August 2016 Meeting Minutes

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., August 24, 2016 by Chair­man Mathis.

The Invo­ca­tion was giv­en by Mr. Carey Scott.

The Pledge of Alle­giance was led by Chair­man Mathis.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present except Ms. Sims and Ms. Meadows.

Recog­ni­tion:

Chair­man Math­is rec­og­nized Mr. John Pilch­er for his years of ser­vice to the Board. Mr. Pilch­er resigned his posi­tion in July 2016, hav­ing served six years on the Board. Chair­man Math­is intro­duced new Board Mem­ber Mr. Glen McDon­ald, appoint­ed by the City of Pana­ma City to fill the remain­der of the term vacat­ed by Mr. Pilch­er. Chair­man Math­is also intro­duced new Board Mem­ber Mr. Ken Nel­son, appoint­ed by the City of Pana­ma City Beach.

Approval of Minutes:

The July 27, 2016 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed both the Activ­i­ty Report and the Finan­cial Report.

Con­sent Agenda:

a. Repub­lic Park­ing Annu­al Bonus

This item pro­vides for Board approval of an incen­tive bonus for Repub­lic Park­ing for the peri­od of June 2015 through May 2016, in the amount of $28,652.62, in accor­dance with the terms of the Man­age­ment Contract.

Fol­low­ing Board dis­cus­sion, Mr. Lee made a motion to approve the incen­tive bonus to Repub­lic Park­ing in the amount of $28,652.62. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Moore Com­mu­ni­ca­tions Group — Presentation

Ms. Court­ney Cox with Moore Com­mu­ni­ca­tions Group (MCG) pre­sent­ed a recap of the 2016 Com­mu­ni­ca­tions Report for ser­vices pro­vid­ed by MCG dur­ing the past year. The pre­sen­ta­tion high­light­ed brand build­ing with the launch of the new ECP web­site and the new ​“Now Board­ing” cam­paign. She also dis­cussed the suc­cess­es with var­i­ous media part­ners over the past year, as well as a strong pres­ence in com­mu­ni­ty spon­sor­ships rang­ing from the 30A Song­writ­ers Fes­ti­val and the Pep­si Gulf Coast Jam. She fur­ther dis­cussed the increased use of social media in engag­ing pas­sen­gers and trav­el­ers through Face­book and Twitter.

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

b. Com­mit­tee Rec­om­men­da­tion – Con­tin­u­ing Con­trac­tor Con­struc­tion Ser­vices – Light Com­mer­cial and Ver­ti­cal Construction

This item pro­vides for Board approval to select a group of con­trac­tors to per­form con­tin­u­ing con­trac­tor con­struc­tion ser­vices for light com­mer­cial and ver­ti­cal con­struc­tion work.

In July 2016, the air­port issued a Request for Qual­i­fi­ca­tions (RFQ) request­ing state­ments of qual­i­fi­ca­tions with spe­cif­ic infor­ma­tion from qual­i­fied con­struc­tion con­trac­tors with light com­mer­cial and ver­ti­cal con­struc­tion expe­ri­ence with in-house con­struc­tion capa­bil­i­ty and with resources locat­ed in the Pana­ma City area to be short list­ed and be on-call for bid­ding and pro­vid­ing con­struc­tion for mis­cel­la­neous civ­il type con­struc­tion projects on a non-exclu­sive basis for a five (5) year period.

Select­ed projects will be iden­ti­fied for the short-list­ed con­tin­u­ing con­trac­tor group to bid. Sealed bids will be received on a pre­scribed date and time, and the low­est qual­i­fied bid­der rec­om­mend­ed for award by the Board. A for­mal bid­ding process would ensure com­pet­i­tive bids from qual­i­fied contractors.

As a result of the RFQ, four com­pa­nies sub­mit­ted respons­es. The fol­low­ing is a list of the com­pa­nies responding:

• Ander­son Construction
• GAC
• Lord & Son
• Reliant South

An Eval­u­a­tion Com­mit­tee was select­ed to review the sub­mit­tals. The com­mit­tee mem­bers con­sist­ed of Russ Math­is, Del Lee, Park­er McClel­lan and Richard McConnell. On August 18, 2016, the Eval­u­a­tion Com­mit­tee met to dis­cuss the state­ments of qual­i­fi­ca­tion received from each respon­der. Each com­pa­ny was eval­u­at­ed on the fol­low­ing gen­er­al cri­te­ria in review­ing the submittals:

• Com­pa­ny pro­file, his­to­ry, expe­ri­ence, capa­bil­i­ty and capacity
• Key per­son­nel
• Pre­vi­ous expe­ri­ence and references
• Loca­tion of company
• Lit­i­ga­tion history
• DBE par­tic­i­pa­tion

