December 2012 Meeting Minutes

Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 10:00 a.m., Decem­ber 12, 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.

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

Approval of Minutes:

The Novem­ber 14, 2012 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. Wheat pre­sent­ed and reviewed the activ­i­ty report to the Board. There was no finan­cial report pre­sent­ed dur­ing the Board Meet­ing. An updat­ed finan­cial report will be pro­vid­ed upon com­ple­tion of the FY 12 audit.

Con­sent Agenda:

a. Award Bid for Fire­fight­er Turnout Gear

This item pro­vides for Board approval and award of the bid for the pur­chase of four­teen (14) sets of fire­fight­er bunker gear to be uti­lized by the Air­craft Res­cue and Fire­fight­ing Depart­ment at the Airport.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to award the bid for turnout coat, turnout pants and fire­fight­er gloves to Sun­belt Fire Equip­ment, and to award the bid for fire­fight­er hel­met, fire­fight­er boots and nomex hood to NAFE­CO Fire Equip­ment and autho­riza­tion for the pro­cure­ment of these cap­i­tal items. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Award Bid for Fuel Tank Painting

This item pro­vides for Board approval and award of the bid for paint­ing the fuel tanks at the Avi­a­tion Fuel Facility.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to award the bid for fuel tank paint­ing to Odle, Inc. at a cost of $40,835. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Award Bid for Unin­ter­rupt­ed Pow­er Sup­ply (UPS) Devices Ser­vice Contract

This item pro­vides for Board approval and award of the bid pro­vid­ing a ser­vice con­tract for unin­ter­rupt­ed pow­er sup­ply (UPS) devices.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to award the bid for a ser­vice con­tract for unin­ter­rupt­ed pow­er sup­ply to Eaton Direct at an annu­al cost of $13,828.34. Mr. Koehne­mann sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. Award Bid for Blinds for Ter­mi­nal Windows

This item pro­vides for Board approval and award of the bid for pur­chase and instal­la­tion of blinds on cer­tain win­dows in the ter­mi­nal building.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to award the bid for pur­chase and instal­la­tion of blinds to be installed at the ter­mi­nal build­ing to Cus­tom Blind & Shade at a cost of $12,402. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. ZHA Incor­po­rat­ed – Engi­neer­ing Ser­vices Agree­ment Renewal

This item pro­vides for Board approval and renew­al of the Engi­neer­ing Ser­vices Agree­ment with ZHA Incor­po­rat­ed (ZHA).

In Jan­u­ary, 2011, the Dis­trict entered into an Engi­neer­ing Ser­vices Agree­ment with ZHA, Inc. for engi­neer­ing, archi­tec­tur­al, project inspec­tion, con­struc­tion man­age­ment and plan­ning ser­vices. The ini­tial Agree­ment was for a five year term and required an annu­al review of their performance.

Dur­ing the past two years, ZHA has per­formed and com­plet­ed numer­ous tasks for the Air­port Author­i­ty. The projects have ranged from pro­vid­ing and ensur­ing envi­ron­men­tal over­sight and com­pli­ance, pro­vid­ing plan­ning ser­vices on mul­ti­ple ongo­ing air­port con­struc­tion projects, and by pro­vid­ing design and con­struc­tion over­sight to ongo­ing projects.

Staff rec­om­mends approval for renew­al of the Engi­neer­ing Ser­vices Agree­ment with ZHA. There would be no imme­di­ate impact to the bud­get as task orders would be brought back to the Board for approval on an indi­vid­ual basis.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to approve the annu­al review and renew­al of the Engi­neer­ing Ser­vices Agree­ment with ZHA, Inc., and autho­riza­tion for the Board Chair­man or his designee to exe­cute the appro­pri­ate doc­u­ments pend­ing review by air­port legal coun­sel. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. ZHA Task Order — Cov­ered Air­port Ter­mi­nal Parking

This item pro­vides for Board approval of a task order to ZHA to per­form final design ser­vices for the new cov­ered air­port ter­mi­nal park­ing to be con­struct­ed in the exist­ing rental car ready return park­ing area.

ZHA will pro­vide pro­fes­sion­al design ser­vices to pre­pare con­struc­tion doc­u­ments to recon­fig­ure the exist­ing ter­mi­nal sur­face park­ing to cre­ate a cov­ered park­ing area and relo­cate the rental car ready return area to a por­tion of the cur­rent long term park­ing lot, design and pre­pare con­tract doc­u­ments for new foun­da­tions for the shade struc­ture and assist the Air­port with bid­ding both packages.

