REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Casper Airport Solutions, Inc. for Airplane Noise Monitoring System and Approve Budget Modification No. 14 in the Amount $258,792 (F20-014)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $235,265 ($227,265 base services and $8,000 optional services) to Casper Airport Solutions, Inc. of Berwyn, PA for the implementation of an Airplane Noise Monitoring System. Approval is also requested for a 10% contingency in the amount of $23,527 and approval of Budget Modification No. 14 to appropriate $258,792 for the project.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, contracts for this type of service are awarded pursuant to a Request for Proposals (RFP) best value process, unless otherwise exempt from the competitive bidding process. Additionally, City Council approval is required for the procurement of goods and/or services exceeding $100,000 in any one transaction.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by a motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose or another, or to appropriate available revenue included in the budget.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
During the July 2018 budget hearings, the City Council directed staff to explore the installation of airplane noise monitors within the city limits. Sunnyvale residents continue to be impacted by airplane noise, particularly from airplanes arriving into San José Mineta International Airport during South Flow flight path operations. In response to community complaints and concerns, the Ad Hoc Advisory Committee on South Flow Arrivals (Committee) was formed to develop noise mitigation recommendations that will be presented to the Federal Aviation Agency (FAA). Chaired by the Sunnyvale Mayor, the Committee was comprised of council representatives from all Santa Clara County cities. Since the sunset of the Committee, the Cities Association stepped in to organize the Santa Cruz/Santa Clara Cities Airport/Community Roundtable and oversee the implementation of the Committee’s report of noise mitigation recommendations to the FAA.
The installation of airplane noise monitors in Sunnyvale will accomplish two goals: 1) To establish a historic baseline of actual airplane noise levels, and 2) Utilize that baseline to compare and measure any impacts resulting from FAA changes to flight path operations over Sunnyvale.
A competitive Request for Proposals (RFP) was posted to the City’s public procurement network in August 2019 and directly emailed to consultants that responded to Request for Information (RFI) F19-072. Two proposals were received on September 20, 2019. The proposals were evaluated on proposer qualifications and experience, project overview and approach and overall presentation quality. Following the written evaluation process, Casper Airport Solutions, Inc.(Casper) was invited for an interview. The evaluation team unanimously agreed that Casper offers the best value to the City, largely due to their experience, quality product, and easy to use web-based software.
The contract price includes the equipment and installation of four permanent noise monitors located in Sunnyvale. Data from the noise monitors is collected and made available through a public web portal. The systems pairs noise data with aircraft flight tracks and displays the data in near real time. All of this data is archived for future reference and comparison over time. Data analysis reports can be created from the system to summarize the number of aircraft noise events over a defined time period.
FISCAL IMPACT
Project 834420 - Airplane Noise Monitoring System was established but is currently unfunded pending on the completion of the RFP. Budget Modification No. 14 is prepared to appropriate funds from the General Fund - Budget Stabilization Fund to provide $227,265 for the Noise Monitoring Solution, $8,000 for site location analysis, and $23,527 in contingency for a total of $258,792. The service includes ongoing costs starting in the second year of approximately $50,000 per year. Ongoing costs will be included in the FY 2020/21 Recommended Budget.
Budget Modification No. 14
FY 2019/20
|
|
Current |
|
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
|
|
|
|
|
|
|
Expenditures |
|
|
|
|
|
Project 834420- Airplane Noise Monitoring System) |
$0 |
|
$258,792 |
$258,792 |
|
|
|
|
|
|
|
Reserves |
|
|
|
|
|
Budget Stabilization Fund |
$46,181,733 |
|
($258,792) |
$45,922,941 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
ALTERNATIVES
1. Take the following actions:
- Award a contract to Casper Airport Solutions, Inc. for a Noise Monitoring System, in substantially the same form as Attachment 1 to the report, in the amount of $235,265
- Authorize the City Manager to execute the contract when all necessary conditions have been met
- Authorize the City Manager to amend the contract within budget appropriation
- Approve Budget Modification No. 14 in the amount of $258,792
- Approve a 10% contingency in the amount of $23,527
2. Do not award the contract.
3. Take other action as determined by Council
RECOMMENDATION
Recommendation
Staff recommends Alternative 1 to take the following actions:
- Award a contract to Casper Airport Solutions, Inc. for a Noise Monitoring System, in substantially the same form as Attachment 1 to the report, in the amount of $235,265
- Authorize the City Manager to execute the contract when all necessary conditions have been met
- Authorize the City Manager to amend the contract within budget appropriation
- Approve Budget Modification No. 14 in the amount of $258,792
- Approve a 10% contingency in the amount of $23,527
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Draft Consultant Services Agreement