AVIATION AUTHORITY REGULAR BOARD MEETING Thursday, 9:00 A.M. Boardroom Level 3 at Tampa International Airport DRAFT AGENDA Any person who desires to appeal any decisions made at this meeting will need a 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 based. Any person requiring reasonable accommodations to attend any public meeting because of a disability or physical impairment must submit a written request to Joseph W. Lopano, Chief Executive Officer, Hillsborough County Aviation Authority, Post Office Box 22287, Tampa, FL 33622 or via facsimile at (813) 870 7868. Such request must be received at least 48 hours before the meeting. If you have any questions, please call (813) 870 8701.
DRAFT AGENDA Page 2 TABLE OF CONTENTS A. CALL TO ORDER... 4 B. PLEDGE OF ALLEGIANCE... 4 C. APPROVAL OF THE AGENDA... 4 D. PUBLIC COMMENTS... 4 E. APPROVAL OF THE MINUTES Regular Authority Meeting November 5, 2015... 4 F. MANAGEMENT REPORT... 4 G. APPROVAL OF THE CONSENT AGENDA... 4 1. Amendment No. 1 to Agreement for Federal Governmental Affairs Consulting Services, Van Scoyoc Associates, Inc., Tampa International Airport, Resolution No. 2015 186... 5 2. Amendment No. 1 to Agreement for Special Legal Services, Carlton Fields, P.A. n/k/a Carlton Fields Jorden Burt, P.A., Tampa International Airport, Resolution No. 2015 226... 6 3. Purchase Order, Technology, Security and Communications Solutions utilizing the Airport Purchasing Group Contract No. 121614 VRS, Vaco Risk Solutions, Inc., Tampa International Airport... 7 4. Purchase Order(s), Furniture, Office Educational, Institutional utilizing State of Florida Contract Nos. 420 420 10 1, 425 001 12 1 and 56121000 15 1, Tampa International Airport. 8 5. Purchase Order, General Purpose Commercial Information Technology Equipment, Software and Services utilizing GSA Contract No. GS 35F 0119Y, Contender Solutions through Carahsoft Technology Corporation, Tampa International Airport... 9 6. Purchase Order, Audio and Video Equipment utilizing State of Florida Contract No. 880 000 09 1, Audio Visual Innovations, Inc., Tampa International Airport... 11 7. Approval of Parking Rate Alteration, Tampa International Airport, Resolution No. 2015 227... 12 8. Aviation Authority Meeting Dates for Calendar Year 2016... 13 H. POLICIES OR RULES FOR CONSIDERATION OR ACTION... 14 1. Update to Policy Manual, Policy for Approval: Section 100, Policy P156, Lobbyist Activities.. 14 I. COMMITTEE REPORTS... 16 J. UNFINISHED BUSINESS... 17 1. Public Hearing to Approve Update to Airport Zoning Regulations, Tampa International, Tampa Executive, Peter O. Knight, and Plant City Airports, Resolution No. 2015 210... 17 K. NEW BUSINESS... 18 1. Construction Contract, Airside E Boarding Level & Boarding Bridge Carpet Replacement, HCAA Project No. 6115 14, Continental Flooring Company, Tampa International Airport, Resolution No. 2015 222... 18 2. Ratification of Emergency Purchase, Construction Contract, Corporate Center Four Ditch Repairs, HCAA Project No. 6270 15, Kimmins Contracting Corp., Tampa International Airport, Resolution No. 2015 224... 20 3. Selection of Firm and Award of Contract for Tampa Airport Concessions Redevelopment Program; Spa Services Concessions, XpresSpa Tampa Airport, LLC, Tampa International Airport, Resolution No. 2015 223... 22 L. PRESENTATIONS None... 24
DRAFT AGENDA Page 3 TABLE OF CONTENTS (Continued) M. STAFF REPORTS... 24 N. ADJOURNMENT... 24
DRAFT AGENDA Page 4 A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. APPROVAL OF THE AGENDA D. PUBLIC COMMENTS E. APPROVAL OF THE MINUTES Regular Authority Meeting November 5, 2015 F. MANAGEMENT REPORT G. APPROVAL OF THE CONSENT AGENDA
DRAFT AGENDA Page 5 G. CONSENT ITEM 1. Amendment No. 1 to Agreement for Federal Governmental Affairs Consulting Services, Van Scoyoc Associates, Inc., Tampa International Airport, Resolution No. 2015 186 On December 6, 2012, the Board approved an Agreement with Van Scoyoc Associates, Inc. for consulting services related to the federal governmental affairs and lobbying requirements of the Authority at a total not to exceed amount of $500,000. The initial term of the Agreement was December 6, 2012 through December 31, 2015, with two, one year renewal options at the discretion of the Board. The Authority may cancel the Agreement with 30 days advance written notice. This Amendment No. 1 exercises one of two, one year renewal options, revising the end date of the Agreement to December 31, 2016. The total not to exceed Agreement amount of $500,000 is unchanged. Funding: This item is included in the FY2016 O&M Budget. IV. Management recommends adoption of Resolution No. 2015 186. V. Resolution: Resolution No. 2015 186 approves and authorizes execution of Amendment No. 1 to Agreement for Federal Governmental Affairs Consulting Services at Tampa International Airport with Van Scoyoc Associates, Inc.; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
