A. Purchasing Request for Written Quotation # , Roll Paper Towel Supply Procurement Award Recommendation

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1 CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA DATE: August 21, 2017 DAY: Monday TIME: 1:30 p.m. LOCATION: Carl T. Langford Board Room, OIA, One Jeff Fuqua Boulevard, 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, and it must be received in writing by the Executive Director, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building by Monday, August 28, 2017 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. CONSIDERATION OF JULY 24, 2017 MINUTES IV. CONSENT AGENDA ITEMS A. Purchasing Request for Written Quotation # , Roll Paper Towel Supply Procurement Award Recommendation V. NEW BUSINESS AGENDA ITEMS A. Amendment to Purchasing Contract 02-11, Common Use Passenger Processing System (CUPPS) and Common Use Self Service (CUSS) Operations and Maintenance Services, with SITA Information Networking Computing USA, Inc. B. Amendment 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 Electrical Services, Inc. P a g e 1 2

2 V. ADJOURNMENT NOTE: Any person who desires 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 proceedings is made which includes the testimony and evidence upon which the appeal is to be based. NEXT SCHEDULED CONCESSIONS/PROCUREMENT COMMITTEE MEETING TUESDAY, SEPTEMBER 5, 2017, AT 1:30 P.M. IN THE CARL T. LANGFORD BOARD ROOM P a g e 2 2

3 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 On JULY 24, 2017, 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 Lewis 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: Ronald N. Lewis, Deputy Executive Director of Operations, Chair Kathleen Sharman, Chief Financial Officer, Vice Chair Brad Friel, Director of Planning Brian Engle, Director of Customer Service Jo Thacker, Legal, Broad and Cassel Denise Schneider, Purchasing Bruce Gant, Purchasing Diana Hershner, Purchasing Vlad Opreanu, Purchasing Luis Aviles, Purchasing Fatima Calkins, Purchasing Annmarie Wise, Purchasing Teresa Smith, Purchasing Gary Hunt, Director of Maintenance Jeff Daniels, Maintenance Steve Pue, Maintenance Frank Wichowski, Maintenance Thomas O Day, Maintenance Danny Mendez, Maintenance Jose Burgos, Maintenance John Cox, Maintenance Zulai Perez, Parking Operations Wendy Magno, Internal Audit Orlando Santiago, DBE Lewis Felker, IT Frank Browne, Concessions Christina Jackson, Concessions Bob Linehart, Imperial Parking Scott Hutchison, ABM Aviation Christine Revels, ABM Aviation Dan Gerber, RKC/ABM Aviation Vernon Hargnas, Andrews Filter Bertica Morris, B & M Consulting Anna Farmer, Operations Administration Maria Irizarry, Risk Management Recording Secretary Chairman Lewis 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 Executive Director, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building, by Monday, July 31, 2017 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 P a g e 1 15

4 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 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 Upon motion by Mr. Friel, second by Ms. Sharman, vote carried to approve the minutes of July 10, 2017 as presented. CONSENT AGENDA A. Amendment to Purchasing 02-14, Rattan/Wicker Chair Repair Services with New Image Upholstery, Inc. B. Amendment to Purchasing PS-379, Auditing Services with Moore Stephens Lovelace, PA C. Purchasing Request for Written Quotation # , LED Light Fixtures Supply Procurement Award Recommendation D. Purchasing Request for Written Quotations # , Exagrid Hardware and Support Procurement Award Recommendation E. Purchasing Request for Written Quotations # , Aruba Wireless Equipment Procurement Award Recommendation F. Purchasing Request for Written Quotation # , Major Use Lamps Procurement Award Recommendation G. Approval of Purchase Bus Cameras, Accessories and Installation Services Award Recommendation H. Approval of Purchase Six Crew Cab Style Pickup Trucks Award Recommendation I. Award of Retail Merchandising Unit (RMU) Concession Chairman Lewis asked if anyone in the audience would like to speak to any item on the Consent Agenda or if the Committee had any questions or wished to have an item pulled for discussion. Ms. Schneider stated that the Nonproject Funds Form (Attachment A), pertaining to Item B, has been revised. Copies provided and on file. Upon motion by Ms. Sharman, second by Mr. Friel, vote carried to approve the Consent Agenda as presented. P a g e 2 15

