CONCESSIONS/PROCUREMENT COMMITTEE (CPC) AGENDA DATE: February 19, 2018 DAY: Monday TIME: 1:30 p.m. LOCATION: Carl T. Langford Board Room One Jeff Fuqua Blvd. Orlando, Fl. 32827 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 Chief Executive Officer, Mr. Phillip N. Brown, in his office at One Jeff Fuqua Boulevard, Main Terminal Building by Monday, February 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) 825-2032. III. CONSIDERATION OF THE FEBRUARY 5, 2018 MINUTES IV. CONSENT AGENDA ITEMS A. Purchasing Request for Written Quotations #92600-18, Cisco Catalyst 9300 Switch Equipment Procurement Award Recommendation B. Amendment to Purchasing Contract 18-14, Terminal Janitorial Maintenance with Flagship Facility Services, Inc. V. NEW BUSINESS AGENDA ITEMS A. Amendment to Contract 14-14, Aquatic Weed Control Services with Bio-Tech Consulting, Inc. B. Amendment to Purchasing Contract 14-13, Holiday Decoration Services with D & K Design, LLC d/b/a Danken P a g e 1 2
C. Purchasing Request for Written Quotation #92604-18, Various Boarding Passes and Baggage Tag Products Procurement Award recommendation D. Amendment to Purchasing Contract 11-15, Electrical and Relamping Services with M&M Electric of Central Florida, Inc. VII. 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 MONDAY, MARCH 5, 2018, AT 1:30 P.M. IN THE CARL T. LANGFORD BOARD ROOM P a g e 2 2
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 On FEBRUARY 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, 32827. 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, Sr. Director of Commercial Properties and Concessions, Chair Kathleen Sharman, Chief Financial Officer, Vice Chair Bradley Friel, Director of Planning Jo Thacker, Legal, Broad and Cassel Marquez Griffin, Director of Operations Denise Schneider, Purchasing Diana Hershner, Purchasing Bruce Gant, Purchasing Luis Aviles, Purchasing Fatima Calkins, Purchasing Paul Cook, Communication Center Debra Bouier, Airport Information Steve Pue, Maintenance Jeff Daniels, Maintenance Frank Wichowski, Maintenance Patrick Eby, Maintenance Rick Schulz, Maintenance Arianne Luna, Maintenance Danny Mendez, Maintenance John Yetto, Maintenance Abdu El Baroudi, Operations Administration Wendy Magno, Internal Audit Ian Brooks, Information Technology Orlando Santiago, Small Business Development Maria Irizarry, Risk Management 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, February 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) 825-2032. P a g e 1 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 MINUTES Upon motion by Mr. Friel, second by Ms. Sharman, vote carried and motion passed to approve the minutes of January 8, 2018 as presented. CONSENT AGENDA A. Purchasing Bid 09-18, Neon/Cold Cathode, Theater, L.E.D. Lighting and Controls Repair or Replacement Services Award Recommendation B. Amendment to Purchasing Contract 22-13, Personnel Screening Services with Covenant Aviation Security, LLC Chairman Anderson asked if anyone in the audience would like to speak to any item on the Consent Agenda. Hearing none, Chairman Anderson then asked if the Committee had any questions or wished to have an item pulled for discussion. Ms. Sharman inquired on Item A and the reason there was only one bidder. Ms. Calkins responded that the Invitation to Bid was sent to 33 firms. 19 firms downloaded the Invitation for Bid and only 3 firms downloaded the addendum. Upon motion by Ms. Sharman, second by Mr. Friel, vote carried and motion passed to approve the Consent Agenda as presented. NEW BUSINESS AGENDA A. PURCHASE OF COMPUTER HARDWARE AND SOFTWARE MAINTENANCE, SUPPORT, MAINTENANCE AND SUPPORT RENEWALS, AND LICENSE RENEWALS AWARD RECOMMENDATION Ms. Hershner stated this is for multiple purchases of computer hardware and software maintenance, support and renewals, software as a service (SaaS) license renewals, and other internet based service renewals (technology renewals) by utilizing various procurement methods. The term of each renewal agreement purchased may range from a pro-rated period of less than twelve (12) months to a not-to-exceed period of sixty (60) months as appropriate for the renewal agreement purchased. Most renewal agreements, however, will be for a period of twelve (12) months. All Authority owned computer hardware and software licenses require support and/or maintenance to ensure the continuous operation of such computer hardware and/or software applications to support the operations of the Authority. The Authority s Information Technology (IT) Department provides routine user support needs, but almost all of the hardware and software applications are either proprietary, protected by a copyright, and/or protected under license agreement terms, and therefore require technical expertise that Authority staff does not have. The Authority s Purchasing Department makes every effort to obtain competitive pricing on initial P a g e 2 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 agreement purchases and agreement renewals, but in many cases, the agreements and the technical expertise required are only available directly from the original hardware or software manufacturer. The acquisition of maintenance