April 2017 Meeting Minutes

MEET­ING MIN­UTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DIS­TRICT

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., April 19, 2017 by Chair­man Mathis. 

The Invo­ca­tion was read by Mr. Parke McClellan. 

The Pledge of Alle­giance was led by Chair­man Mathis. 

The Inter­im Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Mr. Carey Scott. 

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the Activ­i­ty Report. 

Ms. Dar­lene Nel­son pre­sent­ed and reviewed the Finan­cial Report. 

Con­sent Agen­da:

1. Board Meet­ing Min­utes – March 22, 2017

This item pro­vides for Board approval of the March 22, 2017 Board Meet­ing Minutes. 

2. Sup­ple­men­tal JPA – Ter­mi­nal Ramp Reha­bil­i­ta­tion

This item pro­vides for the accep­tance of a sup­ple­men­tal FDOT Joint Par­tic­i­pa­tion Agree­ment (JPA) that will pro­vide fund­ing for the Ter­mi­nal Ramp Reha­bil­i­a­tion Project. It is antic­i­pat­ed that FAA will par­tic­i­pate in the project as well as local participation. 

3. Replace­ment CCTV Sys­tem Com­po­nent Pur­chase

This item pro­vides for Board approval for the pur­chase of replace­ment CCTV sys­tem com­po­nents in sup­port of the Airport’s over­all Air­port Secu­ri­ty Program. 

4. Equip­ment Pur­chase – Red Defense Trace Detec­tion Sys­tem

This item pro­vides for Board approval for the pur­chase of XCAT Hand­held Detec­tion Sys­tem, Base Unit, 3 year war­ran­ty, pro­tec­tive case, and sup­plies. This unit will be uti­lized in sup­port of the Airport’s Secu­ri­ty Program. 

Ms. Sims made a motion to approve the Con­sent Agen­da. Mr. McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously. 

Busi­ness Items:

a. FEMA Project Update

A pre­sen­ta­tion was giv­en by Mr. Rick Mellin of ZHA. 

This item was for infor­ma­tion­al pur­pos­es only and required no for­mal action by the Board. 

b. FEMA Project 4177.1 Award to Phoenix Con­struc­tion Ser­vices

This item allows for Board award of the Stormwa­ter Project 4177.1 to Phoenix Con­struc­tion Services. 

In late April 2014, there was storm water/​rain event that had a sub­stan­tial adverse impact on the air­port. There was approx­i­mate­ly 16 inch­es of rain in a very short peri­od of time and cause a great deal of dam­age to our prop­er­ty and ele­ments of the stormwa­ter sys­tem. The Storm was declared by the Fed­er­al Emer­gency Man­age­ment Agency (FEMA) as Storm 4177. 

In response to this dam­age, the air­port and its con­sul­tants pre­pared the dam­age descrip­tions, scope of works, esti­mates and mit­i­ga­tion pro­pos­als. It was deter­mined that the Air­port because of vital and essen­tial role it plays in the com­mu­ni­ty would sub­mit detailed repairs and mit­i­ga­tion plans to be reviewed and approved as part of the FEMA Pub­lic Assis­tance (PA) Pro­gram. The PA Pro­gram will fund the effort at 75% FEMA, 12.5% Flori­da SERT and 12.5% Air­port Funds. Project 4177.1 is one of two projects to repair and mit­i­gate dam­ages to the storm water sys­tem as a direct result of the declared flood­ing event spring 2014. 

Over the past 36 months, we have worked with FEMA and SERT for approval and oblig­a­tion of funds through­out numer­ous staff changes, pro­ce­dure changes and pro­gram over­hauls. Funds for this project, $2,351,146 have been approved with the excep­tion of mit­i­ga­tion work at 7 of the sites. We have request­ed a review of this deci­sion which may result in addi­tion fund­ing of up to 

$474,387.

The gen­er­al scope of work is con­struc­tion of site repairs and mit­i­ga­tion for the air­port on air­port prop­er­ty at 18 sites, as fol­lows: dam­aged areas from flood­ing dur­ing declared event dur­ing spring 2014. Repairs include regrad­ing berms, ditch­es and swales, remov­ing silt, replac­ing cul­verts and mitered ends, soil amend­ments and sod­ding for ero­sion con­trol, rais­ing and regrad­ing the main­te­nance road, out­fall and drainage mod­i­fi­ca­tions, repaired sump bot­toms, apron areas, con­crete matts, skim­mers and pipes. Site 8 includ­ed a direc­tion­al bor­ing under West Bay Park­way. Mit­i­ga­tion to dam­aged areas from flood­ing dur­ing declared event dur­ing spring 2014 to pre­vent future dam­ages. Mit­i­ga­tion includes Armor­Flex Mats, fil­ter point mats, new larg­er box cul­verts, con­crete mats, out­fall mod­i­fi­ca­tions, and new rip rap. 

