CAPITAL MANAGEMENT COMMITTEE AGENDA DATE: DECEMBER 12, 2017 DAY: TUESDAY TIME: 3:00 P.M.

Transcription

1 CAPITAL MANAGEMENT COMMITTEE AGENDA DATE: DECEMBER 12, 2017 DAY: TUESDAY TIME: 3:00 P.M. PLACE: CARL T. LANGFORD BOARD ROOM, ORLANDO INTERNATIONAL AIRPORT For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are now required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, Lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority s offices and the web site. Please contact the Director of Board Services with questions at (407) I. CALL TO ORDER II. ROLL CALL III. CONSIDERATION OF CAPITAL MANAGEMENT COMMITTEE MINUTES FOR OCTOBER 12, 2017 IV. CONSENT AGENDA A. Recommendation to Approve the Proposed FY Capital Improvement Plan for Orlando Executive Airport

2 DRAFT COPY On THURSDAY, OCTOBER 12, 2017, the CAPITAL MANAGEMENT COMMITTEE of the Greater Orlando Aviation Authority met in the Carl T. Langford Board Room of the Aviation Authority offices in the main terminal building at the Orlando International Airport (MCO), One Jeff Fuqua Boulevard, Orlando, Florida. Chairman Phillip N. Brown called the meeting to order at 10:00 a.m. The meeting was posted in accordance with Florida Statutes and a quorum was present. Committee members present, Also present, Phillip N. Brown, Chairman Stanley J. Thornton John Newsome Mark Birkebak, Director of Engineering Dayci Burnette-Snyder, Director of Board Services Tom Draper, Senior Director of Airport Operations Bradley Friel, Director of Planning Kathleen Sharman, Chief Financial Officer David Brown, Legal Counsel (via phone until 10:25 a.m.)) Marcos Marchena, General Counsel Doug Starcher, Legal Counsel LuAnn Fisher, Recording Secretary For individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1 of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are now required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, Lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority s offices and the web site. Please contact the Director of Board Services with questions at (407) ANNOUNCEMENT 1. Chairman Brown recognized and welcomed new Committee member, Mr. John Newsome, Chief Information Officer. MINUTES 2. Upon motion by Chairman Brown, the Capital Management Committee consensed to approve the meeting minutes of August 3 and September 22, 2017, as written. PROCUREMENT PROCESS FOR REPLACEMENT OF RESOURCE MANAGEMENT SYSTEM (RMS) FOR OPERATIONS 3. The Greater Orlando Aviation Authority is looking to replace the current Resource Management System (RMS) with a system that meets the changing needs of Airport Operations Airline Division. The RMS handles the scheduling and management of airline related resources, both common use and preferential, including but not limited to, airline ticket counters, gates, ramps, aprons and the related billing calculations. The RMS needs to be in place by the summer of 2019 in preparation of the opening of the South Terminal C Phase 1, Program (STC). The new RMS needs to efficiently and effectively accommodate existing and additional Aviation Authority managed gates as well as airline preferential gates. Mr. Draper provided an overview of the proposed procurement process outlined in the memorandum on file. Chairman Brown inquired how the proposed selection process determines best value. Mr. Thornton advised that RMS systems are very unique and no two systems are the same, so the selection process will be similar to an Invitation to Negotiate. Mr. Newsome added that while price is important it will not be the only determining factor as there are no industry standards in this case. Mr. Marchena stated that the Professional Services Committee (PSC) will use an objective approach and carefully consider each proposer based on Aviation Authority s specific needs and

