CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA. DATE: December 03, 2018 DAY: Monday TIME: 1:30 p.m.

Transcription

1 CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA DATE: December 03, 2018 DAY: Monday TIME: 1:30 p.m. LOCATION: Carl T. Langford Board Room One Jeff Fuqua Blvd. Orlando, FL I. CALL TO ORDER II. ANNOUNCEMENTS - Appeal Process and Lobbying Activities NOTE: If anyone is aggrieved by any of the proceedings of today s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal. Any decision made at these meetings will need record of the proceedings and for that purpose may need to ensure that a verbatim record of the proceeding is made which includes the testimony and evidence upon which the appeal is to be based. Any appeal must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building by Monday, December 10, 2018 at 4:00 p.m. 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 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, including the Mayor of the City of Orlando or the Mayor of Orange County, at their 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) III. IV. CONSIDERATION OF THE NOVEMBER 5, 2018 AND NOVEMBER 19, 2018 MINUTES CONSENT AGENDA A. Recommendation to Approve an Amendment to Renew Purchasing Contract 10-15, Lightning Protection System Maintenance with Tarten X, Inc. d/b/a McLean Lightning Protection B. Recommendation to Approve an Amendment to Renew Purchasing Contract 11-15, Electrical and Relamping Services with M&M Electric of Central Florida, Inc. C. Recommendation to Approve an Amendment to Purchasing 04-16, Management of Electrical Switchgear Equipment, Generators, Uninterruptible Power Supplies (UPS) and Batteries, and Emergency Generator Fuel Delivery System (FDS) Testing, Maintenance and Repair Services with Electric Services, Inc. D. Recommendation to Exercise the Second Renewal Option and a Contract Adjustment of Purchasing Contract with RealTime Services, LLC d/b/a TopTalent Staffing for Customer Service Ambassador Services V. NEW BUSINESS A. Recommendation to Award Purchasing Request for Written Quotation (RFQ) # , Restroom Supplies NEXT SCHEDULED CONCESSIONS/PROCUREMENT COMMITTEE MEETING IS ON WEDNESDAY, DECEMBER 5, 2018

2 REVISED DRAFT On NOVEMBER 5, 2018, the CONCESSIONS/PROCUREMENT COMMITTEE of the GREATER ORLANDO AVIATION AUTHORITY met in the Carl T. Langford Board Room at Orlando International Airport, One Jeff Fuqua Boulevard, Orlando, Florida, Chairman Anderson called the meeting to order at 1:30 p.m. The meeting was posted in accordance with Florida Statutes and a quorum was present. Committee members present: Staff/Others present: Raymond Anderson, Chair Kathleen Sharman, Vice Chair (joined meeting at 1:35 p.m.) Bradley Friel, Director of Planning Brian Engle, Director of Customer Service Denise Schneider, Assistant Director of Purchasing Abdu El-Baroudi, Operations Administration Anne van den Berg, Legal Counsel, Marchena and Graham Jo Thacker, Legal Counsel, Nelson Mullins Broad and Cassel Ruye Hawkins, Legal Counsel, Marchena and Graham Larissa Bou, Recording Secretary Chairman Anderson announced to all present that if anyone is aggrieved by any of the proceedings of today s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal, and it must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building, by Monday, November 12, 2018 at 4:00 p.m. 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 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, including the Mayor of the City of Orlando or the Mayor of Orange County, at their 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) MINUTES 1. Upon motion by Mr. Friel, second by Mr. Engle, vote carried and motion passed to approve the minutes of October 22, 2018, as written. CONSENT ITEMS 2. Motion was made by Mr. Engle, second by Mr. Friel, to consider the following items: a. recommend to the Chief Executive Officer to: (1) deem the quotations submitted by Globe Electric and Cavotec non-responsive for the reasons stated on the memorandum; (2) award Purchasing Request for Written Quotations # to ITW GSE as the low, responsive and responsible Respondent in the not-to-exceed amount of $198,000; (3) authorize the funding from previously-approved Capital Expenditure Fund; and (4) authorize the Purchasing Office to issue the necessary Purchase Order; b. recommend to the Aviation Authority Board to: (1) rescind the award recommendation to Hi-Lite Airfield Services, LLC and recommend the award for Purchasing Bid 04-19, Runway 1

3 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE Rubber Removal and Ramp Scrubbing Services, to Danton Hydroblasting, LLC, as the low responsive Bidder; (2) authorize funding from the Operation and Maintenance Fund in a not-to-exceed amount of $2,298,879; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel; and c. recommend to the Aviation Authority Board to: (1) deem the repair parts required from the suppliers listed (copy on file) to be Sole Source Procurements for the 12 month period beginning January 1, 2019 and ending December 31, 2019; (2) authorize funding from previouslyapproved and future Operation and Maintenance Fund in the aggregate not-to-exceed amount of $1,430,000; (3) authorize the Purchasing Department to award blanket purchase agreements and purchase orders with each manufacturer listed based on a Sole Source Justification in compliance with the Aviation Authority policy; and (4) authorize staff to allocate and re-allocate the aggregate not-to-exceed amount among the fifteen (15) manufacturers as needed. Chairman Anderson asked if anyone in the audience would like to speak to any of these items. Mr. Steve Bivens, with Cavotec, spoke regarding Consent Agenda Item A, as an opponent. Mr. Bivens stated that Cavotec was the low bidder for the Ground Power Units (GPUs) solicitation; however, the firm was deemed unresponsive, due to Cavotec s noted exceptions to some of the Aviation Authority s terms and conditions. He inquired what would be the correct procedure to present Cavotec s arguments. Chairman Anderson informed Mr. Bevins that this is the time to present his case in front of the Committee. Chairman Anderson asked staff about the urgency for the GPUs. Ms. Schneider indicated that the department has an immediate need for the units, because these are the replacements for down units. Ms. Thacker asked Mr. Bivens to list Cavotec s exceptions to the terms and conditions and the reason(s) for the exceptions. Mr. Bivens explained that the first term is the consequential damages that were required as part of the term of sale. Cavotec s position is that these damages are unlimited and undefined risks of any indirect consequence of a problem with its product. Mr. Biven s stated that Cavotec normally negotiates this term, because this can be detrimental for a small business like Cavotec. Mr. Bivens also indicated that Cavotec checked the 120 days box for the time length of the quote; however, they have no issue abiding to the 180 days stipulated. Ms. Thacker clarified that the term was 30 days and not 120 as stated by Mr. Bivens. Lastly, Mr. Bivens indicated that Cavotec was not in agreement with the cancellation clause and the Aviation Authority s ability to cancel a contract midstream, with zero liability from products that had not been delivered. Chairman Anderson asked Ms. Schneider if these provisions were the same as in previous contracts. Ms. Schneider responded that these are the Aviation Authority s standard terms and conditions. Ms. Thacker confirmed this information. Chairman Anderson then asked if any of the Committee members had questions. Mr. Friel asked if the Committee had previously found other bidders non-responsive for the same reasons or issues. Ms. Thacker responded that the Aviation Authority and the Committee typically enforce the terms and conditions, and usually do not negotiate the terms of Purchase Orders. Ms. Thacker also indicated that the Aviation Authority is very strict enforcing consequential damages, both on purchasing and construction contracts. Vice Chair Sharman clarified that the other responsive proposers agreed to all the terms and conditions. Chairman Anderson concurred with Vice Chair Sharman s observation. He indicated that due to the immediate need for the units and the small gap in price between Cavotec and the lowest, responsive and responsible bidder, his suggestion is to accept the recommendation of staff to award the Purchasing Request for Written Quotation # to ITW GSE. Committee members agreed. Chairman Anderson thanked Cavotec for their interest in providing services to the Aviation Authority. 2