DRAFT AGENDA Page 6 G. CONSENT ITEM 2. Amendment No. 1 to Agreement for Special Legal Services, Carlton Fields, P.A. n/k/a Carlton Fields Jorden Burt, P.A., Tampa International Airport, Resolution No. 2015 226 On December 3, 2013, the Board approved an Agreement with Carlton Fields, P.A. for special legal services with regards to construction litigation and other related legal matters in a total not to exceed amount of $250,000. The initial term of the Agreement was December 5, 2013 through December 4, 2015, with two, one year renewal options at the discretion of the Chief Executive Officer or designee. The two, one year renewal options have been exercised, revising the end date of the Agreement to December 4, 2017. The Authority may cancel the Agreement with 30 days advance written notice. This Amendment No. 1 authorizes an increase of an additional $150,000 for a new total not to exceed Agreement amount of $400,000. Carlton Fields will continue to represent the Authority with regard to ongoing legal matters related to construction. Funding: This item is included in the FY2016 O&M Budget. IV. Management recommends adoption of Resolution No. 2015 226. V. Resolution: Resolution No. 2015 226 approves and authorizes execution of Amendment No. 1 to the Agreement for Special Legal Services at Tampa International Airport with Carlton Fields, P.A. n/k/a Carlton Fields Jorden Burt, P.A.; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
DRAFT AGENDA Page 7 G. CONSENT ITEM 3. Purchase Order, Technology, Security and Communications Solutions utilizing the Airport Purchasing Group Contract No. 121614 VRS, Vaco Risk Solutions, Inc., Tampa International Airport The purpose of the project is to provide technology, security and communications solutions services for a comprehensive network security assessment that will accurately evaluate information security measures developed and deployed throughout the Authority network. Authority Policy P410 authorizes the utilization of federal, state, local or multi state cooperative purchasing contracts to purchase goods and services without obtaining three quotes or advertisement. Authorize the use of Airport Purchasing Group Contract No. 121614 VRS for the issuance of a purchase order to Vaco Risk Solutions, Inc. for technology, security and communications solutions services at Tampa International Airport for the term of through June 2, 2016 in a total amount not to exceed $127,400. Funding: This item is included in the O&M Budget. IV. The Chief Executive Officer recommends the Board award and authorize the issuance of the purchase order to Vaco Risk Solutions, Inc., and authorize the Chief Executive Officer or his designee to execute all other ancillary documents. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 8 G. CONSENT ITEM 4. Purchase Order(s), Furniture, Office Educational, Institutional utilizing State of Florida Contract Nos. 420 420 10 1, 425 001 12 1 and 56121000 15 1, Tampa International Airport The Main Terminal and Airport Concessions Redevelopment Program, HCAA Project No. 8100 14, includes the upgrading and replacement of Main Terminal and Airside furniture. Authority Policy P410 authorizes the utilization of federal, state, local or multi state cooperative purchasing contracts to purchase goods and services without obtaining three quotes or advertisement. Authorize the use of State of Florida Contract Nos. 420 420 10 1, 425 001 12 1, and 56121000 15 1 for the issuance of purchase orders to Beaux Arts Group, Commercial Design Services, Inc., Corporate Interiors Group, Empire Office, Inc., and Workscapes, Inc. for the purchase and installation of furniture at Tampa International Airport in a total combined not to exceed amount of $1,600,000. Funding: This item is included in the FY2014 Capital Budget. IV. The Chief Executive Officer recommends the Board award and authorize the issuance of purchase orders to Beaux Arts Group, Commercial Design Services, Inc., Corporate Interiors Group, Empire Office, Inc., and Workscapes, Inc., and authorize the Chief Executive Officer or his designee to execute all other ancillary documents. