HomeMy WebLinkAbout128-25 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 128-25
File Number: 2025-593
GARVER, LLC. (SERVICE CONTRACT):
A RESOLUTION TO APPROVE TASK ORDER NO. 11 WITH GARVER, LLC. IN THE AMOUNT OF $38,000.00
FOR CONSULTATION SERVICES RELATED TO THE ACQUISITION OF A NEW AIRCRAFT RESCUE AND
FIRE FIGHTING VEHICLE FOR DRAKE FIELD, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, Drake Field Aircraft Rescue and Fire Fighting (ARFF) services are currently provided by a single truck
that is over 20 years old; and
WHEREAS, acquisition of a new ARFF vehicle will allow Drake Field to provide more reliable ARFF services,
satisfy charter demand, and improve Drake Field's ARFF Index; and
WHEREAS, Task Order 11 will authorize Garver to proceed with consultation services for procurement, contracting,
and delivery of a new Aircraft Rescue and Fire Fighting vehicle.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign Task
Order No. 11 with Garver, LLC in the amount of $38,000.00 for consulting services related to the acquisition of a new
Aircraft Rescue and Fire Fighting vehicle for Drake Field.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of
which is attached to this Resolution.
PASSED and APPROVED on May 20, 2025
Approved:
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Molly Rawn, Mayor
Attest:
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U•FpYETfEVILIE;"'-
Kara Paxton, City Clerk Treasurer
Page 1
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF MAY 20, 2025
TO: Mayor Rawn and City Council
THRU: Keith Macedo, Interim Chief of Staff
Chris Brown, Public Works Director
Terry Gulley, Asst Public Works Director - Ops
FROM: Jared Rabren, Airport Director
SUBJECT: GARVER, LLC. (SERVICE CONTRACT):
RECOMMENDATION:
CITY COUNCIL MEMO
2025-593
The Aviation Division requests approval to execute Task Order 11 in the amount of $38,000 for Garver, LLC to
provide project engineering services related to the acquisition of a new Aircraft Rescue and Fire Fighting
(ARFF) vehicle for Fayetteville — Drake Field Airport, and approval of a budget adjustment.
BACKGROUND:
Fayetteville -Drake Field ARFF Aircraft Rescue and Fire Fighting services are currently provided by a single E-
One ARFF truck that is over 20 years old. The vehicle has required more frequent maintenance with age, and
the lack of a secondary ARFF truck results in interruptions to airport ARFF services. Additionally, the Federal
Aviation Administration (FAA) classifies Drake Field current ARFF capabilities as Index A, limiting the airport's
ability to accommodate demand for larger charter aircraft. Acquisition of a new ARFF vehicle will allow Drake
Field to provide reliable ARFF services and satisfy charter demand by increasing Drake Field's ARFF Index to
B.
DISCUSSION:
Approval of Task OrdApproval of Task Order 11 will authorize Garver to proceed with consultation services for
procurement, contracting, and delivery of a new ARFF vehicle. The City intends to utilize the Helping
Governments Across the County Buy (HGACBuy) government procurement program. Bids through HGCABuy
are expected to be received in Summer 2025. Upon receipt of an acceptable bid, Garver, in collaboration with
the Aviation Division, will prepare an FAA AIP grant application that will be submitted for signature of the
Mayor. The AIP grant is expected to cover 95% of the project costs. At the conclusion of the project the
Aviation Division will apply for an Arkansas Department of Aeronautics (ADA) grant for the remaining 5% of
project costs.
Upon receipt of an FAA grant offer in Fall 2025, the Airport Division will seek approval from the Council to
execute the grant offer and execute a procurement contract with the lowest responsive and responsible bidder.
Below is a summary of the anticipated project costs and funding breakdown. All costs associated with this task
order are included in the total project cost.
