fort Worth Meacham International Airport (Meacham). Painting services is purposed with rehabilitating airfield markings on the airport's paved surfaces. These maintenance projects are required to comply with the standards for airport markings established by the Federal Aviation Administration (FAA) for airports certificated under Title 14 Code of Federal Regulations Part 139, Certification of Airports. Further more, these standards are required for all projects funded with federal grant monies through the Airport Improvement Program.

Purchasing Division obtained three bids from Cooperative vendors and found Hi Lite Airfield Services LLC is the lowest bidder. Staff reviewed the pricing and found pricing to be fair and reasonable and awarded a service agreement for a total annual amount up to $100,000.00 with Hi Lite Airfield Services LLC.  The Meacham paint project is underway, the FAA requirements has been satisfied.

Since beginning the Meacham Airport marking project,  Aviation Department staff  also conducted a review of  Fort Worth Alliance Airport (Alliance), and Fort Worth Spinks Airport (Spinks).  Based on their review, Aviation Department staff recommends  amending the existing Purchase Agreement with Hi Lite Airfield Services LLC to increase the amount by $200,000.00 for a new annual amount for up to $300,000.00 for services at the two additional airports. No guarantee was made regarding the amount of these services that would be purchased. In addition, an administrative change order or increase may be made by the City Manager in the amount up to $100,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

COOPERATIVE PURCHASE - The Agreement is based on NJPA Contact No. 062817-HLA. State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the items. NJPA contracts have been competitively bid to increase and simplify the purchasing power of government entities.

M/WBE OFFICE - goal is not assigned when purchasing from an approved purchasing cooperative or public entity.

RENEWAL OPTIONS - The Agreement may be renewed, in accordance with the terms of the NJPA contract, for five additional one-year terms. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. Staff anticipates that the costs for renewal years shall remain approximately the same as the first year.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget, as appropriated and that the Aviation Department has the responsibility to verify the availability of funds prior to an expenditure being made

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Cynthia B. Garcia (8525)

 
 
ATTACHMENTS
  Form 1295 from Hi-Lite Airfield Services .pdf
  NJPA Contract Award No 062817-HLA.pdf