Director of Aviation - Regular Meeting

Welcome to TINO. My name is Kevin O'Neill, chair in the first district at large.

My colleagues. Eric Bunch, 4th district.

Jonathan Duncan, 6th District.

Lindsey French, second district at large. Staff.

Martha Ross, city clerk's office.

Jeff Martin, city manager's office.

Andrew Bronkowski, law department.

Melissa Cooper, director of aviation.

Ken Morgan, water services department. Alright. I will we I'm gonna start by two holds. We're gonna hold 260296 off off for one week. And then unless there's any objection, we're gonna hold 260302 off docket. That goes. So and the other thing is is we're gonna have, we're gonna hold the public works department annual street resurfing presentation. Oh. So, we will go to the, we'll wait for our esteemed colleague to get here.

One item.

Our two items.

Is it one week for

Yeah. One week one week for, two nine six.

And additional business?

Additional business would be one week. All

right. Would

you welcome yourself?

Good morning, everyone. Robinson, third district vice chair.

Thank you. Alright. We will have the, clerk read the first, two nine two.

Ordinance two six zero two nine two, authorizing the director of water services to execute an $11,816,607 construction contract with Mega KC Corporation for the vertical wheels two through five replacement project, authorizing a maximum expenditure of $13,000,000 and recognizing this ordinance as having an accelerated effective date. Gentlemen.

Oh, it's good. Yeah.

Good morning, chair O'Neill and council members. My name is David Poirier. I'm deputy director of water distribution. Here here to my right, Blake Anderson, division manager of facilities. Today, we're gonna go over ordinance number two six zero two nine two. This project will replace four of 14 groundwater wells at the water treatment plant. It's been awarded to mega k c. It's about $11,800,000 contract.

Sorry, chair So, members of committee, Blake Anderson. Yeah, these wells are located basically along the Missouri River at our main treatment plant on the neighborhood just north of North Kansas City. These wells are used in particular kind of this time of year in winter. So in general, we have higher chemical demands in winter when the river water drops close to close to freezing. When we pull water off of off of these wells, the temperature is higher which cuts down on our chemical costs.

It also helps improve water quality. In general, the well water has less material, less solids in it and these four wells are basically past their usable life. They've used pretty hard. We're re drilling new wells and dropping new pumps in and connecting them into our existing system. It will thus continue with our current practice where about 10 to 20% of our water during winter months comes from well water versus surface intake.

These show you the existing locations of the wells. They will be drilled sorry, the new wells will be drilled next to the existing ones. And then mega mega k c's bid Contract utilization was approved at 11% MB and 11% WB for this project.

This I understand is for four of the wells and we still have three left to do or

I mean, right now these are the ones that need to be done. All 14 wells weren't done at the same time.

So there's 14 wells? Yeah. There's Okay. Okay. Any questions for my colleagues?

So can you just confirm so there's 14 wells. This takes care of how many? This takes care

of four.

This takes

care of four? Yes.

So the other 10 are in good shape? Or One one not necessarily,

but we have a plan to put a horizontal collector well south of well one. That will basically make if we replace well one, make it not productive. So it's not useful for us to replace that well right now.

Okay. And if do you mind just speaking into the mic just a

little Oh, sorry.

My bad. It's it's the air thing behind Oh,

Thank you.

Okay. Mhmm. So you're saying that could you just repeat that? I'll repeat

that. So of of the 14 wells, wells two two through five need to be need to be replaced. Okay. Well well one could need to be replaced, but we have a program to add a much larger horizontal collector well, is a higher basically output south south of Well one. And so that will basically drop the water table and make and make a new well one not productive enough and not worth us investing in at this time.

Okay. Well, I guess what that said so is Well one gonna be operational or not?

We run it periodically when needed. It's not particularly productive. Okay.

It's really hard to understand.

Oh, sorry.

Is this better? Or not on sorry. Understand from a I'm close enough to the mic or from a conceptual point of view?

Well, I'm just I I my question is more about a capacity issue. Are we replacing what needs to be replaced? Are there other things that need to be replaced in order for us to be at full operation?

