PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES June 11, 10:47 a.m. Conference Room A/B

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1 PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES June 11, 10:47 a.m. Conference Room A/B Attendees: Acting Committee Chair: Committee Members: Other Trustees: Legal Counsel: Airport Authority Staff: Contractors: Public: Jerry Hall Steve Katzmann and Randi Thompson Dr. Kosta Arger Ann Morgan Krys Bart, A.A.E., Dean Schultz, A.A.E., Lissa Butterfield, Tina Iftiger, Dave Lazo, P.E., Jamie McCluskie, and Trish Tucker Patty Mamola, Special Project Manager Gateway Project, Atkins North America Linda Shields, Akins North America Burnham Moffat Note: The official minutes of the Planning & Construction Committee meetings are maintained on digital recorders used to record the proceedings. The following is provided as a reference to the subject matter and conclusions reached from the discussion. I. Approval of meeting minutes from May 2013 Motion was made by Trustee Katzman, seconded by Trustee Thompson and the Committee unanimously approved the May 2013 minutes. II. Public Comment None. III. Monthly Construction Report, including: 1. Board Action Items A. Authorization for the President/CEO to award a Construction Contract for the 2013 Landside Pavement Maintenance Project at the Reno-Tahoe International Airport, with Spanish Springs Construction, in the amount of $293,444 This action authorizes the award of a construction contract with Spanish Springs Construction for the 2013 Landside Pavement Maintenance Project at Reno-Tahoe International Airport (RTIA). Page 1 of 5

2 Staff provided a discussion and PowerPoint presentation regarding the project. The 2012 Landside Pavement Management Program Survey identified pavement reconstruction for the public parking lot south of the parking structure as the highest priority. The pavement is over 30 years old and accommodates a substantial portion of the long term parking facilities for passengers. The impact upon the people using the parking lot will be kept to a minimum. The project will consist of the replacement of new asphalt pavement and of base material manufactured by blending new aggregate base with recycled asphalt millings from the existing pavement. Given the magnitude of the overall project, reconstruction of the south parking lot will be phased over a four year period. The construction contract to come before the Planning & Construction Committee at this time is for Phase 2 which is for the north central portion of the south parking lot. Some of the operational issues include vacating vehicles from the work area prior to construction, barricading the work site and realigning vehicle circulation. Access to the parking lot will remain available at all times. There has been stakeholder coordination by Landside Operations and Public Affairs will issue tenant bulletins. Tenant Bulletins will be sent out before the construction begins. A Customer Service Impact Plan has been drafted and will be finalized before the start of the project. Design work was conducted Stantec Consulting as authorized by the Board in December This project was publicly advertised and bids were opened on May 30, After the award of the contract, construction will begin in July and scheduled completion will be in September The low, responsive, and responsible bidder was Spanish Springs Construction in the amount of $293,444. The basis of award for the contract is the Base Bid and there are no additive alternate bid items. The Engineer s estimate was $339,645. The bids were reviewed for conformance with the bid requirements and recommendation is made to award the construction contract to Spanish Springs Construction. The overall program costs were summarized in the Project Estimate at Completion table in the Board memo. The design services were in the amount of $66,200. The construction management portion of the project, which is Board Action Item B on the agenda, is in the amount of $65,600. This Board Action Item A is for the construction contract portion of the project in the amount of $293,444. The other direct costs allocated to the project are approximately $89,756. The estimate at completion for the project is in the amount of $515,000. Staff responded to questions from Committee members. As an explanation of costs, other Direct Costs include, but are not limited to, administrative costs, permits, legal advertisements, utility company fees, environmental testing, construction contingency and reproduction costs. They would include costs associated with services that the RTAA would purchase directly. These amounts are only spent as needed. The project design is a multi-phase effort with various tasks, including geotechnical investigation, being conducted in the initial phases of the overall program. Separate bid packages are generated for each phase of construction. Page 2 of 5

3 In Phase 1 there were field conditions, such as buried building foundations, that affected construction cost. The project was completed under budget due to cost savings in other construction items. There is potential to encounter similar issues in Phase 2, but such issues are not expected to be significant. Environmental contamination is not expected to be a significant issue, since the pavement removal is relatively shallow. Staff went into detail of what was included under the construction management services for the project. Board Action Item B covers the construction management portion of the project. As part of the construction management activities, Atkins conducts quality assurance procedures to monitor the work and quality control measures performed by the contractor. Additional services are provided by the construction manager for materials testing, survey verification, certified payrolls, and contract administration. The project is funded by the FY Capital Projects Budget in the amount of $515,000, with $293,444 allocated for construction as presented in the Board Memo. Since Board Action Items A and B were both discussed in detail under this portion of the Agenda, a motion was made by Trustee Thompson, seconded by Trustee Katzman and the Committee unanimously recommended, that both items be forwarded to the Board for approval at the upcoming Board meeting. B. Authorization for the President/CEO to execute Amendment No. 3 to the Professional Services Agreement for the 2013 Annual Program Management and Construction Management services for the Airport Capital Improvement Plan at Reno-Tahoe International Airport, with Atkins North America, in the amount of $65,600, for a total amount of $970,700 This Board Action Item B was discussed in detail under Board Action Item A in regards to the construction management services for Phase 2 of the 2013 Landside Pavement Maintenance Project. It was recommended that this item be forwarded to the Board for approval at the upcoming Board meeting. 2. Project Status Items a. Staff Report on the Terminal Refurbishment, IT/Communication Relocation and Consolidated Security Screening Checkpoint of the Future project (Gateway Project) at Reno-Tahoe International Airport Page 3 of 5

4 b. Staff Report on the Apron Reconstruction (Phase 16) Project at Reno-Tahoe International Airport c. Staff Report on the Taxiway Q Reconstruction project at Reno-Tahoe International Airport d. Staff Report on the Runway 16L-34R Touchdown Areas Rehabilitation Project at Reno-Tahoe International Airport e. Staff Report on the South Employee Parking Lot Access Controls at Reno-Tahoe International Airport f. Report on the Stead Terminal / Emergency Operations Center project at Reno-Stead Airport monthly Board Packet. Staff informed the Committee that the concrete floors have been poured and the concrete block walls are presently being put up. The project is on track to complete on budget. As there were no additional updates or questions regarding the information submitted, this item was not discussed further. IV. Review of Planning Projects, including: 1. Board Action Items A. None. Page 4 of 5

5 2. Project Status Items a. Staff Report on the Sound Insulation Program at Reno-Tahoe International Airport b. Staff Report on the progress of the Federal Aviation Administration s Airport Surveillance Radar (ASR-11) project at Reno-Tahoe International Airport monthly Board Packet. Staff pointed out that the ASR-11 is now the primary radar sensor and fully functioning. Both the ASR-11 and the ASR-8 function for approximately 30 days. As there were no additional updates or questions regarding the information submitted, this item was not discussed further. V. General Committee Comments, Questions and Items for Future Committee Meetings None. VI. Public Comment As this was Trustee Thompson s last Planning & Construction Committee meeting, she wished to thank staff for all that they have done for the Airport Authority and for the time they give to preparing for the committee meetings. VII. Adjournment Motion was made and seconded that the meeting be adjourned. The meeting was adjourned at 11:24 a.m. /fma Page 5 of 5