4 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE Following discussion, motion passed to approve these items. There were no further questions or comments. REVIEW OF PROPOSAL RECEIVED FOR THE GROUND TRANSPORTATION CONCESSION AT THE ORLANDO INTERNATIONAL AIRPORT 3. Mr. El-Baroudi presented the item. A Request for Proposals (RFP) was issued on August 27, 2018, for the operation of a Ground Transportation Concession for the provision of transportation services in limousines, sedans, vans and buses at Orlando International Airport. The successful Proposer will be granted the non-exclusive right, privilege and obligation to provide Ground Transportation from Orlando International Airport in strict accordance with the terms and provisions of the concession agreement and the Ground Transportation Rules & Regulations (GTR&R). Counter and office space rental will be governed by a separate Space/Use Agreement with the Aviation Authority. This Request for Proposal includes an Airport Concessions Disadvantaged Business Enterprises (ACDBE) participation goal of ten percent (10%). The term of the agreement is for thirty-six (36) months with the initial term to commence on or about February 1, 2019, and with the Aviation Authority having options to renew the agreement for two (2) additional periods of one (1) year each. On October 4, 2018, the Aviation Authority received the following proposal: Mears Destination Services, Inc. For each agreement period of the term, the successful Proposer will pay to the Aviation Authority an annual concession fee in an amount equal to the greater of (i) ten percent (10%) of the Concessionaire s Gross Receipts or (ii) the Minimum Annual Concession Fee (MACF) set forth in the proposal. The lowest acceptable initial (MACF) is $1,800,000. It is respectfully requested that the Concessions/Procurement Committee review the received proposal and recommend award of the Ground Transportation Concession to the Aviation Authority Board in accordance with the evaluation criteria established for the RFP. Chairman Anderson noted that the financial, legal, and small business reviews were all satisfactory. Ms. van den Berg stated that there was only one irregularity with the date on the ACBDE subcontract, but this has been corrected. She confirmed that all the material was reviewed and deemed satisfactory. Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Vice Chair Sharman asked if staff was comfortable with the incumbent s performance. Mr. El- Baroudi stated that the Aviation Authority is satisfied with the services Mears has provided for the past 4 years. Chairman Anderson inquired about the current MACF. Mr. El-Baroudi indicated that the current MACF is approximately $4 million; however, the percentage of Gross Receipts was not reached. Mr. El-Baroudi further explained that the new MACF is lower, but they will be able to reach the Gross Receipt percentage. There were no further questions or comments. Upon motion by Vice Chair Sharman, second by Mr. Friel, vote carried and motion passed to approve staff s recommendation. 3

5 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE REVIEW OF PROPOSAL RECEIVED FOR THE REQUEST FOR PROPOSALS #03-19 TRAVEL SUPPORT AND EXPENSE REPORTING SERVICES 4. Ms. Schneider presented the item. The Contract period will be for thirty-six (36) months with the initial service to commence on or about January 1, 2019, and with the Aviation Authority having unlimited options to renew the contract for one (1) year each. This award will result in a contract for the Service Provider to provide all labor, supervision, equipment, supplies, and all other items necessary or proper for, or incidental to, providing support for the Aviation Authority s Travel Services to procure travel utilizing pre-approved expense report with on-line approval, provide travel assistance (including VIP travel assistance services), manage travel costs, provide policy compliance/monitoring, and travelers expense reporting with the ability to upload back-up documentations in accordance with the contract documents. On August 28, 2018, the following Proposals were received: Name of Respondent AAA Corporate Travel Teplis Travel Staff reviewed the submittals and provided detailed information on both Proposals. The total amount awarded is to be funded from the Operations and Maintenance Other Contractual Services account code line Funds expected to be spent within the current fiscal year are within budget. It is respectfully requested that the Concessions/Procurement Committee: (1) evaluate and rank the Proposers based on each of the Proposals; (2) authorize Staff to enter into negotiations with the first ranked Proposer, and if that negotiation is not successful, with the second ranked Proposer; (3) authorize funding from the Operation and Maintenance Fund, and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel. Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked Ms. Schneider to review the evaluation criteria and staff s findings. Ms. Schneider indicated that the following are the evaluation criteria the Aviation Authority used in determining which Proposal is most advantageous to the Aviation Authority: 1. Proposer s qualifications and experience, including references, of providing Travel and Support Services. Prior experience including verified reference. 2. Proposer s personnel and Account Manager Qualifications and Experience, including references, of providing Travel and Support Services. 3. Proposer s On-Line Reservation Booking System, including compliance to the Aviation Authority s travel policy. 4. Proposer s Travel Assistance Services, including a risk management program to provide alert services and VIP travel assistance services. 5. Proposer s reporting capability, including travelers expense reporting. 6. Proposer s Implementation Plan and Training Plan. 7. Proposer s responses to the Questionnaire. 8. Proposer s Prices. Ms. Schneider proceeded to provide staff s observations as follows: 4

