AVIATION AUTHORITY REGULAR BOARD MEETING and BOARD OF ADJUSTMENT HEARING Thursday, 9:00 A.M. Board Room Level 3 at Tampa International Airport 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.
AGENDA Page 2 TABLE OF CONTENTS A. CALL TO ORDER (BOARD OF ADJUSTMENT HEARING)... 4 B. PLEDGE OF ALLEGIANCE... 4 C. BOARD OF ADJUSTMENT HEARING... 4 1. Airport Study No. 2014-94, Tampa Electric Company, requesting to renew their current variance for the use of a construction crane to dismantle unit 6 tripper, boiler, and associated equipment of the former Gannon Power Station, with a maximum height of 409 AMSL, on a site located at Bayside Power Station, 3602 Port Sutton Road, Tampa, FL, Resolution No. 2014-153... 5 D. CALL TO ORDER (REGULAR BOARD MEETING)... 7 E. APPROVAL OF THE AGENDA... 7 F. PUBLIC COMMENTS... 7 G. APPROVAL OF THE MINUTES Regular Authority Meeting November 6, 2014... 7 H. MANAGEMENT REPORT... 7 I. APPROVAL OF THE CONSENT AGENDA... 7 1. Amendment No. 2 to Airline-Airport Use and Lease Agreement, Southwest Airlines Co., Tampa International Airport, Resolution No. 2014-146... 8 2. Amendment No. 3 to Space Rental Agreement, Air Canada, Tampa International Airport, Resolution No. 2014-147... 9 3. Consent to Assignment and Assumption Agreement for General Ground Lease, Enterprise Leasing Company of Florida, LLC, Tampa International Airport, Resolution No. 2014-124... 11 4. Ground Lessor Estoppel Certificate, Lease (Parcel E), International Plaza, Tampa Westshore Associates Limited Partnership, Resolution No. 2014-148... 12 Ground Lessor Estoppel Certificate, Shopping Center Lease, International Plaza, Tampa Westshore Associates Limited Partnership, Resolution No. 2014-149... 12 5. Ground Lessor Estoppel Certificate, Parcel I Office Center Lease, Corporate Center One Owner, LLC, Tampa International Airport, Resolution No. 2014-150... 14 Ground Lessor Estoppel Certificate, Parcel II Office Center Lease, Corporate Center Two Owner, LLC, Tampa International Airport Resolution No. 2014-151... 14 Ground Lessor Estoppel Certificate, Parcel III Office Center Lease, Corporate Center Three Owner, LLC, Tampa International Airport, Resolution No. 2014-152... 14 6. Ground Lessor Estoppel Certificate, Parcel C4 Lease, Concorde Companies LLP, Tampa International Airport, Resolution No. 2014-160... 16 7. Agreement for Administrative Services, International City Management Association Retirement Corporation (ICMA-RC), 401 and 457 Retirement Plans, Tampa International Airport, Resolution No. 2014-105... 18 8. Purchase Order, Police Rated, Administrative, Utility Vehicles, Trucks and Vans utilizing Florida Sheriffs Association and Florida Association of Counties Bid No. 14-22-0904, Tampa International Airport... 20 9. Aviation Authority Meeting Dates for Calendar Year 2015... 21 J. POLICIES OR RULES FOR CONSIDERATION OR ACTION... 22 K. COMMITTEE REPORTS... 23 1. Report of Audit Committee Meeting held on December 1, 2014 in the Aviation Authority Board Room... 23
AGENDA Page 3 TABLE OF CONTENTS (Continued) L. UNFINISHED BUSINESS... 24 M. NEW BUSINESS... 25 1. Auditor s Report for Fiscal Year Ended September 30, 2014... 25 2. Approval of Use and Permit Agreement for Off-Airport Rental Car Concession: Advantage Opco, LLC (d/b/a Advantage Rent A Car); Ciscon, LLC (d/b/a Ace Rent A Car); CJB Enterprises, Inc. (d/b/a Carl s Van Rentals); E-Z Rent A Car, Inc.; Firefly Rent A Car, LLC; Payless Car Rental, Inc.; Fox Rent A Car, Inc.; Merit Rental Services, Inc. (d/b/a Sixt Rent A Car), Tampa International Airport, Resolution Nos. 2014-136, 2014-137, 2014-138, 2014-139, 2014-140, 2014-141, 2014-142, and 2014-143... 26 3. Construction Contract, Terminal Building Rehabilitation, Project No. 6230 14, R L Burns, Inc., Tampa Executive Airport, Resolution No. 2014-154... 29 4. Reimbursable Agreement, Master Plan Update 2012, Project No. 5860 12, FAA Agreement No. AJW-FN-ESA-14-7235, Federal Aviation Administration, Tampa International Airport, Resolution No. 2014-158... 31 5. Purchase Order, Concessions Receiving and Distribution Center at the Airport Logistics Facility, Project No. 8115 14, Tampa Electric Company, Tampa International Airport... 32 6. Services Contract, Employee Uniform Rental, Unifirst Corporation, Tampa International, Peter O. Knight, Plant City and Tampa Executive Airports, Resolution No. 2014-157... 33 N. PRESENTATIONS - None... 35 O. STAFF REPORTS... 35 P. ADJOURNMENT... 35
