MEETING MINUTES. Meeting Attendees. Tuan Nguyen, P.E., Manager, Civil Engineering

Transcription

1 MEETING MINUTES GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida TO: FROM: MEETING: Meeting Attendees Tuan Nguyen, P.E., Manager, Civil Engineering Subject: Pre-Submittal Conference for W-376, Selection of Design Consultant Services for Runway 18L-36R Rehabilitation and Related Work Orlando International Airport Location: Orlando International Airport Maintenance Shops Building 8648 Casa Verde Road Orlando, FL Date: November 15, 2017 Time: 11:00 a.m. Meeting Attendance: Attendance List Attached 1. Opening Remarks Mr. Nguyen stated that this meeting was the Pre-Submittal Conference for W-376, Selection of Design Consultant Services for Runway 18L-36R Rehabilitation and Related Work, Orlando International Airport. The purpose of the meeting was to review the Advertisement and Submission Requirements, to familiarize the potential Proposers with the overall scope and schedule of the Services, and to answer any questions from the attendees. 2. Project Information Mr. Nguyen explained that the scope of work to be performed under the advertised services includes, but is not limited to, design services through bid and award, permitting, construction, and other related services necessary for the Project. The Services may include, but are not limited to, airfield design; civil, environmental, structural and electrical engineering design; utilities and infrastructure design; surveying; evaluation and documentation of existing conditions; verification of as-built conditions including field verification of all existing above and underground utilities; cost estimating and scheduling; technical studies; permitting; construction administration and resident engineering, as applicable; and all other related services including coordination with the Aviation Authority, its Consultants, the City of Orlando and all agencies having jurisdiction over the Project. Mr. Nguyen highlighted that this project is subject to FAA and FDOT funding.

2 Page 2 of 6 3. Advertisement Mr. Nguyen stated that the W-376 advertisement, submission requirements, responses to inquiries, pre-submittal conference minutes and any other notifications will be made available online at the Aviation Authority s website at: 4. Submission Requirements airports.net/airport-business Mr. Nguyen stated that the deadline for submitting questions for these services is 5:00 p.m. (local time) on Monday, November 27, Written inquiries shall be directed to Mr. Tuan Nguyen, Manager of Engineering, Greater Orlando Aviation Authority, Orlando International Airport, 5850-B Cargo Road, Orlando, Florida , or W376DESIGNER@goaa.org. Questions received after close of business on Monday, November 27, 2017, will not be answered. Mr. Nguyen indicated that the sealed package containing the Letters of Interest (LOIs) should be clearly labeled with the project name on the outside. He also addressed the Submission Requirements for the electronic PDF version of the LOI. Interested Proposers are requested to submit twelve (12) printed copies and one (1) electronic PDF version on compact disk (memory stick or single-layer DVD) of the LOI, up to 2:00 p.m., local time, on Thursday, December 7, 2017, to the Receptionist Office, Greater Orlando Aviation Authority, 5850-B Cargo Road, Orlando, FL Any LOI received after the time and date stated above, will not be considered and will be returned unopened. LOIs shall be submitted in sealed packages clearly labeled, Letters of Interest for Professional Services for Rehabilitation and Related Work. The LOI shall include one (1) volume, addressing each numbered subsection in the order requested, indexed and clearly identified. The information submitted for Items 1-2 (excluding tabs) shall not exceed 20 one-sided 8-1/2 x11 pages in Arial font with no smaller than 12 pitch font. LOIs that are not in compliance with the requirements may be downgraded accordingly. Mr. Nguyen introduced Mr. Somdat Jiawan and Ms. Edelis Molina, who discussed Small Business/Minority Requirements and noted that all Proposers must comply with the Disadvantaged Business Enterprise (DBE) requirements of 2 CFR Part 200, as referenced in the Aviation Authority's DBE Participation Program. The Policies, Forms, and certified DBE Directory are available on-line at the Aviation Authority s web site: Ms. Molina further stated that the Proposer shall prepare a written action plan that demonstrates the Proposer s understanding of the DBE participation program and how the Proposer will achieve the participation goals for this Project. The written action plan shall include the proposed role for each proposed DBE firm, including an estimated participation goal for each firm based on the scope of work identified in the Advertisement and on the Aviation Authority s website for this Project. The Proposer s plan to assist small business (DBE) firms by either assisting these firms with obtaining