6 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE References - Both Proposers met the requirements for references and provided all required documentation, including staff and management resumes. Staff noticed that AAA Corporate Travel is associated with various purchasing consortiums; however, Teplis Travel is not associated with any. Training AAA Corporate Travel did not provide its training plan; type and number of hours of estimated training for each participant; list of training materials and manuals; approach to evaluating the training effectiveness; and/or new traveler refresher training information. Teplis Travel failed to provide its list of training material and manuals, and its approach to evaluating the training effectiveness. Objections and Additions to Standard Contract Terms and Conditions AAA Corporate Travel did not provide the required statement indicating that it is willing to sign the contract, which includes the General Conditions and Specification set forth in the RFP. On-line Reservation Booking System - Both Proposers use Concur for on-line reservations; however, Teplis Travel noted that Concur Expense reporting tool requires a direct contract with Concur. Compliance with Aviation Authority s Travel Policy Both Proposers stated that they will comply with the Aviation Authority s travel policy. Risk Management Program and VIP Travel Assistance Services Both Proposers indicated that they will provide risk management and VIP travel assistance services. Reporting Capabilities Both companies can provide pre-travel reporting; however, AAA Corporate Travel cannot provide post-travel expense reporting. Vice Chair Sharman asked if AAA Corporate Travel offered the post-travel expense reporting tool option through direct contract with Concur anywhere in its proposal. Ms. Schneider replied no. Chairman Anderson asked Ms. Thacker to provide her observations of the submittals. Ms. Thacker indicated that both Proposers met the minimum requirements and that the next step is for the Committee to evaluate and determine if a Proposer s failure to submit information impacts the ability of the Proposer to provide the services required. Ms. Thacker directed Committee members to utilize the evaluation sheet provided (copy on file) to evaluate Proposers in each criteria. Chairman Anderson explained to the Committee the scale for ranking to the Committee members, as follows: Outstanding (O), Very Good (VG), Acceptable (A), Less Than Adequate (LA) and Unacceptable (U). Committee members proceeded to evaluate and rank Proposers submittals: 1. Qualifications and Experience of Proposers Chairman Anderson asked Ms. Schneider to provide her observations. Ms. Schneider indicated that both companies demonstrated ample experience and qualifications in the travel industry. Chairman Anderson suggested an O or VG ranking for both firms. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking VG VG 2. Qualification and Experience of Personnel and Account Manager - Chairman Anderson reviewed AAA Corporate Travel s and Teplis Travel s managers experience and suggested a VG ranking for both firms. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking VG VG 5

7 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE 3. On-Line Reservation Booking System (including compliance to the Aviation Authority s Travel Policy) After detailed discussion among the Committee and Ms. Schneider about Proposer s capabilities, Vice Chair Sharman suggested an A ranking for both firms in this criterion. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking A A 4. Travel Assistance Services (including a risk management program to provide alert services and VIP travel assistance services) Vice Chair Sharman asked Ms. Schneider to speak to this criterion and provide her observations. Ms. Schneider reiterated that both Proposers provided the required risk management program; however, it is at an additional cost to the Aviation Authority. Additionally, both Proposers provided VIP travel assistance services that are fairly similar. Vice Chair Sharman suggested a ranking of A for both Proposers. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking A A 5. Reporting Capabilities (including travelers expense reporting) Ms. Schneider restated that AAA Corporate Travel cannot provide post-travel expense reporting and Teplis Travel can provide these services by partnering with Concur. Furthermore, Teplis Travel offers the ability to upload documents to the expense report and also offers an online phone application. Vice Chair Sharman explained how important it is for the Finance Department to have the ability to automate the expense report functions and make it a complete cycle, from the time of approval, to when the traveler makes the final expense report. Chairman Anderson suggested a ranking of U for AAA Corporate Travel. Vice Chair Sharman suggested a ranking of VG for Teplis Travel in this criterion. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking U VG 6. Implementation & Training Plan Ms. Schneider indicated that AAA Corporate Travel failed to provide a training plan. Under the implementation plan, AAA Corporate Travel provided the following statement: As an existing AAA Corporate Travel customer, the implementation plan will be customized to address program service updates. Mr. Friel asked if AAA Corporate Travel has an existing training plan in file. Ms. Schneider replied, no. Mr. Friel expressed his concerns regarding future training for new and existing employees. Ms. Schneider then indicated that Teplis Travel provided both a training and implementation plan. Vice Chair Sharman suggested a ranking of LA for AAA Corporate Travel and Mr. Friel suggested VG for Teplis Travel. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking LA VG 7. Responses to Questionnaire Ms. Schneider indicated that all questions were answered by both firms. Mr. Friel suggested an A ranking for both Proposers. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking A A 6