3 DRAFT MINUTES OF THE CAPITAL MANAGEMENT COMMITTEE MEETING October 12, 2017 Page 2 of 4 requirements. In response to Chairman Brown s question concerning a maintenance license, Mr. Newsome responded that it is funded in the Operations and Maintenance Fund plus Capital. Discussion ensued as to selection process, pricing, capping the budget, the two step process, criteria, and negotiations. The Committee consensed to recommend the following selection process for the RMS: 1. Staff and the Aviation Authority s consultants (Evaluation Team) will prepare and publicly advertise a Request for Statements of Qualification (SOQ) in the Orlando Sentinel and provide information on the appropriate websites. 2. Two (2) Pre-Submittal Conferences will be held to discuss the scope and criteria required for the RMS as well as other submission requirements. Attendance at one of the pre-submittal conferences will be mandatory. 3. Following the Pre-Submittal Conferences, proposers will be required to submit their SOQ to the Aviation Authority. 4. The Professional Services Committee (PSC), at a public meeting, will shortlist proposers. The shortlist criteria will focus on the depth of the experience and qualifications of the proposer and its key staff, the ability to meet certain functional and technology requirements, and their ability to satisfy the basic requirements of insurance, bonding, and licensure. The shortlisted proposers will be requested to sign a Sensitive Security Information (SSI) statement immediately following the shortlisting. 5. The PSC will recommend to the Aviation Authority Board for approval a list of shortlisted proposers. 6. Following the shortlisting approval by the Aviation Authority Board, the Evaluation Team will issue proposal criteria documents. 7. A mandatory Pre-Proposal conference will be held to discuss the proposal criteria. 8. Each shortlisted proposer will be required to present a real time and onsite demonstration of their proposed RMS at a separate meeting to the Evaluation Team. The script will be provided prior to the demonstration. Shortlisted proposers must demonstrate compliance with the Aviation Authority s functional, interface, and ease of use requirements using the test script. Proposals including project, staffing and training plans, company and staff experience, support and maintenance, and the ability to meet functional and technological requirements will be submitted at the demonstration. 9. The Evaluation Team and PSC members will review and evaluate the proposals. 10. The PSC, at a second public meeting, will have the opportunity to interview the shortlisted proposers and may request a presentation and demonstration of the proposed solution. The result of the demonstration will be provided and shortlisted proposers will be allowed to comment on the demonstration results during the PSC meeting. The PSC will rank the proposals based upon its evaluation of how each shortlisted proposer met the criteria. 11. The PSC will recommend to the Aviation Authority Board a ranking of the proposers for approval and request approval to negotiate with the number one ranked proposer. If those negotiations are unsuccessful, the PSC will negotiate with the number two ranked proposer etc., until a mutually acceptable contract is negotiated and submit its recommendation to the Aviation Authority Board for award. 12. Following award by the Aviation Authority Board, it is anticipated that installation and testing will be completed within 12 to 15 months.

4 DRAFT MINUTES OF THE CAPITAL MANAGEMENT COMMITTEE MEETING October 12, 2017 Page 3 of 4 APPROVAL TO UPDATE THE JOINT AUTOMATED CAPITAL IMPROVEMENT PLAN (JACIP) FOR ORLANDO EXECUTIVE AIRPORT 4. Staff is currently in the process of updating the 2013 Capital Improvement Program (CIP) for the Orlando Executive Airport (ORL). The final CIP recommendations are expected to be considered by this Committee in the last quarter of It is anticipated that the Aviation Authority Board will consider the final revised CIP for ORL in the last quarter of The CIP is anticipated to include funding from federal, state and local resources, which are monitored and allocated through the JACIP process. The CMC approved a list of projects to be included in JACIP at the December 28, 2016, meeting which are anticipated to be included in the ORL CIP. Several critical projects have already been identified which are anticipated to be completed using grant funds. Many of these projects are currently identified in the JACIP system used by the local Airports District office of the Federal Aviation Administration (FAA) as well as the Florida Department of Transportation (FDOT) offices to prioritize projects for FAA and FDOT grant funding. These government agencies require that the JACIP be updated periodically and the next update is needed in November 2017, prior to the anticipated completion of the ORL CIP update, hence this intermediate action is needed. In addition, after reviewing the grant requests from FY 2018 to FY 2025 for both ORL and Orlando International Airport (MCO), it was noted that the existing JACIP plan requires a high level of FAA and FDOT grant support. The current JACIP plan for ORL is based on the 2015 Airfield Pavement Assessment by FDOT and assumes that both a design and a construction project are to be implemented every year in order to rehabilitate the airfield on the FDOT-recommended schedule. Additionally, projects from an Airfield Lighting study are recommended to be added to JACIP. Since this approach has resulted in a high level of grant support for ORL, staff is recommending that the project schedule be adjusted such that only a design or a construction airfield pavement project occurs in any given fiscal year thereby spreading out the grant requests. Therefore, Aviation Authority staff is seeking authorization to enter the funding plan for items identified into the JACIP system to ensure that the funding plan for the proposed CIP is consistent with State and Federal grant reporting systems, and that these potential projects are considered during the JACIP planning process. These JACIP projects focus on the high priority projects that are eligible for federal and state grants and are just a subset of all the potential ORL CIP projects. The draft CIP has identified approximately $84 million in potential projects that are currently under evaluation for funding eligibility and prioritization. As the ORL CIP is refined in the coming months, any changes may be reflected in the following JACIP update in the fall of The proposed projects and anticipated funding sources were provided to the CMC (copy on file). The project costs include local matching funds as well as local funds for contingency (that are not matched by grants). This exhibit identifies a need of $4.69M in local match funds for JACIP projects through 2025, of which $1.09 million has been funded, leaving $3.6 million in local funds to be identified in future years. The fund balance for the ORL Revenue Fund available at this time is $9.7 million. Chairman Brown asked if the JACIP process was similar to the State Transportation Improvement Program. Ms. Sharman confirmed that is correct. Mr. Marchena advised that once funding has been received, the Aviation Authority still has latitude to adjust the projects as necessary, and Ms. Sharman confirmed that the FAA has approved changes on past projects. Chairman Brown inquired if ORL has its own Airport Improvement Plan (AIP) funds or if it s tied to the Aviation Authority. Staff advised that ORL AIP funds are separate. Following discussion on funding sources, PFC funding at MCO, and entitlement of $105,000 per year, Committee members consensed to: (1) approve the proposed update to the JACIP such that the projects presented, or a revised list approved by CMC, can be entered by staff into the JACIP system for Orlando Executive Airport; (2) recommend to the Aviation Authority Board updates to the JACIP which include the projects approved by CMC; and (3) direct staff to prepare a final CIP for Orlando Executive Airport to recommend to the

