October 2019 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 30, 2019 by Chair­man Lee.

The Invo­ca­tion was giv­en by Mr. Russ Mathis.

The Pledge of Alle­giance was led by Chair­man Lee.

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

Ms. Sims made a motion to accept the Agen­da. Vice Chair­man McDon­ald sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Pre­sen­ta­tion:

Chair­man Lee pre­sent­ed Ms. Sims with a plaque rec­og­niz­ing her ser­vice for over three years as a Board Mem­ber to the Airport.

Reports:

Mr. Park­er McClel­lan pre­sent­ed and reviewed the Activ­i­ty Reports.

Con­sent Agenda:

1. Board Meet­ing Min­utes – Sep­tem­ber 25, 2019

This item pro­vid­ed for Board approval of the Sep­tem­ber 25, 2019 Board Meet­ing Minutes.

1. Approve Pan­han­dle Engi­neer­ing, Inc. Task Order – Con­struc­tion Engi­neer­ing Inspec­tion (CEI)

This item pro­vid­ed for Board approval for Pan­han­dle Engi­neer­ing, Inc. to pro­vide sup­port to the Air­port for lim­it­ed CEI Ser­vices dur­ing the con­struc­tion of the new Taxi­way E1 and Tran­sient Air­craft Park­ing Apron. 

Pan­han­dle Engi­neer­ing, Inc. was select­ed dur­ing the August 24, 2016 Board Meet­ing as a third par­ty to assist with CEI Ser­vices and oth­er projects as necessary.

The scope of the CEI ser­vices for the Taxi­way E1 and Tran­sient Air­craft Park­ing Apron include: dai­ly inspec­tion, review­ing of par­tial pay­ment appli­ca­tion, attend­ing progress meet­ings, prepar­ing inspec­tion reports and pho­tos for doc­u­men­ta­tion and a gen­er­al punch list, and sched­ul­ing track reports for a cost not-to-exceed $80,775.

The fund­ing for this project is includ­ed in the FAA AIP Grant and in the Air­port FY2020 Budget.

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1. Approve ZHA, Inc. Task Order 39‑D Ter­mi­nal Gate 6 & 7 and Hold Room Expansion

This item pro­vid­ed for Board approval of a Task Order for ZHA, Inc. for Con­struc­tion Man­ag­er at Risk selec­tion and man­age­ment pro­fes­sion­al services.

As a result of the rejec­tion of all bids for the Ter­mi­nal Expan­sion Project, the Dis­trict reviewed the dif­fer­ent types of deliv­ery meth­ods for con­struc­tion projects and as a result changed the deliv­ery method to Con­struc­tion Man­ag­er at Risk (CMR).

These pro­fes­sion­al ser­vices will include solic­it­ing CMR pro­pos­als and man­ag­ing the pre­con­struc­tion and con­struc­tion activ­i­ties of the select­ed CMR.

The scope of the ser­vices include: ZHA will man­age the solic­i­ta­tion, selec­tion and con­tract nego­ti­a­tion of the pro­cure­ment of a CMR for the Ter­mi­nal Expan­sion; man­age the CMR’s pre­con­struc­tion activ­i­ties and review the CMR’s sched­ule and GMP pro­pos­al and make a rec­om­men­da­tion for award of the GMP pro­pos­al for the con­struc­tion of the Ter­mi­nal Expan­sion; coor­di­nate the inclu­sion of design rec­om­men­da­tions, if any, pro­vid­ed by the CMR that is ben­e­fi­cial to the com­ple­tion of the Project; pro­vide con­struc­tion admin­is­tra­tion ser­vices to include: mon­i­tor the CMR’s sub-con­trac­tor award and buy-out, mon­i­tor the CMR’s project sched­ule with atten­tion to the crit­i­cal path, review the CMR’s sub­mit­tals, review and respond to the CMR’s RFI’s, pro­vide peri­od­ic site inspec­tions, review and approve CMR’s pay-appli­ca­tions, pre­pare punch lists and issue Sub­stan­tial Com­ple­tion Cer­tifi­cate, review and for­ward O&M Man­u­als and War­ranties, and pre­pare al Final Com­ple­tion doc­u­men­ta­tion. The devel­op­ment of the sup­port­ing doc­u­men­ta­tion will also sup­port future projects where the Con­struc­tion Man­ag­er at Risk deliv­ery method is utilized.