8 DRAFT MINUTES FOR THE NOVEMBER 5, 2018, CONCESSIONS/PROCUREMENT COMMITTEE 8. Prices Ms. Schneider observed that AAA Corporate Travel s price for Domestic Air and Domestic Hotel is lower than Teplis Travel; however, Teplis Travel has some additional services at no charge. Ms. Schneider s opinion is that both Proposers offered reasonable prices. Vice Chair Sharman suggested a ranking of A for both Proposers. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking A A Exceptions to Agreement or Scope Ms. Schneider explained that the Proposers were asked to agree to the Aviation Authority s terms and conditions. She reiterated that AAA Corporate Travel did not provide the required statement in which they agree to sign the contract, including the terms and conditions, if selected. Ms. Schneider reminded the Committee that AAA Corporate Travel is the incumbent and this may be the reason it did not provide the statement. Vice Chair Sharman suggested to assign a Fail to AAA Corporate Travel and Pass to Teplis Travel. After further discussion, Vice Chair Sharman changed her recommendation and suggested to rank AAA Corporate Travel U and Teplis Travel A. The Committee concurred ranking in this category as follows: Proposer AAA Corporate Travel Teplis Travel Ranking U A The Committee ratings were summarized, as follows: Proposer Outstanding Very Good Adequate Less than Adequate Unacceptable AAA Corporate Travel Teplis Travel Vice Chair Sharman asked Ms. Schneider if she agreed with the summarized ranking. Ms. Schneider replied yes, and requested that the motion include an option to negotiate with the second-ranked firm, if negotiations fail with the first-ranked firm. Upon motion by Vice Chair Sharman, second by Mr. Engle, vote carried and motion passed to (1) approve the ranking below for the Request for Proposals (RFP) #03-19, Travel Support and Expense Reporting Services; (2) authorize staff to enter into negotiations with the first-ranked Proposer, and if negotiations are not successful, negotiate with the second-ranked firm: First: Second: Teplis Travel AAA Corporate Travel ADJOURNMENT 5. Chairman Anderson asked if there was further business to discuss before the Committee. Having no further business to discuss, Chairman Anderson adjourned the meeting at 2:20 p.m. The next scheduled CPC meeting will be held on Monday, November 19, 2018 at 1:30 p.m. in the Carl T. Langford Board Room. (Digitally signed on ) Larissa Bou Recording Secretary Raymond Anderson Chairman 7

9 DRAFT On NOVEMBER 19, 2018, the CONCESSIONS/PROCUREMENT COMMITTEE of the GREATER ORLANDO AVIATION AUTHORITY met in the Carl T. Langford Board Room at Orlando International Airport, One Jeff Fuqua Boulevard, Orlando, Florida, Chairman Anderson called the meeting to order at 1:31 p.m. The meeting was posted in accordance with Florida Statutes and a quorum was present. Committee members present: Staff/Others present: Raymond Anderson, Chair Kathleen Sharman, Vice Chair Bradley Friel, Director of Planning Thomas Draper, Senior Director of Airport Operations Diana Hershner, Purchasing Bruce Gant, Purchasing Kate Stangle, Legal Counsel, Nelson Mullins Broad and Cassel Larissa Bou, Recording Secretary Chairman Anderson announced to all present that if anyone is aggrieved by any of the proceedings of today s meeting and wishes to appeal the results of actions made by this Committee, they must file an appeal stating the item they wish to appeal and the basis for which they wish to appeal, and it must be received in writing by the Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building, by Monday, November 26, 2018 at 4:00 p.m. 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 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, including the Mayor of the City of Orlando or the Mayor of Orange County, at their 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) MINUTES 1. This item was deferred. CONSENT ITEMS 2. Upon motion by Mr. Draper, second by Mr. Friel, vote carried to approve the following Consent Agenda items: a. recommend to the Chief Executive Officer to: (1) deem the quotations submitted by Globe Electric and Cavotec non-responsive for the reasons stated on the memorandum; (2) award Purchasing Request for Written Quotations # to Verde GSE as the low, responsive and responsible Respondent in the not-to-exceed amount of $193,101; (3) authorize funding from previously-approved Capital Expenditure Fund; and (4) authorize the Purchasing Office to issue the necessary Purchase Order; b. recommend to the Aviation Authority Board to: (1) award the purchase of seven (7) 2019 Ford Econoline E-450 Cutaway Buses, pursuant to the Sourcewell Contract # NAF, to Alan Jay Automotive Management, Inc. at the cost of $547,920.31; (2) authorize funding from the 1

10 DRAFT MINUTES FOR THE NOVEMBER 19, 2018, CONCESSIONS/PROCUREMENT COMMITTEE approved Capital Expenditure Funds; and (3) authorize the Purchasing Office to issue the necessary Purchase Order; c. recommend to the Aviation Authority Board to: (1) authorize funding for a 3 month extension, from February 1, 2019 April 30, 2019, with National Express Transit Corporation from the Operations and Maintenance Fund in a not-to-exceed amount of $1,282, and (2) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an Amendment following satisfactory review by legal counsel; d. recommend to the Aviation Authority Board to: (1) accept staff s recommendation for a Single Source Second Renewal Option of Purchasing Contract 19-17, Remote Airline Check- In (RAC) Services, with Baggage Airline Guest Services, Inc. (BAGS); (2) authorize funding from the Operation and Maintenance Fund in the total not-to-exceed amount of $907,344.00; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an Amendment following satisfactory review by legal counsel. e. recommend to the Chief Executive Officer to: (1) authorize the initial twenty-two (22) month term of the Noise and Operations Monitoring System Agreement from Casper Airport Solutions, Inc. based on a Piggyback of Contract No through Hillsborough County Aviation Authority; (2) authorize funding from the approved Operation and Maintenance Fund in the notto-exceed amount of $136,667; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel; f. recommend to the Aviation Authority Board to: (1) approve the 12 month term Agreement with Orlando Sports Holdings, LLC based on a on a Single Source Procurement Justification; (2) authorize funding from the approved Operation and Maintenance Fund in the not-to-exceed amount of $225,000.00; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel; Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. There was no response to either inquiry. RECOMMENDATION TO AWARD INVITATION FOR BID (IFB) 06-19, PARKING GARAGE JANITORIAL MAINTENANCE 3. Mr. Gant presented the item. The term of the Contract is for thirty-six (36) months with initial service to commence on or about March 1, 2019, and with the Aviation Authority having options to renew the Contract for two (2) additional periods of one (1) year each. This Contract will be to furnish all labor, supervision, equipment, tools, janitorial cleaning supplies, fuel, oil, lubricants, uniforms, vehicles and all other items necessary or proper for, or incidental to, performing janitorial maintenance of the parking garage and surface parking areas located at the Orlando International Airport ( OIA ) in accordance with the Contract Documents. Attached is the Award Criteria and/or Bid Schedule. On October 3, 2018, the following IFB s were received: Name of Respondent Total Three (3) Year Bid Price P2 Cleaning Services LLC $3,547, Florida Cleaning Systems, Inc. $3,560, Flagship Airport Services, Inc. $3,979, ISS Facility Services, Inc. $4,129, American Janitorial Maintenance & Service, Inc. $4,277, Owens, Renz & Lee Co., Inc. d/b/a Owens Realty Services $4,912, City Wide Maintenance of Orlando No Bid RW Services LLC d/b/a Puro Clean Disaster Service No Bid 2