5 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 NEW BUSINESS A. PURCHASING BID 02-18, ROADWAY ELECTRICAL MAINTENANCE SERVICES AWARD RECOMMENDATION Ms. Schneider stated this is an Invitation for Bid. The term of the Contract is for thirty-six (36) months with initial service to commence on or about December 1, 2017, and with the Authority having options to renew the Contract for two (2) additional periods of one (1) year each. This Contract will be to provide all labor, supervision, materials, and miscellaneous parts, equipment, tools, and all other accessories, services, and preparation of Maintenance of Traffic (MOT) for repairing or replacing light fixture controls, or electrical service related equipment associated with signs, lighting, bridges, buildings or structures and other associated equipment, and all other items necessary or proper for, or incidental to, performing roadway electrical maintenance and electrical services at the Orlando International Airport ( OIA ) and Orlando Executive Airport ( OEA ) in accordance with the Contract documents. The respondents were: Commercial Lighting Enterprises, Inc. with a three year bid amount of $539,535.00; American Lighting & Signalization, Inc. with a three year bid amount of of $977, and HDR/ICA with a three year bid amount of $1,404, American Lighting & Signalization, Inc. bid contained mathematical errors which resulted in an $180, understatement of its bid. The corrected mprices are reflected in the above tabulation and did not affect the rankings. A Minority and Women Business Enterprise (MWBE) and Local Developing Business (LDB) participation goal has not been established for this Contract. Award, if made, will be to the responsible and responsive bidder submitting the low bid. For a bidder to meet the minimum responsibility criteria for this Contract, the bidder must provide verifiable evidence: 1. through references or otherwise, that the bidder is an individual, a firm, a corporation, or other entity that is currently engaged in the business of providing roadway electrical maintenance and repair services; 2. through references, that the bidder, after taking into account the activities of a related predecessor (e.g. by merger or reorganization), affiliate, or principal of bidder, has been actively engaged in such business for at least the three (3) years immediately P a g e 3 15

6 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 preceding the date of bidder s response to this Invitation for Bids; and 3. through references, that the bidder, after taking into account the activities of a related predecessor (e.g. by merger or reorganization), affiliate, or principal of bidder, has satisfactorily provided maintenance, and repair or replacement of light fixtures controls, or electrical service related equipment associated with signs, lighting, bridges, buildings or structures and other associated equipment for roadway sign and bridge illumination maintenance services for at least three (3) entities during such three (3) year period. Each bidder was required to provide its: a) unit prices for: i) total roadway sign lamp replacement and inspection; ii) total bridge lamp replacement and inspection; and iii) monthly inspections; b) hourly labor rates for standard and non-standard work hours for additional services. Each bidder was also required to provide a percentage mark-up for subcontractor s services and contractor provided parts, materials, rentals and components as needed for years 1, 2 and 3 of the Contract term. The actual amount paid to the contractor is based on actual work requested, performed and approved by the Authority based on the prices provided by the contractor. References for American Lighting & Signalization, Inc. and HDR/ICA were checked and based thereon were determined to be responsible. American Lighting & Signalization, Inc. and HDR/ICA were determined to be responsible and responsive. Commercial Lighting Enterprises, Inc. did not submit with its bid: i) Pages BF-1 through B-9 from the Bid Prices Form; ii) contract references; iii) a Letter of Bondability; (iv) a statement of coverage on a U.S. insurance company/broker; (v) name and current resume for the contractor s proposed contract manager and on-site lead technician; and (vi) copy of the journeyman s license. American Lighting & Signalization, Inc., bid in the amount of $977, is to be funded from the Operation and Maintenance Fund account code number Funds expected to be spent under the Contract in the current fiscal year are within budget. The department intends to submit requests for funds expected to be spent under the Contract in future 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. Staff recommends that the following be recommended to the Authority Board: 1) deemed Commercial Lighting Enterprises, Inc. non-responsive; 2) award Purchasing Bid 02-18, Roadway Electrical Maintenance Services, to American Lighting & Signalization, Inc., as the low responsive and responsible bidder; 3) authorize funding from the Operation and Maintenance Fund in a not-to-exceed amount of $977,415.00; and 4) authorize an Aviation Authority officer or the Executive Director to execute an agreement following satisfactory review by legal counsel. P a g e 4 15