The total for the effort will not exceed $51,000, and the fund­ing for the Project is includ­ed in the FAA AIP Grant and in the Air­port FY2020 Budget.

1. Approve Pur­chase of Equipment

1. PC Com­put­er Equip­ment – Dell EMC of Round Rock, TX

This item pro­vid­ed for Board approval for the pur­chase of 38 replace­ment desk­top com­put­er sys­tems from Dell EMC of Round Rock, TX in sup­port of Air­port admin­is­tra­tion and operations. 

In prepa­ra­tion for the dis­con­tin­u­a­tion of Win­dows 7 sup­port by Microsoft some­time in ear­ly 2020, the Air­port proac­tive­ly includ­ed com­put­er replace­ment in the upcom­ing FY2020 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get. The new PC equip­ment will be updat­ed with Win­dows 10 Pro­fes­sion­al oper­at­ing sys­tem and MS Office software.

PC com­put­ers to be pur­chased from State of Flori­da Pur­chas­ing Con­tract # 43211500-WSCA-15-ACS for an amount not to exceed $38,800.

1. Util­i­ty Trac­tor – Beard Equip­ment Com­pa­ny of Pana­ma City (Deal­er for Deere & Company)

This item pro­vid­ed for Board approval for the pur­chase of a replace­ment, 115 H.P. util­i­ty trac­tor to be used in sup­port of the Airport’s air­field main­te­nance program. 

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Ongo­ing main­te­nance oper­a­tions at the Air­port require sig­nif­i­cant amounts of high vol­ume mow­ing, espe­cial­ly dur­ing the grow­ing months of the year. This pur­chase is for a replace­ment 115 horse pow­er tractor

used almost exclu­sive­ly for air­port mow­ing oper­a­tions. The trac­tor being replaced is a 1996 John Deere 6400. The exist­ing trac­tor has sig­nif­i­cant hours and requires increas­ing amounts of main­te­nance. Upon receipt of the new trac­tor, the exist­ing trac­tor will be tak­en out of ser­vice and sold as surplus.

This pur­chase of a John Deere Mod­el 5115 M Util­i­ty Trac­tor is pro­vid­ed for in the Airport’s FY2020 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get, will be pur­chased through a State of Flori­da Ag & Lawn Equip­ment con­tract # 21100000−15−1, and cost $66,749.03 includ­ing item­ized accessories.

1. Secu­ri­ty Cam­eras – ALL­COM Glob­al Services

This item pro­vid­ed for Board approval for the pur­chase of replace­ment secu­ri­ty cam­eras and mount­ing equip­ment from ALL­COM Glob­al Ser­vices in sup­port of Air­port secu­ri­ty sys­tem operations. 

The Air­port owns, oper­ates, and main­tains a com­plex secu­ri­ty sys­tem at the Air­port. Recent­ly, a project was com­plet­ed to sig­nif­i­cant­ly upgrade the Airport’s elec­tron­ic secu­ri­ty sys­tem includ­ing CCTV com­po­nents. The project was part of an FAA Air­port Grant. The grant did not cov­er all CCTV com­po­nents as some were con­sid­ered inel­i­gi­ble for grant fund­ing under FAA guide­lines. As such, the Air­port bud­get­ed to pur­chase remain­ing cam­eras and equip­ment need­ed to upgrade those found to be inel­i­gi­ble thus main­tain­ing con­sis­ten­cy through­out the CCTV sys­tem as a whole. In accor­dance with pur­chas­ing pol­i­cy, three quotes were obtained for the required cam­eras and asso­ci­at­ed mount­ing equip­ment. This is the first of a mul­ti-year pro­cure­ment. The Quotes were as follows:

• All­com — $15,000
• CDW — $18,010
• Tech Source Direct – $18,776

This cap­i­tal pur­chase is includ­ed in the FY2020 Air­port Cap­i­tal Improve­ment Bud­get for an amount not to exceed $15,000.