AGENDA Page 4 A. CALL TO ORDER (BOARD OF ADJUSTMENT HEARING) B. PLEDGE OF ALLEGIANCE C. BOARD OF ADJUSTMENT HEARING
AGENDA Page 5 C. BOARD OF ADJUSTMENT HEARING 1. Airport Study No. 2014-94, Tampa Electric Company, requesting to renew their current variance for the use of a construction crane to dismantle unit 6 tripper, boiler, and associated equipment of the former Gannon Power Station, with a maximum height of 409 AMSL, on a site located at Bayside Power Station, 3602 Port Sutton Road, Tampa, FL, Resolution No. 2014-153 I. Background: Tampa Electric Company (Petitioner) is requesting a variance for the use of a construction crane to dismantle unit 6 tripper, boiler, and associated equipment of the former Gannon Power Station, with a maximum height of 409 AMSL, on a site located at Bayside Power Station, 3602 Port Sutton Road, Tampa, FL. The nearest airport is Peter O. Knight Airport. Notice of this hearing before the Board of Adjustment was provided on November 14, 2014. II. Proposal: Petitioner is requesting a variance to use a construction crane as set out above. III. Operational Impact: The petition was presented to the Airport Hearing Officer on October 13, 2014 and, based on testimony and evidence presented, the Hearing Office found that approval of the variance, with required conditions, would have no effect on existing FAA restrictions, would not cause additional impacts or loss of utility to Peter O. Knight Airport, would not be contrary to the public interest, will do substantial justice, and is in accordance with the spirit of the Airport Zoning Regulations and Chapter 333, Florida Statutes. The FAA s aeronautical study found that Petitioner s request would not be a hazard to air navigation provided certain conditions are met. Additionally, the FDOT did not identify any concern with the request. IV. Funding: N/A
AGENDA Page 6 C1 (Continued) V. Recommendation: The Airport Hearing Officer recommends that the Board of Adjustment approve the variance to Airport Zoning Regulations requested by Petitioner with the following conditions: (1) the structure is marked/lighted in accordance with FAA Advisory Circular 70/7460-1 K Change 2, Obstruction Marking and Lighting, red lights Chapters 3 (marked),4, 5(red), & 12; (2) Petitioner must notify the FAA and the Airport five business days prior to use and again when the crane is removed from the site; and (3) the crane must be lowered to the lowest extent possible when not in use and during the hours between sunset and sunrise. The variance will be valid until the FAA Determination of No Hazard to Air Navigation expires on March 10, 2016, but if the FAA Determination of No Hazard is extended by the FAA for no more than 18 months, the variance will also be extended one time, without further action of the Board of Adjustment, provided that no changes in the proposed building have occurred. The Board of Adjustment may render its decision based on the findings and recommendations of the Hearing Officer. However, the Board of Adjustment may, but is not required to, review the record of the Hearing Officer s public hearing. VI. Resolution: Resolution No. 2014-153 approves and authorizes a variance for Airport Study No. 2014-94, Tampa Electric Company, requesting a variance for the use of a construction crane to dismantle unit 6 tripper, boiler, and associated equipment of the former Gannon Power Station, with a maximum height of 409 AMSL, on a site located at Bayside Power Station, 3602 Port Sutton Road, Tampa, FL; and authorizes the Airport Zoning Director or his designee to execute all other ancillary documents.
