October 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., Octo­ber 26, 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.

Recog­ni­tion:

Chair­man Math­is wel­comed new Board Mem­ber Jay Tusa. Mr. Tusa was appoint­ed as the Wal­ton Coun­ty rep­re­sen­ta­tive to the Air­port Author­i­ty Board.

Approval of Minutes:

The Sep­tem­ber 14, 2016 Spe­cial Board Meeting/​Budget Work­shop Min­utes and the Sep­tem­ber 28, 2016 Board Meet­ing Min­utes were approved as distributed.

Reports:

Mr. McClel­lan pre­sent­ed and reviewed Activ­i­ty Report. It was request­ed that Staff pro­vide month­ly com­par­i­son of the Pan­han­dle air­ports at future meetings.

Ms. Dar­lene Nel­son pre­sent­ed and reviewed the Finan­cial Report.

Con­sent Agenda:

a. Estab­lish Mar­ket­ing Ser­vices Selec­tion Committee

This item pro­vides for the Board to estab­lish a Mar­ket­ing Ser­vices Selec­tion Com­mit­tee to assist the Dis­trict in the selec­tion of a firm to pro­vide adver­tis­ing, mar­ket­ing and pub­lic rela­tions services.

Mr. Scott made a motion to approve the estab­lish­ment of a Mar­ket­ing Ser­vices Selec­tion Com­mit­tee com­prised of Board Mem­bers Sandy Sims, and Jay Tusa, along with Exec­u­tive Direc­tor Park­er McClel­lan, Deputy Exec­u­tive Direc­tor Richard McConnell, and Direc­tor of Finance and Admin­is­tra­tion Dar­lene Nel­son. Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

a. Award Con­tract for Air­port Gate Ser­vices and Con­vey­or Sys­tem Oper­a­tion and Main­te­nance Program

This item pro­vides for 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 system.

A Request for Pro­pos­als (RFP) was issued in Sep­tem­ber 2016 for pro­vid­ing an air­port gate ser­vices and con­vey­or sys­tem oper­a­tion and main­te­nance pro­gram. These sys­tems are crit­i­cal for oper­a­tion of air­line pas­sen­ger ser­vices and must func­tion to sup­port both inbound and out­bound air­line operations.

The cur­rent con­tract for these ser­vices will expire on Novem­ber 30, 2016. The con­tract to be award­ed pro­vides for a three-year ini­tial term with two one-year options.

The fol­low­ing is a list of the com­pa­nies that respond­ed to the RFP and the cor­re­spond­ing bid amount sub­mit­ted for the ini­tial three-year term:

Staff reviewed and eval­u­at­ed each pro­pos­al based on the infor­ma­tion sub­mit­ted includ­ing com­pa­ny qual­i­fi­ca­tions and expe­ri­ence, and spare parts pric­ing. Based on that review it was deter­mined that the pro­pos­al sub­mit­ted by ERMC IV, LP best met the intent of the RFP.

A suf­fi­cient amount has been bud­get­ed for these ser­vices in the FY2017 bud­get and will be bud­get­ed in future bud­gets in sup­port of this agreement.

Fol­low­ing Board dis­cus­sion, Ms. Sims made a motion to award the con­tract to ERMC IV, LP in an amount of $863,215.64 for the three-year ini­tial agree­ment, and autho­riza­tion for the Board Chair­man or his designee to exe­cute any required doc­u­ments, pend­ing review by legal coun­sel. Mr. McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

b. ZHA Task Order – Water Qual­i­ty Mon­i­tor­ing Fall 2016 – Spring 2018

This item pro­vides for Board approval of a Task Order to ZHA to per­form the required water qual­i­ty mon­i­tor­ing ser­vices at nine­teen (19) sites as required under the envi­ron­men­tal permits.