7 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 Chairman Lewis asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Upon motion by Mr. Engle, second by Mr. Friel, vote carried to approve staff s recommendation. B. APPROVAL OF PURCHASE 2017 FORD ECONOLINE CUTAWAYS AWARD RECOMMENDATION Ms. Hershner stated this is a procurement from a supplier having a requirements Contract with the National Joint Powers Alliance (NJPA). Delivery should be complete within one hundred twenty (120) days after receipt of an Authority issued purchase order. A one time purchase of five (5) Ford Econoline Cutaways, per NJPA Bid # NAF, specifically, 2017 Ford E-Series Cutaway E-450 DRW trucks with Goshen Coach Impulse shuttle bus packages configured for 17 passengers. These buses will be used to transport passengers and employees at Orlando International Airport. NJPA awarded National Auto Fleet Group Request for Proposal # on January 16, 2017 for a national cooperative Contract for the procurement of vehicles, cars, vans, SUV s, and light trucks with related equipment, accessories and services. National Auto Fleet Group selected Alan Jay Automotive Management, Inc. to conduct business under Proposal # within the state of Florida to sell, service and deliver passenger cars, and light, medium & heavy duty trucks. The Authority s policy (Section , Government Contract/Annual Contract ) permits the procurement of items from a supplier based on a requirements contract/annual agreement with any public entity. The sum of the unit prices is listed in the NJPA contract pricing schedule. The supplier, under the State of Florida Contract, is Alan Jay Fleet Sales with a total price of $432, The purchase of these buses is to replace five (5) existing Authority owned buses, assets # , # , # , # and # , all 2011 Arboc Spirit of Mobility buses, that are scheduled to go to auction. The Authority s policy (Section , Government Contract/Annual Contract) allows for the procurement of items from a supplier based on a requirements contract/annual agreement with any public entity for items described in such contract and at prices or discounts no less favorable than any set forth in such Contract. Staff has reviewed the pricing and does not believe that the Authority s issuance of its own Request for Quotation would result in a lower cost for this piece of equipment. The quotation provided by Alan Jay Fleet Sales is within budget as funded by Capital Expenditure Fund P a g e 5 15