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 9 G. CONSENT ITEM 5. Purchase Order, General Purpose Commercial Information Technology Equipment, Software and Services utilizing GSA Contract No. GS 35F 0119Y, Contender Solutions through Carahsoft Technology Corporation, Tampa International Airport In June 2015, the Information Technology Services (ITS) Department implemented a new cloud based IT Services Management Solution on a trial basis with Contender Solutions through GSA Contract No. GS 35F 0119Y awarded to Carahsoft Technology Corporation (Carahsoft). Carahsoft is the authorized distributor of the IT Services Management Solution and Contender Solutions is the authorized reseller. This IT Services Management Solution trial was implemented at a cost of $99,700 and included the subscription service, licenses, and assistance with implementation. This Solution will provide the Authority with tools that will monitor and measure critical IT services provided by ITS to both external and internal Authority customers, and will provide automated alerts and notifications in the event of IT service outages or interruptions. This IT Services Management Solution is in use at a number of other airports and many other organizations. ITS desires to continue this cloud based IT Services Management Solution trial. Contract No. GS 35F 0119Y with Carahsoft expires on December 19, 2016. GSA Authority Policy P410 authorizes the utilization of federal, state, local or multi state cooperative purchasing contracts to purchase goods and services without obtaining three quotes or advertisement. Authorize the use of GSA Contract No. GS 35F 0119Y for the issuance of purchase orders to Contender Solutions through Carahsoft for the annual cloud based IT Services Management Solution subscription service and licenses at Tampa International Airport for the term of December 4, 2015 through December 19, 2016. The total requested Board authorization not to exceed amount is $150,000. Funding: This item is included in the Capital and O&M Budgets.
DRAFT AGENDA Page 10 G5 (Continued) IV. The Chief Executive Officer recommends the Board award and authorize the issuance of purchase orders to Contender Solutions through Carahsoft Technology Corporation, and authorize the Chief Executive officer or his designee to execute all other ancillary documents. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 11 G. CONSENT ITEM 6. Purchase Order, Audio and Video Equipment utilizing State of Florida Contract No. 880 000 09 1, Audio Visual Innovations, Inc., Tampa International Airport The Information Technology Services Department (ITS) oversees the audiovisual infrastructure located at Tampa International Airport (TPA). The infrastructure consists of cameras, LCD flat screens, SMART interactive boards, and other equipment. State of Florida Contract No. 880 000 09 1 allows for purchases of audio and video equipment. State of Florida Contract No. 880 000 09 1 expires February 18, 2017. Authority Policy P410 authorizes the utilization of federal, state, local or multi state cooperative purchasing contracts to purchase goods and services without obtaining three quotes or advertisement. Authorize the use of State of Florida Contract No. 880 000 09 1 for the issuance of purchase orders to Audio Visual Innovations, Inc. for the purchase of audio and video equipment which will upgrade the audiovisual infrastructure and existing audio visual equipment at TPA, for the term of through February 18, 2017 in a total amount not to exceed $456,000. Funding: This item is included in the Capital and O&M Budgets. IV. The Chief Executive Officer recommends the Board award and authorize the issuance of purchase orders to Audio Visual Innovations, Inc., and authorize the Chief Executive Officer or his designee to execute all other ancillary documents. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 12 G. CONSENT ITEM 7. Approval of Parking Rate Alteration, Tampa International Airport, Resolution No. 2015 227 Policy P301, Public Parking, states that the Board is authorized to fix, alter, charge or establish permanent rates, fees and other charges for public parking facilities. Staff proposes offering free parking at Tampa International Airport to those individuals displaying a statutorily approved license plate for disabled veterans. Funding: N/A IV. Management recommends adoption of Resolution No. 2015 227. V. Resolution: Resolution No. 2015 227 approves and authorizes offering free parking at Tampa International Airport to those individuals displaying a license plate for disabled veterans issued in accordance with relevant Florida Statutes, effective December 3, 2015.