The total cost of this task order is a lump sum fee of $67,100. This fee cov­ers all nec­es­sary pro­fes­sion­al design ser­vices for the cov­ered air­port ter­mi­nal park­ing project and all sur­vey­ing and geot­ech­ni­cal inves­ti­ga­tion expenses.

The cost of this task order was not includ­ed in the FY 2013 bud­get; how­ev­er, the air­port has received an FDOT grant to cov­er 50% of the cost of this task order and will obtain a loan for the entire project which will also cov­er the remain­ing 50% of this task order.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the work scope and task order to ZHA for pro­fes­sion­al design ser­vices in the amount of $67,100 and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. ZHA Task Order – Envi­ron­men­tal Ben­e­fits and Design of Water Har­vest­ing System

This item pro­vides for Board approval of a task order to ZHA to pro­vide pro­fes­sion­al con­sult­ing ser­vices to pre­pare an expla­na­tion of the envi­ron­men­tal ben­e­fits of the water har­vest­ing sys­tem and a pre­lim­i­nary design of the sys­tem for con­sid­er­a­tion of a Flori­da Depart­ment of Envi­ron­men­tal Pro­tec­tion (FDEP) in-kind project to be deliv­ered by Phoenix Construction.

Dur­ing con­struc­tion of the air­port, Phoenix Con­struc­tion was fined by FDEP for impacts to the envi­ron­ment for which it was respon­si­ble. FDEP will allow Phoenix Con­struc­tion to con­struct in-kind projects meet­ing cer­tain spe­cif­ic require­ments to be sub­sti­tut­ed in lieu of pay­ment of those fines. The water har­vest­ing project has ini­tial­ly been accept­ed for con­sid­er­a­tion as a poten­tial in-kind project by FDEP for Phoenix Construction.

Pri­or to approval of the project, FDEP requires an expla­na­tion of the envi­ron­men­tal ben­e­fits and a detailed cost esti­mate by the con­trac­tor for the water har­vest­ing project. The work con­tained in this task order will pro­vide the envi­ron­men­tal ben­e­fit expla­na­tion and define the work com­po­nents of the project for Phoenix Con­struc­tion to pre­pare a detailed cost esti­mate and sub­mit a pro­pos­al for the in-kind project to FDEP for approval.

The total cost of this task order is $26,600. This project was not includ­ed in the FY 2013 Cap­i­tal Improve­ment Bud­get; how­ev­er, the air­port has obtained an FDOT grant to cov­er 50% of this task order amount. Air­port funds are avail­able to cov­er the remain­ing por­tion of this expense.

Fol­low­ing Board dis­cus­sion, Mr. Math­is made a motion to approve the work scope and task order to ZHA for envi­ron­men­tal ben­e­fits and pre­lim­i­nary design of the water har­vest­ing sys­tem and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

d. ZHA Task Order – Water Qual­i­ty Mon­i­tor­ing Post Con­struc­tion Fall 2012

This item pro­vides for Board approval of a task order to ZHA to per­form the required water qual­i­ty mon­i­tor­ing ser­vices at nine­teen sites as required under our envi­ron­men­tal permits.

In accor­dance with the FDEP WRP Per­mit, Depart­ment of Army Sec­tion 404 Per­mit, and the Con­struc­tion and Post Devel­op­ment Water/​Sediment Qual­i­ty and Bio­log­i­cal Mon­i­tor­ing Plan, the air­port is required to con­duct water, sed­i­ment and bio­log­i­cal mon­i­tor­ing twice a year for a six year peri­od fol­low­ing con­struc­tion. FDEP Con­sent Order #3 deter­mined the post con­struc­tion date would be the date that the final stormwa­ter cer­ti­fi­ca­tion for the entrance road was sub­mit­ted and accept­ed, which occurred ear­li­er this year.

The total cost of this task order is $27,500 and it was includ­ed in the FY 2013 Oper­at­ing Expense Budget.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to approve the work scope and task order to ZHA for per­form­ing the Water Qual­i­ty Mon­i­tor­ing Post Con­struc­tion Fall 2012 and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

e. Con­tin­u­ing Con­trac­tor Con­struc­tion Ser­vices – Inte­ri­or Fit-Up and Light Com­mer­cial Con­struc­tion Work

This item pro­vides for Board selec­tion and approval of a group of con­trac­tors to per­form con­struc­tion ser­vices con­sist­ing of inte­ri­or fit-up and light com­mer­cial con­struc­tion work for the Air­port Author­i­ty as pro­vid­ed for under state statute.

The air­port issued a Request for Qual­i­fi­ca­tions (RFQ) request­ing spe­cif­ic infor­ma­tion from qual­i­fied con­struc­tion con­trac­tors with inte­ri­or fit-up and light com­mer­cial con­struc­tion expe­ri­ence to be short list­ed and be on-call for bid­ding and pro­vid­ing con­struc­tion for mis­cel­la­neous civ­il type con­struc­tion projects for a three year period.

