MINUTES OF THE MEETING of the MASSACHUSETTS CONVENTION CENTER AUTHORITY. October 10, 2014

Transcription

1 MINUTES OF THE MEETING of the MASSACHUSETTS CONVENTION CENTER AUTHORITY October 10, 2014 A meeting of the Massachusetts Convention Center Authority was held on October 10, 2014 at the Boston Convention & Exhibition Center, 415 Summer Street, Boston, Massachusetts. Members in attendance were: Chair Michelle Shell, Ronald Rakow (designee of the Collector Treasurer of the City of Boston), Mark Erlich, Scott Jordan (designee of the Secretary of Administration and Finance), Carol Fulp, Barbara Capuano, Darryl Settles, Michelle Consalvo, Jacob Waah and Paul Sacco. Staff members in attendance were: James E. Rooney, Ken Sinkiewicz, Maureen Shea Baker, Shu Hsia, Jack Haley, Steve Snyder, Fred Peterson, Joseph Lally, Michelle Ho, Johanna Storella, Joann Washington, Milt Herbert, Lily Daley, Shu Hsia, Michael Esmond, Howard Davis, Katie Hauser, Vicky Vieira, Stacey Church, Monique Messier, Mark Michaud, Colleen Richards Powell, Ali Butler, Rachael Weiss, Dennis Callahan and William Smith. I. ROLL CALL Chair Shell called the meeting to order at 12:00 p.m., and a quorum was established by a call of the roll. II. MINUTES Upon a motion duly made and seconded, the minutes of the September 12, 2014 meeting were approved. III. EXECUTIVE DIRECTOR S REPORT 1. Mr. Rooney indicated that recognition was in order for Maureen Baker, Fred Peterson and Steve Snyder in connection with the wonderful success of the SIBOS event. SIBOS is among the most high end events that the Authority hosts, with international C-Suite executives from the largest and most prestigious financial services companies in the world. SIBOS is a truly international event-dubai, Toronto, Singapore and Brussels have been its hostswith Boston again in 2020; compliments to our sales and operating teams. 2. Mr. Rooney reported that we continue to move forward with our key governmental Waterfront partners Massport, the City/BRA, MassDOT and the ABC to analyze the current and future conditions of among other things, on the transportation on the waterfront with recommendations anticipated by the end of next year. He pointed out a new attitude in South Boston which formerly wanted to protect itself from the Waterfront now actively embracing being connected to it. He also indicated that Mayor Walsh appointed a Taxi Advisory Committee upon which Fred Peterson will serve has been chosen to serve. 1

2 3. Mr. Rooney indicated that as an entity experienced in assembling large crowds and hotel room blocks, the Authority has been providing technical assistance to the group analyzing the feasibility of Boston making a bid for the Olympics in Mr. Rooney indicated that over the years the City of Springfield has retained the Civic Center Garage. It is in tough shape, and the Economic Development Bill passed in this last session provided for the Authority to undertake a feasibility study concerning its reuse. Since its future is important to the Authority we ve planned on expending approximately $150,000 on such a study. The Falcons open against the Syracuse Crush at Syracuse on the 11 th, and at home against Hershey next weekend. Ken Sinkiewicz Jack Haley and Steve Snyder are working on a Springfield Signage-Scoreboard update 4. Mr. Rooney introduced Mr. Herbert who gave a report concerning events contracted and room nights for the first quarter of Fiscal Year 2015 and highlighted some of the recently contracted events. 5. Mr. Rooney introduced Mr. Esmond who reported that through the close of July and August the Authority was $1.5M favorable to Budget, and indicated that this was eighty percent as a result of higher than anticipated revenue. IV. REPORT OF THE ADMINISTRATION, FINANCE AND PERSONNEL COMMITTEE Mr. Jordan discussed last month s Administration Finance and Personnel Committee where the Committee was serving as the Authority s Audit Committee and introduced Christopher Rogers of CliftonLarsonAllen LLP: Board Vote: Acceptance of Financial Statements and Independent Auditor s Report The Authority s outside auditing firm, CliftonLarsonAllen LLP, made a report and presentation to the Administration, Finance and Personnel Committee at its recent meeting concerning the Authority s Financial Statements and Independent Auditor s Report for Fiscal Year At the conclusion of the auditors presentation and after discussion, the Committee voted to recommend that the Board accept the Financial Statements and Independent Auditor s Report. Upon a motion duly made and seconded the Board voted unanimously as follows: VOTED The Massachusetts Convention Center Authority hereby votes to accept Financial Statements for the Year Ended June 30, 2014 and Independent Auditors Report and Report on Internal Control and Compliance for the Year Ended June 30, 2014 prepared by CliftonLarsonAllen LLP. V. REPORT OF THE EXECUTIVE COMMITTEE 2