8 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 Staff recommends that the following be recommended to the Aviation Authority Board: 1) approve the purchase of five (5) 2017 Ford Econoline Cutaways, pursuant to the National Joint Powers Alliance Bid at a cost of $432,559.15; 2) authorize funding from the previously approved Capital Expenditure Fund; and 3) authorize the Purchasing office to issue the necessary purchase order. Chairman Lewis asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Mr. Engle inquired on the amount of seats these buses have. Ms. Perez responded the buses have 17 seats. Upon motion by Ms. Sharman, second by Mr. Engle, vote carried to approve staff s recommendation. C. PURCHASING REQUEST FOR WRITTEN QUOTATIONS # , CARBON RIGID BOX TYPE HVAC AIR FILTER SUPPLY PROCUREMENT AWARD RECOMMENDATION Ms. Hershner stated this is a Request for Written Quotations (RFQ) to result in a Blanket Purchase Agreement (BPA). The term of the BPA shall be for a period of twelve (12) months. On June 29, 2017, the Authority received quotations for the procurement of a single type of carbon rigid box HVAC air filter to be provided on an as needed basis. The RFQ specification, in Section 1.5, listed submittals required from each respondent. It was required that unit prices include all costs associated with the delivery of the goods to the Authority s location. This quotation is for an indefinite quantity over a fixed time period. The actual amount spent will be based upon the quantities ordered at the agreed upon unit prices. Award, if made, will be to the responsible and responsive respondent submitting the low total quotation. All respondents, or the manufacturer of a product being quoted submitting on a respondent s behalf, were required to submit: (a) a minimum of three references; (b) a manufacturer s specification sheet for the product quoted; and (c) a sample 24 W X 24 H X 12 D filter of the product quoted. Total quotation is based upon the sum of the product of the unit price times the estimated quantity of each item listed in the RFQ. The respondents are: SupplyWorks with a total quotation of $169,500.00; Tri-Dim Filter Corporation with a total quotation of $185, and Andrews Filter & Supply Corp. with a total quotation of $210, SupplyWorks did not provide any references therefore, staff was unable to verify that SupplyWorks has sold the types of air filters specified. Tri-Dim Filter Corporation and Andrews Filter & Supply Corp. both provided references. Both of these respondents were determined to be responsible. P a g e 6 15

9 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 The RFQ specifications did not provide referenced products for any of the filter types, but the RFQ specifications do require that the panel which houses the filter media be made of galvanized expanded metal with polypropylene supports, and that the media be mechanically fastened to the inside of the cell/box. Authority staff reviewed the sample filters and documents submitted by all of the respondents. Staff reviewed the submittals provided in support of the quotations submitted by SupplyWorks and determined that SupplyWorks failed to provide any of the required submittals and staff was unable to complete a review of their quotations. Staff is recommending that the quotation submitted by SupplyWorks be deemed non-responsive. Staff reviewed the submittals provided in support of the quotations submitted by Tri-Dim Filter Corporation (Tri-Dim). Tri-Dim provided references, the technical data sheet, and a sample filter. Staff reviewed the sample filter and determined that the panel did not have the polypropylene supports and were not mechanically fastened to the inside of the cell/box. Staff is recommending that the quotation submitted by Tri- Dim be deemed non-responsive. Staff reviewed the submittals provided in support of the quotations submitted by Andrews Filter & Supply Corp. (Andrews). Andrews provided references, the technical data sheet, and a sample filter. Staff reviewed the sample filter and determined that Andrews was in full compliance with the specification requirements. Staff is recommending that the quotation submitted by Andrews be deemed responsive. The amount quoted by the low responsible and responsive respondent based on the estimated quantities is within budget for funds expected to be spent under the resulting BPA in the current fiscal year from Operation and Maintenance Fund The department intends to submit budget requests for funds expected to be spent under the resulting BPA in FY 18 and such requests, when considered with known or anticipated obligations of the department for FY 18, do not exceed expected or reasonable funding approvals. Staff recommends that the following be recommended to the Executive Director: 1) deem the quotations submitted by SupplyWorks and Tri-Dim Filter Corporation non-responsive for the reasons stated; 2) award Purchasing Request for Written Quotations # to Andrews Filter and Supply Corp. as the low, responsive and responsible respondent in the not-to-exceed amount of $210,750.00; 3) authorize funding from the approved Operation and Maintenance Fund and 4) authorize the Purchasing office to issue the necessary blanket purchase agreement. Chairman Lewis asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Ms. Schneider indicated that samples of the filters are available. Mr. Friel inquired on the Evaluation of Responses Relative to the Award Criteria Section. He asked if Supply Works provided any of the information P a g e 7 15

