PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES February 11, 10:38 a.m. Conference Room A/B

Transcription

1 PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES February 11, 10:38 a.m. Conference Room A/B MEMBERS PRESENT: Jerry Hall, Chair Bob Larkin, Committee Member Bill Eck Committee Member Steve Katzmann, Alternate Committee Member Dr. Kosta Arger, Trustee ALSO PRESENT: Marily M. Mora, A.A.E., President/CEO Dean Schultz, A.A.E., Executive Vice-President/COO Ann Morgan, General Counsel Dan Bartholomew, A.A.E. Lissa Butterfield Trish Tucker Dave Lazo, P.E. Jamie McCluskie Gary Probert Mike Dikun Linda Shields, Atkins North America Mark Casey, Wood Rodgers John Welsh, Stantec MEMBERS ABSENT/EXCUSED: Andy Wirth, Vice Chair I. Approval of meeting minutes from January 14, 2014 Motion was made by Trustee Larkin, seconded by Trustee Eck and the Committee unanimously approved the January 2014 minutes. II. Public Comment (limited to 3 minutes) None. III. Presentations A. Staff presentation on the Gateway Program budget summary [Linda Shields, Atkins] Linda Shields, Atkins North America, provided an informational PowerPoint presentation regarding the Gateway program budget summary. This program consisted of three CMAR contracts each with its own guaranteed maximum price (GMP). The three contracts were for the Terminal Refurbishment (GMP #1), IT/Communication (GMP #2), and Consolidated Security Checkpoint of the Future (GMP #3). GMP#3 also included moving shops and restaurants to the second floor of the terminal. Ms. Shields presented the budget summary spreadsheets and explained the Estimate at Completion for each of the GMP projects and overall program. This also included a

2 description of allowances and contingencies in the construction contracts. Examples of allowances included in the Gateway program were: permits, agency reviews, hazardous materials abatement, dewatering, over-excavation, underground utilities, first floor diner space and floor leveling. The contingency amounts vary by the scope of work in each contract. As GMP #1 and GMP #2 have been finished for some time, Ms. Shields information related to GMP #3. The Owner s contingency was 3.5% of GMP#3 and the CMAR s contingency was 5.0% of the direct costs in GMP#3. Ms. Shields then provided cost and change order summaries for GMP #3. The bottom line was that the program came in under budget and has a positive balance remaining. The remaining work to be done in the program is the installation of radio amplifiers in the recently construction areas and the internal audit of the contracts and purchase orders. This remaining work has already been included in the budget summary. In summarizing the program, the initial budget was $29,199,644; the estimate at completion is $28,871,497; with a variance of $328,147 under budget. A discussion ensued regarding what percentage was used for change orders for each separate GMP. The Committee has asked that staff come back at a later meeting with a presentation that goes into more detail on how the CMAR process worked for this program Lessons Learned. It also asked that staff provide a more detailed breakdown of the change orders that came in for each individual GMP and what percentage those change orders totaled in relation to each individual contract amount. Chair Hall would like to see a detailed comparison of the budgeted values and actual charges to allowance and contingency items. As this was an informational presentation, no action was necessary. B. Staff presentation on the Geographic Information Systems Schedule and next steps [Dan Bartholomew, Planning] Staff provided an informational PowerPoint presentation regarding the current status of the Geographic Information System (GIS) project and what the next steps will entail. This project was initiated due to new Federal Aviation Administration (FAA) requirements as part of the Next Generation Air Transportation System (NextGen). This effort mandates that all commercial service airports collect and maintain airport related GIS data and develop and maintain an approved Electronic Airport Layout Plan (ealp). These efforts are a condition of Airport Improvement Program (AIP) grant eligibility and Passenger Facility Charge (PFC) decisions. Staff indicated that consultant services are needed to perform the data collection effort and that a Request for Qualifications (RFQ) notification has been published. The deadline for submitting Statements of Qualifications (SOQ) is Friday, February 14, The consultant selection process and professional service agreement (PSA) negotiations will take place in March. The PSA s approval will come before the Committee and Board of Trustees in April. A Notice to Proceed will be issued and Page 2 of 7