1. Accept Bid for Emer­gency Pow­er Gen­er­a­tion Instal­la­tion for Air­port Fuel Farms – Bill Smith Elec­tric, Inc., Gon­za­lez, FL

This item pro­vid­ed for Board accep­tance of the Bid from Bill Smith Elec­tric, Inc., Gon­za­lez, FL, for a project to pro­vide and install emer­gency pow­er gen­er­a­tion capa­bil­i­ties at three fuel­ing facil­i­ties locat­ed at the Airport. 

Fol­low­ing Hur­ri­cane Michael in Octo­ber 2018, the Flori­da Depart­ment of Trans­porta­tion iden­ti­fied the need to assist air­ports with ensur­ing that fuel could be dis­pensed dur­ing times of com­mer­cial pow­er out­ages. As such FDOT imple­ment­ed a State grant pro­gram to pro­vide 50/50 grant match funds to obtain back­up emer­gency pow­er gen­er­a­tion capa­bil­i­ties at the air­port fuel­ing facil­i­ties. The Air­port applied for, and received, a 50/50 State grant to install emer­gency pow­er gen­er­a­tors at the three fuel­ing loca­tions on the Airport.

This pur­chase is pro­vid­ed for in the Airport’s FY2020 Air­port Oper­at­ing and Cap­i­tal Improve­ment Bud­get at $200,000 total project cost. The Air­port post­ed an Invi­ta­tion to Bid for ​“Emer­gency Pow­er Upgrade – Air­port Fuel­ing Facil­i­ties.” On the Bid open­ing date of Sep­tem­ber 24, 2019 one sealed, respon­sive Bid was received for the project from Bill Smith Elec­tric, Inc. as follows:

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• Gen­er­a­tor Set at Rental Car Fuel Facil­i­ty — $56,989
• Gen­er­a­tor Set at Main­te­nance Fuel Facil­i­ty — $56,989
• Gen­er­a­tor Set at Avi­a­tion Fuel Facil­i­ty — $88,989

Total Project Bid — $202,967

Suf­fi­cient funds are avail­able to accom­mo­date the project cost over­age. The pur­chase is part of a State of Flori­da Joint Par­tic­i­pa­tion agree­ment in which fifty (50) per­cent of the pur­chase amount up to $100,000 will be reim­bursed to the Airport.

Mr. John­son made a motion to accept the Con­sent Agen­da, and Mr. Nel­son sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

1. Exer­cise Option to Extend ERMC IV, L.L.C. Con­tract for Pas­sen­ger Load­ing Bridge and Bag­gage Sys­tem Oper­a­tion and Maintenance

This item pro­vid­ed for Board approval to extend the con­tract for the Air­port Gate Ser­vices and Con­vey­or Sys­tem Oper­a­tion and Main­te­nance Pro­gram Agree­ment at the Air­port. Mr. McConnell addressed the Board to explain the ser­vices per­formed by ERMC.

The gate ser­vices and con­vey­or oper­a­tion and main­te­nance provider is respon­si­ble for the oper­a­tion and main­te­nance of the pas­sen­ger board­ing bridges, cur­rent­ly locat­ed on five (5) of the Airport’s ter­mi­nal gates, and the bag­gage con­veyance sys­tem, con­sist­ing of con­veyance belts, a bag make­up carousel, and three (3) ter­mi­nal claim carousels.