10 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 requested in this section, for example: references, data sheets, sample filters. Ms. Hershner responded they did not. Upon motion by Mr. Friel, second by Mr. Engle, vote carried to approve staff s recommendation. D. PURCHASING BID 03-18, OPERATION AND MANAGEMENT OF PARKING FACILITIES AWARD RECOMMENDATION Mr. Gant stated this is an Invitation for Bid (IFB). The term of the Contract is for thirty-six (36) months with initial service to commence on or about October 1, 2017, and with the Authority having options to renew the Contract for two (2) additional periods of one (1) year each. The Contractor shall furnish all labor, supervision, materials, supplies, equipment, vehicles, fuel, office furniture, uniforms, and all other items necessary or proper for, or incidental to, the operation and management of parking facility services at the Orlando International Airport ( OIA ) in accordance with the Contract documents. The Contractor will be obligated to perform twenty-four hours per day, seven (7) days per week, 365 days per year (366 days per leap year) management and oversight of the Authority s designated parking operations located at OIA. The respondents are: Imperial Parking (U.S.), LLC (Imperial Parking) with a total three (3) year bid price* of $ 17,616,350.00; ABM Aviation, Inc. (ABM Aviation) with a total three (3) year bid price* of $ 18,746,958.00; LAZ Florida Parking, LLC (LAZ Florida) with a total three (3) year bid price* of $ 19,039,854.00; and SP+ Global MCO, Joint Venture (SP+ Global) with a total three (3) year price* of $ 19,532, *Note: Includes Management Fee and Reimbursable Payroll and Operating Expenses. This Contract includes an Airport Concessions Disadvantaged Business Enterprises ( ACDBEs ) participation requirement. The Participation Goal for this Contract will be 30%. All four (4) bidders met the ACDBE Participation Goal. Award, if made, will be to the responsible and responsive bidder submitting the low bid. For a bidder to meet the minimum responsibility criteria for this Contract, the bidder must provide verifiable evidence: 1. through references or otherwise, that the bidder is an individual, a firm, a corporation, or other entity that is currently engaged in the business of providing operation and management of the parking facilities services; P a g e 8 15

11 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, through references, that the bidder, after taking into account the activities of a related predecessor (e.g. by merger or reorganization), affiliate, or principal of bidder, has been actively engaged in such business for at least the five (5) years immediately preceding the date of bidder s response to this Invitation for Bids; and 3. through references, the bidder must be satisfactorily providing, or have provided operation and management of a single parking location with a minimum of 10,000 parking spaces for one large transit facility within the past three (3) years. This is a service Contract for the operation and management of parking facilities. Each bidder was required to provide its management fee for years 1, 2 and 3 of the Contract which includes all costs as outlined in the Management Fee Section of the General Conditions (Section 2.3, Page GC-2). The Authority provided the reimbursable payroll and operating expense amount which includes all costs as outlined in the Reimbursable Payroll and Operating Expenses Section of the General Conditions (Section 2.4, Pages GC-2 through GC-4). References for the four (4) bidders were checked and based thereon all four (4) were determined to be responsible. The four (4) bidders were determined to be responsible and responsive. Imperial Parking s bid, in the amount of $17,616,350.00, is to be funded from the Operation and Maintenance Fund, account code numbers: , , and 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. Staff recommends that the following be recommended to the Aviation Authority Board: 1) award Purchasing Bid Operation and Management of Parking Facilities to Imperial Parking as the low responsive and responsible bidder; 2) authorize funding from the Operation and Maintenance Fund in the not-toexceed amount of $17,616,350.00; and 3) authorize an Aviation Authority officer or the Executive Director to execute an agreement following satisfactory review by legal counsel. Chairman Lewis asked if anyone in the audience would like to speak to this matter. Mr. Scott Hutchison, Vice President of Airports, ABM Aviation, introduced himself. He mentioned that for the past 25 to 28 years ABM Aviation has been the parking services provider for the Orlando International Airport. He stated that this has been a great privilege. ABM Aviation understands the expectations and for all these years has either met or exceeded the expectations. ABM Aviation has concerns with this award. He explained that their bid was broken into two pricing pieces. The first one being the largest component for $12M is a reimbursable cost set by the Aviation Authority. The variance is in the management fees and P a g e 9 15