5 DRAFT MINUTES OF THE CAPITAL MANAGEMENT COMMITTEE MEETING October 12, 2017 Page 4 of 4 Aviation Authority Board during the last quarter of 2017 which includes the projects approved by CMC. ADJOURNMENT 5. There being no further business to be considered, Chairman Brown adjourned the meeting at 10:31 a.m. (Signed on [date]) LuAnn Fisher Recording Secretary Phillip N. Brown, A.A.E. Chairman

6 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Capital Management Committee FROM: Brad E. Friel, Director of Planning Kathleen M. Sharman, Chief Financial Officer DATE: December 12, 2017 ITEM DESCRIPTION Recommendation to Approve the Proposed FY Capital Improvement Plan for Orlando Executive Airport BACKGROUND Staff is currently in the process of updating the Airport Layout Plan (ALP) for Orlando Executive Airport (ORL). An element of this process is to identify future projects that are needed to develop ORL s ALP. These potential projects constitute the capital outlook for ORL. The capital outlook includes projects for all areas of the airport facility: Airfield, Ground Transportation, Terminal/Buildings, and other areas. All projects that use federal or state funds are monitored and allocated through the Joint Automated Capital Improvement Program (JACIP) process. The Capital Management Committee (CMC) approved a list of projects to be included in the ORL JACIP at the October 12, 2017, CMC meeting. ISSUES The capital outlook for ORL reflects projects needed to implement the ALP, and represents a list of projects, estimated at approximately $57.8 million, for consideration to be included in a funded, approved Capital Improvement Plan (CIP) for the period FY A financially feasible CIP had to be identified from the projects in the capital outlook. This proposed CIP consists of those projects approved by CMC at the October 12, 2017, meeting as well as other projects approved in the FY 18 annual budget process. As part of the review process prior to the October 12, 2017, CMC meeting, staff evaluated the available local matching funds that could be used towards the highest priority, federal and/or state funded projects so that these projects could be included in the ORL JACIP update. Consequently, the projects approved at this CMC meeting provide a list of financially feasible projects that can be implemented upon receipt federal and/or state grants. Additionally, this CIP includes non-federal/state funded projects that have been identified and approved as part of the FY 18 annual budget process. Together, this combined list of projects make up the proposed ORL CIP. As such, Aviation Authority staff is seeking approval of the proposed ORL CIP as shown on the attachment, Exhibit 1. ALTERNATIVES 1) The CMC could choose to agree with staff s recommendation and authorize staff to implement the proposed ORL CIP as described on Exhibit 1. This option is recommended. CONSENT AGENDA ITEM A

7 2) The CMC could choose to delete/add/change the proposed projects and/or funding sources. FISCAL IMPACT The ORL CIP includes projects that result in a total cost of $45.3 million for the period This includes approximately $3.5 million previously approved in FY 18 or earlier budget as well as $3.7 Million in future local funds as shown in Exhibit 2. RECOMMENDED ACTION It is respectfully requested that the Capital Management Committee (1) approve the proposed FY ORL CIP, that includes the projects on the attached Exhibit 1 or a revised list approved by CMC, and (2) recommend to the Aviation Authority Board to adopt the FY ORL CIP that includes the projects approved by CMC.