3 development of the Electronic Airport Layout Plan (ealp) will commence in May Staff then went through the anticipated ealp implementation and approval schedule. The RTAA will submit its Plan for this project for FAA approval in spring Once the Plan has been approved, the many steps for implementing the ealp will take place. These should run from the summer 2014 through the Winter 2015/2016. An electronic copy of the ALP will then be submitted to the FAA for approval. It is anticipated that the ealp should be approved and ready for use in the fall The ealp information provides base data as the foundation of GIS. Dependent on funding the GIS may be used in many different applications within the airport, including: airfield inspections and real time maintenance; capital project management, property and building management, pavement management, space and property management, safety and risk management, facility and asset management, and air service support. The PFC funds may not be used in areas of GIS not allowed per the PFC Application s Record of Decision. The PFC funds will be used to pay for the basic aspects of the program. RTIA is about in line with other airports of similar size with respect to using this type of GIS program. The PFC funds are project specific and may not be used elsewhere (i.e. these funds may not be used for this same type of project at the Reno Stead Airport). The approximate $1.3 Million that has been approved for this project should cover the costs incurred as part of the FAA requirements. Staff asked the Committee members if there was anyone who would be interested in being on the selection committee for the Consultant that will be brought on to do the more technical aspects of the project. Trustees Arger and Eck volunteered to be part of the selection committee. As this was an informational presentation, no action was necessary. IV. Monthly Construction and Planning Projects, including: 1. Board action items A. #14(02)-07 Authorization for the President/CEO to execute Professional Services Agreement for design work and pavement inspections for the 2014 Airfield and Landside Pavement Management System Program at Reno-Tahoe International Airport and Reno-Stead Airport, with Stantec, in the amount of $190,500 [Construction] Staff provided an informational PowerPoint presentation regarding the project. The Pavement Management System (PMS) program provides for annual field inspections and updates to the pavement condition database for the evaluating, programming and budgeting of pavement remediation activities. Design work for airfield and landside pavement capital projects are conducted based on the prior year assessment for construction in the current fiscal year. Page 3 of 7

4 The Request for Qualifications (RFQ) for these design and inspection services was publicly advertised and Statements for Qualifications (SOQ) were received on September 30, 2011 from a total of four firms. An evaluation committee comprised of RTAA staff reviewed the submittals and determined Stantec Consulting Services, Inc. as the most qualified firm for the project based on qualifications and experience. The RFQ was structured for the Consultant to provide FY services, with options for two additional years of services (FY and FY ) at the discretion of the RTAA, for a potential total of up to three years. Staff presented a graphic showing the location of the work that is to be completed in Staff also went into greater detail about the type of work that was to be completed as part of the 2014 Work Plan and the fee for each. This agreement, in the amount of $190,500, will allocate $93,900 for the pavement evaluations and $96,600 for the design work. Construction work is not included and will be funded separately in the FY Capital Projects budget. Staff responded to questions from the Committee regarding the past contracts and informed the Trustees that Stantec has had the contracts for the last six years. Staff also explained that both the design work and construction are scaled to meet target annual CIP budgets. Chair Hall asked about the airport access road and where it was in the queue to have work done as it is in bad shape and gives a bad first impression to those people coming to the airport. Staff will come back to the Committee and report on a proposed timeline and recommendations regarding the access road at a future meeting. Motion was made by Trustee Larkin, seconded by Trustee Eck and the Committee unanimously recommended this item be forwarded to the Board for approval at the upcoming Board meeting. B. #14(01)-02 Authorization for the President/CEO to execute a Professional Services Agreement for design services for the Taxiway C Reconstruction and Edge Lighting System Installation Project at the Reno-Stead Airport, with Wood Rodgers, Inc., in the amount of $345,500 [Construction] Staff provided an informational PowerPoint presentation regarding the Taxiway C Reconstruction and Edge Light System project at the Reno- Stead Airport. As this project was discussed at the January Planning & Construction Committee meeting, staff gave an abbreviated report. However, there was new information that was brought before the Committee and this was the focus of attention. Page 4 of 7