agreements or support services in many cases from a supplier, other than the manufacturer, could void hardware warranties, result in equipment downtime, or violate copyright laws. The Authority also has SaaS licensing agreements in which the software is not owned by the Authority but for which the Authority has purchased access. These agreements are required to support the operational needs of various Authority departments. The use of SaaS licensing agreements eliminates the Authority s need to purchase computer hardware and/or traditional software licenses. Computer hardware maintenance is the responsibility of the SaaS provider and software upgrades are included in the annual renewal cost. The Authority also has internet subscription services agreements in which the provider grants the Authority access to a proprietary database. These subscription services are required to support the operational needs of various Authority departments. The use of a subscription services agreement eliminates the Authority s need to contract for services to develop these databases and then subsequently continue to contract for services to continually update the database. The database is created by and continually updated by the service provider. These activities are included in the annual renewal cost. The various manufacturers and services providers publish/provide pricing for renewal agreements/services annually. Some of the renewal agreements/services are only available directly from the manufacturer. Some of the manufacturers make their renewal agreements/services available only through distributors called value added re-sellers (VAR s) and, when this is the case, staff makes every effort to compete the Authority s annual renewal agreement/service requirement among the available VAR s. The Purchasing Department will determine the method of purchase required to purchase each renewal agreement/service. Unit prices paid for the renewal agreements/services will come from either the result of a competition, at prices or discounts no less favorable than any set forth in another entity s contract or annual agreement ( piggy back ), or a price sheet provided by the listed manufacturer. The values listed in the attached spreadsheet are either actual values shown for technology purchase renewals between April 1, 2017 and January 29, 2018 during the most recent approved period of April 1, 2017 through March 31, 2018, or the value of purchase orders issued from April 1, 2017 through January 29, 2018 in the prior approval period. The total value of these purchases in the current approval period to date is $4,173,575.76. The actual amount to be spent for each technology renewal in the new approval period will be determined at the time of purchase. Renewal purchases will be made utilizing the various purchasing methods listed in the clarifications, in accordance with Authority policy. P a g e 3 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 The IT Department, in conjunction with the Purchasing Department, will verify if a renewal agreement/service will be purchased utilizing one of the following methods as authorized by the Authority s Operational Procedures: 1. By competitive procurements, which requires that Requests for Quotations be issued when the value is expected to exceed $15,000.00, and there are no non-competitive methods that can be utilized for those purchases. 2. Through non-competitive procurements, which permits the procurement of goods, services, and professional services with limited or no competition. This would include the following methods: a) a sole source procurement, when the goods or services are limited to one source, or when they must be obtained from a specific manufacturer s dealer; b) a single source procurement, when the goods or services are procured from one firm among others in a competitive marketplace which, for justifiable reasons, is found to be most advantageous for the purpose of fulfilling the given purchasing need; c) a piggy-back purchase from a supplier having a requirements contract, annual agreement, contract with any other public entity; or d) by direct negotiation when the dollar value of the purchase does not exceed $15,000.00. 3. By procurement card, which permits the use of an Authority issued procurement card for small order purchasing, within established limitations. The value of renewal purchases made in FY 17 and in FY 18 to date, have been funded by the associated department from Operation and Maintenance Funds that were approved during the budget process. The departments requiring technology renewal purchases going forward intend to submit budget requests for funds expected to be spent under the resulting purchase orders in FY 19 and such requests, when considered with known or anticipated obligations of the departments for FY 19, do not exceed expected or reasonable funding approvals. Staff recommends that the following be recommended to the Aviation Authority Board: 1) approve the purchase of technology renewals on the attached list, which renew within the twelve (12) month approval period of April 1, 2018 through March 31, 2019; 2) authorize funding from approved department Operation and Maintenance Funds in the not-to-exceed amount of $4,799,612.12, which includes a 15% contingency for anticipated price increases; and 3) authorize the Purchasing office to award a purchase order for each utilizing either competitive quotations, direct negotiations, single source procurements, sole source procurements, other public entities contracts, procurement card, or other procurement methods in compliance with the referenced Authority policies. 