11 DRAFT MINUTES FOR THE NOVEMBER 19, 2018, CONCESSIONS/PROCUREMENT COMMITTEE 1 The Bid submitted by P2 Cleaning Services LLC, contained mathematical errors in its price schedule resulting in an understatement of their bid by $3, The corrected price is reflected in the above tabulation. The errors did not affect the ranking. 2 The Bid submitted by Flagship Airport Services, Inc., contained mathematical errors in its price schedule resulting in an understatement of their bid by $1, The corrected price is reflected in the above tabulation. The errors did not affect the ranking. 3 The Bid submitted by ISS Facility Services, Inc., contained mathematical errors in its price schedule resulting in an understatement of their bid by $1, The corrected price is reflected in the above tabulation. The errors did not affect the ranking. 4 The Bid submitted by American Janitorial Maintenance and Service, Inc., contained mathematical errors in its price schedule resulting in an understatement of their bid by $63, The corrected price is reflected in the above tabulation. The errors did not affect the ranking. 5 The Bid submitted by Owens, Renz & Lee Co., Inc. d/b/a Owens Realty Services contained mathematical errors in its price schedule resulting in an overstatement of their bid by $9, The corrected price is reflected in the above tabulation. The errors did not affect the ranking. References for the lowest Bidder, P2 Cleaning Services LLC were checked and based thereon they were determined to be non-responsible due to not meeting the second minimum responsibility requirement (see Attachment A). P2 Cleaning Services LLC does not have the required experience of providing janitorial maintenance services for a parking garage facility in a campus-like environment with a minimum of 7,000 spaces throughout the same facility within the three (3) years immediately preceding the date of the IFB. References for the second low bidder Florida Cleaning Systems, Inc., were checked and based thereon were determined to be responsible. Flagship Airport Services, Inc. and ISS Facility Services, Inc. could not provide references to prove their responsibility. This solicitation includes a Minority and Women Business Enterprise (MWBE) goal of 18% and a Local Developing Business (LDB) goal of 2%. The Aviation Authority s Director of Small Business Development has reviewed all of the IFB s submitted for this procurement and has determined Flagship Airport Services, Inc., Florida Cleaning Systems, Inc., ISS Facility Services, Inc., Owens, Renz & Lee Co., Inc., and P2 Cleaning Services, LLC are responsive to the MWBE and LDB requirements and American Janitorial and Maintenance and Services, Inc. should be considered non-responsive (see Attachment B). The amount paid to the Contractor is based on actual work requested, performed, and approved by the Aviation Authority, based on the Daily Prices for each area listed in the Maps included with the Performance Work Statement and the Hourly Rate for Additional Services in accordance with the Contract Document. Florida Cleaning Services, Inc. s Bid in the amount of $3,560,991 is to be funded from the Operation and Maintenance Fund account code numbers , , , and Funds expected to be spent under the contract in the current fiscal year are within budget. Funding required in current and subsequent fiscal years will be allocated from the Operation and Maintenance Fund as approved through the budget process and when funds become available. It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Aviation Authority Board: (1) deem the bids from Flagship Airport Services, Inc. and ISS Facility Services, Inc. as non-responsible and the bid from American Janitorial Maintenance & Service, Inc. as non-responsive; (2) award Purchasing Bid 06-19, Parking Garage Janitorial Maintenance to Florida Cleaning Systems, Inc., as the low responsive and responsible Bidder; (3) authorize funding from the Operation and Maintenance Fund in the not-to-exceed amount of $3,560,991; and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel. 3

12 DRAFT MINUTES FOR THE NOVEMBER 19, 2018, CONCESSIONS/PROCUREMENT COMMITTEE Chairman Anderson asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee member had questions. Vice Chair Sharman asked for clarification regarding staff s recommended action, since the recommendation does not include P2 Cleaning Services, LLC is not as one of the non-responsible Bidders. Mr. Gant indicated that it P2 Cleaning Services, LLC should be included as one of the Bidders to be deemed nonresponsible (copy of the revised memorandum is on file). Vice Chair Sharman asked Mr. Gant to repeat the amended recommendation for the record. Mr. Gant read the amended recommendation, as follows: (1) deem the bids from P2 Cleaning Services, LLC, Flagship Airport Services, Inc. and ISS Facility Services, Inc. as non-responsible and the bid from American Janitorial Maintenance & Service, Inc. as non-responsive; (2) award Purchasing Bid 06-19, Parking Garage Janitorial Maintenance to Florida Cleaning Systems, Inc., as the low responsive and responsible Bidder; (3) authorize funding from the Operation and Maintenance Fund in the not-to-exceed amount of $3,560,991; and (4) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an agreement following satisfactory review by legal counsel. Upon motion by Vice Chair Sharman, second by Mr. Friel, vote carried and motion passed to approve staff s recommendation, as amended. ADJOURNMENT 4. Chairman Anderson asked if there was further business to discuss before the Committee. Having no further business to discuss, Chairman Anderson adjourned the meeting at 2:20 p.m. The next scheduled CPC meeting will be held on Monday, November 19, 2018 at 1:30 p.m. in the Carl T. Langford Board Room. (Digitally signed on ) Larissa Bou Recording Secretary Raymond Anderson Chairman 4