DRAFT AGENDA Page 13 G. CONSENT ITEM 8. Aviation Authority Meeting Dates for Calendar Year 2016 As required by State Law, it is necessary for the Aviation Authority to adopt a meeting schedule for the upcoming year. The following schedule is proposed for 2016: Time: Location: 9:00 a.m. Boardroom HCAA Offices Dates: Thursday, February 4 Thursday, March 3 Thursday, April 7 Thursday, May 5 Thursday, June 2 Thursday, August 4 Thursday, September 1 Thursday, October 6 Thursday, November 3 Thursday, December 1 The Chief Executive Officer recommends approval of the proposed Aviation Authority meeting dates for calendar year 2016. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 14 H. POLICIES OR RULES FOR CONSIDERATION OR ACTION 1. Update to Policy Manual, Policy for Approval: Section 100, Policy P156, Lobbyist Activities Policy P156, Lobbyist Activities, is a new policy to require the registration of lobbyists dealing with the Authority. Staff proposes creating Policy P156, Lobbyist Activities, which would require all lobbyists to register before or at the time of lobbying but in any event no later than three business days from the date of such lobbying, on a registration form provided by the Authority. In the event the meeting occurs outside of Authority offices, the lobbyist must provide the required information within seven days of the meeting. Lobbying is defined in the proposed Policy as communicating with a member of the Authority Board, the Chief Executive Officer, a Vice President, an Assistant Vice President, the General Counsel, an Assistant General Counsel, a department director, a Procurement Agent, or any Authority employee or representative who makes a final decision or final recommendation to the Board in order to influence decision making or to encourage the passage, defeat, or modification of any item. Lobbyist is defined in the proposed Policy as a person who is employed and receives payment, or who contracts for economic consideration, for the purpose of lobbying, or a person who is principally employed for governmental affairs by another person or entity to lobby on behalf of that person or entity. Under the proposed Policy, registration by a lobbyist would include providing, at a minimum, name, business address, name and business address of each principal represented, the general and specific areas of business interest, and the nature and extent of any direct business association or partnership with any Authority official. The registration must have attached a statement signed by the principal or the principal s representative that the lobbyist is authorized to represent the principal and the principal s main business. A separate registration is required for each principal represented and registration is effective for a period of 12 months. The following persons and activities are exempted from the requirement of registration under the proposed Policy:
DRAFT AGENDA Page 15 H1 (Continued) 1. Employees or representatives of federal, state, or local governmental agencies discussing the business of their agency; 2. Any person in contractual privity with the Authority who appears only in his or her official contractual capacity or through his or her attorney to discuss issues related to their contract or in connection with the negotiation of an existing contract with the Authority; 3. Any person who only appears in his or her individual capacity for the purpose of self representation without compensation or reimbursement, whether direct, indirect, or contingent, to express support or opposition to any item; and 4. Persons or representatives of organizations contacted by an Authority official when such contact is initiated by the Authority official. The proposed Policy provides for investigation of alleged violations of the Policy by the Director of Ethics, Diversity and Administration and provides that the Board may warn, reprimand, or suspend a violator of the Policy from lobbying the Authority for a period of time not to exceed two years, upon reasonable notice and an opportunity to be heard. The proposed Policy will be effective February 1, 2016. Funding: N/A IV. The Chief Executive Officer recommends the Board approve Policy P156, Lobbyist Activities. The Board may act on this by motion; no resolution is required.
DRAFT AGENDA Page 16 I. COMMITTEE REPORTS
DRAFT AGENDA Page 17 J. UNFINISHED BUSINESS 1. Public Hearing to Approve Update to Airport Zoning Regulations, Tampa International, Tampa Executive, Peter O. Knight, and Plant City Airports, Resolution No. 2015 210 The Airport Zoning Regulations enable the Aviation Authority to protect the navigable airspace of the region served by Tampa International Airport, Tampa Executive Airport, Peter O. Knight Airport, and Plant City Airport from hazards and incompatible land uses. Notice of this public hearing was published on November 18, 2015 and November 25, 2015 in the Tampa Tribune and Tampa Bay Times. The public notice and updated Airport Zoning Regulations were also posted on the Authority s website. The Airport Zoning Regulations have been updated to streamline the permit and variance process that is implemented by the Authority s Airport Zoning Director. Funding: N/A IV. Management recommends adoption of Resolution No. 2015 210. V. Resolution: Resolution 2015 210 approves the update to the Airport Zoning Regulations for Tampa International, Tampa Executive, Peter O. Knight, and Plant City Airports, as presented.