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. Chairman Anderson then inquired on the not-to-exceed value amount for last year. Ms. Hershner responded the amount was $4.1 million. P a g e 4 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 Upon motion by Mr. Friel, second by Ms. Sharman, vote carried and motion passed to approve staff s recommendation. B. PROVISION TO UPGRADE AND EXPAND THE AUTHORITY S PUBLIC SAFETY RADIO SYSTEM (800 MHZ & 400 MHZ) AND PROVIDE AND INSTALL A DISTRIBUTED ANTENNA SYSTEM FOR THE NORTH TERMINAL FROM MOTOROLA SOLUTIONS, INC. SOLE SOURCE RECOMMENDATION Mr. Gant stated this is a sole source procurement. An award will result in the issuance of a purchase order (PO) based on a Sole Source Procurement Justification. This procurement is for equipment, materials, parts and labor necessary to provide bi-directional amplification (BDA) enhancements and to expand the existing public safety radio system coverage area in the north terminal. The north terminal radio systems will need to be expanded to provide public safety radio (800Mhz & 400Mhz) coverage throughout the terminal building to allow seamless radio communication between public safety responders, all the Authority responders, the Communication Center and other agencies. The respondent was Motorola Solutions, Inc. with a total approval amount of $1,254,596.05. Procurement did not include a Minority and Women Business Enterprise (MWBE) or Local Developing Business (LDB) participant requirement. Memo distributed at meeting and kept on file. This award shall be made with Motorola based on a Sole Source Procurement Justification in accordance with Authority s Policy, Section 450.03, Purchasing/Non-Competitive Procurement. This policy permits the procurement of goods and services pursuant to a sole source procurement. A sole source procurement is a procurement from one source for goods and services when that source is the only one available that can fulfil the need of the Authority. The estimated cost is not-to-exceed $1,254,596.05. The BDA system for the north terminal will be billed per the following: Equipment 800/400 BDA Equipment $ 442,635.40 Electric Circuits and Conduit $ 242,775.33 Scissor Lift rental $ 11,351.35 BDA Services BDA Services Bundle $ 557,833.97 Survey, Engineering and Design Pre-construction Signal Data Collection, Installation, Optimization, Validation/ATP & Documentation P a g e 5 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 The Authority s policy (Section 450.03, Non-Competitive Procurements) permits the sole source procurement when goods, services, or professional services are limited to one source and valid competition among dealers does not exist provided that the requesting department completes a Sole Source Procurement Justification Form. Motorola is the vendor that provided and installed the Authority s existing public safety radio systems. The Authority is currently part of an ongoing maintenance agreement with Motorola which also includes the City or Orlando, Orange County, Seminole County, Lake County and Osceola County. This allows for shared channels and mutual aid assistance or help from other agencies for public safety response. This maintenance agreement requires that Motorola be the only vendor authorized to modify or expand the system. Furthermore, Motorola recently installed public safety radio system in the south APM complex. Motorola provided and installed the Authority s existing public safety radio systems and the Motorola system is interoperable with surrounding mutual-aid agencies. Additionally, Motorola is the only authorized vendor for this system. The estimated not-to-exceed amount of $1,254,596.05 is within budget as funded by the following Capital Expenditure Accounts: 308.412.170.5310014.000.501306; 308.412.170.5620001.000.501306; and 308.412.170.5640001.000.501306. 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 Authority Board: 1) authorize the purchase of a public safety radio (800Mhz & 400Mhz) distributed antenna system from Motorola Solutions, Inc. based on a Sole Source Procurement Justification, 2) authorize funding from the approved Capital Expenditure Funds in the not-to-exceed amount of $1,254,596.05; and 3) authorize Purchasing staff to issue a purchase order. 