October 2021 Meeting Minutes

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MEET­ING MINUTES

PANA­MA CITY – BAY COUN­TY AIR­PORT AND INDUS­TRI­AL DISTRICT

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Open­ing:

The Board Meet­ing of the Pana­ma City-Bay Coun­ty Air­port and Indus­tri­al Dis­trict was called to order at 9:00 a.m., Octo­ber 20, 2021 by Chair Glen McDonald. 

The Invo­ca­tion was giv­en by Vice Chair Hol­ly Melzer.

The Pledge of Alle­giance was led by Mr. Les McFatter.

The Exec­u­tive Sec­re­tary called the roll and indi­cat­ed all the Board mem­bers were present except Mr. James John­son, Mr. Will Cramer, and Mr. Jason Cutshaw.

Chair McDon­ald asked if there were any Pub­lic Com­ments. There were no Pub­lic Comments.

An Amend­ed Agen­da was pre­sent­ed to the Board. Chair McDon­ald asked if there were any Items on the Amend­ed Agen­da, includ­ing the Con­sent Agen­da, that any Board mem­ber would like to move, and if not, to make a motion to accept the Amend­ed Agenda.

May­or Mark Shel­don made a motion to accept the Amend­ed Agen­da, and Vice Chair Melz­er sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Due to a Board Mem­ber need­ing to leave the meet­ing ear­ly, to main­tain a quo­rum every­thing need­ing a vote was moved to the begin­ning of the meeting.

Con­sent Agenda:

1. Board Meet­ing Min­utes – Sep­tem­ber 22, 2021

This Item pro­vid­ed for Board approval of the Sep­tem­ber 22, 2021 Board Meet­ing Minutes.

1. Rat­i­fi­ca­tion of Accep­tance of FAA Grant Offer for Envi­ron­men­tal Mitigation

This Item pro­vid­ed for Board Rat­i­fi­ca­tion of the Accep­tance of an FAA Grant for use of Enti­tle­ment Funds that pro­vides fund­ing for Envi­ron­men­tal Mit­i­ga­tion con­struc­tion efforts on the approx­i­mate­ly 9,600 acres south of the Air­port. This is an ongo­ing part­ner­ship between the FAA and the Air­port to con­tin­ue mit­i­ga­tion efforts.

This FAA Grant Offer rep­re­sents one of the Airport’s FY21 requests for enti­tle­ment funds under the FAA Air­port Improve­ment Pro­gram. This Grant pro­vides for:

• Mit­i­ga­tion Site Devel­op­ment (Phase 5 of 8)
• Ongo­ing project to improve the mit­i­ga­tion prop­er­ty; and
• Includes tasks iden­ti­fied as con­struc­tion projects, includ­ing but not lim­it­ed to, con­struc­tion of low water cross­ings, replant­i­ng, and burning.

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The total cost of the con­struc­tion phase of the project is $143,675 and is reim­bursable under this FAA Grant at a 100 per­cent for eli­gi­ble items.

It should be not­ed this FAA Grant would nor­mal­ly be a ⁹⁰⁄₁₀ per­cent grant with FAA par­tic­i­pa­tion at 90%, but as a result of the pan­dem­ic and the CARES Act, this FAA Grant is for 100%.

Staff rec­om­mend­ed Board Rat­i­fi­ca­tion of the Accep­tance of the FAA Grant Offer for Envi­ron­men­tal Mit­i­ga­tion Site Devel­op­ment as out­lined above.

1. Rat­i­fi­ca­tion of Potable Water Cab­i­net Pur­chase – Sem­ler Industries

This Item pro­vid­ed for Board Rat­i­fi­ca­tion of a pur­chase of a Potable Water Cab­i­net locat­ed between new Gates 6 and 7 at the Ter­mi­nal Building.

The Air­port recent­ly com­plet­ed a project that expand­ed the Ter­mi­nal Build­ing by approx­i­mate­ly 7,000 square feet and includ­ed the expan­sion of Gates 6 and 7.