12 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 operating costs that are not reimbursed. ABM Aviation bid $5.8M and Imperial Parking bid $4.7M leading to a $1.1M variance (greater than 20%) in the cost of management fees and discretionary cost. However, ABM Aviation is an experienced firm versus one that does not understand the expectations or the scope of the services. The other two (2) firms have significant airport operations around the country and understand the scope of the services therefore submitted bids similar (in price) to ABM Aviation s bid. In summary, there are three (3) competitive bids from experienced operators that understand the scope of the services and one (1) bid from unexperienced operators that do not understand the scope of the required services. Mr. Hutchison explained further that in 1998, ABM Aviation lost a bid to Republic Parking which operated for ten (10) months since they under-bid, and were not able to meet the expectations. Standard Parking then operated for two (2) years. Subsequently, ABM Aviation returned and has been operating in Orlando International Airport ever since. Imperial Parking was awarded the bid however their website indicates that they operate under Republic Parking which operated for ten (10) months in Moreover, in Section of the bid documents it references previous litigation with the Aviation Authority and Section references the experience of the operators. Mr. Hutchison then requested that these two sections be re-evaluated to ensure that standards are met. Further, Mr. Hutchison explained that ABM Aviation has dedicated a significant amount of experience to this operation. Managers have managed other airports and there is strength in management. In addition, the executive team has dedicated resources to the operations to ensure that standards are met and that revenue is properly accounted for. Mr. Hutchison then expressed his appreciation for the opportunity to address the Committee. He stated ABM Aviation has respect for the Aviation Authority and added they are looking forward to doing business again. Chairman Lewis then stated that all the entities presented their bids based on equal requirements. Firms understood and all met the minimum criteria. Ms. Thacker then read Section 11, Disqualification of Bidders: Any of the following causes may be considered as sufficient for the Authority s disqualification of a bidder and the rejection of its bid : Subsection : being in arrears with any of the existing contracts with the Authority, or in litigation with the Authority or having defaulted on or being in or having previously been in litigation with the Authority with respect to a previous contract with the Authority ; and : Poor defective or otherwise unsatisfactory performance of work for the Authority or any other party of prior project which in the Authority s judgement and sole discretion raises doubt to the bidder s ability to properly perform the work. Ms. Thacker stated the question is will any of the information from the respondent raise concerns as to whether it is relevant or not. The Contract period was in 1999 and the relationship between the bidder and Republic P a g e 10 15

13 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 Parking is unclear. Ms. Sharman then inquired on whether or not there is a time limit specified in the RFP. Ms. Thacker responded there is not. Ms. Sharman inquired on the low bidder and whether or not they have a transition plan in place. Mr. Opreanu responded that there is language in the bid document that specifies that the vendor will provide a transition plan upon Contract Award or Notice of Intent. Ms. Sharman then asked if this Contract includes operating the south garages. Mr. Opreanu responded affirmatively. Chairman Lewis then inquired on the effects of delaying approval of this project. Ms. Sharman responded the parking garage will be opening in October. Mr. Gant explained that staff has reviewed the pricing and determined that the low bidder is able to earn profit. Mr. Friel then inquired on the customer service outlines and initiatives and whether or not it was evaluated during the bid proposal process. Mr. Opreanu responded that positive references were received for the low bidder. There were no negative remarks regarding customer service practices. Mr. Engle inquired on Imperial Parking and the large transit facility referenced on page 8, Section 3, with regards to the minimum criteria of 10,000 parking spaces. Mr. Gant responded the facility is Edmonton International Airport in Canada. Ms. Sharman then inquired on the references and whether or not the Aviation Authority is satisfied with these and comfortable that the low bidder can perform the required operations. It was 1998 when, apparently, Imperial Parking had a contractual relationship with Republic Parking. Ms. Thacker responded the bid was submitted by Imperial Parking and the type of relationship remains unclear. Ms. Sharman then asked if the reference check was on Imperial Parking. Ms. Thacker responded yes. Mr. Friel inquired on the affiliation between Imperial Parking and Republic Parking. Mr. Bob Linehart, Vice President of Imperial Parking, responded that Imperial Parking bought out Republic Parking. He explained that in 2013, the owner of Republic Parking passed away. Imperial Parking, at the time, was the largest privately owned parking company in the United States, specifically dedicated to serving airports. Imperial Parking has served over 70 airports throughout the United States. In 2015, Imperial Parking began a process to sell Republic Parking. He stated Imperial Parking is extremely strong. They were the largest parking company in Canada and one of the largest companies in North America. As a result, in April 2016, a decision was made to sell Republic Parking to Imperial Parking. Imperial Parking has complete confidence and is able to serve the Aviation Authority and the Orlando International Airport. Imperial Parking feels comfortable with this bid, and has made an aggressive offer with the intent to serve the Aviation Authority and the Orlando International Airport. P a g e 11 15