3 Chair Shell Introduced Mr. Rooney who began a presentation of the activity that has occurred since the passage of the Expansion Legislation, and introduced Howard Davis to provide additional information. 1. Mr. Davis indicated that previous votes of the Board provided that in connection with the Headquarters Hotel procurement undertaken with the Massachusetts Port Authority each board would approve the issuance of the Request For Proposals. Mr. Davis discussed the process surrounding the evolution of the RFP and highlighted portions of its contents. Vote Issue Request for Proposals for Development of a Headquarters Hotel Project Background: The Boston Convention & Exhibition Center ( BCEC ) has one of the smallest inventories of hotel rooms within walking distance of any major convention center in the United States. Numerous studies have indicated that the single most significant impediment to further growth and success of the BCEC is the inadequate supply of accessible hotel rooms. To address this challenge, the Authority has pursued a comprehensive strategy to increase the supply of hotel rooms near the BCEC. The Authority has been working collaboratively with Massport for nearly two years on the potential development of a headquarters hotel on Massport s parcels D-2 and D-3. In September 2013, the Authority entered into a Letter of Intent ( LOI ) with Massport to develop a headquarters hotel on these Massport-owned parcels. At its November 13, 2013 meeting, the Board of the Authority voted to approve issuance of a Request for Qualifications ( RFQ ) to seek development proposals from qualified developers and hotel brands and operators for the project. The RFQ was issued on March 7, 2014 and proposals were received from seven developers and six headquarters hotel brands and operators. All developers and all hotel brands and operators were subsequently qualified to proceed to the next stage of the selection process. The second step in this process is to issue a Request for Proposals ( RFP ) to those entities qualified under the RFQ. The overriding objective of the RFP is to attract a proven private development team that will complete the headquarters hotel project concurrently with the completion of the BCEC expansion. The MCCA and Massport have prepared an RFP with terms consistent with those attached as Exhibit A. The LOI requires that the respective Boards of Directors of Massport and the MCCA approve the issuance of the RFP. Upon a motion duly made and seconded the Board voted unanimously as follows: VOTED: That the Board authorizes the Massachusetts Convention Center Authority to issue a Request for Proposals ( RFP ) jointly with the Massachusetts Port Authority for the development of a headquarters hotel project on Massport parcels D2 and D3, such RFP to be materially consistent with the terms attached hereto as Exhibit A. 3

4 2. Mr. Davis gave an update on the progress of the Expansion Project implementation. He indicated that the Request For Proposals for Owners Representative would likely be available in mid-november and for the selection of a designer for the Project in mid- December. Mr. Davis introduced a presentation concerning the procurement of a contract for design services for Strategic Planning for the Hynes Convention Center as follows: Board Vote: Strategic Development Planning and Design Services; John B. Hynes Veterans Memorial Convention Center The Authority s Designer Selection Panel has selected and ranked three firms for award of the contract for Strategic Development Planning and Design Services for the John B. Hynes Veteran Memorial Convention Center The Panel s top-ranked firm is FXFOWLE, followed by NBBJ and Kennedy & Violich Architecture, Ltd. Under the procedures which govern this selection, the Authority may exclude any finalist from the list with a written explanation of the exclusion. The rules further provide that the Authority shall award the contract after negotiation of a satisfactory fee, such negotiation to be carried out by the executive director, who shall negotiate with the first-ranked finalist and with other finalists in the order of rank only if a satisfactory fee cannot be negotiated with a higher-ranked finalist. Upon a motion duly made and seconded the Board voted to proceed with the award of the contract for Strategic Development Planning and Design Services; John B. Hynes Veterans Memorial Convention Center as follows: VOTE -- The Massachusetts Convention Center Authority hereby adopts the Designer Selection Panel s recommendation and ranking and authorizes the executive director to request a fee proposal and negotiate a contract with FXFOWLE in an amount to be reviewed and approved by the Authority s Designer Selection Panel, and thereafter execute a contract with FXFOWLE for design services relating to a Strategic Development Planning and Design Services for the John B. Hynes Veterans Memorial Convention Center in accordance the Request for Proposals dated July 16, 2014, thereupon subject to the approval of the Board if otherwise required. Mr. Davis and Mr. Rooney gave a presentation that provided an update of the Headquarters Hotel Procurement process and made a presentation of a high level Five Year Schedule of the BCEC Expansion project and associated development activities, a copy of which is filed with these minutes. VI. REPORT OF THE DEVELOPMENT AND CONSTRUCTION COMMITTEE Mr. Erlich introduced Mr. Haley to make the following presentation: 4

