October 2013 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., Octo­ber 23, 2013 in the Air­port Board Room by Chair­man Pilcher.

The Invo­ca­tion was giv­en by Ms. Pat­ty Mitchell.

The Pledge of Alle­giance was led by Chair­man Pilcher.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed that all Board Mem­bers were present.

Approval of Minutes:

The Sep­tem­ber 11, 2013 Spe­cial Board Meet­ing Min­utes and the Sep­tem­ber 25, 2013 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed the activ­i­ty report. Ms. Hen­der­son pre­sent­ed and reviewed the finan­cial report.

Con­sent Agenda:

a. Approve Inter­local Agree­ment with Bay Coun­ty EMS

This item pro­vides for Board approval of an inter­local agree­ment with Bay Coun­ty for Emer­gency Med­ical Ser­vices at the airport.

Fol­low­ing Board dis­cus­sion, Ms. Moliter­no made a motion to approve the inter­local agree­ment with Bay Coun­ty for emer­gency med­ical ser­vices at the air­port, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any nec­es­sary paper­work. Mr. Scott sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Accept Joint Par­tic­i­pa­tion Agree­ment – Cross­wind Runway

This item pro­vides for Board accep­tance of a Flori­da Depart­ment of Trans­porta­tion (FDOT) Joint Par­tic­i­pa­tion Agree­ment that will pro­vide fund­ing for the cross­wind runway.

The Flori­da Depart­ment of Trans­porta­tion pre­sent­ed the air­port with a grant to design and con­struct a cross­wind run­way. The cross­wind run­way sys­tem will con­sist of a 5,001’ x 100’ asphalt run­way and edge drains, stormwa­ter and grad­ing, perime­ter road and air­field light­ing, sig­nage and mark­ing. The new run­way will have a par­al­lel taxi­way on the east side with con­nect­ing taxi­ways to the cur­rent avi­a­tion facilities.

The esti­mat­ed cost of the project is $17,000,000. The grant stip­u­lates that the project be com­plet­ed by June 30, 2017, unless FDOT allows an exten­sion. Accep­tance of this grant does not autho­rize expen­di­ture of any funds, but rather makes the funds avail­able to the airport.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to accept the FDOT Joint Par­tic­i­pa­tion Agree­ment and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments. Mr. Bruett sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. Award Con­tract for Air­port Gate Ser­vices, Con­vey­or Sys­tem Oper­a­tion and Main­te­nance Agreement

This item pro­vides for Board award of a con­tract to pro­vide main­te­nance ser­vices for the pas­sen­ger load­ing bridges, pre­con­di­tioned air units, ground pow­er units and the inbound and out­bound bag­gage han­dling systems.

A Request for Pro­pos­als was orig­i­nal­ly issued in July 2013 for pro­vid­ing air­port gate ser­vices and con­vey­or sys­tem oper­a­tions. These ser­vices would include oper­a­tion and main­te­nance of the pas­sen­ger load­ing bridges, and the inbound and out­bound bag­gage han­dling systems.

After review, it was deter­mined that addi­tion­al lan­guage and clar­i­fi­ca­tion of the oper­a­tional require­ments was need­ed and there­fore, all pro­pos­als sub­mit­ted under the orig­i­nal request were rejected.

An amend­ed RFP was issued in Sep­tem­ber 2013, which clar­i­fied the oper­a­tional require­ments. As a result of the amend­ed request, six com­pa­nies sub­mit­ted pro­pos­als. The fol­low­ing is a list of the com­pa­nies that sub­mit­ted pro­pos­als and the costs asso­ci­at­ed with each submittal:

• Cofe­ly Ser­vices, Inc. $320,430
• Elite Line Ser­vices, LLC $311,654
• ERMC IV, LP $280,168
• JBT AeroTech Air­port Ser­vices $314,583
• Siemens $309,680
• Thyssen Krupp $860,421

The con­tract pro­vides for a one year term with two one-year options. After review and eval­u­a­tion of the pro­pos­als, staff rec­om­mends ERMC IV, LP be award­ed the con­tract for air­port gate ser­vices in the amount of $280,168 for the one year term.

Fol­low­ing Board dis­cus­sion, Mr. Bruett made a motion to award the con­tract for air­port gate ser­vices, con­vey­or sys­tem oper­a­tion and main­te­nance pro­gram to ERMC IV, LP in the amount of $280,168 for the one year term, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments. Mr. Fore­hand sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Exec­u­tive Direc­tor Reports:

Cov­ered Park­ing Project Update: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of con­struc­tion of the new cov­ered park­ing lot, which is expect­ed to be com­plet­ed lat­er this year.

Air Traf­fic Con­trol Tow­er Con­tract Pro­gram: Mr. McClel­lan updat­ed the Board regard­ing the sta­tus of the ATCT Con­tract Program.

Mas­ter Plan Work­shop: Mr. McClel­lan advised the Board that CHA will con­duct a work­shop fol­low­ing the Novem­ber Board Meet­ing. The pur­pose of the work­shop is to get Board input and com­ments on the Mas­ter Plan.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:25 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary John Pilch­er, Chairman