In Novem­ber 2016, the Board select­ed and entered into a con­tract with ERMC IV, L.L.C. for the oper­a­tion and main­te­nance of the Airport’s pas­sen­ger board­ing bridges and bag­gage con­veyance sys­tem at the Air­port. The ini­tial con­tract was for a three-year peri­od and is due to expire in Novem­ber 2019. The ini­tial agree­ment pro­vides for an addi­tion­al two (2) one-year renew­al options at the same con­di­tions as the ini­tial agreement.

Staff rec­om­mends approval to exe­cute the first of the two (2) one-year exten­sions to the con­tract with ERMC IV, L.L.C. through Novem­ber 30, 2020. The option year one (Decem­ber 1, 2019 – Novem­ber 30, 2020) price for ser­vices will be $308, 217.95 (an annu­al increase over cur­rent price of $12,678.90 or 4.29%) and is pro­vid­ed for in the Air­port FY2020 Oper­at­ing and Main­te­nance Budget.

Mr. Math­is made a motion to approve extend­ing the ERMC Con­tract through Novem­ber 30, 2020, and Mr. Tusa sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

1. Con­struc­tion Man­ag­er at Risk (CMR) for Ter­mi­nal Expan­sion Project

This item pro­vides for Board accep­tance of the rank­ing by the Eval­u­a­tion Com­mit­tee for the Con­struc­tion Man­ag­er at Risk for Ter­mi­nal Expan­sion Project. Chair­man Lee explained to the Board the eval­u­a­tion cri­te­ria per­formed by the Com­mit­tee, and Mr. Mellin addressed the Board explain­ing the next steps after the CMR is select­ed: exe­cute the con­tract includ­ed in the RFP for pre-con­struc­tion ser­vices, set up a meet­ing on Thurs­day to go through their sched­ule and some ideas on main­tain­ing the bud­get that we have, look at the sched­ule and the items that will have long lead times in the pro­cure­ment, and depend­ing on the bud­get, come back to the Board next month – at the lat­est, in Decem­ber – for autho­riza­tion to do the pro­cure­ment of some items.

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On Octo­ber 15, 2019 the Air­port Author­i­ty received four (4) respons­es to the Request for Pro­pos­als for Con­struc­tion Man­ag­er at Risk for Ter­mi­nal Expan­sion Project from the fol­low­ing firms:

• All­state Con­struc­tion, Inc.
• GAC Con­trac­tors, Inc.
• RAM, LLC
• White Con­struc­tion

The Eval­u­a­tion Com­mit­tee was estab­lished to review the sub­mit­tals and includ­ed the fol­low­ing indi­vid­u­als: Del Lee, Park­er McClel­lan, Richard McConnell, Dar­lene Nel­son and Rick Mellin, and Nick Ben­i­nate was also in atten­dance. The Eval­u­a­tion Com­mit­tee met and reviewed each sub­mit­tal on Octo­ber 24, 2019 at 8:30 a.m. at the Airport.

The Eval­u­a­tion Com­mit­tee mem­bers were pro­vid­ed a copy of each firm’s sub­mit­tal for review and com­ment. Each mem­ber was giv­en the oppor­tu­ni­ty to express their thoughts about each sub­mit­tal. The com­ments focused around the iden­ti­fied key eval­u­a­tion cri­te­ria, which includ­ed five pri­ma­ry areas of inter­est: Com­pa­ny Pro­file, Expe­ri­ence, Project Man­age­ment, Finan­cial, and References.

The Com­mit­tee ranked all the firms based on indi­vid­ual review of each pro­pos­al and dis­cus­sion ensued with regard to the eval­u­a­tion cri­te­ria and review of pro­pos­al doc­u­men­ta­tion. All­state Con­struc­tion was ranked the high­est by a large mar­gin by the Com­mit­tee with notable items includ­ing sched­ule, cost and qualifications.

After review by the Eval­u­a­tion Com­mit­tee, the firms and the rank­ings are as fol­lows in descend­ing order:

• All­state Con­struc­tion, Inc.
• White Con­struc­tion
• RAM, LLC
• GAC Con­trac­tors, Inc.