Administration and Other Costs (Estimated) $2,000
Engineering Services (Task Order 11): $38,000.00 FAA: $1,439,250.00
ARFF Vehicle Procurement (Estimated): $1,475,000.00 ADA: $75,750.00
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
TOTAL: $1,515,000.00 TOTAL: $1,515,000.00
BUDGET/STAFF IMPACT:
The Aviation Division may expend up to $38,000 of its fund balance reserve for costs associated with Task
Order 11. This amount includes $1,900 for the City's 5% share of Engineering Services and $36,100 for cash
flow to cover the FAA's 95% share of Engineering Services until reimbursement in Summer 2025
ATTACHMENTS: SRF (#3) , BA (#4), Garver Task Order 11 (#5)
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2025-593
GARVER, LLC. (SERVICE CONTRACT):
A RESOLUTION TO APPROVE TASK ORDER NO. 11 WITH GARVER, LLC. IN THE AMOUNT
OF $38,000.00 FOR CONSULTATION SERVICES RELATED TO THE ACQUISITION OF A NEW
AIRCRAFT RESCUE AND FIRE FIGHTING VEHICLE FOR DRAKE FIELD, AND TO APPROVE
A BUDGET ADJUSTMENT
WHEREAS, Drake Field Aircraft Rescue and Fire Fighting (ARFF) services are currently provided by
a single truck that is over 20 years old; and
WHEREAS, acquisition of a new ARFF vehicle will allow Drake Field to provide more reliable ARFF
services, satisfy charter demand, and improve Drake Field's ARFF Index; and
WHEREAS, Task Order 11 will authorize Garver to proceed with consultation services for
procurement, contracting, and delivery of a new Aircraft Rescue and Fire Fighting vehicle.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to
sign Task Order No. 11 with Garver, LLC in the amount of $38,000.00 for consulting services related to
the acquisition of a new Aircraft Rescue and Fire Fighting vehicle for Drake Field.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
Page 1
Jared Rabren
Submitted By
City of Fayetteville Staff Review Form
2025-593
Item ID
5/20/2025
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/29/2025 AIRPORT SERVICES (760)
Submitted Date Division / Department
Action Recommendation:
The Aviation Division requests approval to execute Task Order 11 in the amount of $38,000 for Garver, LLC to
provide project engineering services related to the acquisition of a new Aircraft Rescue and Fire Fighting (ARFF)
vehicle for Fayetteville — Drake Field Airport, and to process a budget adjustment.
Budget Impact:
5550.760.3960-5860.02
Airport
Account Number
Fund
05046.2501
Airport Expansion Equipment Project
Project Number
Project Title
Budgeted Item? No
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
$
Does item have a direct cost? Yes
Item Cost
$ 38,000.00
Is a Budget Adjustment attached? Yes
Budget Adjustment
$ 38,000.00
Remaining Budget
V20221130
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
City of Fayetteville, Arkansas - Budget Adjustment (Agenda)
Budget Year Division Adjustment Number
AIRPORT SERVICES (760)
/Org2
2025
Requestor: Dee Simpson
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Funds are requested to execute Task Order 11 with Garver in the amount of $38,000.00 for the acquisition of a new Aircraft
Rescue and fire Fighting Vehicle.
COUNCIL DATE: 5/20/2025
ITEM ID#: 2025-593
Holly Black
413012025 9:1q RIn
RESOLUTION/ORDINANCE
Budget Division Date
TYPE: D - (City Council)
JOURNAL#:
GLDATE:
CHKD/POSTED:
TOTAL
Account Number
23,882 23,882
Increase / (Decrease)
Expense Revenue
Project.Sub#
Project Sub.Detl AT
v.2025411
Account Name
5550.760.3960-5860.02
38,000 -
05046 2501 EX
Capital Prof Svcs - Engineering/Architecture
5550.760.3960-5802.00
5550.760.3940-4999.99
(14,118) -
- 23,882
05046 1 EX
RE
Vehicles & Equipment - base
Use Fund Balance - Current
I of 1
CARVER
APPENDIX A-11
TASK ORDER 11
FAYETTEVILLE — DRAKE FIELD AIRPORT
AIRCRAFT RESCUE AND FIRE FIGHTING (ARFF) VEHICLE ACQUISITION
This TASK ORDER is made as of , 2025 by and between the
CITY OF FAYETTEVILLE of Fayetteville, Arkansas hereinafter referred to as "CITY OF
FAYETTEVILLE") and Garver, LLC, hereinafter referred to as "Garver" in accordance with the provisions
of the MASTER AGREEMENT FOR PROFESSIONAL SERVICES executed on November 12, 2020 (the
"Agreement").
Under this Task Order, the CITY OF FAYETTEVILLE intends to:
Acquire one (1) FAA compliant ARFF truck that would carry fluorine -free firefighting agent and 1,500
gallons of water and provide Index B ARFF coverage through the HGACBuy program.
