Airport Commission

AGENDA Airport Commission Meeting 1:00 PM - Monday, February 10, 2025 City Hall Council Chambers Page 1. CALL TO ORDER 2. ELECTION OF OFFICERS 2.1. Appoint the following officers: 1. Chair (2024 - Tom Furth) 2. Vice Chair (2024 - Rosemary Geer) 3. Secretary - Proposal for City staff to perform those duties. Consider a motion to appoint each officer position. 3. APPROVAL OF MINUTES 3.1. Approve the meeting minutes from the September 10, 2024 meeting. 2-3 Consider a motion to approve the September 10, 2024 meeting minutes. September 10 2024 Minutes 4. OLD BUSINESS 4.1. Receive update on the outstanding Airport Capital Improvement Projects. 4 - 10 Consider a motion to receive and order filed the update from the City Engineer. Airport Projects Update Summary Airport Apron Project Phasing Plan ULM - Relocate Aircraft Fuel Systems Exhibit_8.29.23 5. NEW BUSINESS 5.1. Airport Consultant Request for Qualifications 11 - 16 Consider a motion to recommend the City Council authorize the Airport Consultant Request for Qualifications and makeup of the review committee. Airport Consultant RFQ Summary RFQ ULM 2025 6. ADJOURNMENT Page 1 of 16  City of New Ulm Airport Commission September 10, 2024 Meeting Minutes Attendance Tom Furth, Chair Present Mayor Backer Absent Rosemary Geer, Vice-Chair Present Joseph Stadheim, City Engineer Present Tallen Wald Present Brad Luepke Present Wayne Klassen Present 1. Call to Order 1.1 Meeting was called to order by Chair Furth. 2. Approval of Minutes 2.1 Wayne Klassen made a motion to approve the minutes from the May 14, 2024 Commission meeting, seconded by Rosemary Geer. All ayes and carried. 3. Old Business 3.1 Review and adoption of the Airport Layout Plan. City Engineer Stadheim provided the background of the Airport Layout Plan (ALP). No changes were made since the Commission reviewed the final draft changes in December of 2022. FAA and MnDOT approved the ALP in May of 2023. The ALP was now being brought to the Commission for adoption. A motion was made by Brad Luepke to adopt the 2023 Airport Layout Plan, seconded by Wayne Klassen. 4 – 1 vote with Tallen Wald dissenting. Motion carried. 3.2 Update on Outstanding Capital Improvement Projects. City Engineer Stadheim provided updates on the following: Parking lot reconstruction project closeout, terminal building flooring, conference room furniture and digital display board, AWOS engineering, southeast apron and fuel system project design kick-off meeting and environmental review for Crosswind Runway 9/27 has begun. Tallen Wald asked for the background for Crosswind Runway 9/27. City Engineer Stadheim provided history of the project how the proposed location and project has moved forward, including having the land appropriately zoned. No action was necessary by the Commission. 4. New Business 4.1 Review and adoption of the revised Airport Capital Improvement Plan. Page 2 of 16  City Engineer Stadheim provided background for the changes in the latest CIP as compared to the previous version approved by the Commission. All projects are the same that are listed within the CIP but project years have been revised to take advantage of Federal fiscal funding. A motion was made by Rosemary Geer to approve the Airport Capital Improvement Plan, seconded by Brad Luepke. All ayes and carried. 4.2 Crosswind Runway 9/27 Land Acquisition. City Engineer Stadheim provided background and stated that to keep the Crosswind Runway 9/27 Project on schedule with the Federal Funding that has been allocated for this project, we will need to begin the land acquisition process in conjunction with the environmental review. A motion was made by Brad Luepke to recommend to the City Council that the Council take all actions and give all approvals necessary for the City to acquire the interests in real property needed for the Crosswind Runway 9/27 Improvement Project as approved by the FAA and included in the City’s Airport Layout Plan and Capital Improvement Plan, seconded by Rosemary Geer. 4 – 1 vote with Tallen Wald dissenting. Motion carried. 4.3 Airport Emergency Response Plan Update. City Engineer Stadheim provided background on Plan development and shared that minor changes are included to update personnel and the Airport CTAF. Amanda Kruse, Safety Manager for North Star Aviation was present and gave an update on the progress to update the CTAF to a dedicated frequency. A motion was made by Rosemary Geer to approve the updated Airport Emergency Response Plan, seconded by Tallen Wald. All ayes and carried. 