14 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 Chairman Lewis then stated the bids have been reviewed and all questions were answered. There is no reason to preclude a motion. Upon motion by Ms. Sharman, second by Mr. Engle, vote carried to approve staff s recommendation to present to the Authority Board a request to award the contract for parking management facilities to Imperial Parking as the low responsive and responsible bidder. E. AMENDMENT TO PURCHASING CONTRACT 18-14, TERMINAL JANITORIAL MAINTENANCE WITH FLAGSHIP FACILITY SERVICES, INC. Mr. Gant stated this is a request for a Renewal Option/Contract Adjustment. The initial term of the Contract is for thirty-six (36) months with the initial service commencing on October 1, 2014, with the Authority having two (2) options to renew the Contract for an additional period of one (1) year each. The initial term of the Contract will expire on September 30, The Contract requires Flagship to furnish all labor, supervision, equipment, tools, janitorial cleaning supplies, supplies (except hand soap, trash liners and baling wire), paper products (except paper towels and toilet tissue), trash can inserts, fuel, oil, lubricants, uniforms and all other items necessary or proper for, or incidental to, performing janitorial maintenance of the terminal areas (landside and airside) located at the Orlando International Airport in accordance with the Contract documents. The Contract includes a Minority and Women Business Enterprise (MWBE) participation goal of thirty percent (30%) and a Local Developing Business (LDB) participation goal of five percent (5%). Flagship has agreed to the same MWBE and LDB participation goals for the additional work. The office of Small Business Development certifies that the overall Contract is in good standing as it relates to MWBE and LDB participation and requirements. Staff is requesting that Flagship start providing janitorial services beginning September 1, 2017 for the new south terminal complex which includes the automated people mover (APM), intermodal transport facility (ITF) and the pedestrian drop-off lobby (PDL). The first renewal option is from October 1, 2017 through September 30, Based on the information known at this time, the contractor has performed satisfactorily during the initial term of the Contract. This is a service Contract for janitorial maintenance of the Aviation Authority s main terminal (including the airsides) and the new south terminal complex. Pricing for this service is based on square footage rates for daily cleaning, policing, floor care and cycle cleaning the areas specified in the Contract. The south terminal complex janitorial maintenance will start on September 1, 2017 and continue through the first renewal option. The total not-to-exceed amount for the south terminal complex is $1,456, Additionally, Flagship has requested a five percent (5%) increase to their square footage rates and hourly rates for the main terminal P a g e 12 15