ZHA coor­di­nat­ed the repair and mit­i­ga­tion scope and pro­duc­tion of Con­tract Doc­u­ments by Buchanan & Harp­er and McNeil Car­roll. Bid Doc­u­ments were released on Decem­ber 8, 2016. Bids were received on Jan­u­ary 12, 2017, by four of the four pre­qual­i­fied hor­i­zon­tal con­trac­tors. The bid doc­u­ments includ­ed a base bid with the Air­port hav­ing the fol­low­ing award con­di­tion: ​“After con­sid­er­a­tion of price and oth­er fac­tors, the con­tract will be award­ed to the Bid­der whose bid pro­pos­al is deter­mined to be the low­est respon­sive and respon­si­ble Bid­der as deter­mined by the Owner.” 

On Jan­u­ary 12, 2017, Phoenix Con­struc­tion Ser­vices, Inc. was the appar­ent low bid­der. Phoenix’s bid of $2,993,400, is $216,000 (approx­i­mate­ly 7%) low­er than the high­est bid­der (GAC at $3,209,400) and $89,802 low­er (approx­i­mate­ly 3%) than the next low­est bid (Mar­shall Broth­ers at $3,192,000).

Upon review of the bids received in Jan­u­ary 2017, it was deter­mined that there was insuf­fi­cient fund­ing for the project. Fol­low­ing dis­cus­sions with the airport’s legal coun­sel, it was deter­mined that a Deduc­tive Bid Request would be issued to all con­trac­tors that sub­mit­ted respons­es. A Deduc­tive Bid was issued by ZHA on March 20^th, 2017 to include delet­ing work at Site 1 (north of rental car stor­age area); sub­sti­tut­ing means and mate­r­i­al at Site 8 to include an open cut and place­ment of con­crete pipe in lieu of a direc­tion­al bore; delet­ing work at Site 17 (grass at the air­field) and Site 19 (out­fall at Kel­ly Basin). The deduc­tive bid at Site 8 was to reduce costs and also allow for repair to the sur­face and base at West Bay Park­way dur­ing the instal­la­tion of larg­er storm water pipes. The deduct includ­ed omit­ting the direc­tion­al bore (deduct #2) and lay­ing storm water pipe which includ­ed three options: rein­forced con­crete, polypropy­lene E HP Storm, and Steel Rein­forced Poly­eth­yl­ene Pipe (add #3). Three of the four con­trac­tors respond­ed with the deduct bids. 

After con­sid­er­a­tion of price and oth­er fac­tors, staff and ZHA’s rec­om­men­da­tion is to award the con­tract to Phoenix Con­struc­tion Ser­vices to include work at all sites per draw­ings for 4177.1 as detailed except: change to an open cut at Site 8 and delete all work at Site 17. Site 8 rec­om­men­da­tion includes deduct­ing the direc­tion­al bore (deduct #2 for -$1,003,000) and adding rein­forced con­crete pipe (add #3 for $400,935) for a cost sav­ings of $602,065. The bid amount is $2,993,400 with a deduct for Site 8 alter­na­tive method and mate­r­i­al and a deduct for omit­ting Site 17 ($2,993,400 — $602,065 — $599,000 = $1,792,335). This rec­om­men­da­tion is with­in the cur­rent FEMA funds for con­struc­tion and includes an owner’s con­tin­gency of $123,033.

Phoenix Construction’s bid pro­pos­al has been deter­mined to be the low­est respon­sive and respon­si­ble Bid­der for the scope of work to com­plete Storm water 4177.1 per con­tract doc­u­ments for a total con­tract amount of $1,792,335.00.

It should be not­ed the total project bud­get based on FEMA eli­gi­bil­i­ty and esti­ma­tion tools, includ­ing con­struc­tion, pro­fes­sion­al fees and con­tin­gency is $2,351,146.00. FEMA has approved funds in the amount of $2,351,146 for this project, which includ­ed all of the request­ed repairs and mit­i­ga­tion with the excep­tion of mit­i­ga­tion at 7 of the sites. We have request­ed a review of this deci­sion which may result in addi­tion fund­ing of up to $474,387.

The fund­ing for this project will be FEMA 75%, FL SERT 12.5% and Air­port 12.5% uti­liz­ing reserves for the project. 

Fol­low­ing dis­cus­sion that the Board will review and receive updates on change orders received from Phoenix Con­struc­tions Ser­vices, Inc., Mr. Lee made a motion to autho­rize the Board Chair­man or designee to exe­cute the nec­es­sary con­tract doc­u­men­ta­tion, fol­low­ing sat­is­fac­to­ry legal review. The motion was sec­ond­ed by Ms. Sims. The vote was tak­en and the motion passed unanimously. 

c. Ground Trans­porta­tion Update

This item pro­vides for Board approval for cur­rent Ground Trans­porta­tion com­pa­nies with a ​“Queue” con­tract to con­vert to a ​“Pre-Arranged Pick­up” contract. 

