TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Katherine Bales, Assistant Airport Manager
SUBJECT: Approve Amendment No.1 to Agreement 250309B for the Runway 6-24 PCC Joint Rehabilitation Project 25025, PW25-23 at the Napa County Airport
RECOMMENDATION
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Approve and authorize Amendment No.1 to Agreement No. 250309B with Mead & Hunt, Inc. increasing the maximum compensation from $71,432 to $80,700 for project design services related to Project 25025 “Runway 6-24 PCC Joint Rehabilitation Project”; and approve an associated Budget Amendment to fund the added design costs and an additional $10,000 for administration costs. (Fiscal Impact $19,268 Expense; Airport Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
On February 4, 2025, the Board of Supervisors approved the creation of PW25-23 Project; Runway 6-24 PCC Joint Rehabilitation Project and Professional Services Agreement No. 250309B with Mead & Hunt for design and construction administration efforts for repairs needed on the runway originally constructed in the World War II era. Partial design for the project was completed and, consistent with Federal Aviation Administration (FAA) procedures, a preapplication for project construction was discussed with and submitted to the FAA.
While the FAA is supportive of the Runway 6-24 Joint Rehabilitation Project, they did not recommend moving forward with a grant application for project funding in federal fiscal year 2025-26. Because they did not approve moving forward for fiscal year 2025-26, construction bidding and joint repair will not move forward at this time. It is anticipated that it will move forward in a future fiscal year. In the meantime, within the last few weeks, Runway 6-24 experienced damage to the lighting and the high voltage electrical cables that are directly buried in the in the blast pad area at the runway threshold. Sections of the high voltage cable are now exposed and they pose a significant danger to humans and wildlife. In addition, runway threshold lights are required for safe landing and lack of such lighting requires nighttime closures of the runway. The FAA requires the County, as Airport Sponsor, to promptly make repairs according to FAA specifications.
Amendment No. 1 to the Mead & Hunt contract removes Phase 3 of the scope of work for construction bid preparation and administrative services related to the Runway 6-24 Joint Rehabilitation project and adds Phase 4 for required design efforts to address the emergency Runway 6-24 threshold lighting repair and bring the lighting system up to current standards. Design elements include adding underground conduits, lighting equipment cans, and LED fixtures. The upgraded section of runway lighting will protect against high voltage discharge into the ground, which is potentially fatal to people and wildlife in the vicinity. The net change in compensation for Mead & Hunt related to the scope change is $9,268.
Once the amendment with Mead & Hunt is executed, Airport staff will engage with Mead & Hunt and a qualified and available electrician to complete the emergency repair and return to the Board with a budget amendment to cover the cost of the emergency work.
Requested Actions:
1. Approve and authorize the Chair to sign Amendment No.1 to Agreement No. 250309B with Mead & Hunt, Inc., increasing maximum compensation by $9,268 for a new contract maximum of $80,700, for design services.
2. Approve a Budget Amendment for the following:
a. Increase Intrafund Transfers Out appropriation by $19,268 in the Airport Operations budget (Fund 5010, Subdivision 5010000) offset by the use of its available fund balance to transfer to Project 25025 and increase to Intrafund Transfers In (Fund 5010, Subdivision 5010500, Project 25025, Account 49900);
b. Increase Consulting Services appropriation by $9,268 in Project 25025 budget (Fund 5010, Subdivision 5010500, Project 25025, Account 52310) transferred from Airport Operations; and
c. Increase Engineer Services appropriation by $10,000 in Project 25025 budget (Fund 5010, Subdivision 5010500, Project 25025, Account 52145) transferred from Airport Operations.
[4/5 vote required]
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Additional funding sourced from the Airport Enterprise Fund (Fund 5010). |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The requested action is needed to provide for the continuing safety of aircraft operations on Runway 6-24. The next project in this effort involves the rehabilitation of Runway 6-24 PCC joints and Runway End lighting repairs. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
This project will extend into future fiscal years to include joint repair and additional runway lighting. Those project elements will be budgeted in the Airport Enterprise CIP Fund accordingly. |
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Consequences if not approved: |
If not approved, the Napa County Airport would not be maintaining its infrastructure as required by the FAA and lose entitled Grant funds. |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR 15301].