So the wells are we we will be we'll have the capacity we need for win winter and spring well water production with these wells being replaced. So we're replacing existing capacity and we'll be in good shape for the next several years.

For the next several years. Okay. And then, do we when will this project be done?

Most of the drilling will probably take put take take place over this sum over the summer.

Over the summer. Okay. Alright. Thank you, mister chair.

Thank you. Any other questions for my colleagues, sir?

The similar to councilman Robinson's questions, the you were talking about the schedule to replace the wells. Or is that on the water's CIP plan? Or how how is that funded?

So the current the current project for the four vertical wells is within the current water CIP. The future horizontal collector wells will be contingent on bond bond bond approval to do those projects.

Thank you. Is there anyone here from Mega KC? Thank you, guys. Appreciate you showing up. Do you have anything?

I had similar questions with my colleagues, just kind of the timeline. Do we have an anticipated timeline for replacing the other wells? Then how does that affect the overall other wells?

Right now, the other wells don't need to be replaced. All 14 of our wells weren't drilled at the same time and haven't had the same kind of degradation rate. So all the wells that need to be replaced all the vertical wells that need to be replaced right now are being replaced in this project.

Okay. So just the four?

Just these four.

Out of the 14? Yes. Okay. I think that's where we're getting a little confused.

Yeah. I was like, it seems like there's a lot that needs to be done. I have one other question that I forgot about. The security, I know at some point we had talked about the security of our water treatment plan. Are there any measures being put in place to make sure that the facility is secure?

I mean, the facility is currently secure. We have a Mhmm. Geobond project where we're talking about kind of changing North Main to get it a little farther away from the plant entrance to provide a little more security. That's several years out.

Okay. And then when we talk about reliability in enhancing our pumping capacity, I have a question regarding the influx of people that are will be coming over the summer, the 600,600 additional visitors that we'll have over the summer. Do we have the capacity to currently, if these four need to be replaced, it caused the question, do we have the capacity to be able to deliver the service for the increased number of visitors? We we have

the capacity to bring in water from the Missouri River for for those increased visitors to Kansas City.

Okay. So we there should be no no No. Issue?

No. Thank thankfully, the Missouri River is warm in the summer, so we're good.

Okay. Great.

Thank you. I always have to ask in the back of my mind. It's a question. Okay. Thank you.

Alright. Any public testimony?

There's no public testimony.

I would entertain a motion.

And is this with the accelerated effective date?

Please.

Yes. Alright. Mister chair, I move that order is number 260292 be reported out of committee with a recommendation of advance and do pass.

Second. All those in favor? Aye. All those opposed? Ordinance passes. Thank you, gentlemen. For the 298.

Ordinance 260298, authorizing the manager of procurement services to execute a piggyback contract that will exceed the $1,000,000 contract threshold with genuine parts company DBA Napa to provide parts and operate through three store rooms and city facilities through 04/30/2027, authorizing the manager of procurement services to amend the contract and exercise the city's seven one year renewal options and authorizing the director of general services and general aviation to execute lease and extend the leases to use the city rooms and city facilities.

Morning, counsel. My name is Albert Phillip Assante.

I'm the

chief procurement officer. For some reason, our slides are not popping up.

Your slides aren't there?

Excuse me?

You said your slides aren't

there?

Yes.

You said from this morning

Yes.

Put on right here. K.

K. Good

morning again. My name is Philip Assante, the chief procurement officer for the city. The purpose of today's ordinance is to authorize Speak

into the mic and you have to kinda speak loud

Sure.

To hear over the air.

Not a problem.

Okay.