5 Board Vote: Contract for Hynes Convention Center Chillers Replacement Project The project consists of providing all labor, materials and equipment for the removal of four existing chillers and associated pumps and piping and the installation of four new chillers (3300 tons of cooling), new pumps, controls and associated piping and appurtenances at the Hynes Convention Center. The work will be performed in a sequential manner to prevent interruption to the building operations. This project is subject to bidding in accordance with the State s construction bid law, M.G.L. c.149. Five HVAC General Contractors were prequalified by the Authority to bid on this project. The invitation for bids was advertised on September 3, Filed sub-bids for the Electrical category were opened on September 23, 2014, and the General bids were opened on October 7, The following general bids were received by contractors prequalified both by DCAM and by the Authority: Contractor Total Contract Price J.F. White Contracting Co. $3,050,000 N.B. Kenney Company, Inc. $3,255,000 Enterprise Equipment Co., Inc. $3,287,386 J.C. Cannistraro, LLC $3,337,000 Fraser Engineering Co., Inc. $4,065,846 The law requires award of the contract to the lowest responsible and eligible bidder, which in this case is J.F. White Contracting Co. Inc. A vote to authorize award of this contract to J.F. White Contracting Co. would take the following form: VOTE: The Massachusetts Convention Center Authority hereby authorizes the executive director to award to J.F. White Contracting Co. a contract for the Hynes Convention Center Chillers Replacement Project in the amount of $3,050,000, in accordance with the bidding documents dated September 3, VII. NEW BUSINESS In order to accommodate a personnel change in the Levy Restaurant organization and the resulting change in the statutorily designated Manager for the purposes of the Liquor Licenses held by the Authority at the BCEC and Hynes, the Authority Board must vote to approve the change from Mitchell Phelps to Timothy Townsell. Upon a motion duly made and seconded the Board voted unanimously as follows: 5

6 Board Vote-Application for Appointment of Manager: Boston Convention and Exhibition Center and Hynes Convention Center; Authorization of Executive Director and General Counsel to Execute Renewal Documents At a meeting of the Board of Directors of the Massachusetts Convention Center Authority held at Boston Convention and Exhibition Center, 415 Summer Street, Boston, Massachusetts on October 10, 2014, at which a quorum was in attendance and present throughout, it is: VOTED: To authorize James E. Rooney, Executive Director and William J. Smith, General Counsel to sign the application submitted in the name of the Massachusetts Convention Center Authority, and to execute in the Corporation s behalf, any necessary papers and do all things required to have the application granted; and VOTED: To authorize and ratify James E. Rooney, Executive Director and William J. Smith, General Counsel to sign on behalf of the Massachusetts Convention Center Authority any application, reapplication or renewal of the license to be exercised at the Hynes Convention Center, 900 Boylston Summer Street, and the Boston Convention and Exhibition Center, 415 Summer Street, and further authorize execution on said Authority s behalf any and all papers, and to do all things necessary and convenient, relative to the granting and renewing of such licenses. VOTED: To appoint Timothy Townsell of Levy Premium Foodservice Limited Partnership as its manager or principal representative, and hereby grant him/her with full authority and control of the premises described in the license and authority and control of the conduct of all business therein as the licensee itself could in any way have and exercise if it were a natural person residing in the Commonwealth of Massachusetts; and VOTED: That a copy of this vote duly certified by the Clerk of the Corporation and delivered to the manager appointed, or principal representative, shall constitute the written authority required by G.L. c. 138, 26. VIII. OLD BUSINESS There was no Old Business IX. ADJOURNMENT ATTEST: Upon a motion duly made and seconded the meeting was adjourned at 2:00 p.m. William J. Smith General Counsel 6

7 EXHIBIT A Vote Concerning Request for Proposals For Development of a Headquarters Hotel Project on Massport Parcels D-2 and D-3 Outline of RFP Site: Massport Parcels D2 and D3 (abutting Summer Street, just north of the BCEC). Headquarters Hotel ( HQ Hotel ) Project: A full-service headquarters hotel of at least 1,000 rooms, together with at least 200 additional hotel rooms (in the headquarters hotel or a second hotel) are required; additional non-hotel development to achieve greater density on Parcel D-3 is desired. Legislation: The RFP process was contingent upon the adoption of BCEC expansion legislation, which was signed by the Governor on July 29, Key Points of the RFP: Development team with exceptional experience Proven ability to finance comparable projects Enhance the environment through the highest quality design and place-making Demonstrated commitment to diversity and inclusion in all phases of the project Competitive proposal which minimizes public investment Long-term, fair market value to Massport for ground lease Coordination with adjacent Massport air rights garage project Support of BCEC expansion and future business through room block agreement RFP Submission Requirements: Team organization and responsibilities Team members experience designing, constructing, owning and operating HQ hotel projects and/or other similar projects Detailed development program Design vision and responsiveness to design guidelines Finance plan Diversity and inclusion commitment, program and proposed M/WBE plan for development, financing and ownership; design and construction; hotel operations 7

8 Evaluation Criteria: Ability to Execute 25 points Minimize the Public Role 25 points Design and Program 25 points Diversity and Inclusion 25 points TOTAL 100 points Schedule: Board Authorization to Issue RFP October 10, 2014 Issue RFP October 2014 Proposals Due to Massport and MCCA January 2015 Interviews and Evaluation February 2015 Development Team Selected March