5 Staff gave a brief description of what the project entailed, including the fact that the RTAA has already accepted a grant for the design portion of this project and a subsequent grant for construction is a high priority for FAA funding. Staff also reminded the Committee that the Taxiway C project was part of the Master Plan, the Airport Layout Plan (ALP), and the Airport Capital Improvement Plan (ACIP). Staff also provided an excerpt from the Pavement Management System Report which showed that Taxiway C was included in the evaluation, with recommendations for rehabilitation and subsequent reconstruction. Staff then provided a cost analysis of the two construction options available to the Board for consideration. The runway reconstruction option would have a construction cost of $4,280,000 with $4,012,500 being the FAA grant share and $267,500 being the RTAA share. It would have a life span of approximately 30 years. The runway overlay option (rehabilitation) would have a 2014 construction cost of $884,000 with the total cost being the responsibility of the RTAA. The overlay life span is 6 years and subsequent full reconstruction was programmed in 2020 for $2,626,000, not including shoulder and drainage improvements. Staff then went into greater detail with respect to the planning aspects of the project. The airport s development plan was discussed using maps from the Master Plan (constrained vs. unconstrained conditions). It was noted that there are approximately 3,500 undeveloped acres that are owned by the RTAA at the Stead Airport and staff highlighted areas where development may occur in the initial stages. Staff also discussed the potential for Unmanned Aircraft Systems (UAS) development in the area. It was indicated that FAA was still working on their guidance of how to integrate UAS with the National Airspace System (NAS). The new consultant, InterVistas Consulting, is also looking into ways to optimize general aviation operations at the Stead airport along with UAS. Staff also told the Committee that they had met with representatives from the City of Reno to get initial guidance on how to streamline the development process and will be looking to follow up with the City and see what process is the most flexible for the RTAA in terms of airport development. Subsequent to the January Planning & Construction Committee and Board meetings, Trustee Katzmann has had the opportunity to investigate into the project further. He has spoken to a number of the tenants at the airport, as well as having driven on Taxiway C himself. He has also looked at the financial impact that the two options would have on the RTAA. He recommended that the Committee move this forward to the Board for approval. The Committee would also like Staff to come back in April and give an update on the status of working with City officials to identify the most flexible process for the RTAA. Page 5 of 7

6 Motion was made by Trustee Larkin, seconded by Trustee Eck and the Committee unanimously recommended 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 [Engineering/Construction] the monthly Board Packet as well as being presented in the above Presentation items. As there were no additional updates or questions regarding the information submitted, this item was not discussed further. b. Staff Report on the Phase 17 Apron Project at Reno-Tahoe International Airport [Engineering/Construction] c. Staff Report on the Runway 16L-34R Touchdown Areas Rehabilitation Project at Reno- Tahoe International Airport [Engineering/Construction] d. Staff Report on the Central Disposal Facility Upgrade Project at Reno-Tahoe International Airport [Engineering/Construction] e. Staff Report on the Reno-Stead Terminal/Emergency Operations Center Project at Reno-Stead Airport [Engineering/Construction] f. Staff Report on the Taxiway C Reconstruction Project at Reno-Stead Airport [Engineering/Construction] the monthly Board Packet as well as being presented in the above Board action items. Page 6 of 7

7 As there were no additional updates or questions regarding the information submitted, this item was not discussed further. g. Staff Report on the 2013 Regional Plan Goals & Policies of the Reno-Tahoe International Airport and of the Reno-Stead Airport documents [Planning] h. Staff Report on the Sound Insulation Program at Reno-Tahoe International Airport [Planning] i. Staff Report on the Geographic Information System Project at Reno-Tahoe International Airport [Planning] the monthly Board Packet as well as being presented in the above Presentation items. As there were no additional updates or questions regarding the information submitted, this item was not discussed further. V. General Committee comments, questions & items for future Committee meetings It was reiterated that the Committee would like Staff to come back in April and give an update on the status of working with City officials to identify the most flexible process for the RTAA. VI. Public Comment (limited to 3 minutes) None. VII. Adjournment The meeting was adjourned at 11:50 a.m. Page 7 of 7