DRAFT AGENDA Page 18 K. NEW BUSINESS 1. Construction Contract, Airside E Boarding Level & Boarding Bridge Carpet Replacement, HCAA Project No. 6115 14, Continental Flooring Company, Tampa International Airport, Resolution No. 2015 222 This project consists of furnishing (to include attic stock and overage) and installing a custom designed woven nylon carpet for all Boarding Level hold rooms and a broadloom nylon carpet for the boarding ramps and passenger boarding bridges at Airside E. A low bid solicitation was advertised on May 13, 2015. On November 4, 2015 bids were publicly opened and read aloud as follows: Company Name Bid Amount Continental Flooring Company $697,000.00 Leisure Construction, Inc. $1,145,584.60 The Hayes Construction Company $1,153,900.00 No W/MBE expectancy participation rate was prescribed. The lowest responsive and responsible bidder is Continental Flooring Company. Funding: This item is included in the FY2014 Capital Budget. IV. Management recommends adoption of Resolution No. 2015 222. V. Resolution: Resolution No. 2015 222 approves and authorizes the award and execution of the Construction Contract for Airside E Boarding Level & Boarding Bridge Carpet Replacement at Tampa International Airport with Continental Flooring Company, in
DRAFT AGENDA Page 19 K1 (Continued) the amount of $697,000; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
DRAFT AGENDA Page 20 K. NEW BUSINESS 2. Ratification of Emergency Purchase, Construction Contract, Corporate Center Four Ditch Repairs, HCAA Project No. 6270 15, Kimmins Contracting Corp., Tampa International Airport, Resolution No. 2015 224 Due to the recent heavy rains in August, considerable erosion and slope failure occurred in the roadside drainage channel along West Boy Scout Boulevard. It was determined by the Assistant Vice President of Planning and Development that an emergency purchase was needed in order to protect Authority property by restoring the erosion and stabilizing the embankments. In accordance with Authority Policy P410, the Director of Procurement proceeded with an emergency purchase and entered into a contract with Kimmins Contracting Corp. for the Corporate Center Four Ditch Repairs in the amount of $249,876. The restoration of the roadside drainage channel will include excavation, reconstruction of embankments, installation of a concrete revetment mat and a sidewalk replacement along West Boy Scout Boulevard. The Authority solicited five quotes for the emergency purchase and on October 27, 2015 two quotes were received as follows: Company Name Quote Amount Kimmins Contracting Corp. $249,876 Kamminga & Roodvoets, Inc. $393,375 No W/MBE expectancy participation rate was prescribed. Funding: This item is included in the FY2015 Capital Budget.
DRAFT AGENDA Page 21 K2 (Continued) IV. Management recommends adoption of Resolution No. 2015 224. V. Resolution: Resolution No. 2015 224 ratifies the emergency purchase and execution of Construction Contract for Corporate Center Four Ditch Repairs at Tampa International Airport with Kimmins Contracting Corp., in the amount of $249,876; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
DRAFT AGENDA Page 22 K. NEW BUSINESS 3. Selection of Firm and Award of Contract for Tampa Airport Concessions Redevelopment Program; Spa Services Concessions, XpresSpa Tampa Airport, LLC, Tampa International Airport, Resolution No. 2015 223 The implementation of the new spa services concession will be the first of its kind at Tampa International Airport and will predominantly provide nail and chair massage services. There are three locations which will be phased in beginning in the first quarter of 2016. The first year of full operation for the spa services concession is anticipated to be in 2017. On August 13, 2015, a request for proposals was issued for Tampa Airport Concessions Redevelopment Program; Spa Services Concessions at Tampa International Airport. Three responses were received and evaluated by staff. The responses from SPA BR TPA, LLC and Terminal Getaway Spa Tampa, LLC were deemed non responsive for failing to meet the minimum qualifications requirements. The response from the following firm met the minimum qualifications requirements and was evaluated against the evaluation criteria in the request for proposals: 1. XpresSpa Tampa Airport, LLC An ACDBE goal of at least 25% of total annual gross receipts was prescribed and an ACDBE participation rate of at least 25% is incorporated into the Contract. The term of the Contract is ten years from the date the last concession location opens for business. Funding: N/A
DRAFT AGENDA Page 23 K3 (Continued) IV. The Chief Executive Officer recommends the ranking listed above, rejection of the proposals from SPA BR TPA, LLC and Terminal Getaway Spa Tampa, LLC, and award to XpresSpa Tampa Airport, LLC. V. Resolution: Resolution No. 2015 223 approves the ranking; authorizes award and execution of the Contract for Tampa Airport Concessions Redevelopment Program; Spa Services Concessions with XpresSpa Tampa Airport, LLC; approves rejection of the proposals from SPA BR TPA, LLC and Terminal Getaway Spa Tampa, LLC; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
DRAFT AGENDA Page 24 L. PRESENTATIONS None M. STAFF REPORTS N. ADJOURNMENT