13 MEMORANDUM GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida TO: FROM: Members of the Concessions/Procurement Committee Denise K. Schneider, CPPO, C.P.M., CPPB, C.M., Assistant Director, Purchasing and Material Control DATE: December 3, 2018 ITEM DESCRIPTION Recommendation to Approve a Second Renewal Option for Purchasing Contract 10-15, Lightning Protection System Maintenance with Tarten X, Inc. d/b/a McLean Lightning Protection BACKGROUND The term of the contract was for thirty-six (36) months which commenced on June 1, 2015, with the Aviation Authority having options to renew the contract for two (2) additional periods of one (1) year each. The first renewal option is due to expire on May 31, This contract requires Tarten X, Inc. d/b/a McLean Lightning Protection to furnish all labor, supervision, equipment, and tools, for additions, modification and repair, and all other items necessary or proper for, or incidental to performing, the existing Franklin and Early Streamer Emission lightning protection systems on buildings, high masts lighting assemblies, towers, and antennas at the Orlando International Airport and Orlando Executive Airport in accordance with the Contract Documents (see Attachment A). A Minority and Women Business Enterprise (MWBE) and Local Developing Business (LDB) participation goal has not been established for this contract (see Attachment B). ISSUES Second Renewal Option - June 1, 2019 through May 31, Department Concurs with renewal. Contractor Based on the information known at this time, Contractor has performed satisfactorily during the first renewal option. Pricing is based on - (1) hourly rate for standard hours and (2) parts, materials, rentals and components purchased for lightning protection system maintenance services. The annual value for the second renewal option is a total not-to-exceed amount of $31,800 with no hourly labor rate increases for the second renewal option. FISCAL IMPACT The fiscal impact anticipated for the second renewal option is a not-to-exceed amount of $31,800. Funding will be from the Operation and Maintenance Fund, account code number ; ; ; Funds expected to be spent under the CONSENT AGENDA ITEM A -

14 contract in the current fiscal year are within budget. The department intends to submit budget requests for funds expected to be spent under the contract in future fiscal years and such requests, when considered with other known or anticipated obligations of the department for such future years, do not exceed expected or reasonable funding approvals (see Attachment C). RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve that the following be recommended to the Chief Executive Officer: (1) Second Renewal Option for Purchasing Contract 10-15, Lightning Protection System Maintenance, with Tarten X, Inc. d/b/a McLean Lightning Protection through May 31, 2020; (2) authorize funding from the Operation and Maintenance Fund in the not-to-exceed amount of $31,800; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an amendment following satisfactory review by legal counsel.

15 ATTACHMENT A SUMMARY OF CONTRACT REVISIONS SECOND RENEWAL OPTION 10-15, LIGHTNING PROTECTION SYSTEM MAINTENANCE CONTRACT APPROVALS DESCRIPTION TERM DOLLARS Initial Term Purchasing Manager Approval 12/04/2013 Executive Director Approved 36 Months Contract Award 06/01/2015 to 05/31/2018 $92, Amendment No. 1 CPC Approval 12/11/2017 Chief Executive Officer approved 1/24/ st Renewal Option 06/01/2018 to 05/31/2019 $31, Amendment No. 2 Pending CPC Approval 12/3/18 2nd Renewal Option 06/01/2019 to 05/31/2020 $31, Total Contract Value with all Changes (approved and proposed) $156,300.00

16 ATTCHMENT B SMALL BUSINESS MEMO

17 ATTACHMENT C FINANCE FORM

18 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Concessions/Procurement Committee FROM: Denise K. Schneider, CPPO, C.P.M., CPPB, C.M., Assistant Director, Purchasing and Material Control DATE: December 3, 2018 ITEM DESCRIPTION Recommendation to Approve a Second Renewal Option for Purchasing Contract 11-15, Electrical and Relamping Services with M&M Electric of Central Florida, Inc. BACKGROUND The term of the contract was for thirty-six (36) months which commenced on July 1, 2015, with the Aviation Authority having options to renew the contract for two (2) additional periods of one (1) year each. The first renewal option is due to expire on June 30, This contract requires M&M Electric of Central Florida, Inc. to furnish all labor, supervision, tools, materials, equipment, accessories, and all other items necessary or proper for, or incidental to, performing electrical and relamping services on an as needed basis at the Orlando International Airport in accordance with the Contract Documents (see Attchment A). This contract include a Minority and Women Business Enterprise (MWBE) participation goal of 13.3%. The contractor is in good standing as it relates to small business participation (see Attachment B). ISSUES Second Renewal Option - July 1, 2019 through June 30, Department Concurs with renewal. Contractor Based on the information known at this time, the contractor has performed satisfactorily during the first renewal option. Pricing is based on - hourly rate for standard and non-standard hours for: (i) Journeyman Electrician/On-Site Manager; (ii) Apprentice Electrician; (iii) Electrician Helper; and the mark-up percentage over its costs for parts, materials, rentals, and components purchased for the electrical and relamping services; and (iv) lamp replacement cost services. M&M Electric of Central Florida, Inc. has requested an increase based on the September 2018 CPI 2.3% rate, per the contract escalation clause. Prices were adjusted to reflect the 2.3% increase. The annual value for the second renewal option is a total not-to-exceed amount of $484, The actual amount paid to contractor is based on actual work requested, performed, and approved by the Aviation Authority. CONSENT AGENDA ITEM - B -

19 FISCAL IMPACT The fiscal impact anticipated for the second renewal option is a not-to-exceed amount of $484, Funding will be from the Operation and Maintenance Fund, account code numbers ; ; ; ; ; Funds expected to be spent under the Contract in the current fiscal year are within budget. The department intends to submit budget requests for funds expected to be spent under the contract in future fiscal years and such requests, when considered with other known or anticipated obligations of the department for such future years, do not exceed expected or reasonable funding approvals (see Attachment C). RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve/ accept that the following be recommended to the Aviation Authority Board: (1) Second Renewal Option for Purchasing Contract 11-15, Electrical and Relamping Services with M&M Electric of Central Florida, Inc. through June 30, 2020; (2) authorize funding from the Operation and Maintenance Fund in the not-to-exceed amount of $484,815.30; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an amendment following satisfactory review by legal counsel.

