August 2012 Special Meeting Minutes

Open­ing:

The Spe­cial Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., August 7, 2012, in the Air­port Board Room by Chair­man Pilcher.

The Invo­ca­tion was giv­en by Ms. Pat­ty Strick.

The Pledge of Alle­giance was led by Chair­man Pilcher.

All Board Mem­bers were present except Mr. Chris Forehand.

Busi­ness Items:

a. Award Bid for Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project

This item pro­vides for Board approval and award of the bid for the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project.

The Dis­trict dis­trib­uted a Request for Pro­pos­als for an aug­men­ta­tion to the airport’s exist­ing Stormwa­ter Man­age­ment Sys­tem (SMS), to include con­struc­tion of two dry reten­tion areas south and east of Pond C, mod­i­fi­ca­tion of the exist­ing SMS stormwa­ter dis­charge devices, con­struc­tion of new stormwa­ter dis­charge devices, con­struc­tion of a new wet pond, and con­struc­tion of a new stormwa­ter dis­charge from the new wet pond to Kel­ly Branch.

The com­pa­nies sub­mit­ting bids and the base bid amounts are as follows:

• • Ander­son Colum­bia $3,387,000.00
• C.W. Roberts Con­tract­ing $3,652,659.50
• Mar­shall Broth­ers $4,358,788.00
• Phoenix Con­struc­tion $3,219,000.00

The $3,219,000 cost of this project will be fund­ed with an AIP Grant from the FAA for 90% of the project total, a FDOT grant for 5% of the project with the remain­ing 5% from the District.

The bids were reviewed and each com­pa­ny was in com­pli­ance with the require­ments set forth in the Request for Pro­pos­als. Based on Phoenix Con­struc­tion sub­mit­ting the low bid for this project, Staff rec­om­mend­ed the con­tract be award­ed to Phoenix Construction.

b. Con­tract Change Order – Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project

This item pro­vides for Board approval of a Change Order to the con­tract for the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project to reduce the cost from the orig­i­nal bid price sub­mit­ted by Phoenix Con­struc­tion of $3,219,000 to $2,670,000.

After receiv­ing pro­pos­als for the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project, Staff began an analy­sis with ZHA to deter­mine if the cost of the project could be reduced. After dis­cus­sion, it was deter­mined that the fol­low­ing items could be reduced:

• Elim­i­nate the rip-rap around the new wet pond (D‑2) being built and replace it with turf. This change reduces the project by $362,000.

• Replace the turf rein­force­ment mat, hydro-seed and flex­i­ble growth medi­um with sod. This change reduces the project by $162,000.

• Reduce the allowance for mod­i­fi­ca­tions that might be required with the agency’s review of the final doc­u­ments by $25,000.

The total amount of these reduc­tions is $549,000. Approval of this change order would reduce the total cost of the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project by $549,000; there­fore, adjust­ing the bid amount by the total cost of these reduc­tions would bring the new con­tract price to $2,670,000.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to award the bid to Phoenix Con­struc­tion for the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project, approval of the Change Order to the Phoenix con­tract, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Accept FAA Grant for Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project

This item pro­vides for Board accep­tance of an FAA Air­port Improve­ment Pro­gram Grant that pro­vides fund­ing for the Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project.

In order to help meet the require­ments under Con­sent Order #3, a Stormwa­ter Man­age­ment Sys­tem Aug­men­ta­tion Project was devel­oped. This project, which involves prepar­ing sites, con­fig­ur­ing exist­ing out­fall struc­tures and con­struct­ing new addi­tion­al reten­tion areas that aug­ment the exist­ing stormwa­ter man­age­ment sys­tem, must now be completed.

Staff has worked with the FAA to obtain grant fund­ing for 90% of the project costs. The grant will be issued lat­er this month, after bid doc­u­ments have been sub­mit­ted to the FAA for approval.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to accept the FAA Air­port Improve­ment Pro­gram Grant, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the required doc­u­ments. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:10 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary John Pilch­er, Chairman