Addi­tion­al­ly, as part of the release for Request of Pro­pos­als, a copy of the con­tract was includ­ed. All­state Con­struc­tion has no excep­tions or required changes.

It was rec­om­mend­ed that the Board accept the Eval­u­a­tion Com­mit­tee Rec­om­men­da­tions and Rank­ing, and autho­rize Staff to nego­ti­ate with the top ranked firm and autho­rize the Chair­man to exe­cute the con­tract. The fees will be includ­ed in the Ter­mi­nal Expan­sion Project, which is fund­ed through an FAA AIP Grant and bud­get­ed Air­port funds.

Vice Chair­man McDon­ald made a motion to accept the Eval­u­a­tion Com­mit­tee Rec­om­men­da­tions and Rank­ing, and autho­rize Staff to nego­ti­ate with the top ranked firm and autho­rize the Chair­man to exe­cute the con­tract, and Mr. Math­is sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

The Bay EDA Update:

Bay EDA Pres­i­dent Bec­ca Hardin addressed the Board and informed them that she recent­ly trav­eled to the two-day MRO Europe Show in Lon­don, had nine meet­ings, and got at least three sub­stan­tial leads. Ms. Hardin said that one of those leads is a fair­ly large and sub­stan­tial oper­a­tion that would need access to the run­way, and that project is being called Project Venus. They would hire 250 peo­ple and have a $35 – 40M cap­i­tal invest­ment for a hangar. 

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Ms. Hardin fur­ther report­ed that oth­er avi­a­tion-relat­ed projects that are still gain­ing trac­tion include Project Pur­ple which would pro­vide 140 jobs and have an invest­ment of $25M in cap­i­tal, and is look­ing at a site in Ven­ture Cross­ings. She said that Bay EDA is still work­ing hard with Space Flori­da on Project Gator who would also need access to the run­way and would pro­vide 96 jobs and have a $25M cap­i­tal invest­ment. She said that Project Mas­ter­mind (four projects in one with the small­est pro­vid­ing 60 jobs – the entire project in excess of 1,000 jobs) is still a prospect since Bay Coun­ty has made the cut to stay in this project because we are eli­gi­ble for Tri­umph fund­ing. She end­ed her report say­ing that there may be a Project Mas­ter­mind tele­con­fer­ence tomor­row that may lead to a vis­it here.

The Moore Agency Update:

Ms. Katie Spill­man of The Moore Agency addressed the Board on the Sep­tem­ber high­lights. Ms. Spill­man report­ed that the Agency devel­oped the 19 – 20 fis­cal year adver­tis­ing plan, and mar­ket­ing and com­mu­ni­ca­tions plan. She said that Google paid search is our best per­former with over 2.4 mil­lion impres­sions and pro­vides the most con­ver­sions; and Google Dis­play, Bing paid search, Face­book and Insta­gram con­tin­ue to per­form well for our dig­i­tal adver­tis­ing. She report­ed we had almost 2,000 air­line web­site click con­ver­sions from our web­site, and 960 assist­ed con­ver­sions as a result from the cam­paign, over 47,000 total web­site ses­sions, and an above-the-indus­try aver­age for newslet­ter open­ings continues.

She added that in addi­tion to the plan­ning process, we hit or sur­passed our Dash­board goals and will con­tin­ue to see that as we sync up with the web traf­fic and con­ver­sion goals set up against the remain­der of the cal­en­dar year. She report­ed that the newslet­ter has been updat­ed with a new look and the revised design is keep­ing con­sis­tent with the Escape adver­tis­ing, includ­ing the ECP lug­gage tag image across the top. She said that we con­tin­ue to opti­mize through our mar­ket­ing plat­form to see more suc­cess­ful deliv­ery and open rates.

Ms. Spill­man report­ed that mov­ing for­ward we will have access to the 2,000 + names in our dis­tri­b­u­tion list that were dumped into our data­base as a result of the Gulf Coast Jam Tick­et Give­away, and that those names will con­tin­ue to be in our data­base mov­ing forward.