Garver will provide professional services related to these improvements as described herein. Terms
not defined herein shall have the meaning assigned to them in the Agreement.
SECTION 1 - SCOPE OF SERVICES
1.1 Garver shall provide services as detailed in Exhibit A-11.
1.2 In addition to those obligations set forth in the Agreement, CITY OF FAYETTEVILLE shall:
1.2.1 Give thorough consideration to all documents and other information presented by Garver
and informing Garver of all decisions within a reasonable time so as not to delay the
Services.
1.2.2 Establish an account with the HGACBuy program and pay all assciated fees and provide
Garver access to the CITY OF FAYETTEVILLE's account.
1.2.3 Make provision for the Personnel of Garver to enter public and private lands as required
for Garver to perform necessary preliminary surveys and other investigations required
under the applicable Task Order.
1.2.4 Pay all plan review and advertising costs in connection with the project.
1.2.5 Provide legal, accounting, and insurance counseling services necessary for the project
and such auditing services as CITY OF FAYETTEVILLE may require.
1.2.6 Furnish permits, permit fees, and approvals from all governmental authorities having
jurisdiction over the project and others as may be necessary for completion of the project.
SECTION 2 — PAYMENT
For the work described under SECTION 1 - SCOPE OF SERVICES, the CITY OF FAYETTEVILLE will
pay GARVER on a lump sum basis.
The table below presents a summary of the fee amounts and fee types for this Task Order.
FYV ARFF Vehicle Acquisition
Version 1
Garver Project No. 2402545
GARVER
WORK DESCRIPTION
FEE AMOUNT
FEE TYPE
PROJECT ADMINISTRATION
$13,150
LUMP SUM
PROCUREMENT PACKAGE
$10,900
LUMP SUM
CONSULTATION
CONTRACTING AND DELIVERY
$13,950
LUMP SUM
CONSULTATOIN
TOTAL FEE
$38,000.00
The CITY OF FAYETTEVILLE will pay GARVER the lump sum amount not to exceed $38,000. For
informational purposes, a breakdown of GARVER's estimated costs is included in Exhibit B-10.
As directed by the CITY OF FAYETTEVILLE, some billable Services may have been performed by Garver
prior to execution of this Task Order. Payment for these Services will be made in accordance with the fee
arrangement established herein, as approved by the CITY OF FAYETTEVILLE.
Additional Services (Extra Work). For work not described or included in Section 1 — Scope of Services
but requested by the CITY OF FAYETTEVILLE in writing, the CITY OF FAYETTEVILLE will pay
GARVER, for time spent on the project, at the rates shown in Exhibit B-10 for each classification of
GARVER's personnel, plus overhead, plus 15% profit, plus reimbursable expenses including but not
limited to printing, courier service, reproduction, and travel.
SECTION 3 — APPENDICES
3.1 The following Appendices are attached to and made a part of this Task Order:
3.1.1 Appendix A-11 -Scope of Services
3.1.2 Appendix B-11 — Manhour Tables
This Task Order may be executed in two (2) or more counterparts each of which shall be deemed an
original, but all of which together shall constitute one and the same instrument.
Approval and acceptance of this Task Order, including attachments listed in SECTION 3 —EXHIBITS,
shall incorporate this document as part of the Agreement. Garver is authorized to begin performance
upon receipt of a copy of this Task Order signed by the CITY OF FAYETTEVILLE. The effective date
of this Task Order shall be the last date written below.
CITY OF FAYETTEVILLE, ARKANSAS
By:
Mayor, Molly Rawn
ATTEST:
City Clerk Treasurer, Kara Paxton
FYV ARFF Vehicle Acquisition
GARVER
Title: Vice President
Version 1
Garver Project No. 2402545
EXHIBIT A-11
(SCOPE OF SERVICES)
Generally, the Scope of Services includes the following professional services for procurement of one
Airport Rescue and Fire Fighting (ARFF) vehicle for Drake Field. Procurement is anticipated to include
one (1) FAA compliant ARFF truck that would carry fluorine -free firefighting agent and 1,500 gallons of
water and provide Index B ARFF coverage.
• Project Administration
• Procurement Package Consultation
• Contracting and Delivery Consultation
1. PROJECT ADMINISTRATION
1.1. Garver will serve as the Owner's representative for the project and furnish consultation and
advice to the Owner during the performance of this service. Garver will attend conferences
alone or with Owner's representatives, local officials, state and federal agencies, and others
regarding the scope of the proposed project, its general design, functions, and impacts.