The gen­er­al scope of ser­vices to be pro­vid­ed by the con­tin­u­ing con­trac­tors includes gen­er­al earth­work and site work, util­i­ties, stormwa­ter work, paving, fenc­ing, struc­tures such as short span bridges and retain­ing walls, electrical/​communications/​low volt­age sys­tems, and oth­er civ­il type work.

As a result of the RFQ, six com­pa­nies sub­mit­ted state­ments of qual­i­fi­ca­tions. In ear­ly Decem­ber, the selec­tion com­mit­tee con­sist­ing of Mr. John Wheat, Mr. Park­er McClel­lan, Mr. Richard Zip­per­ly, and Mr. Chris Fore­hand met to dis­cuss their eval­u­a­tions of the state­ments of qual­i­fi­ca­tions from each com­pa­ny. After a thor­ough review, it was deter­mined that one com­pa­ny did not sub­mit the required infor­ma­tion and was deter­mined to be non-respon­sive. The remain­ing five com­pa­nies were well qual­i­fied to per­form the antic­i­pat­ed work and all met the require­ments con­tained in the RFQ.

The fol­low­ing is a list of those companies:

• Ander­son Con­struc­tion Company
• Cathey Con­struc­tion & Devel­op­ment, LLC
• Mar­shall Broth­ers Industrial
• McIn­nis Builders, LLC
• Ram Con­struc­tion & Devel­op­ment, LLC

As a result of the review, the com­mit­tee rec­om­mend­ed all five con­trac­tors be main­tained for the con­tin­u­ing con­trac­tor con­struc­tion ser­vices for inte­ri­or fit-up and light com­mer­cial con­struc­tion work at the airport.

The over­all bud­get impact with this approach will reduce costs asso­ci­at­ed with a for­mal bid­ding process and ensure com­pet­i­tive bids from qual­i­fied con­trac­tors. Every project bid under this approach would be brought to the Board for approval.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to approve the committee’s rec­om­men­da­tion of selec­tion of the five con­trac­tors to pro­vide con­tin­u­ing con­trac­tor con­struc­tion ser­vices for inte­ri­or fit-up and light com­mer­cial con­struc­tion work, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

f. Ground Trans­porta­tion Update

Mr. McClel­lan addressed the Board and pro­vid­ed an update regard­ing ground trans­porta­tion issues and poten­tial ways to pro­vide bet­ter cus­tomer ser­vice. He dis­cussed imple­ment­ing a more stream­lined process for han­dling ground trans­porta­tion reser­va­tions with the instal­la­tion of a kiosk or counter area for pas­sen­gers to uti­lize. In addi­tion to main­tain­ing the cur­rent full ser­vice taxi com­pa­nies oper­at­ing at the air­port, Mr. McClel­lan sug­gest­ed the Board con­sid­er autho­riz­ing Staff to pre­pare and issue a Request for Pro­pos­als (RFP) for ground trans­porta­tion ser­vices where­in a sin­gle com­pa­ny pro­vid­ing qual­i­ty pro­fes­sion­al ser­vice to meet pas­sen­ger needs and han­dle cus­tomer com­plaints would be added to exist­ing choic­es for ground trans­porta­tion companies.

Fol­low­ing Board dis­cus­sion, Mr. Koehne­mann made a motion to autho­rize Staff to explore the pos­si­bil­i­ties and issue a Request for Pro­pos­als for Ground Trans­porta­tion Ser­vice to deter­mine if there is inter­est in devel­op­ing this new con­cept. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Oth­er Business:

Mr. Koehne­mann addressed Staff regard­ing non-based flight crew park­ing being moved from the short term park­ing lot to the long term park­ing lot. Mr. McClel­lan explained the need for the move was to ensure ade­quate short-term park­ing spaces were avail­able to the trav­el­ing public.

He fur­ther advised that in an effort to com­pen­sate for the changes in the park­ing loca­tion, effec­tive Jan­u­ary 1, 2013, Staff has reduced the month­ly park­ing fee charged to non-based flight crew to $35.00 per month.

Mr. Math­is addressed Staff regard­ing an update to the hangar door prob­lem with Bay Air­craft Own­ers Asso­ci­a­tion. Mr. McClel­lan stat­ed that the door man­u­fac­tur­er is work­ing on a res­o­lu­tion and the hangar door is sched­uled to be repaired by March 2013.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 10:50 a.m.

Pat­ty Strick, Exec­u­tive Sec­re­tary John Pilch­er, Chairman