The purpose of this ordinance is to authorize a piggyback contract between salt Sourcewell and the General parts company also known as NAPA, integrated business solutions for inventory management and fleet parts. The task today is to enter into a standard piggyback contract with NAPA, which includes indefinite quantity with eligible participant entities, access into pricing information with NAPA, not to exceed pricing defined by NAPA pricing list with Sourcewell and also open market, pricing process with NAPA. The action today essentially, the the key features of this contract is that the city's contract would mirror Sourcewell's management agreement with a possibility up to seven years, option years. The historical annual expenditures from the NAPA contracts, the previous one, is about $3,000,000, and the current independent city estimate is is approximately at 2,500,000.0 per year. The city's existing contract is in transition currently pending the outcome of today's process.

Also, I'd also like to note that the CREO goals set to zero for this contract, and the leasing agreement will incur no additional cost to the city for the store store rooms at the aviation fleets as well as the fire departments. As a result of this agreement, NAPA will manage inventory and logistical solutions for fleets and facilities, provide technical support for delivery of these services through a national network, and this arrangement aims to minimize downtime, and maintenance cost. NAPA will also serve will also deliver added savings to support operations, create a cost effective model to to ensures that we have availability of supply representation, compliance with applicable federal, states, and local laws and regulations, required license, permits, and bonds for participating entities. And as well, with NAPA, they will, the supplier will warranty all solutions furnished under this contract with the free from liens and incumbents. And the manufacturer will also, there's also manufacturer warranty for, for the sole exclusivity of this contract as well.

These are some of the benefits that we've outlined. And to my right, I also have Daryl Cooper, from the general services as well.

Good morning, counsel. Daryl Cooper, fleet operations manager, and I oversee the NAPA contract specific to fleet operations.

So NAPA is a national organization of parts suppliers? Yes, sir. And so as a as we this is not a we don't go out for a bid on this. This is a process that the city's used for how many years?

Since 1998, sir.

Since '98. Okay. So

And it's been renewed consecutively every well, since I've been doing it every seven years, it's been renewed.

So about twenty five years or so we've been on this contract. And is there a is there a so we don't really there's no competitive competitive bidding process on this?

No. There's there's no other parts organization that does a in house strategy like this that provides not only their NAPA parts, but then we'll go outside the realm of what NAPA supplies daily, like at a NAPA store. They also supply all of our parts and supplies for not the heavy duty trucks, which Napa doesn't normally carry that in their line, plus all of our large equipment like back backhoes and loaders, that type of stuff.

Do we have a do we have a review process that determines the pricing that is market rate or or better than market rate or do we is there some process that we haven't set set in place that we know we're not getting, you know, bushwhacked on Well, these

the contract is set at 0% over cost and that's not just from NAPA parts, that's also for any of the outside parts that they, are able to source us with. So from that, NAPA provides us all the intel or reporting on what our current pricings are. And then we have quarterly meetings that discuss what, processes may be improved or what what, altercations we need to make to the contract or to daily operations.

Also like to add, sir, that in the contract, it's already been competitively, bidded through Sourcewell.

Yeah. Say that again.

So Sourcewell already did the competitive process for us. And what we're doing at the cities, we're piggybacking, writing our own contract against an already competitive procurement process. Within the Sourcewell contracts, there is pricing ceilings. There's a maximum not to exceed ceiling on, the listing price. There there's there's a listed price for certain types of items, that the city could buy.

So there is a ceiling on each price that is published and there's also when you those list on those items are not listed and the items that we would like to purchase are not listed. There's a market price option. But at the same time, Sourcewell as well as NAPA, they guarantee all their prices through their network. So the prices should reduce because of that nature.

Okay. Last question. I mean, this is this is basically you don't know what you're gonna spend every year because fleets and everything needs specific at times. Right? How did you go from $3,000,000 contract average spend to a 2,500,000.0 average spend.

In the previous contract, we had a part of their because we also pay for the payroll part of this. So within the contract, the previous contract, it had a 13 and a half percent mark or not markup, a 13 and a half percent management fee, which included their payroll. In this contract, we changed it through negotiations, with GSD and NAPA to where it's only a 10%, operating fee, and there's the payroll is not included in that 10%. So we're looking and hoping for a reduction.

So okay. So so this this this is a negotiation based on wages and such, not parts and that we'll still be able to main we'll still be able to purchase the same amount of product, but we have a lower management fee.