20 Attachment A SUMMARY OF CONTRACT REVISIONS SECOND RENEWAL OPTION 11-15, ELECTRICAL AND RELAMPING SERVICES CONTRACT APPROVALS DESCRIPTION TERM DOLLARS Initial Term CPC Approved 4/27/15, Board Approved 5/20/15, Item D 36 Months Contract Award 07/01/2015 to 06/30/2018 $1,414, Amendment No. 1 CPC Approval 02/19/2018 Board Agenda 4/18/18, Item U 1 st Renewal Option 07/01/2018 to 06/30/2019 $ 475, Amendment No. 2 PM Memo Approved 09/07/2018 Executive Approved 10/5/18 Increase In Value 6/01/2018 to 06/30/2018 $ 8, Amendment No. 2 Pending CPC Memo Approval 12/03/ nd Renewal Option 7/01/2019 to 06/30/2020 $484, Total Contract Value with all Changes (approved and proposed) $2,382,859.30

21 Attachment B Small Business Memo

22 Attachment C Finance Attachment

23 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Concessions/Procurement Committee FROM: Denise K. Schneider, CPPO, C.P.M., CPPB, C.M., Assistant Director, Purchasing and Material Control DATE: December 3, 2018 ITEM DESCRIPTION Recommendation to Approve a First Renewal Option for Purchasing 04-16, Management of Electrical Switchgear Equipment, Generators, Uninterruptible Power Supplies (UPS) and Batteries, and Emergency Generator Fuel Delivery System (FDS) Testing, Maintenance and Repair Services with Electric Services, Inc. BACKGROUND The term of the contract was for thirty-six (36) months which commenced on July 1, 2016, with the Aviation Authority having options to renew the contract for two (2) additional periods of one (1) year each. The original term expires on April 30, This contract requires Electric Services, Inc. to provide management oversight for all labor, supervision, test and safety equipment, tools, hardware to perform inspection and testing services, materials, supplies, accessories, infrared testing, document and inspection services, and all other items necessary or proper for, or incidental to, performing annual inspections, cleaning, calibrating, adjusting, testing (annual services), and repairs of: (1) Electrical Switchgear Equipment; (2) Generators, (3) Uninterruptible Power Supplies (UPS) and Batteries; and (4) Emergency Generator Fuel Delivery System (FDS) Testing, Maintenance and Repair at the Orlando International Airport and Orlando Executive Airport in accordance with the contract documents (see Attachment A). This contract includes a Minority and Women Business Enterprise (MWBE) and a Local Developing Business (LDB) participation requirement. The participation goal for this contract is 17% for MWBE and 1.7% for LDB. The Small Business Development office certifies that Electric Services Inc. is in good standing as it relates to small business participation (see Attachment B). ISSUES First Renewal Option - May 1, 2019 through April 30, Department Concurs with renewal. Contractor Based on the information known at this time, the contractor has performed satisfactorily during the original term. CONSENT AGENDA ITEM - C -

24 Pricing is based on the following: (i) Switchgear Maintenance Services: (a) an hourly service rate for each of the Original Equipment Manufacturers (OEMs): EATON, Russ Electric and CATISO Electric; (b) the mark-up percentage over its costs for parts, materials, rentals and components purchased for switchgear maintenance; (c) a standard and non-standard hourly rate for journeyman, mechanic and helper. (ii) Generators: (a) unit price for: monthly, intermediate (quarterly and annual), annual generator inspections and services, and 2-Hour Load bank for generator maintenance and test services; (b) standard and non-standard hours for additional works; and (c) the mark-up percentage over its costs for materials, rentals, components purchased for generator and other expenses. (iii) UPS & Battery Preventive Maintenance & Repair Services: (a) a quarterly rate for the preventive maintenance and repair; (b) the mark-up percentage over its costs for parts, materials, specialized subcontractor costs, and components purchased; and (c) an hourly rate for standard and non-standard hours. (iv) Emergency Generator Fuel Delivery System: (a) unit price for the testing and analysis of fuel tanks, cleaning of fuel tanks, and transfer of fuel; (b) an hourly rate for standard and non-standard additional work hours for maintenance and repairs; and (c) the mark-up percentage over its costs for parts, materials, disposal fees and subcontractors. The Aviation Authority only pays for work authorized and completed by the Contractor. Per the contract escalation clause, Electric Services, Inc. has requested an increase based on the September 2018 CPI 2.3% rate. Prices were adjusted to reflect the 2.3% increase. The annual value for the first renewal option is a total not-to-exceed amount of $2,410, FISCAL IMPACT The fiscal impact anticipated for the first renewal option is a not-to-exceed amount of $2,410, Funding will be from the Operation and Maintenance Fund, account code number ; and Funds expected to be spent under the contract in the current fiscal year are within budget. The department intends to submit budget requests for funds expected to be spent under the contract in future fiscal years and such requests, when considered with other known or anticipated obligations of the department for such future years, do not exceed expected or reasonable funding approvals (see Attachment C).

25 RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve/ accept that the following be recommended to the Aviation Authority Board: (1) a First Renewal Option to Purchasing Contract 04-16, Management Of Electrical Switchgear Equipment, Generators, Uninterruptible Power Supplies (UPS) And Batteries, And Emergency Generator Fuel Delivery System (FDS) Testing, Maintenance and Repair Services with Electric Services, Inc. with Electric Services, Inc. through April 30, 2020; (2) authorize funding from the Operation and Maintenance Fund in the not-toexceed amount of $2,410,328.72; and (3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an amendment following satisfactory review by legal counsel.