Ms. Spill­man fin­ished by report­ing they will be final­iz­ing the mar­ket­ing and com­mu­ni­ca­tions 19 – 20 plan with Mr. McClel­lan to include the 10^th Birth­day Cel­e­bra­tion, and revis­ing cre­ative for the Hol­i­day Burst Campaign.

State Road 388 Con­struc­tion Update:

Mr. Richard McConnell report­ed that every­thing is on sched­ule with the State Road 388 Con­struc­tion Project. The con­trac­tor will be adding resources once the fly­over they are work­ing on down­town is fin­ished. Mr. McConnell report­ed that the Air­port Round­about Project will be an ongo­ing part of the entire project for the next 2 – 3 years. The one-lane-in and one-lane-out detour at the Entrance will con­tin­ue for sev­er­al months while the sur­charge is put in place, the west­ern two lanes of the Entrance road have been torn up, light poles were removed, and the ground is being pre­pared to receive new sand piles to be put in place short­ly. Mr. McConnell report­ed that the con­trac­tor, the engi­neer, and FDOT are very cog­nizant of Air­port oper­a­tions at the Entrance and doing every­thing they can to pro­vide ease of traf­fic, ease of logis­tics, they have added more direc­tion­al signs and are look­ing at light­ing the detour and Entrance. Mr. McConnell added that the whole right-of-way has been cleared from the Air­port to State Road 79. 

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Ms. Sims expressed her con­cern that the Entrance does not look the same and can eas­i­ly be missed. Mr. McConnell respond­ed that we could put up fixed reflec­tive signs, but they would not be eas­i­ly mov­able as con­struc­tion changes and they would have to be con­stant­ly torn down and relo­cat­ed. He said that they are look­ing very hard into light­ing the Entrance – espe­cial­ly with the time change com­ing up this week­end and it get­ting dark ear­li­er – with state-of-the-art solar light­ing that won’t need to be run by a gen­er­a­tor or hooked up to com­mer­cial pow­er. Mr. McClel­lan con­curred and said he will see if we can’t get a reflec­tive sign installed at the turn lane going from the west to the east.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan report­ed to the Board that we had over 200 air­port employ­ees attend our ​“Air­port Employ­ee Thank You Lunch” and will con­tin­ue hav­ing it as an annu­al event. He announced that our ​“Staff Hol­i­day Lunch” will be on Fri­day, Dec. 20, and invi­ta­tions to the Board Mem­bers would go out to get the date on their cal­en­dars. He report­ed that the Thanks­giv­ing hol­i­day prep (over­flow park­ing, etc.) has ramped up, and that we antic­i­pate the Notice to Pro­ceed (NTP) on the Tran­sient Apron Ramp and Taxi­way Expan­sion in the next week or so. Mr. McClel­lan brought to the Board’s atten­tion that St. Joe Com­pa­ny has had a soft ground break­ing in Ven­ture Cross­ings where the new Hilton Gar­den Inn hotel will be built and com­plet­ed in 2020; and he offered ECP lug­gage tags to the Board Members.

Mr. Nel­son asked for the sta­tus on the Nation­al Guard Project, and Mr. McClel­lan respond­ed that we are wait­ing on the FAA to review our method­ol­o­gy for estab­lish­ing the rate on the prop­er­ty and to see if they con­cur on the Fair Mar­ket Val­ue – the key to us being in com­pli­ance with Grant assur­ances. He said that we have received appraisals on both the Lisen­by and the Air­port prop­er­ties, and con­firmed that the Guard will be respon­si­ble for clean­ing up any asbestos, or any oth­er chem­i­cal cleanup at the Lisen­by prop­er­ty before we would take it.

Pub­lic Comments:

There were no pub­lic comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:41 a.m.

________________________________ ________________________________

Kathy Gilmore, Exec­u­tive Sec­re­tary Glen McDon­ald, Vice Chairman