Absolutely. Well,

thank you. That doesn't happen often. So good for you.

I guess the question to builds upon the chairman is, you said you're hoping for a reduction. And what happens if you don't get the reduction? Will this contract allow you the flexibility to move forward without coming back to counsel?

Yeah. Because every year, the contract renews. So if we're not seeing what's expected, we can at that time of the renewal contract a year because it renews every year at this with without doing a whole full complete contract so we could do a addendum at the year mark. I think actually with our negotiations with NAPA, if we're seeing something that's not right, they're willing to go to the table again. And even within the time frame of the initial year and make adjustments that way.

Also, just to and add to your question, councilman Robinson, there will be regular meetings with NAPA operations meeting for monitoring and evaluation to understand the spend rate for all three locations. So there will be monthly meetings or regular meetings, and then there is the option at which Darrell has mentioned where towards the end of the year or whether or we're gonna exercise an option here or not. So there are some controls put in place for that purpose.

Okay. And, I appreciate the explanation. I just, want to be able to simply tell people we are doing a piggyback contract because of these reasons, because of cost savings, because of reliability, or not having to worry about where we're gonna get the parts, because of the, I don't know, trading or whatever's happening out there in the industry. Can you just simply tell us, like, why we're not just why we have to do a piggyback on this versus just a regular contract?

I would say that the benefits that we've sort of outlined already here, there's there's

where

Is it the key advantages?

Yes. They're the

key advantages there. Okay. You don't have to repeat that. I got it. Okay. I just wanna make sure that is connected to the piggyback conversation. Yes. It's like these are the things that we're able to communicate to folks to say this is why we did that. And then oftentimes we use these opportunities to talk about just processes within procurement, and I know that you're fairly new. How long did it take us to get to this point with the contract?

Because one of the challenges that we have is making sure in procurement we're able to execute contracts in an efficient and timely manner. So you don't come before our committee very often. So this is a great, I think, opportunity to talk to you just briefly about the time that it took to get this contract done and if we're seeing challenges and other contracts come in before us.

I would say that, when a decision was made to do a piggyback, it was it made sense for the city and it was in best interest for the city to do a piggyback because it does expedite the process. Okay. Because the competitive process, the carement competitor process was already conducted. We were just essentially using the terms and condition from the from the base, the master contract and including our own onto it.

So this took how long?

I would say the process did not take too long, but, once this approval is given for the ordinance, we're ready to make the contract, issue out the contract right away. The existing contracts with NAPA, again, I mentioned, it technically is expired, but it's in transition, meaning we can still continue to to, enjoy those services that NAPA provides until, this, new contract is executed.

Okay. Mister chair, I could probe further because I wanna talk about the process it takes for contracts or we could put it on additional business later because I think we do need to have a conversation about the timeliness of all of our contracts and, this might not be

I would say the minute we get our air conditioner fixed Okay. Great.

Okay. Great. I'm fine. Okay.

And we will have I'll let Diana make get with you guys and set up a time for you can come in front of us and and actually give us a a timeline of how you come up with your processes.

Yeah. Because we get a lot of complaints about the time it takes to get a contract through procurement and so we need to

I would just add that we are currently looking into that process and looking at how we can improve our services they provide to the city. We're in a process of mapping that out and finding efficiencies and identifying those bottlenecks and and just identifying solutions to that. So currently, we're in the process of doing that deep dive look now.

Great. Thank And I can add just from the fleet perspective, This contract went fairly smooth. I re I was involved in the last contract, and it was close to a year or well, about nine months. So this one went much much smoother.

It went

from nine months to sixty days?

It was a little longer than sixty, but it is still, with all the caveat to the contract and the scope, it it takes a little bit plus Mhmm. Lawyers from both sides had to be involved. So

Oh, don't talk about the lawyers.

But but once once everything went we were pretty well established, it's gone pretty quick.

Alright. Thank you, guys. Appreciate you very much. Any other questions from my colleagues?