5. Adjournments 5.1 Next meeting date is at 5:00 p.m., Thursday, October 8, 2024 or at the call of the Chair. A motion was made by Wayne Klassen to adjourn the meeting, seconded by Rosemary Geer. All ayes and carried. Chair Furth adjourned the meeting at 4:22 p.m. Respectfully submitted, Joseph Stadheim City Engineer Page 3 of 16  City of New Ulm Office of the City Engineer 100 North Broadway Telephone: (507) 359-8245 New Ulm, Minnesota 56073 Email: joes@newulmmn.gov Web Site: www.newulmmn.gov February 10, 2025 TO: Airport Commission RE: Airport Projects Update Summary Task Order 2020-02 Parking Lot Reconstruction. The Project is in the process of being closed out, with final Credit Applications being sent into State for review and Grant closeout. Task Order 2020-03 AWOS Mead & Hunt has completed the environmental review and the FAA approved the CATEX (categorical exclusion) for the project, which found no significant findings for the project. Mead & Hunt is working with the State of Minnesota to develop the site civil plans for the project, which will be constructed under a City contract and the AWOS components will be constructed by the State. Site work for the project is anticipated to be late in 2025 or in 2026. Task Order 2020-04 Apron Expansion, Taxilane Extension and Airfield Pavement Maintenance Plans have been developed by Mead & Hunt and reviewed by FAA and City. Final revisions have been incorporated and the project will be advertised for bids on February 8. Bids will be opened on March 5 and it is anticipated that the Grant for the project will be available after June 30. Once a grant for the project is approved, the contract can be awarded with anticipated construction beginning in fall of 2025. A project figure and phasing plan is enclosed. Task Order 2020-05 Aircraft Fuel System Replacement Plans have been developed by Mead & Hunt and reviewed by FAA, North Star Aviation and City. Final revisions have been incorporated and the project will be advertised for bids on February 8. Bids will be opened on March 5 and it is anticipated that the Grant for the project will be available after June 30, consistent with the State budget process. This project is funded with State and Local funds on a 70/30 cost share. Once a grant for the project is approved, the contract can be awarded with anticipated construction beginning in fall of 2025. A project figure is enclosed. Page 4 of 16 Task Order 2020-06 Crosswind Runway Environmental Update The Focused Environmental Update for the proposed Crosswind Runway 09/27 Project has been completed and is currently posted for public comment and review. The public comment period expires on February 24, 2025. The document will be finalized after incorporating comments and will be submitted for finalization after final update. Task Order 2020-07 Crosswind Runway Land Acquisition The desired land to be acquired has been appraised and initial negotiations have been conducted with the land owners. The acquisition process is being led by ProSource, a sub- consultant of Mead & Hunt. Page 5 of 16 Page 6 of 16 Page 7 of 16 Page 8 of 16 Page 9 of 16  8/29/2023 1:26:34 PM X:\1416900\REF\AIRCRAFT FUELING SYSTEM\ULM - RELOCATE AIRCRAFT FUEL SYSTEMS EXHIBIT1_8.29.23.DWG AD O R T R PO R AI FUTURE HANGARS AND TAXILANE FBO HANGAR ESTIMATED UNDERGROUND POWER ROUTE TANK MONITOR IN OFFICE OF TERMINAL C O N G IN RK PA CR NO E ET TERMINAL O E R BUILDING AP N E HANGAR SE E OU IN M N TU O NEW BITUMINOUS DRIVEWAY BI APR S AND TURNAROUND FROM AIRPORT ROAD / / / E / // / 12,000 GALLON JET A AST & REMOVE EXISTING 12,000 GALLON / /// //// OFFLOAD/FILTRATION CABINET / / / TANK ER UNDERGROUND JET A TANK, 12,000 GALLON // UNDERGROUND AVGAS TANK, DISPENSERS, 12,000 GALLON BACKFILL AND RESTORE PAVEMENT // AVGAS AST & C JET A & AVGAS DISPENSERS OFFLOAD CABINET // W AY & NEW CARD READER / // XI 22 / TA // RF 4/ TU AY / // / W EXPAND SE BITUMINOUS & // / RUN CONCRETE APRONS (NOT // CONSTRUCT CONCRETE 0 50 100 / PART OF THIS PROJECT) // AST & TANKER OFFLOADING PADS / / // NEW ULM MUNICIPAL AIRPORT NEW ULM, MINNESOTA Page 10 of 16 ULM AIRCRAFT FUELING SYSTESM RELOCATION 1416900-221304.01 FIGURE 1 AUGUST 2023  City