3 Page 3 of 6 appropriate levels of insurance coverage or by lowering subconsultant insurance thresholds to accommodate participation shall also be included. Ms. Molina indicated that for this Project, the Aviation Authority has established a DBE Participation Goal of 20%. In addition, to the recommended goals above, each Proposer must name a certified DBE firm that has not had any prior experience with the Aviation Authority or with any other Operating Administration that receives AIP Funds. Questions concerning the MWBE/LDB/SDVOBE/DBE Programs can be addressed to the Aviation Authority's Office of Small Business Programs, Attn: Mr. George Morning, Director of Small Business Development, Phone (407) , george.morning@goaa.org or Mr. Somdat Jiawan, Manager, Small Business Programs, Ph. (407) , sjiawan@goaa.org. Mr. Nguyen reviewed the qualifying experience that the Aviation Authority criteria would be based on. He stated that it is preferred that Proposers and their key personnel have prior experience as the prime consultants on a minimum of two (2) similar projects within the last five (5) years with a minimum construction value of not less than five million dollars ($5,000,000). The Proposer should provide additional information on other similar projects, which best represent the Proposer s skill and experience in working on projects of the size, type and complexity of the advertised Project. Mr. Nguyen further stated that Proposers and their key personnel should have prior design experience 1) coordinating with, 2) meeting the requirements on projects funded by, and 3) in accordance with the rules and regulations of the following public/governmental agencies: the Federal Aviation Administration (FAA), the Florida Department of Transportation (FDOT), South Florida Water Management District (SFWMD), Department of Environmental Protection (DEP), the Orlando Utilities Commission, and other authorities having jurisdiction. Mr. Nguyen introduced Ms. Anderson, who discussed the insurance, and base agreement requirements. She stated that the minimum policy limits for Professional Liability Insurance is $1,000,000 per claim and annual aggregate with maximum deductible or self-insured retention in an amount not exceeding $100,000 for contracts equal to or exceeding $1,000,000. Any deductible or self-insurance retention should be indicated on the Proposer s certificate of insurance. Ms. Anderson further communicated that for Commercial General Liability and Automobile Liability Insurance the minimum policy is of $5,000,000 per occurrence and annual aggregate, with maximum deductible or self-insured retention in an amount not exceeding $100,000 for contracts equal to or exceeding $1,000,000. Any deductible or self-insurance retention should be indicated on the Proposer s certificate of insurance. Ms. Anderson indicated that Worker s Compensation is at the statutory limit and Employer s Liability Insurance was at $500,000 for each accident, disease (policy limit) and disease (each employee). Ms. Anderson further explained that once the Proposers are shortlisted, interviewed and the successful firm is approved by the Aviation Authority Board, a base agreement will be issued with the advertised scope of work. Subsequently, once funding is available,