I just have one. Since this does go over the threshold and it is a one year with seven annual renewers, does it come back in front of council every year for those seven years? Okay.

I just

wanna make sure. Thank you.

Alright. Is there any public testimony?

No public testimony.

Anybody from Napa here? Probably. Oh, thank you, guys. Appreciate it. Alright. With that, I'd no public testimony. I'll entertain a motion.

Thank you, mister chair. I move that ordinance number two six zero two nine eight be reported on the committee with recommendation of advance that do pass. Second.

All those in favor? Aye. Aye. All those opposed? Ordinance passes. Thank you, gentlemen.

Thank you.

Appreciate it. Thank you. Last ordinance.

Ordinance two six zero two six eight, authorizing a $1,100,000 progressive design bill contract with Barnes and McDonald's engineering company for the Northland transmission pumping and storage project and recognizing this ordinance is having an accelerated effective date.

Before we start, I want to announce anybody that's in here for a finance meeting that's going to be held at 10:30, they're going to move that up to down to 10th Floor. So if you're here for the Finance, 10th Floor at 10:30. Thank you.

Thank you, chair O'Neill and council members. My name is David Poirier. I'm deputy director of engineering at water services department. Today, we have ordinance number two six zero two six eight. This will authorize $1,100,000, progressive design build contract with Burns and Mcdonald engineering company. This is, really the preliminary or, first phase of a multi phase project to do system wide transmission main upgrades in response anticipated increases in demand as a result of residential and industrial development in the Northland. Turn it over to my colleague Blake to explain further.

Thank you Blake, Blake Anderson, Casey Water, chair members of the committee. Is since this is a progressive design build contract we would anticipate several GMP packages coming coming to this committee over the next several years. Somewhere probably between two and six depending on equip equipment equipment lead times. So the image that you can see is upgrades to our transmission main system that we anticipate in the medium to long term to meet development needs and other city growth. There's also some areas we're potentially looking at storage tanks to buffer capacity, sometimes more cost effective with storage far out towards the end of our system rather than upsize the transmission mains and pump stations.

Next slide. Some of the upgrades we're also looking at is our existing Arrowhead pump station and our secondary pump station at the water treatment plant. In particular, I wanna applaud some work by previous staff when we put an Arrowhead pump station. There's spaces to easily put in new pumps and new electrical gear. In the secondary pump station, we're coordinating this with the existing secondary pump station upgrade that Black and Veatch is currently designing.

Next slide. This is an example of one of our pump stations. So in some cases once the buildings are basically all the pumps that are utilized we have to do fairly large expansions which are a little more involved because we have to change the building envelope as well as put new pumps in. And then some of the work we anticipate but are not certain will be in this project is transmission main upgrades throughout our system. And, Burns and Mack has submitted a approved contract utilization plan of 11% MB and 11% WBE.

We'll take any questions you might have

on this project. Anybody from, Brunswick here? Thank you. Appreciate you coming. Any questions for my colleagues? Sounds like you got one.

Yeah. The the Pump House Building. I'm always impressed by some of the buildings that just sort of like disappear into the obscurity. When was this built?

Would have been nineteen twenties.

Yeah. It looks very art deco. Really neat. I just that was my only comment. I think it we someone should come up with like a historical building tour of like random buildings like Pump stations and fire houses.

I mean, from from a person who likes buildings and and beautiful architect, I'd appreciate that. But councilman Robinson's questions about security issues of that might need to be a very like city staff, fine, but like a public tour group going through these, I'm not comfortable with.

Just maybe a map of some anyway, just Oh, yeah. It's just a cool building. I just wanted to make that comment. Cool. Councilman Robinson asked me to make the motions here, but I'll do that momentarily. Thank you for the for the history lesson on this.

Any test or any more questions? Any public testimony?

No public testimony.

I would entertain a motion.

Yeah. Mister chair, move I that order number 260268 be reported out of committee with the recommendation in advance that you pass. Second.

All those in favor?

Aye. Aye.

All those opposed?

Ordinance passes. Thank you very much. Thank