1.2. Garver will assist in development of an FAA grant application and reimbursement packets for
review, execution, and submittal to FAA by the Owner.
1.3. Garver will provide project management necessary for completion of the project including
contracting, resource management, internal design coordination, maintaining project files,
preparation of monthly invoicing and other miscellaneous tasks.
1.4. After acceptance of the vehicle, Garver will assist the Owner with grant closeout by providing
a final project report which will include all necessary documents required for FAA grant
closeout. Closeout documentation will be provided within 90 calendar days of receipt of all
documents from the Manufacturer and final payment to the Manufacturer.
2. PROCUREMENT PACKAGE CONSULTATION
2.1. The Owner intends to utilize the Helping Governments Across the Country Buy (HGACBuy)
government procurement program.
2.2. Procurement Consultation. Garver will assist the Owner in developing ARFF vehicle
requirements and specifications, determining equipment availability and suitability within the
HGACBuy program, and establishing equipment AIP eligibility. Consultation services may
include:
2.2.1. Prepare an agenda, attend, and prepare meeting minutes for a procurement kickoff
meeting with the Owner and FAA. The meeting will be held virtually.
2.2.2. Provide coordination with the Owner, FAA, HGACBuy program officials and equipment
manufacturers.
2.2.3. Hold up to two (2) virtual coordination meetings as necessary based on the results of
the project coordination efforts.
2.2.4. Prepare technical specifications using FAA "Guide Specification for Aircraft Rescue
and Fire Fighting (ARFF) Vehicles" AC 150/5220-10 (latest edition) or other
appropriate standards approved for use by the FAA. Additional supplementary
specifications will be developed for project requirements not covered by FAA or when
state or local standards are approved by the FAA.
2.2.5. Prepare a recommendation of award.
FYV ARFF Vehicle Acquisition
Version 1
Garver Project No. 2402545
3. CONTRACTING AND DELIVERY CONSULTATION
3.1. Upon completion of procurement package consultation, Garver shall begin the contracting and
delivery consultation. Vehicle delivery schedule is anticipated to be as long as 30 months.
Consultation services may include:
3.1.1. Assistance with execution of purchase order or HGACBuy contract documents.
3.1.2. Provide coordination with the Owner, FAA, HGACBuy program officials and equipment
manufacturers.
3.1.3. Issue notice to proceed and hold contracting kickoff meeting with manufacturer.
3.1.4. Prepare submittal log and review submittal documents
3.1.5. Review manufacturer pay applications.
3.1.6. Provide progress update reports to the Owner and FAA as required.
3.1.7. Develop vehicle inspection checklist.
3.1.8. Coordinate vehicle delivery and Owner training.
3.1.9. Respond to manufacturer RFIs.
3.1.10. Prepare change orders.
3.1.11. Participate in delivery inspection.
3.1.12. Coordinate punchlist completion.
4. PROJECT DELIVERABLES
4.1. The following deliverables will be submitted to the parties identified below. Unless otherwise
noted below, all deliverables shall be electronic.
• 90% Final Specifications to Owner and FAA.
• 100% Issued for Bid Specifications to Owner and FAA.
• Issued for Construction Specifications to Owner, Manufacturer, and FAA
• Approved submittals to the Manufacturer
• Project closeout documents.
• Electronic files as requested.
5. ADDITIONAL SERVICES
5.1. The following items are not included under this agreement but will be considered as additional
services to be added under Amendment if requested by the Owner.
• Engineering, architectural, or other professional services beyond those listed herein.
• Redesign for the Owner's convenience or due to changed conditions after previous
direction.
• Deliverables beyond those listed herein including a bid package, plans, contract
documents, or engineer's report.
• Bidding services.
• Environmental services included but not limited to AFFF testing or monitoring.
• ARFF Station design or modification services.
• Change orders required for reasons outside of Garver's control.
• Acquisition of "Turnout" or "Bunker" gear.
• Administrative services typical to FAA construction projects including payroll & DBE
compliance review.
• Pre -delivery equipment inspection at the manufacturing facility.
• Equipment testing or certification.
• Services after equipment acceptance not specifically identified such as warranty follow-up
and operations support.
