Title
Airport Engineered Materials Arresting System Maintenance and Replacement
Action
Action:
A. Approve a contract in the amount of $9,752,590 to the lowest responsive bidder Boland’s, LLC for the Engineered Materials Arresting System Replacement project,
B. Approve the purchase of materials required for the Engineered Material Arresting System maintenance and repair by the sole source exemption,
C. Approve a contract with Runway Safe, Inc. for the purchase of materials required for the Engineered Material Arresting System maintenance and repair for a term of three years, and
D. Authorize the City Manager to renew the Runway Safe, Inc. contract for up to two, one-year terms with possible price adjustments and to amend the contract consistent with the purpose for which the contract was approved.
Body
Staff Resource(s):
Haley Gentry, Aviation
Jack Christine, Aviation
Sole Source Exemption
§ NC General Statute Section 143-129(e)(6) provides that formal bidding requirements do not apply when:
- Performance or price competition are not available;
- A needed product is available from only one source or supply; or
- Standardization or compatibility is the overriding consideration.
§ Sole sourcing is necessary for this contract because the needed product is available from only one source.
§ City Council approval is required for any purchases made under the sole source exception.
Background
§ In 2008, the Airport installed an Engineered Material Arresting System (EMAS) in the runway safety area off Runway 18L-36R. EMAS helps slow or stop aircraft in the event of a runway overrun and is required by the Federal Aviation Administration (FAA) due to the non-standard safety area off the runway. The installation of the EMAS bed allows the safety area to be considered standard by FAA.
§ EMAS is made of concrete blocks that are light and crushable to absorb the weight of an aircraft.
§ Over time the condition of the EMAS deteriorates, requiring maintenance and, eventually, replacement.
Explanation
Action A
§ This project consists of replacing the EMAS bed on Runway 36R.
§ The project includes removing existing EMAS blocks, milling and overlay of the existing asphalt bed, installing new EMAS blocks, airfield markings, and installing edge reflectors.
§ On September 12, 2024, the city issued an Invitation to Bid (ITB); one bid was received.
- NC General Statute 143-132 prohibits municipalities from awarding construction contracts over $500,000 without receiving at least three competitive bids from the initial advertisement of the contract. The city may subsequently award the contract even if readvertisements result in fewer than three competitive bids.
§ On October 10, 2024, the city re-issued an ITB; one bid was received.
§ Boland’s, LLC was selected as the lowest responsive, responsible bidder.
§ The project is anticipated to be complete by the second quarter of fiscal year 2026.
Actions B, C, and D
§ This contract will provide the necessary EMAS replacement materials for maintenance and repair of the bed.
§ Annual estimated expenditures are $80,000.
§ At renewal, potential price adjustments may be considered based on legitimate and justified increases in the cost of doing business. The ability to consider price adjustments also allows the city to accept decreases, if warranted.
Charlotte Business INClusion
Action A
Established MSBE Goal: 5.00%
Committed MSBE Goal: 1.00%
MSBE Participation to Date: 1.19%
Boland’s, LLC failed to meet the established contract goal but earned the required minimum Good Faith Effort Points. Boland’s LLC has committed 1.00% (97,823) of the total contract amount to the following certified firm(s):
§ A&D Express Trucking, LLC (MBE, SBE) ($34,728) (hauling)
§ Carolina Construction Equipment, LLC (WBE, SBE) ($13,295) (equipment rental)
§ Davis Container Service, LLC (MBE) ($4,200) (dumpster rental)
§ Southeastern Public Safety Group, Inc. (SBE) ($45,600) (traffic control and flaggers)
Subsequent to Bid Opening, Boland’s LLC has committed an additional 0.18% ($18,000) to the following certified firm:
§ Key’s Trucking, LLC (WBE, SBE) ($18,000) (hauling)
Actions B, C, and D
Per CBI’s Administrative Procedures Manual (8.21.5), sole source contracts are exempt from CBI Program goals, as these contracts do not involve a competitive bidding process and do not present opportunities for subcontracting. Sole sourcing was required for this contract because the needed product is available from only one source. This aligns with what is required by NC Statute Section 143-129(e)(3).
Fiscal Note
Funding: Aviation Capital Investment Plan (Action A) and Aviation Operating Budget (Actions B, C, and D)