15 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 to cover increased employee healthcare costs and wages for the first year option. The first renewal option prices for the main terminal were adjusted to reflect the five (5) percent increase for a total not-to-exceed amount of $13,432, The fiscal impact is a total not-to-exceed amount of $14,889, with funding from the Operation and Maintenance Fund, account codes: for the main terminal and for the south terminal complex. Funds expected to be spent under the Contract in the current fiscal year are within budget. The department intends to submit requests for funds expected to be spent under the Contract in future 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. Staff recommends that the following be recommended to the Aviation Authority Board: 1) approve the contract adjustment and first renewal option and for Contract 18-14, Terminal Janitorial Maintenance with Flagship Facility Services, Inc.; 2) authorize funding from the Operation and Maintenance Fund in a total not-to-exceed amount of $14,889,703.69; and 3) authorize an Aviation Authority officer or the Executive Director to execute an amendment following satisfactory review by legal counsel. Chairman Lewis asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Ms. Sharman asked if a five percent (5%) increase to their square footage rates and hourly rates for the first year option is a reasonable amount. Mr. Gant responded that 5% is reasonable. Upon motion by Mr. Engle, second by Mr. Friel, vote carried to approve staff s recommendation. F. AMENDMENT TO PURCHASING CONTRACT 19-17, REMOTE AIRLINE CHECK-IN (RAC) SERVICES, WITH BAGGAGE AIRLINE GUEST SERVICES, INC. Mr. Gant stated this is a Single Source Contract Adjustment. This project was approved as a one year pilot program under this Contract which commenced on March 1, 2017 and will expire on February 28, The Contract requires BAGS to provide passengers with boarding passes and luggage check-in services at the A and B parking garages. The focus will be to capture departing passengers from both A and B side parking garages, including the rental car facilities. The baggage received from passengers of participating airlines will be securely transferred to the remote sorting facility (RSF) for processing and screening. This service will lessen the need for passengers to check-in at the airline counters and curb side thereby reducing the amount of baggage loaded onto the terminal baggage handling system. P a g e 13 15

16 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 This Contract did not include a Minority and Women Business Enterprise (MWBE) or Local Developing Business (LDB) participation requirement. Staff is requesting that BAGS provide RAC services to the new parking garage ( C ) located at the south terminal complex. Based on the information known at this time, the contractor has performed satisfactorily during the initial term. This is a service Contract for providing remote airline check-in (RAC) services for both parking garages A and B. Pricing is based on monthly pricing for labor and operating costs plus a one-time start-up expenses for hardware and software and other related costs. BAGS has provided the Authority with the costs to add these services to the new parking garage ( C ) located at the south terminal complex starting on or about September 1, The monthly pricing is as follows: total labor costs of $14,980.00, total operating costs of $6, for a total monthly costs of $21, Also, BAGS will incur a one-time start-up expense to equip and staff these dedicated RAC services in the total amount of $16, The Authority s policy (Section , Purchasing / Non-Competitive Procurements) allows for the procurement of goods and services pursuant to a Single Source Procurement. A Single Source Procurement is a procurement form one firm among others in a competitive market place which, for justifiable reasons, is found to be most advantageous for the purpose of fulfilling the given purchasing need. The fiscal impact for this Single Source Contract Adjustment is a not-toexceed amount of $145, Funding will be from the following: 1) Operation and Maintenance Fund, account code: Funds expected to be spent under the Contract in the current fiscal year are within budget. The department intends to submit requests for funds expected to be spent under the Contract in future years and such requests, when considered with other know or anticipated obligations of the department for such future years, do not exceed expected or reasonable funding approvals. Staff recommends that the following be recommended to the Aviation Authority Board: 1) accept staff s recommendation for the Single Source Contract Adjustment to 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 Funds in the total not-to-exceed amount of $145,745.00; and 3) authorize an Aviation Authority officer or the Executive Director to execute an Amendment following satisfactory review by legal counsel. Chairman Lewis asked if anyone in the audience would like to speak to this matter. Hearing none, he then asked if any Committee members had questions. Upon motion by Mr. Friel, second by Mr. Engle, vote carried to approve staff s recommendation. P a g e 14 15

17 DRAFT - CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES JULY 24, 2017 ADJOURNMENT Chairman Lewis asked if there was further Committee business to discuss. The next scheduled CPC meeting will be held Monday, August 21, 2017 at 1:30 p.m. in the Carl T. Langford Board Room. With no further business before this Committee, Chairman Lewis adjourned the meeting at 2:18 p.m. Ronald N. Lewis, Chairman Date P a g e 15 15

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