of New Ulm Office of the City Engineer 100 North Broadway Telephone: (507) 359-8245 New Ulm, Minnesota 56073 Email: joes@newulmmn.gov Web Site: www.newulmmn.gov February 10, 2025 TO: Airport Commission RE: Airport Consultant Request for Qualifications Item Summary: FAA Procurement and Contracting requires Airport Sponsors to advertise for the selection and engagement of architectural, engineering and planning consultants every five years. The current Contract with Mead & Hunt, Inc. expires in May of 2025. FAA Advisory Circular (AC) 150/5100-14E provides guidance and guidelines for the selection of a consultant. The proposed Request for Qualifications outlines the services required and anticipated projects to be included within the next five years as outlines in the Airport Capital Improvement Plan. The FAA AC advises that consultants shall be selected on a qualifications basis and the chosen consultant will negotiate a contract with the City after selection. The criteria for review of the Statement of Qualifications include: 1. Qualifications of the Firm and Key Personnel 2. Experience with State and Federal Grant Programs 3. Approach to Projects 4. Experience on Comparable Projects Anticipated schedule for selection is: Release of RFQ: February 18, 2025 Deadline for Submittal of Questions: March 19, 2025 Statement of Qualifications Due: March 28, 2025 Anticipated Announcement of Successful Firm: April 15, 2025 Items for Consideration: Selection of the consultant shall conform to FAA AC 150/5100-14E. It is proposed by City Staff that the Statement of Qualifications are reviewed by a committee consisting of the following City staff: City Engineer, Assistant City Engineer, City Planner and City Manager. Page 11 of 16 The Commission may choose to make a recommendation to the City Council for individuals to serve on the review committee. The Request for Qualifications is included within the agenda packet for Commission review. Proposed Action: The Commission may propose the following action: Recommend to the City Council the authorization of the Request for Qualifications with the review committee consisting of City Staff or as recommended by the Commission. Page 12 of 16  REQUEST FOR QUALIFICATIONS (RFQ) PROFESSIONAL ON-CALL ENGINEERING, ARCHITECTURAL, AND PLANNING SERVICES FOR NEW ULM MUNICIPAL AIRPORT– (ULM) NEW ULM, MINNESOTA. The City of New Ulm, MN is requesting Statements of Qualifications from interested and qualified Aviation Consultants for Professional On-Call Airport Engineering, Architectural, and Planning Services at New Ulm Municipal Airport for the next five (5) years. Professional, technical and advisory services are needed for projects identified in the Airport’s Capital Improvement Program (CIP). The selected firm shall demonstrate experience and have ability to assist the airport in all categories of airport development including: 1. Airport Facilities Architectural Design and Construction Administration 2. Engineering Design and Construction Administration for various airside/landside engineering projects. 3. Environmental Consulting Services 4. Capital Improvement Planning & Funding Services 5. AIP Program Management Services 6. Airport Planning including AGIS survey services SCOPE OF WORK It is anticipated that individual projects may be assigned to the selected consultant periodically, on an as- needed basis, over a five-year period. The City will negotiate with the selected consultant and may enter into a contract with the selected consultant for individual projects periodically through the five-year period. The City of New Ulm reserves the right to stop assigning projects to the selected consultant at any time and to perform a new consultant selection or engage the services of other consultants for specific projects on a case-by-case basis. Projects may include airport planning and environmental services, airside/landside design and construction administration, airport building design, and AIP program management. The projects anticipated (but not limited to) in the next five years include: 1. Aircraft Fueling System Planning, Environmental, & Replacement Design 2. Replace automated weather observations system (AWOS) 3. Construct New Crosswind Runway 4. Master Plan Update 5. Land Appraisals & Acquisition Services 6. Airfield Pavement Management 7. Wildlife Fencing 8. Hangar