8 EXHIBIT 1 Greater Orlando Aviation Authority ORLANDO EXECUTIVE AIRPORT(ORL) ORL CIP Update ( ) 12 Dec'17 Project Description Federal State Local OEA Property Disposal TOTAL Projects TERMINAL Redevelopment of OEA Commercial Properties - - 1,500,000-1,500,000 Building Demolition , , ,035 AIRFIELD Runway Rwy 7-25 Rehab 12,481, ,444 1,525,575-14,701,000 Taxiway Rwy Incursion Mitigation (BP-43 ) 9,865, ,075 1,266,567-11,680,000 Twy F, G & K Rehab 2,606, , ,586-3,070,000 Twy A, B & E4 Rehab 3,185, , ,359-3,752,000 Airfield Lighting/Signage/Misc OEA Airfield Miscellaneous Improvements (H 274 & 281) - 498,100 91, , ,600 Airfield Pavement Marking/Lighting Improvements (H287/H288) - 767, , ,655 Tree Obstruction Mitigation - 160, , ,000 Siting Study for new airfield vault/rotating beacon - 60,000 15,000-75,000 Security Fencing Upgrades - 294,640 73, ,300 Airfield Drainage - 640, , ,000 New Airfield Vault & Emergency Generator - 1,820, ,200-2,276,000 New Rotating Beacon - 131,200 32, ,000 TW Lighting Circuit-T4 &T5-794, , ,000 Wildlife Modifications: Pond Rehab 1,090,800 60,600 60,600-1,212,000 Airfield Pond Rehab/Restoration (Ponds 2 & 10) 630,000 35,000 35, ,000 CCTV camera equipment install/replace - 400, , ,000 East Ramp High Mast Light - 246,400 61, ,000 Rwy Raised Pavement Markers (RPM)/Enhanced Markings - 41,600 10,400-52,000 GROUND TRANSPORTATION Airport Sign Monument (SE Quad) ,000-50,000 TOTAL ( ) $ 29,860,402 $ 7,513,876 $ 7,198,947 $ 683,365 $ 45,256,590

9 EXHIBIT 2 Greater Orlando Aviation Authority ORLANDO EXECUTIVE AIRPORT(ORL) ORL CIP Update - Funded Projects by FY ( ) 12 Dec'17 Project Description FY Federal State Local (funded in FY 18 or prior) Local (future funding) OEA Property Disposal TOTAL Projects OEA Airfield Miscellaneous Improvements (H 274 & 281) ongoing - 498,100 91, , ,600 Airfield Pavement Marking/Lighting Improvements (H287/H288) ongoing - 767, , ,655 Subtotal Ongoing: $ - $ 1,265,925 $ 91,000 $ - $ 329,330 $ 1,686,255 Building Demolition , , ,035 Redevelopment of OEA Commercial Properties , ,000 Rwy Incursion Mitigation (BP-43 Design) ,000 33, , ,000 Tree Obstruction Mitigation ,000 40, ,000 Siting Study for new airfield vault/rotating beacon ,000 15, ,000 Airport Sign Monument (SE Quad) , ,000 Subtotal 2018: $ 603,000 $ 253,500 $ 1,619,500 $ - $ 354,035 $ 2,830,035 Redevelopment of OEA Commercial Properties , ,000 Rwy Incursion Mitigation (BP-43 Construction) ,262, , , ,067-10,909,000 Security Fencing Upgrades ,640-73, ,300 Tree Obstruction Mitigation (Phase 2) , ,000 Subtotal 2019: $ 9,262,358 $ 809,215 $ 1,832,000 $ 308,727 $ - $ 12,212,300 Twy F, G & K Rehab (Design) ,358 9,575-21, ,000 Airfield Drainage (Design) ,000-20, ,000 New Airfield Vault & Emergency Generator ,820, ,200-2,276,000 New Rotating Beacon ,200-32, ,000 TW Lighting Circuit-T , , ,000 Subtotal 2020: $ 172,358 $ 2,519,975 $ - $ 648,667 $ - $ 3,341,000 Twy F, G & K Rehab (Construction) ,434, , ,519-2,867,000 TW Lighting Circuit-T ,000-79, ,000 Wildlife Modifications: Pond Rehab ,090,800 60,600-60,600-1,212,000 Airfield Pond Rehab/Restoration (Ponds 2 & 10) ,000 35,000-35, ,000 Subtotal 2021: $ 4,155,045 $ 546,836 $ - $ 472,119 $ - $ 5,174,000 Twy A, B & E4 Rehab (Design) ,566 11,698-25, ,000 CCTV camera equipment install/replace , , ,000 Airfield Drainage (Construction) , , ,000 Subtotal 2022: $ 210,566 $ 971,698 $ - $ 265,736 $ - $ 1,448,000 Twy A, B & E4 Rehab(Construction) ,975, , ,623-3,504,000 Subtotal 2023: $ 2,975,094 $ 165,283 $ - $ 363,623 $ - $ 3,504,000 Rwy 7-25 Rehab (Design) ,585 45, , ,000 East Ramp High Mast Light ,400-61, ,000 Subtotal 2024: $ 823,585 $ 292,155 $ - $ 162,260 $ - $ 1,278,000 Rwy 7-25 Rehab (Construction) ,658, ,689-1,424,915-13,731,000 Rwy Raised Pavement Markers (RPM)/Enhanced Markings ,600-10,400-52,000 Subtotal 2025: $ 11,658,396 $ 689,289 $ - $ 1,435,315 $ - $ 13,783,000 TOTAL ( ) $ 29,860,402 $ 7,513,876 $ 3,542,500 $ 3,656,447 $ 683,365 $ 45,256,590