In accor­dance with the FDEP WRP Per­mit #03 – 0212186-004-DF, Dept. of Army Sec­tion 404 Per­mit (SAJ-2001 – 5264 (IP-GAH) and the Con­struc­tion and Post-Devel­op­ment Water/​Sediment Qual­i­ty and Bio­log­i­cal Mon­i­tor­ing Plan for the Pana­ma City – Bay Coun­ty Inter­na­tion­al Air­port Relo­ca­tion dat­ed June 29, 2006, the Air­port is required to con­duct water, sed­i­ment and bio­log­i­cal mon­i­tor­ing twice a year for a six year peri­od fol­low­ing construction.

This Task Order ini­ti­ates four mon­i­tor­ing events, July thru Decem­ber 2016 as Fall 2016, Jan­u­ary thru June 2017 as Spring 2017, July thru Decem­ber 2017 as Fall 2017, and Jan­u­ary thru June 2018 as Spring 2018, which will then com­plete the sixth year of monitoring.

The total cost of this Task Order is not to exceed $110,000 ($55,000 annu­al­ly), and is con­tained in the FY2017 Bud­get and will be includ­ed in the FY2018 Budget.

Fol­low­ing Board dis­cus­sion, Mr. Scott made a motion to approve the Task Order with ZHA for water qual­i­ty mon­i­tor­ing for Fall 2016, Spring 2017, Fall 2017 and Spring 2018, and autho­riza­tion for the Exec­u­tive Direc­tor to exe­cute any nec­es­sary doc­u­ments pend­ing review by legal coun­sel. Mr. Nel­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

c. Approve Con­tract for Con­struc­tion, Engi­neer­ing and Inspec­tion Ser­vices and Request­ed Engi­neer­ing Services

This item pro­vides for Board approval of the con­tract to pro­vide Con­struc­tion Engi­neer­ing and Inspec­tion (CEI) Ser­vices and Request­ed Engi­neer­ing Ser­vices by Task Order between the Dis­trict and Pan­han­dle Engi­neer­ing, Inc.

A Request for Pro­pos­als for pro­vid­ing CEI and Request­ed Engi­neer­ing Ser­vices was issued in July 2016. These ser­vices were award­ed to Pan­han­dle Engi­neer­ing, Inc. at the August 2016 Board Meeting.

Since that time, Staff has worked with Pan­han­dle Engi­neer­ing to pre­pare a con­tract accept­able to both parties.

Fol­low­ing Board dis­cus­sion, Mr. Nel­son made a motion to approve the con­tract with Pan­han­dle Engi­neer­ing, Inc. and autho­riza­tion for the Board Chair­man or his designee to exe­cute the required doc­u­ments, pend­ing review by legal coun­sel. Mr. Lee sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously. 

Exec­u­tive Direc­tor Report:

Mr. McClel­lan advised the Board that Project Pom­pano with the Bay EDA is mov­ing forward.

Mr. McClel­lan updat­ed the Board regard­ing Edge Aero­dy­namix and advised that they were design­ing a new hangar and wait­ing on final cer­ti­fi­ca­tion from FAA regard­ing their product.

Ms. Bec­ca Hardin with the Bay Coun­ty EDA updat­ed the Board regard­ing her recent trav­els. She stat­ed that both Project Pom­pano and Project Gon­do­la were mov­ing forward.

Mr. McClel­lan advised the Board that the FAA had con­tact­ed him regard­ing the instal­la­tion of new nav­i­ga­tion­al aids that would be ben­e­fi­cial to the Air­port dur­ing inclement weather.

Mr. McClel­lan advised the Board that Staff was work­ing with Tip­ton, Mar­ler, Gar­ner & Chas­tain regard­ing the FY2016 audit.

Mr. McClel­lan updat­ed the Board regard­ing the recent semi-annu­al ground trans­porta­tion meet­ing with the com­pa­ny own­ers and/​or man­agers regard­ing recent and upcom­ing changes.

Mr. McClel­lan advised the Board that Staff would be reach­ing out to offi­cials with Bay Coun­ty, Pana­ma City Beach and Pana­ma City regard­ing the poten­tial use of UBER in the future.

Pub­lic Comments:

No pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:45 a.m.

Pat­ty Mitchell, Exec­u­tive Sec­re­tary Russ Math­is, Chairman