Fol­low­ing the Board’s approval of the Trans­porta­tion Net­work Com­pa­ny (TNC) con­tract last month, research began to deter­mine the impact that TNCs have on the cur­rent Ground Trans­porta­tion (GT) com­pa­nies at ECP. It was deter­mined that in 2016 there were 21 GT com­pa­nies and in 2017 there were 31 GT com­pa­nies pro­vid­ing ser­vices to pas­sen­gers result­ing in a decrease in the num­ber of rides each com­pa­ny pro­vid­ed each month. A work­ing group was formed with six of the cur­rent GTs to fur­ther deter­mine the impact Uber was hav­ing on their busi­ness since their incep­tion date of March 10^th, 2017. One of the com­pa­nies pro­vid­ed doc­u­men­ta­tion that their num­ber of rides were down 30% and they had been forced to diver­si­fy their busi­ness and began offer­ing pre­arranged pick­ups and shut­tle ser­vice in town. The oth­er com­pa­nies have not pro­vid­ed doc­u­men­ta­tion but have ver­bal­ly acknowl­edged that their busi­ness is down 25 to 30%. 

Uber report­ed that they had 512 pick­ups in the 21 days they were oper­at­ing in March. Cam­era footage at ECP has ascer­tained this num­ber to be clos­er to 540 curb­side pick­ups by queue con­tract com­pa­nies. Uber has had the most sig­nif­i­cant impact on the queue. 

Ms. Sims made a motion to allow Ground Trans­porta­tion Con­ces­sion­aires with cur­rent

Queue con­tracts to con­vert to Pre-Arranged con­tracts. Mr. Tusa sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously. 

Exec­u­tive Direc­tor Report:

Ms. Scar­lett Pha­neuf, with the Bay EDA, addressed the Board regard­ing upcom­ing events at the MRO Air Show in Orlan­do relat­ed to the Pom­pano Project. Ms. Bec­ca Hardin and Mr. 

McClel­lan will meet the Enter­prise Flori­da regard­ing a pro­pos­al for main­te­nance, repair, and over­haul for the Pom­pano Project. They will also meet with sev­er­al com­pa­nies dur­ing the show to pro­mote what ECP and Bay Coun­ty have to offer. 

Ms. Pha­neuf also announced that GKN is mov­ing along and the offi­cial wel­come in Ven­ture Cross­ings will be May 9^th. GKN will be recruit­ing for employ­ees at two upcom­ing job fairs host­ed by Career Sou8rce on April 26^th and 27^th. 

Mr. McClel­lan informed the Board on the esti­mate for the park­ing tick­et machine awnings. USA Shades esti­mates $25,000 to $30,000 per awning; there would be a need for four awnings. The Air­port is await­ing a response with more detailed infor­ma­tion per­tain­ing to mate­r­i­al used and height restric­tions. How­ev­er, because the cost is pro­hib­i­tive at this time, dis­cus­sions will con­tin­ue as the bud­get allows for the expense. 

Mr. McClel­lan sum­ma­rized Gov­er­nor Rick Scott’s Zika Pre­pared­ness Round­table on Mon­day, April 17^th, regard­ing the impor­tance of help­ing to stop the spread of Zika. This is done through pre­ven­tion, by dump­ing stand­ing water; Steelfield Land­fill will be hold­ing amnesty days April 21^st & 22^nd to allow res­i­dents to rid their yards of items and con­tain­ers that may hold stand­ing water. 

Mr. McClel­lan updat­ed the Board on upcom­ing Super Sat­ur­days. South­west will begin using Gate 2 on April 29^th and will con­tin­ue to use it 4 to 5 times through the sum­mer. The increased num­ber of flights will help to grow revenue. 

Mr. McClel­lan informed the Board that dis­cus­sions with Jet­Blue have not yield­ed a deci­sion to bring their busi­ness to ECP. ECP will con­tin­ue to keep in touch in hopes of attract­ing their business. 

Mr. McClel­lan remind­ed the Board that the Gulf Coast Salute Air­show at Tyn­dall Air Force Base is on April 22^nd & 23^rd. Cur­rent­ly, Tora! Tora! Tora! has World War II era planes parked at Sheltair in prepa­ra­tion for the bomb run per­for­mance at the airshow. 

Mr. McClel­lan read an email to the Board that was received from a pas­sen­ger com­mend­ing the offi­cers and fire­men that had assist­ed her sis­ter in a med­ical emer­gency the pre­vi­ous day. 

Ms. Katie Spill­man, of Moore Com­mu­ni­ca­tions Group, briefly reviewed the Com­mu­ni­ca­tions Activ­i­ty Report. There were almost 5,000 direct clicks to air­lines through the ECP web­site and that num­ber is expect­ed to go up with the antic­i­pat­ed Escape land­ing page. The Escape pro­mo­tion will be high­light­ed in the news­pa­per, on bill­boards and a cre­ative video will be final­ized soon. ECP Perk Days have been a big hit with pas­sen­gers, who are encour­aged to share their pho­tos online and use hash­tags pro­mot­ing the ECP brand. 

Pub­lic Com­ments:

No pub­lic comments. 

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:05 a.m.

Tal­isa Price, Inter­im Exec­u­tive Sec­re­tary Russ Math­is, Chairman