Site Development & Hangar Design 9. Snow Removal Equipment A detailed copy of the CIP can be requested from the City or the Minnesota Department of Transportation, Office of Aeronautics. Consultants should be familiar with Federal Aviation Administration (FAA) and State aviation funding programs and requirements. PROPOSAL FORMAT To facilitate review, submissions should conform to the following format: 1. Firm’s Experience with Similar Projects: Provide description of your firm’s recent experience (within 5 years) and qualifications in airport engineering, architectural, design, financial, planning and environmental analysis. Also, please reference the experience of firm in working with the MnDOT Office of Aeronautics and the FAA Minneapolis ADO regulations and procedures. 2. Project Team: Identify proposed project team members and responsibilities. Provide a brief resume for each key person, outlining their credentials and experience. If other firms/individuals are proposed please provide a brief description of the firms and history working together, Page 13 of 16  anticipated unit of work each firm will provide, and key individuals that will be assigned to project and their location. 3. Unique Challenges: Describe your understanding of the potential challenges and the Sponsor’s special concerns with the various projects at the New Ulm Municipal Airport. 4. References: Provide the name and contact information for at least five (5) references of similar size airports who are familiar with the quality of work by your firm for projects of similar nature as contained in the above Scope of Work. 5. Approach to Disadvantaged Business Enterprise (DBE) Participation: Code of Federal Regulations 49 Part 26 shall apply to projects included in this RFQ. As such, please provide the approach to DBE participation as well as documentation that demonstrates past DBE accomplishments on similar projects. 6. Other Supporting Data: Include any other information you feel to be relevant to the selection of your firm. The entire Statement of Qualifications shall not exceed thirty-five (35) pages; excluding the front and back covers, dividers, cover sheet, table of contents, and letter of introduction (maximum two pages). CRITERIA FOR REVIEW OF STATEMENT OF QUALIFICATIONS The following criteria will be used in screening, ranking and selection of the successful firm: 1. Qualifications of the Firm and Key Personnel (25%): Preference shall be given to those firms and key personnel’s experience with airport engineering, architectural, design, financial, planning and environmental analysis on similar projects. 2. Experience with State and Federal Grant Programs (25%): Preference shall be given to project teams whose personnel have a demonstrated an effective working relationship with the MnDOT Office of Aeronautics and the FAA Minneapolis ADO and possess a thorough understanding of regulations and procedures of Airport Improvement Programs (AIP) of airports similar to the New Ulm Municipal Airport. 3. Approach to Projects (25%): Preference shall be given to those firms that can demonstrate a clear understanding and familiarity of the pending projects and an approach that establishes a strategy for completing the various projects identified in the CIP. Preference will be given to firms who demonstrate capability to perform all or most aspects of the work without needing to subcontract various elements. If a team approach is used, the proposal shall identify team structure, responsibilities of each firm, and history of the team working together on similar projects. The approach should highlight potential for DBE participation on projects as well as indicate a closeout strategy for the projects. 