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. Ms. Sharman then reiterated that the reason we are using a sole source procurement is that the system already works with both north and south terminals and also with the surrounding counties and the city. Mr. Gant confirmed that this information is correct. Upon motion by Ms. Sharman, second by Mr. Friel, vote carried and motion passed to approve staff s recommendation. P a g e 6 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 C. AMENDMENT TO PURCHASING CONTRACT 09-15, SPECIALIZED COMMERCIAL CLEANING SERVICES WITH FLORIDA CLEANING SYSTEMS, INC. Mr. Gant stated that on page 5 of this Item, Options 1 and 2 are included. He indicated that a correction is required to eliminate Option 2 since only Option 1 is under discussion at this moment. Mr. Gant stated this is for a renewal option. The initial term of the Contract is for thirty-six (36) months, effective May 1, 2015, expiring April 30, 2018, with the Authority having two (2) options to renew the Contract for an additional period of one (1) year each. This Contract requires Florida Cleaning Systems (FCS) to furnish all labor, supervision, chemicals, materials, water trucks, equipment and all other items necessary or proper for, or incidental to, performing interior/exterior window, interior/exterior skylights, interior/exterior canopy and specialty surface cleaning services as well as all accessories necessary to effectively perform pressure washing services to remove all gum, oil, stickers, soil, algae, grease deposits and other foreign substances from roadway bridge abutments, knee-walls, piers, and ticket and toll structures at Orlando International Airport in accordance with these Contract documents. This Contract includes a combined Minority and Women Owned Business (MWBE) and Local Developing Business (LDB) participation goal of 30%. The Small Business Development department certifies that this Contract is in good standing as it relates to MWBE/LDB participation. The first renewal option is from May 1, 2018 through April 30, 2019. 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 specialized commercial cleaning services. Pricing for this service is based on the unit price per month for each location listed and standard hourly rate for additional work as specified in the Contract. FCS has requested a two percent (2%) increase to the unit price rates and hourly rates. The current CPI for option year one is 2.1 percent. The first renewal option prices were adjusted to reflect the two (2) percent increase for a total not-to-exceed amount of $414,157.74. The fiscal impact for the first renewal option is a not-to-exceed amount of $414,157.74 for the remainder of the initial term of the Contract. Funding will be from the Operation and Maintenance Fund using account codes: 301.631.170.5340005.000.100229; 301.631.210.5340005.000.100229; and 301.631.692.5340005.000.100229. 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 P a g e 7 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 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 approved by the Authority Board: 1) renew Contract 09-15, Specialized Commercial Cleaning Services, with Florida Cleaning Systems, Inc.; 2) authorize funding from the Operation and Maintenance Fund in a not-to-exceed amount of $414,157.74; and 3) authorize an Aviation Authority officer or the Chief Executive Officer to execute an amendment following satisfactory review by legal counsel. Chairman Anderson then asked if anyone in the audience would like to speak to this matter. Hearing none, he asked if any Committee members had questions. There was no response to either inquiry. Upon motion by Mr. Friel, second by Ms. Sharman, vote carried and motion passed to approve staff s recommendation. D. AMENDMENT TO PURCHASING CONTRACT 11-15, ELECTRIC AND RELAMPING SERVICES WITH M&M ELECTRIC OF CENTRAL FLORIDA, INC. Ms. Schneider stated this is for a renewal option. The term of the Contract was for thirty-six (36) months which commenced on May 1, 2015, with the Authority having options to renew the Contract for two (2) additional periods of one (1) year each. The original term is due to expire on April 30, 2018. Revised memo distributed at meeting and kept on file. 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. This Contract does not include a Minority and Women Business Enterprise (MWBE) and Local Developing Business (LDB) participation goal. The first renewal option is from May 1, 2018 through April 30, 2019. Based on the information known at this time, the contractor has performed satisfactorily during the initial term. Pricing is based on: hourly rate for standard and non-standard hours for: (i) journeyman electrician/on-site manager; (ii) apprentice electrician; and (iii) electrician helper; and the mark-up percentage over its costs for parts, materials, rentals, and components purchased for the electrical services, ballast replacement and fixture repair services. The Authority only pays for work authorized by the Authority and completed by the contractor. The annual value for the first renewal option is a total not-to-exceed amount of $475,561.00 with no hourly labor rate increases for the first renewal option. The fiscal impact anticipated for the first renewal option is a not-to-exceed amount of $475,561.00. Funding will be from the Operation and Maintenance P a g e 8 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 Funds, account code number: 301.631.170.5460001.000.100742; 301.631.210. 5460001.000.100742; 301.631.210.5460001.000.100742; and 301.631.330.5460001. 000.100742. 