4 Page 4 of 6 the Proposer will be asked to provide a proposal for the specific services. If construction funding is received, then the firm can submit their proposal for Construction Administration services. Mr. Nguyen continued to provide the requirements for financial information and stated that Proposer must submit most recent audited annual financial statement for the last two (2) years. If audited annual financial statements are not available, then the Proposer must provide balance sheets, income statement, and cash flow statements for the last two years. The financial documentation shall be submitted in a sealed envelope, which should be clearly labeled as Confidential Financial Records Submitted under Seal and Exempt from Florida Public Records Disclosure. Project title and Proposer s firm name must be included on the sealed envelope. Mr. Nguyen reviewed the licensing requirements as outlined in the Submission Requirements. He noted that the Proposers must be licensed and register in accordance with Florida State law and shall be familiar with all applicable federal, State of Florida, Orange County, Florida, and City of Orlando codes, regulation and laws. Proposer must also provide evidence that demonstrates that the Proposer and proposed key personnel and subconsultants, if any, are properly licensed to perform the services. Mr. Nguyen further stated that the Proposer must provide evidence that demonstrates that the Proposer is properly formed, incorporated, or register with the State of Florida, such as a copy of the electronic certificate of status that was generated from Florida Department of State, Division of Corporations website within the last 30 days. Mr. Nguyen reviewed the claim information and emphasized that disclosure of all lawsuits, arbitrations, and claims filed or raised by or against the Proposer over the last five (5) years, specifically identify 1) the project involved, 2) the parties involved, 3) the nature of the claim(s), 4) the amount at issue, 5) disposition or status, and 6) litigation, case style, number and jurisdiction. If the Proposer is a joint venture or partnership, which is not currently in existence, the above-requested documentation shall be submitted from each entity of the proposed joint venture or partnership. Mr. Nguyen reviewed the evaluation/award criteria and selection schedule, and stated that the shortlisted Proposers shall be scheduled for an interview, presentation or both. Following shortlisting, and interviews or presentations, the Aviation Authority shall make a final ranking and select in order of preference, based on the above information, weighing of CCNA (Consultants Competitive Negotiation Act) factors, and interview results, in order to select for award the most highly qualified Proposer(s) to perform the requested Services. Lastly, Mr. Nguyen provided the following additional information: Lobbying of Aviation Authority Staff, Committee responsible for ranking Statement of Qualifications, and Board Members, from the time that a Request for Statement of Qualifications is released to the time that the Aviation Authority Board makes an award, is prohibited.

5 Page 5 of 6 Pursuant to Section (2)(a), Florida Statutes convicted vendor list. Proposer s personnel will be required to meet the Aviation Authority s requirements for security background checks. Scrutinized Companies with activities in Sudan List, or the Scrutinized Companies with activities in the Iran Petroleum Energy Sector list. Aviation Authority contracts require contractors/consultants to comply with the requirements for E-Verify. 5. Questions and Answers At this point, Mr. Nguyen opened up the floor to any questions. Question 1: Does the small business percentage established includes the participation of the required DBE certified firm? Answer 1: Yes, their participation is included in the 20% established. Question 2: Answer 2: Question 3: Answer 3: Question 4: Answer 4: Question 5: Answer 5: Question 6: Answer 6: Is this the first time the Aviation Authority requires a DBE certified firm with no previous experience with federally funded projects as part of the small business goal? Yes. Does this project requires SMS? We defer to your expertise. Your firm will look at the geometry, impact and other factors, and provide its suggestions. The required DBE certified firm cannot have any previous work experience with federally funded projects? Per our submissions requirements, the firm has not had any prior work experience with the Aviation Authority or with any other operating administration that receives AIP funds. Any ADG V or ADG VI you are looking for? We would leave it up to the Proposers to do their investigation, and details will be reviewed during the design. We would welcome your suggestions. Currently, we have a waiver that allows us to land Group 6 aircraft, but we might be required by the FAA under this project to comply with FAA standards for ADG VI. I heard that the Aviation Authority wants to switch the primary approach to the end, is this correct? At this time, our intent is to rehabilitate the runway, and we do not anticipate any approach lighting system (ALS) related modifications. The FAA is the owner of the Runway 36R ALSF II, and currently there is no ALS equipment installed on Runway 18L.

6 Page 6 of 6 Question 7: Answer 7: What is the construction value? Construction value ranges from $22 - $27 Millions. 6. Adjournment MP:lbv As there was no further business, the meeting was adjourned at 11:26 a.m. Attachments: Attendee Lists Pre-Submittal Conference Presentation