AGENDA Page 7 D. CALL TO ORDER (REGULAR BOARD MEETING) E. APPROVAL OF THE AGENDA F. PUBLIC COMMENTS G. APPROVAL OF THE MINUTES Regular Authority Meeting November 6, 2014 H. MANAGEMENT REPORT I. APPROVAL OF THE CONSENT AGENDA
AGENDA Page 8 I. CONSENT ITEM 1. Amendment No. 2 to Airline-Airport Use and Lease Agreement, Southwest Airlines Co., Tampa International Airport, Resolution No. 2014-146 I. Background: Southwest Airlines Co. (Southwest) operates at Tampa International Airport under an Airline-Airport Use and Lease Agreement (Agreement) entered into with the Authority effective October 1, 2010. The Agreement terminates concurrently with other signatory airline agreements on September 30, 2020. On May 2, 2011, AirTran Airways, Inc. (AirTran) merged with Southwest, and Southwest has proceeded since that time to merge the operational and administrative operations of the two companies. The AirTran signatory agreement will be terminated by mutual letter agreement. II. Proposal: Southwest desires to add all space formerly leased from the Authority under AirTran s signatory airline agreement into Southwest s Agreement. This Amendment revises Exhibits A, B, and C of the Agreement to reflect the increased space. III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution No. 2014-146. V. Resolution: Resolution No. 2014-146 approves and authorizes the execution of Amendment No. 2 to the Airline-Airport Use and Lease Agreement at Tampa International Airport with Southwest Airlines Co.; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 9 I. CONSENT ITEM 2. Amendment No. 3 to Space Rental Agreement, Air Canada, Tampa International Airport, Resolution No. 2014-147 I. Background: Air Canada provides passenger air carrier service at Tampa International Airport under an Operating Agreement for Non-Signatory Passenger Air Carriers. In support of its operations, Air Canada also leases a Bag Service Office, Ticket Counter Offices, and Ramp Operations Offices from the Authority under a Space Rental Agreement. The Space Rental Agreement commenced October 1, 2010 and terminates concurrently with all other space rental agreements on September 30, 2015 with one five-year renewal option upon approval by letter from the Authority s Chief Executive Officer. The Agreement may be terminated, without cause, by either party upon 30 days written notice. The Agreement provides for an annual rental rate adjustment. II. Proposal: Air Canada desires to lease additional operations space on the Ticketing Level of the Main Terminal under the Space Rental Agreement at the square footage and FY 2014-15 rates indicated below: Original Sq. Ft. Original Annual Rent Amendment No. 3 Sq. Ft. Amendment No. 3 Annual Rent Annual Rent Increase Facilities Bag Service Office 330 sq. ft. $55,697.40 330 sq. ft. $55,697.40 0 Ticket Offices 732 sq. ft. $145,345.92 883 sq. ft. $175,328.48 $29,982.56 Airside E Ramp Offices 709 sq. ft. $57,967.84 818 sq. ft. $66,879.68 $8,911.84 Yearly $259,011.16 $297,905.56 $38,894.40 Monthly $21,584.26 $24,825.46 $3,241.20 III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution No. 2014-147.
AGENDA Page 10 I2 (Continued) V. Resolution: Resolution No. 2014-147 approves and authorizes the execution of Amendment No. 3 to Space Rental Agreement with Air Canada at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 11 I. CONSENT ITEM 3. Consent to Assignment and Assumption Agreement for General Ground Lease, Enterprise Leasing Company of Florida, LLC, Tampa International Airport, Resolution No. 2014-124 I. Background: On October 9, 1997, the Authority and Alamo Rent A Car, Inc. entered into a General Ground Lease (Lease) for a car rental service area at Tampa International Airport. On December 31, 1999, Alamo Rent A Car, Inc. merged with Alamo Rent-A-Car, LLC. On August 16, 2002, the Lease was assigned with Authority s consent from Alamo Rent-A-Car, LLC to ANC Rental Corporation (ANC). On March 4, 2004, the Lease was assigned with Authority s consent from ANC to Vanguard Car Rental USA, LLC (Vanguard). On August 1, 2007, Vanguard was acquired by Enterprise Holdings, Inc., the parent organization of Enterprise Leasing Company of Florida, LLC (Enterprise). As a result of this acquisition, it is necessary to assign and transfer all of the rights and obligations under the Lease to Enterprise. II. Proposal: Vanguard and Enterprise have requested the Authority s consent to an Assignment and Assumption of the Lease from Vanguard to Enterprise. III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution No. 2014-124. V. Resolution: Resolution No. 2014-124 approves and authorizes execution of the Consent to Assignment and Assumption Agreement for General Ground Lease between Vanguard Car Rental USA, LLC and Enterprise Leasing Company of Florida, LLC; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 12 I. CONSENT ITEM 4. Ground Lessor Estoppel Certificate, Lease (Parcel E), International Plaza, Tampa Westshore Associates Limited Partnership, Resolution No. 2014-148 Ground Lessor Estoppel Certificate, Shopping Center Lease, International Plaza, Tampa Westshore Associates Limited Partnership, Resolution No. 2014-149 I. Background: On June 14, 2001, the Authority entered into a Ground