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. Staff recommends that the following be recommended to the Authority Board: 1) renew Purchasing Contract 11-15, Electrical and Relamping Services with M&M Electric of Central Florida, Inc.; 2) authorize funding from the Operation and Maintenance Fund in the not-to-exceed amount of $475,561.00; 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. Mr. Friel advised that the memo presented by the Small Business Development Department (Attachment B) has an established participation goal of 13.3%. However, the item memo provided by the Purchasing staff has a 0% participation goal. Ms. Calkins stated that the memo provided by the Small Business Development Department (Attachment B) with a 13.3% participation goal is correct. Discussion ensued and it was determined that the item memo should be revised to reflect a 13.3% established participation goal to equal the established participation goal of 13.3% on the memo from the Small Business Development Department. Chairman Anderson then reiterated that the memo provided by the Small Business Development Department indicates that the Contract is in good standing with regards to MWBE participation. Ms. Thacker then advised the Committee that the dates on both memos are also different. In response to a question by Ms. Sharman regarding approving the item subject to updating both memos, Ms. Thacker responded that both memos should reflect the clarifications made. Further, Chairman Anderson stated that the goal appears to apply to MWBE individually and the memo reflects MWBE and LDB combined. Following the discussion, Ms. Sharman presented a motion to accept staff s recommendation to approve Purchasing Contract 11-15, with M&M Electrical, in a not-to-exceed amount of $475,561.00 subject to the execution of the recommended amendments to the Purchasing staff memo and the Small Business Development Department memo to equal each other and that both MWBE participation goal amounts are 13.3% as reflected on the Small Business Development Department memo. The motion was seconded by Mr. Friel. Vote carried and motion passed. Following the motion, Ms. Schneider agreed to amend both documents and present as informational items, to the CPC, at the next meeting on February 19, 2018. P a g e 9 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 E. AMENDMENT TO PURCHASING CONTRACT 11-16, TILE, MARBLE AND LIMESTONE REPAIR AND REPLACEMENT SERVICES WITH INDUSTRIAL TILE, INC. Ms. Schneider stated this is for a renewal option. The term of the Contract was for twenty-four (24) months which commenced on October 1, 2016, with the Authority having options to renew the Contract for three (3) additional periods of one (1) year each. The original term of the Contract is due to expire on September 30, 2018. This Contract requires Industrial Tile, Inc.to furnish all labor, supervision, equipment, tools, miscellaneous materials, supplies and all other items necessary or proper for, or incidental to, performing the removal, repair and replacement of various wall/floor tiles, including marble and limestone flooring, as directed by the Authority utilizing Authority-provided tile and marble material, at the Orlando International Airport in accordance with the Contract documents. This Contract does not include a Minority and Women Business Enterprise (MWBE) and Local Developing Business (LDB) participation goal. The first renewal option is from October 1, 2018 through September 30, 2019. Based on the information known at this time, the contractor has performed satisfactorily during the initial term. Pricing for the services is based on hourly rates for the lead tile setters/installers, tile setters/installers, helpers, and for additional work. The actual amount paid to Contractor is based on actual work requested, performed and approved by the Authority, based on the hourly rates in accordance with the Contract documents. The annual value for the first renewal option is a total not-to-exceed amount of $398,040.00 with no hourly labor rate increases for the first renewal option. The fiscal impact anticipated for the first renewal option is a not-to-exceed amount of $398,040.00. Funding will be from the Capital Expenditure Fund, account code number: 308.631.210.5460002.000.501132. 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. Staff recommends that the following be recommended to the Authority Board: 1) renew Purchasing Contract 11-16, Tile, Marble and Limestone Repair and Replacement Services with Industrial Tile, Inc.; 2) authorize funding from the Capital Expenditure Fund in the not-to-exceed amount of $398,040.00; 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. P a g e 10 11
DRAFT CONCESSIONS/PROCUREMENT COMMITTEE MEETING MINUTES February 5, 2018 Upon motion by Mr. Friel, second by Ms. Sharman, vote carried and motion passed to approve staff s recommendation as presented. ADJOURNMENT Chairman Anderson asked if there was any further business to discuss before the Committee. Hearing none, Chairman Anderson adjourned the meeting at 1:56 pm. The next scheduled CPC meeting will be held on Monday, February 19, 2018 at 1:30 p.m. in the Carl T. Langford Board Room. Raymond Anderson, Chairman Date P a g e 11 11