FYV ARFF Vehicle Acquisition
Version 1
Garver Project No. 2402545
6. SCHEDULE
Garver shall begin work under this Agreement upon execution of this Agreement and shall
complete the work within a mutually agreeable schedule with the Owner.
FYV ARFF Vehicle Acquisition
Version 1
Garver Project No. 2402545
Exhibit B-11
City of Fayetteville - Drake Field
ARFF Vehicle Acquisition
Project Administration
WORK TASK DESCRIPTION
E-6
E-5
E-3
E-2
AM-2
hr
hr
hr
hr
hr
1. Project Administration
Accounting Administration
2
Coordination with Client
2
Coordination with FAA
2
Internal Coordination
1
4
4
2
Project Scoping
2
1
1
Technical Specifications
4
Contract Preparation
1
4
Draft and Submit FAA Grant Application
1
6
Develop Reimbursement Packages (4 estimated)
2
8
Grant Closeout
2
8
Project Management
8
u o a -roject Administration
2
25
21
1 11
1 14
Hours
SUBTOTAL - SALARIES:
25 21 11 14
$15,531.00
DIRECT NON -LABOR EXPENSES
Document Printing/Reproduction/Assembly
$0.00
Postage/Freight/Courier
$0.00
Office Supplies/Equipment
$19.00
Travel Costs
$0.00
SUBTOTAL - DIRECT NON -LABOR EXPENSES: $19.00
SUBTOTAL: $15,550.00
SUBCONSULTANTS FEE: $0.00
TOTAL FEE: $15,550.00
Exhibit B-11
City of Fayetteville - Drake Field
ARFF Vehicle Acquisition
Procurement Package Consultation
WORK TASK DESCRIPTION
E-6
E-5
E-3
E-2
E-1
hr
hr
hr
hr
hr
1. Civil Engineering
Procurement Kickoff Meeting Agenda
2
Procurement Kickoff Meeting
1
1
1
Procurement Kickoff Meeting Minutes
1
HGAC Program Coordination
2
g
Manufacturer Coordination & Outreach
6
20
Coordination Meeting Agenda
2
2
Coordination Meeting (2 Virtual)
4
4
Coordination Meeting Minutes
1
2
Technical Specifications
4
Prepare Recommendation of Award
2
Subtotal - Civil Engineering
0
1
25
1
36
Hours
SUBTOTAL - SALARIES:
$10,861.00
DIRECT NON -LABOR EXPENSES
Document Printing/Reproduction/Assembly
$0.00
Postage/Freight/Courier
$0.00
Office Supplies/Equipment
$39.00
Travel Costs
$0.00
SUBTOTAL - DIRECT NON -LABOR EXPENSES: $39.00
SUBTOTAL:
SUBCONSULTANTSFEE:
$10,900.00
$0.00
TOTAL FEE: $10,900.00
25 1 36
Exhibit B-11
City of Fayetteville - Drake Field
ARFF Vehicle Acquisition
Contracting and Delivery Consultation
WORK TASK DESCRIPTION
E-6
E-5
E-3
E-2
AM-2
hr
hr
hr
hr
hr
1. Civil Engineering
Prepare Purchase Order/Contract Documents
1
1
4
External Project Coordination
1
4
2
Prepare and Distribute Notice To Proceed
1
Prepare for Preconstruction Meeting
2
Attend Preconstruction Meeting (2 people, virtual'
6
1
repare and Distribute Preconstruction meeting
minutes
1
Progress Update Coordination
6
applications)
2
8
Technical Specifications
4
Develop Submittal Log
2
Review Vehicle Submittals/O&M Manuals
2
4
Coordinate On -Site Manufacturer Training
1
Develop Delivery Inspection Checklist
2
Prepare Change Orders
1
1
4
Response to Contractor and RPR Inquiries
2
2
Delivery Inspection
8
Punchlist Coordination
1
4
Subtotal - Civil Engineering
0
4
33
41
0
Hours
SUBTOTAL - SALARIES:
$15,518.00
DIRECT NON -LABOR EXPENSES
Document Printing/Reproduction/Assembly
$0.00
Postage/Freight/Courier
$0.00
Office Supplies/Equipment
$54.00
Travel Costs
$250.00
SUBTOTAL - DIRECT NON -LABOR EXPENSES: $304.00
SUBTOTAL:
SUBCONSULTANTSFEE:
$15,822.00
$0.00
TOTAL FEE: $15,822.00
33 41