After a thor­ough review of the sub­mit­tals from all four com­pa­nies, it was deter­mined that all the com­pa­nies were well qual­i­fied to per­form the antic­i­pat­ed work and all had met the require­ments con­tained in the RFQ. Based on this, the Eval­u­a­tion Com­mit­tee is pre­sent­ing all four con­trac­tors for selec­tion for the con­tin­u­ing con­trac­tor con­struc­tion ser­vices for light com­mer­cial and ver­ti­cal con­struc­tion work at the airport.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the Eval­u­a­tion Committee’s rec­om­men­da­tion of retain­ing all four com­pa­nies to pro­vide ser­vices for light com­mer­cial and ver­ti­cal con­struc­tion work, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review and approval by legal coun­sel. Mr. McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Com­mit­tee Rec­om­men­da­tion – Pro­fes­sion­al Engi­neer­ing Ser­vices for Con­struc­tion Engi­neer­ing and Inspec­tion (CEI)

This item pro­vides for Board accep­tance of the rank­ing by the Eval­u­a­tion Com­mit­tee for selec­tion of a firm to pro­vide Con­struc­tion Engi­neer­ing and Inspec­tion Ser­vices (CEI).

In July 2016, the air­port issued a Request for Qual­i­fi­ca­tions (RFQ) request­ing state­ments of qual­i­fi­ca­tions with spe­cif­ic infor­ma­tion from qual­i­fied firms for Con­struc­tion Engi­neer­ing and Inspec­tion Services.

The scope of ser­vices would include CEI of var­i­ous types of avi­a­tion, non-avi­a­tion and trans­porta­tion projects at the air­port. The CEI ser­vices may include con­struc­tion admin­is­tra­tion, con­tract admin­is­tra­tion, coor­di­na­tion with var­i­ous state and fed­er­al agen­cies, and oth­er admin­is­tra­tive sup­port ser­vices as required by the Dis­trict. The term would be for five (5) years, sub­ject to annu­al review and rec­om­men­da­tion by the Board.

Two firms sub­mit­ted respons­es to the RFQ, Pan­han­dle Engi­neer­ing, Inc., and Volk­ert, Inc.

An Eval­u­a­tion Com­mit­tee was select­ed to review the sub­mit­tals. The com­mit­tee mem­bers con­sist­ed of Russ Math­is, Del Lee, Park­er McClel­lan and Richard McConnell. On August 18, 2016, the Eval­u­a­tion Com­mit­tee met to dis­cuss the state­ments of qual­i­fi­ca­tion received from each respon­der. Each com­pa­ny was eval­u­at­ed on gen­er­al cri­te­ria, to include dis­cus­sion regard­ing indi­vid­ual team mem­bers, local team par­tic­i­pa­tion, pre­vi­ous project expe­ri­ence, expe­ri­ence with com­plex issues and oth­er relat­ed items.

After review and dis­cus­sion, the com­mit­tee approved rank­ing the firms and for­ward­ing the rec­om­men­da­tion to the Board for con­sid­er­a­tion and nego­ti­at­ing with the high­est ranked firm. The Eval­u­a­tion Com­mit­tee ranked Pan­han­dle Engi­neer­ing, Inc. highest.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the Eval­u­a­tion Committee’s rec­om­men­da­tion and rank­ing and autho­rized Staff to nego­ti­ate with the top ranked firm, Pan­han­dle Engi­neer­ing, Inc., and return with a con­tract for approval by the Board at a future meet­ing. Mr. Nel­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. ZHA Task Order – Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS)

This item pro­vides for Board approval of a task order to ZHA as the airport’s con­tin­u­ing engi­neer­ing con­sul­tant to per­form the required Qual­i­fied Mit­i­ga­tion Super­vi­sion (QMS) as required under the airport’s envi­ron­men­tal permit.

In accor­dance with FDEP WRP Per­mit #03 – 0212186-004-DF, the air­port is required to pro­vide QMS to over­see all aspects of mit­i­ga­tion site imple­men­ta­tion, man­age­ment and cor­rec­tive actions and on-site mit­i­ga­tion monitoring.

This task order for QMS includes the fol­low­ing services:

• QMS of all mit­i­ga­tion activ­i­ties on the mit­i­ga­tion site locat­ed south of CR 388 and the air­port for up to 170 days of on-site coor­di­na­tion and inspec­tion per annu­al period.
• Over­sight and admin­is­tra­tion of the con­struc­tion activ­i­ties and inter­face with the com­pa­ny per­form­ing the mit­i­ga­tion plan implementation.
• Annu­al mit­i­ga­tion mon­i­tor­ing in accor­dance with the Air­port Relo­ca­tion Mit­i­ga­tion Plan and mon­i­tor­ing the sta­tions and meth­ods estab­lished dur­ing the ini­tial base­line quan­ti­ta­tive mon­i­tor­ing con­duct­ed in Fall 2006.