In com­plet­ing the design for the expan­sion project, an equip­ment item for an air­craft potable water cab­i­net was inad­ver­tent­ly omitted.

A potable water cab­i­net is nor­mal­ly locat­ed at, or near, an air­craft gate and pro­vides water suit­able for human con­sump­tion to air­craft. The Air­port cur­rent­ly has two such cab­i­nets locat­ed near Gates 2 and 4 and Gates 1 and 3. This addi­tion­al cab­i­net will ser­vice Gates 6 and 7.

An ​“Invi­ta­tion to Bid” for a ​“Potable Water Cab­i­net” was pub­licly adver­tised with a bid open­ing on Sep­tem­ber 28, 2021. One respon­sive bid was received at bid open­ing time of 2:00 p.m.

Tak­ing into con­sid­er­a­tion the lead time for deliv­ery of the potable water cab­i­net and the oper­a­tional neces­si­ty for the cab­i­net, an order for the cab­i­net was placed.

The potable water cab­i­net has not yet been received by the Air­port, but is cur­rent­ly in manufacture.

The acqui­si­tion of the Potable Water Cab­i­net has been includ­ed in the Ter­mi­nal Expan­sion Project and will be fund­ed by Fed­er­al Avi­a­tion Admin­is­tra­tion Air­port Improve­ment Grant at a ⁹⁰⁄₁₀ ratio. The Airport’s 10 per­cent match is avail­able in the Ter­mi­nal Expan­sion Project Cap­i­tal Budget.

Staff rec­om­mend­ed rat­i­fi­ca­tion of the Exec­u­tive Director’s autho­riza­tion to Sem­ler Indus­tries for the acqui­si­tion of a Potable Water Cab­i­net in an amount not to exceed $17,255.

Mr. Park­er McClel­lan informed the Board that there was a cor­rec­tion on the Sep­tem­ber Board Min­utes: Mr. Will Cramer only vot­ed once. 

Mr. McFat­ter made a motion to accept the Con­sent Agen­da, and May­or Shel­don sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Busi­ness Items:

1. Accept Fed­er­al Emer­gency Man­age­ment Agency (FEMA)/Florida Dis­as­ter Sub Award and Grant Agree­ment #Z2671 for Hur­ri­cane Sal­ly Repairs

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In Sep­tem­ber 2020, Hur­ri­cane Sal­ly made land­fall in the Flori­da Pan­han­dle. The Airport’s stormwa­ter sys­tem was impact­ed by the most­ly-rain event. A sig­nif­i­cant amount of water was expe­ri­enced on the Air­port, com­ing from both on-Air­port and off-Air­port sources. As a direct result of this rain event, there were sev­er­al spe­cif­ic stormwa­ter sys­tem sites direct­ly impact­ed on the Airport.

In the days fol­low­ing Hur­ri­cane Sal­ly in 2020, a Fed­er­al Dis­as­ter Dec­la­ra­tion was issued and assis­tance was made avail­able to those impact­ed by the Hur­ri­cane. The Air­port sub­mit­ted a dis­as­ter relief request for storm-dam­aged sites. FEMA deter­mined that nine (9) dam­aged areas were eli­gi­ble for dis­as­ter relief. Eli­gi­ble costs asso­ci­at­ed with the nine (9) dam­aged areas include reim­burse­ment of all hard and soft costs, includ­ing: labor, mate­ri­als, gen­er­al con­di­tions, con­tin­gen­cies, over­head and prof­it, cost esca­la­tion, per­mit­ting, project man­age­ment, engi­neer­ing and the grant’s direct admin­is­tra­tion costs to repair the nine (9) dam­aged areas to pre-Hur­ri­cane Sal­ly conditions.

Funds that have been oblig­at­ed for this project are:

• Fed­er­al Share $35,629.69

• State Share $ 5,567.14

• Local Share $ 5,567.13

• Total Eli­gi­ble Amount $46,763.96

This dam­age repair work will be fund­ed as shown above with the Airport’s por­tion fund­ed with­in the FY22 Oper­at­ing & Cap­i­tal Bud­get. Staff rec­om­mend­ed the Board accept the FEMA/​Florida Dis­as­ter Sub-Award and Grant Agree­ment #Z2671 for a total project amount not to exceed $46,763.96.