26 Attachment A SUMMARY OF CONTRACT REVISIONS FIRST RENEWAL OPTION 04-16, Management Of Electrical Switchgear Equipment, Generators, Uninterruptible Power Supplies (UPS) And Batteries, And Emergency Generator Fuel Delivery System (FDS) Testing, Maintenance and Repair Services CONTRACT APPROVALS DESCRIPTION TERM DOLLARS Initial Term Amendment No. 1 Amendment No. 2 CPC 10/26/2015 Board Meeting dated 03/16/ Item G CPC 08/21/2017 Board Agenda 09/20/2016, Item G PM Approved 08/02/2018 Chief Executive Officer 10/05/ Months Contract Award Increase In Value Contract Adjustment Add OEA Equipment 05/01/2016 thru 04/30/ /1/2017 thru 04/30/ /1/2018 thru 04/30/2019 $4,822, $ 480, $ 40, Amendment No. 3 Pending CPC 12/03/18 1 st Renewal Option 08/1/2018 thru 04/30/2019 $2,410, Total Contract Value with all Changes (approved and proposed) $7,752,847.47

27 Attachment B Small Business Memo

28 Attachment C Finance Form

29 GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport One Jeff Fuqua Boulevard Orlando, Florida MEMORANDUM TO: Members of the Concessions/Procurement Committee FROM: Bruce L. Gant, Purchasing Manager - Contracts DATE: December 3, 2018 ITEM DESCRIPTION Recommendation to Approve the Second Renewal Option and a Contract Adjustment for Purchasing Contract with RealTime Services, LLC d/b/a TopTalent Staffing for Customer Service Ambassador Services at Orlando International Airport BACKGROUND The contract requires RealTime Services, LLC d/b/a TopTalent Staffing (TopTalent) to provide all labor, supervision, management, administrative oversight, supplies and all other items necessary or proper for, or incidental to, the providing of Customer Service Ambassador Services at the Orlando International Airport in accordance with the Contract Documents. On February 18, 2015, the Aviation Authority Board awarded Purchasing Contract to TopTalent. The Contract was effective on March 15, 2015, for a period of thirty (36) months with the Aviation Authority having options to renew the Contract for two (2) additional periods of one (1) year each. On December 20, 2017, the Aviation Authority Board approved the first renewal option through March 14, ISSUES Second Renewal Option March 15, 2019 through March 14, 2020, which includes a 2.9% CPI increase in pay rate for all positions. Contract Adjustment Staff is requesting the addition of a Manager position. Department Concurs with the Second Renewal Option and Contract Adjustment. Contractor Based on the information known at this time, the Contractor has performed satisfactorily during the Initial Term and during the First Renewal Option. The Renewal Option Value is based on the existing Billable Labor Rates for the Customer Service Ambassadors and Supervisors with a CPI increase of 2.9% which is allowable under the Contract. The actual amount paid to Contractor is based on actual work requested, performed, and approved by the Aviation Authority. Attachments A Contract History B Small Business Memo C Finance Form CONSENT AGENDA ITEM - D -

30 Furthermore, the department is requesting the addition of a Manager position to the Contract. During the initial term and the first renewal option, the Customer Service Ambassadors program has expanded to all four airsides and to the South APM Complex resulting in a considerable increase in the contractor s ambassadors staff. The Manager position is needed in order to better manage the ambassadors staff and achieve the contract goals. The Contract includes a Minority and Women Business Enterprise (MWBE) participation goal of 22% and it does not include a Local Developing Business (LDB) participation requirement. The Office of Small Business Development certifies that the Contract is in good standing as it relates to MWBE participation. FISCAL IMPACT The total fiscal impact for the Second Renewal Option and the Contract Adjustment is a not-to-exceed amount of $3,363, Funding will be from the Operation and Maintenance Fund, account number & Funding required in current and subsequent fiscal year will be allocated from the Operation and Maintenance Fund as approved through the budget process and when funds become available. RECOMMENDED ACTION It is respectfully requested that the Concessions/Procurement Committee approve/accept that the following be recommended to the Aviation Authority Board: (1) approve the Second Renewal Option and the Contract Adjustment for Purchasing Contract with RealTime Services, LLC d/b/a TopTalent Staffing through March 14, 2020; 2) authorize funding in the not-to-exceed amount of $3,363,680 from the Operation and Maintenance Fund; 3) authorize an Aviation Authority Officer or the Chief Executive Officer to execute an Amendment following satisfactory review by legal counsel.

31 ATTACHMENT A Summary of Contract Revisions CUSTOMER SERVICE AMBASSADOR Contract Approvals Description Term Dollars Initial Term CPC 1/26/2015 Board 2/18/2015, Item C 36 Months Contract Award 3/15/2015 thru 3/14/2018 $3,460, Amendment No. 1 CPC 5/27/16 Board, 6/15/2016, Item L Increase in Value 9/1/2016 thru 3/31/2017 $709, Amendment No. 2 CPC 9/5/2017 Board, 9/20/2017, Item J Increase in Value 3/15/2017 thru 3/14/ /1/2017 thru 3/14/2018 $417, $194, Total $611, Amendment No. 3 CPC 11/27/2017 Board, 12/20/2017, Item PP Renewal Option 3/15/18 thru 3/14/19 $2,996, Amendment No. 4 Pending CPC 12/3/2018 Renewal Option 3/15/19 thru 3/14/20 $3,363, Total Contract Value with all Changes (approved and proposed) $11,140,584.16

32 ATTACHMENT B GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida MEMORAMDUM To: From: Denise K. Schneider, CPPO, C.P.M., C.M., Assistant Director, Purchasing and Material Control Somdat Jiawan, Manager, Small Business Programs Orlando Santiago, Small Business Contract Administrator Date: November 21, 2018 Re: Recommendation to exercise the Second Renewal Option and a Contract Adjustment of Purchasing Contract Customer Service Ambassador Services with RealTime Services, LLC d/b/a TopTalent Staffing. On February 18, 2015, the Aviation Authority Board awarded Purchasing Contract to TopTalent. The Contract was effective on March 15, 2015, for a period of thirty (36) months with the Aviation Authority having options to renew the Contract for two (2) additional periods of one (1) year each. On December 20, 2017, the Aviation Authority Board approved the first renewal option through March 14, Issues: Second Renewal Option March 15, 2019 through March 14, 2020, which includes a 2.9% CPI increase in pay rate for all positions. Fiscal Impact: The total fiscal impact for the Second Renewal Option and the Contract Adjustment is a not-to-exceed amount of $3,363, At the time the contract was awarded, a 22% MWBE goal was established. The Small Business Development Department certifies that the vendor is in good standing as it relates to small business participation. The same small business participation requirement will apply to this amendment. Should you have questions, you may contact Orlando Santiago at