• Pro­vide sta­tis­ti­cal analy­sis of the quan­ti­ta­tive mon­i­tor­ing data based pri­mar­i­ly on before and after com­par­i­son of over­all com­mu­ni­ty classification.
• Pre­pare the annu­al report and the mit­i­ga­tion report for the cur­rent periods.

In an effort to ensure the best cost for QMS ser­vices, ZHA solicit­ed pro­pos­als from qual­i­fied envi­ron­men­tal con­sult­ing firms to pro­vide these ser­vices over the next three (3) years. As a result, the QMS mon­i­tor­ing costs and the con­struc­tion super­vi­sion and admin­is­tra­tion for the com­ing year have been reduced from last year, and will decrease for the fol­low­ing two years. ERC, Inc. pro­vid­ed the low­est cost for the required activ­i­ties and will con­tin­ue to be ZHA’s envi­ron­men­tal con­sul­tant for this work.

The cost for this task order includ­ing fees and expens­es is $736,900 and would be allo­cat­ed over the next three annu­al peri­ods as fol­lows: 2016 – 2017 at a cost of $282,900; 2017 – 2018 at a cost of $234,400; and 2018 – 2019 at a cost of $219,600.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the task order with ZHA for Qual­i­fied Mit­i­ga­tion Ser­vices and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments. Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Accept FAA Grant to Com­plete Devel­op­ment Projects

This item pro­vides for Board accep­tance of an FAA Grant for use of Enti­tle­ment Funds that pro­vide fund­ing for sev­er­al projects to be com­plet­ed at the airport.

This grant rep­re­sents the airport’s 2016 request for Enti­tle­ment Funds under the FAA Air­port Improve­ment Pro­gram. The fol­low­ing items are includ­ed on this grant request:

• Improve Ter­mi­nal Build­ing (Pur­chase two replace­ment pas­sen­ger board­ing bridges)
• Envi­ron­ment Mit­i­ga­tion (Phase 3 of 3)
• Secu­ri­ty Enhance­ments (Design Services)

The total costs for the three project items are $3,293,226 and are reim­bursable under this FAA Grant at a ⁹⁰⁄₁₀ ratio total­ing the grant agree­ment amount of $2,963,903.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the FAA grant offer for var­i­ous air­port improve­ment projects, and autho­riza­tion for the Board Chair­man or his designee to exe­cute the nec­es­sary doc­u­ments fol­low­ing sat­is­fac­to­ry legal review. Mr.

Nel­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Approve Pur­chase – Pas­sen­ger Board­ing Bridges

This item pro­vides for Board approval for the pur­chase of two (2) replace­ment pas­sen­ger board­ing bridges from Thyssenk­rupp Air­port Systems.

This pur­chase pro­vides for the replace­ment of two pas­sen­ger board­ing bridges that are in excess of twen­ty (20) years old. Both were ini­tial­ly used at the for­mer Pana­ma City-Bay Coun­ty Inter­na­tion­al Air­port (PFN) and were sub­se­quent­ly trans­ferred to North­west Flori­da Beach­es Inter­na­tion­al Air­port (ECP) when it opened in 2010.

This is a bud­get­ed pur­chase and is includ­ed in the 2016 FAA AIP Grant offer at a reim­burse­ment ratio of ⁹⁰⁄₁₀. The airport’s por­tion of $124,226.00 is includ­ed in the FY2016 Air­port Oper­at­ing and Cap­i­tal Improve­ment Budget.

Fol­low­ing Board dis­cus­sion, Mr. Lee made a motion to approve the pur­chase of two (2) pas­sen­ger board­ing bridges in an amount not to exceed $1,242,260.00, and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments. Mr. McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan intro­duced the new Unit­ed Air­lines Sta­tion Man­ag­er, Mr. Chris Smith.

Mr. McClel­lan updat­ed the Board regard­ing the Direc­tor of Finance and Admin­is­tra­tion posi­tion. Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of Project Gon­do­la with the Bay EDA.

Mr. McClel­lan advised the Board that both he and Ms. Bec­ca Hardin, Pres­i­dent of the Bay EDA, would be trav­el­ling to New York for a meet­ing regard­ing Project Pompano.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:50 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Russ Math­is, Chairman