Mr. McFat­ter made a motion to Accept Fed­er­al Emer­gency Man­age­ment Agency (FEMA)/Florida Dis­as­ter Sub Award and Grant Agree­ment #Z2671 for Hur­ri­cane Sal­ly Repairs, and May­or Shel­don sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

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

This Item pro­vid­ed for the 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 locat­ed at the Airport.

A Request for Pro­pos­als for pro­vid­ing an air­port gate ser­vices and con­vey­or sys­tem oper­a­tion and main­te­nance pro­gram was issued on Sep­tem­ber 16, 2021. The required ser­vices include oper­a­tion and main­te­nance of:

• Pas­sen­ger load­ing bridges, pre­con­di­tioned air units, ground pow­er units and the inbound and out­bound bag­gage han­dling systems; 
• The out­bound bag­gage han­dling sys­tem which sup­ports the TSA bag­gage screen­ing sys­tem for checked bags and includes the Bag­gage Make-Up Area; and 
• The inbound bag­gage han­dling sys­tem con­sist­ing of the three bag­gage carousels locat­ed in the Bag­gage Claim Area. 

These sys­tems are crit­i­cal for the oper­a­tion of air­line pas­sen­ger ser­vices and must be func­tion­al and high­ly reli­able in order to sup­port both inbound and out­bound air­line operations.

The con­tract to be exe­cut­ed pro­vides for a 3‑year ini­tial term begin­ning Decem­ber 1, 2021 with two one-year options.

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In accor­dance with Request for Pro­pos­al doc­u­ments, Pro­pos­als were due to the Air­port by 2:00 p.m. on Octo­ber 12, 2021. Respon­sive pro­pos­als were received from 2 companies:

• ERMC Avi­a­tion Ser­vices, LLC
• JSM Air­port Services

One oth­er com­pa­ny, JBT Aerotech Cor­po­ra­tion, sub­mit­ted a Pro­pos­al but was received after the post­ed ​“time and date due” require­ment. Upon con­sul­ta­tion with Legal Coun­sel the pro­pos­al from JBT Aerotech Cor­po­ra­tion was deemed non-respon­sive and was not opened or con­sid­ered in the pro­pos­al eval­u­a­tion process. 

A sum­ma­ry of each respon­sive pro­pos­al is shown on the table below. 

Staff reviewed and eval­u­at­ed each pro­pos­al based on infor­ma­tion sub­mit­ted in the Pro­pos­al response, com­pa­ny qual­i­fi­ca­tions, and expe­ri­ence. Based on the review and eval­u­a­tion it was deter­mined the response best meet­ing the intent of the Request for Pro­pos­al was sub­mit­ted by ERMC Avi­a­tion Ser­vices, LLC. 

Fund­ing for this ser­vice con­tract is includ­ed in the FY22 Oper­at­ing & Cap­i­tal Bud­get and will be includ­ed in future bud­gets as required.

Staff rec­om­mend­ed that Board award the con­tract for air­port gate ser­vices and con­vey­or sys­tem oper­a­tion and main­te­nance pro­gram to ERMC Avi­a­tion Ser­vices, LLC in an amount of $861,876.22 for the ini­tial 3‑year agree­ment term.

Vice Chair Melz­er made a motion to Award Con­tract for Air­port Gate Ser­vices and Con­vey­or Sys­tem Oper­a­tion and Main­te­nance Pro­gram to ERMC Avi­a­tion Ser­vices, LLC, and Mr. McFat­ter sec­ond­ed the motion. The vote was tak­en and the motion passed unanimously.

Reports:

Mr. Park­er McClel­lan pre­sent­ed the Activ­i­ty Reports. Mr. McClel­lan report­ed the pas­sen­ger count for Sep­tem­ber 2021 exceed­ed all oth­er pre­vi­ous years for September.