4. Experience on Comparable Projects (25%): Preference shall be given to project firms who have demonstrated satisfactory experience and performance at like airports on similar projects to those listed in the CIP. SELECTION OF THE CONSULTANT The qualification-based selection process shall conform to FAA Advisory Circular 150/5100-14E which will be utilized to select the most qualified firm. Fee information will not be considered in the selection process and should not be submitted with the statement of qualifications. It is the intent of the owner to appoint a committee to review the Statements of Qualification (SOQ) submitted and rank the qualified firms. The owner may select a consulting firm directly based on the submitted SOQ (based on the above criteria) or may request interviews. All unsuccessful firms will be notified in writing no later than 10 days after selection of the Consultant and may contact the owner for debriefing. Page 14 of 16 The owner reserves the right to reject any and all submissions to this RFQ, request clarification, or waive technicalities, if it is deemed in the best interest of the owner. The owner assumes no responsibility for costs incurred in responding to this RFQ. No fees are to be submitted with this request. CONTRACT The top ranked firm will be invited to negotiate a contract with the City based on the City’s standard professional services agreement form. If successful negotiation cannot be reached the City reserves the right to negotiate with the other qualified firms that submit an accepted SOQ. The consultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. Disadvantaged Business Enterprise (DBE) utilization is strongly encouraged. RFQ TIMELINE The anticipated milestone dates for this RFQ are as follows: Release of RFQ February 18, 2025 Deadline for Submittal of Questions March 19, 2025 Statement of Qualifications Due March 28, 2025 Anticipated Announcement of Successful Firm(s) or April 15, 2025 Scheduling for Interviews. TERMS AND CONDITIONS The Sponsor anticipates funding support for the projects from the Federal Aviation Administration (FAA) Airport Improvement Program (AIP), therefore federal contract provisions are incorporated into this RFQ and shall be applicable for Professional Services (A/E) Contracts under this selection. The federal contract provisions can be viewed under, Contract Provision Guidelines for Obligated Sponsors and Airport Improvement Program Projects, website: https://www.faa.gov/airports/aip/procurement/federal_contract_provisions/ INSURANCE The Respondent shall procure and maintain the following minimum insurance coverage and limits of liability for City projects. The City shall have additional insured status and be listed by name on an endorsement attached to such policy(ies) for the services provided under this Contract (except that this requirement shall not apply to the Professional/Technical Liability Insurance and Technology Errors and Omissions Insurance policies) and shall provide that Respondent’s coverage shall be primary and noncontributory in the event of a loss. Worker’s Compensation Statutory Limits Employer’s Liability $500,000 bodily injury by accident $500,000 bodily injury by disease aggregate $500,000 bodily injury by disease per employee Commercial General $2,000,000 property damage and bodily Liability injury per occurrence $4,000,000 annual aggregate $2,000,000 annual aggregate Products – Completed Operations Automobile Liability $1,000,000 per occurrence combined single limit for Bodily Injury and Property Damage (shall include coverage for all owned, hired and non-owned vehicles Umbrella or Excess Liability $1,000,000 Page 15 of 16  Professional/Technical (Errors and $2,000,000 – per wrongful act or Omissions) Liability Insurance occurrence; $4,000,000 – annual aggregate Technology Errors and Omissions $2,000,000 – per occurrence; Insurance $4,000,000 – annual aggregate EXPENSES The City is not liable for any cost incurred by Respondents in replying to this RFQ. SUBMISSION OF QUALIFICATIONS STATEMENT AND CONTACT PERSON 7 copies of the Qualifications Statement must be submitted no later than 12:00 p.m. on March 28, 2025 to: Mr. Joseph Stadheim, PE City Engineer 100 North Broadway New Ulm, MN 56073 (507) 233-2118 All questions regarding this RFQ should be submitted in writing to: Mr. Joseph Stadheim, PE City Engineer 100 North Broadway New Ulm, MN 56073 (507) 233-2118 Joes@newulmmn.gov The City will respond to all written questions by issuing an email to all firms being solicited. All Respondents will have access to all questions and answers submitted in writing which will be public information. Responses will be furnished on or before March 21, 2025 City personnel and elected officials are not authorized to discuss this Project or Request for Qualifications with interested Respondents. The City will not be bound by, and Respondents shall not rely on, any oral communication regarding the Project or RFQ documents. Page 16 of 16