Con­struc­tion Update:

Entrance Round­about and State Road (SR) 388 Realign­ment (infor­ma­tion only):

Mr. McConnell showed aer­i­al pho­tos of the S.R. 388/​Airport Entrance Round­about project, report­ing the detour is expect­ed to be imple­ment­ed in Jan­u­ary, and at that time, they will work on fin­ish­ing the Round­about itself, direct­ing traf­fic on high ground which will alle­vi­ate any issues with flood­ing as was seen with recent heavy rains. 

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The Moore Agency Update:

Ms. Katie Spill­man of The Moore Agency report­ed on the end of their Paid Campaign’s score­card, key learn­ings, rec­om­men­da­tions, and next steps. 

Ms. Spill­man informed the Board the Google Paid Search Cam­paigns start­ed run­ning in late Jan­u­ary and stayed on through Sep­tem­ber 2021, and Paid Social Ads (Face­book and Insta­gram) start­ed run­ning in late June and stayed on through August 2021. Ms. Spill­man report­ed 3.5M impres­sions, 82K ad clicks, 523K web­site ses­sions, and YoY traf­fic up 133%. 

Ms. Spill­man report­ed online traf­fic was con­sis­tent with pas­sen­ger traf­fic; Face­book saw a 243% increase in users and Paid Search saw 314%; Paid Search Cost Per Click was con­sis­tent­ly under $1.00 and Click-Through Rates were always over the Indus­try aver­age; Non-Paid online traf­fic sources like Organ­ic and Direct had increas­es of 129% and 116% YOY in online users.

Ms. Spill­man and The Moore Agency rec­om­mend­ed con­tin­u­ing always-on Google Paid Search ads; con­sid­er­ing allow­ing mul­ti­ple chan­nels to run simul­ta­ne­ous­ly when the Bud­get allows; con­tin­u­ing instill­ing con­fi­dence in all pas­sen­gers; ele­vat­ing paid and non-paid cre­ative to include even more video con­tent (which gen­er­ates the most impres­sions with our tar­get audi­ence; and tar­get­ing look-a-like audi­ences for new online customers.

Ms. Spill­man report­ed The Moore Agency would be hav­ing cre­ative meet­ings with brand­ing and design teams sur­round­ing their Holiday/​Winter cam­paigns; and devel­op­ing 2021 (Q4) and 2022 (Q1) mar­ket­ing plans.

Exec­u­tive Direc­tor Report:

Mr. McClel­lan informed the Board that because we have a con­tract with TSA for the space they rent in the Ter­mi­nal, the fed­er­al gov­ern­ment sent us the Amend­ment for Air­port employ­ees to be vac­ci­nat­ed. Mr. McClel­lan report­ed that we have an ​“Oth­er Trans­ac­tion­al Agree­ment” (OTA) with the TSA and this is what has been used as a con­duit to make the Air­port require the vaccines. 

Mr. McClel­lan report­ed that there is an excep­tion that states if our con­tract is for less than $250K – and our con­tract with TSA is for less than $250K – we would allow the Air­port to decline the Amend­ment. He report­ed that we respond­ed to the Amend­ment with a let­ter stat­ing we elect to not amend our Agree­ment with TSA for the space they rent down­stairs to include a vac­cine require­ment. Air­port Attor­ney Nick Ben­i­nate fur­ther explained that the Amend­ment per­tains to all fed­er­al con­tracts, not just TSA – but pri­mar­i­ly TSA – and that it is not sim­ply a pol­i­cy pref­er­ence, but cur­rent­ly there is a Flori­da Statute that pre­vents us from col­lect­ing COVID-relat­ed documentation. 

Pub­lic Comments:

There were no Pub­lic Comments.

Adjourn­ment:

The meet­ing was adjourned at approx­i­mate­ly 9:21 a.m.

________________________________ ________________________________

Kathy Gilmore, Exec­u­tive Assis­tant Glen McDon­ald, Chair