Lease with Concorde Companies for a carve out parcel from the Concorde property known as Parcel E (Parcel E Lease). In 2008, the Parcel E Lease was assigned to Tampa Westshore Associates Limited Partnership. On September 10, 1998, the Authority and Tampa Westshore Associates Limited Partnership entered into a Shopping Center Lease (Shopping Center Lease) for the lease and development of approximately 109 acres within a 200-acre tract known as the Concorde property located adjacent to Tampa International Airport. Paragraph 22 (Estoppel Certificates) of both the Shopping Center Lease and the Parcel E Lease state that the Authority will execute, acknowledge and deliver statements in writing certifying certain factual representations regarding the existence of each lease, including the monthly payment amounts, whether the lease is in default or has been modified, and other matters with respect to the lease as the requesting party may reasonably request. II. Proposal: Tampa Westshore Associates Limited Partnership has requested the execution of a Ground Lessor Estoppel Certificate certifying to certain factual representations regarding the existence of the Parcel E Lease and Shopping Center Lease, including that the Leases are in full effect, all monetary obligations due under the Leases are current, and the Leases are not currently in default. Nothing in either Certificate modifies or releases any liability of the Lessees under each Lease. III. Funding: N/A
AGENDA Page 13 I4 (Continued) IV. Recommendation: Management recommends adoption of Resolution No. 2014-148. Management recommends adoption of Resolution No. 2014-149. V. Resolution: Resolution No. 2014-148 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Parcel E Lease at International Plaza; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-149 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Shopping Center Lease at International Plaza; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 14 I. CONSENT ITEM 5. Ground Lessor Estoppel Certificate, Parcel I Office Center Lease, Corporate Center One Owner, LLC, Tampa International Airport, Resolution No. 2014-150 Ground Lessor Estoppel Certificate, Parcel II Office Center Lease, Corporate Center Two Owner, LLC, Tampa International Airport Resolution No. 2014-151 Ground Lessor Estoppel Certificate, Parcel III Office Center Lease, Corporate Center Three Owner, LLC, Tampa International Airport, Resolution No. 2014-152 I. Background: Parcel I: On September 9, 1998, the Authority entered into an Office Center Lease with Crescent Resources, Inc. for property known as Parcel I (Parcel I Office Center Lease). On September 27, 2001, the Parcel I Office Center Lease was assigned to Crescent Brookdale Associates, LLC, and on August 30, 2005, the Parcel I Office Center Lease was assigned to Corporate Center One Owner LLC. The Parcel I Office Center Lease terminates on December 31, 2080. Parcel II: On September 13, 2000, the Authority entered into an Office Center Lease with Crescent Resources, Inc. for property known as Parcel II (Parcel II Office Center Lease). On December 11, 2002, the Parcel II Office Center Lease was assigned to Crescent Brookdale Associates, LLC, and on August 30, 2005 the Parcel II Office Center Lease was assigned to Corporate Center Two Owner LLC. The Parcel II Office Center Lease terminates on December 31, 2080. Parcel III: On September 13, 2000, the Authority entered into an Office Center Lease with Crescent Resources, Inc. for property known as Parcel III (Parcel III Office Center Lease). On November 3, 2004, the Parcel III Office Center Lease was assigned to Crescent Brookdale Associates, LLC, and on August 30, 2005, the Parcel III Office Center Lease was assigned to Corporate Center Three Owner LLC. The Parcel III Office Center Lease terminates on December 31, 2080. Paragraph 22 (Estoppel Certificates) of each of the above Office Center Leases states that the Authority will execute, acknowledge and deliver statements in writing certifying certain factual representations regarding the existence of each
AGENDA Page 15 I5 (Continued) Lease, including the monthly payments amounts, whether the Lease is in default or has been modified, and other matters with respect to the Lease. II. Proposal: Corporate Center One Owner LLC, Corporate Center Two Owner LLC and Corporate Center Three Owner LLC have each requested the execution of a Ground Lessor Estoppel Certificate certifying to certain factual representations regarding the existence of their respective Office Center Leases, including that the Office Center Leases are in full effect, all monetary obligations due under the Office Center Leases are current, and the Office Center Leases are not currently in default. Nothing in any Estoppel Certificate modifies or releases any liability of the Lessees under each Office Center Lease. III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution No. 2014-150, Resolution No. 2014-151, and Resolution No. 2014-152. V. Resolution: Resolution No. 2014-150 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Parcel I Office Center Lease; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-151 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Parcel II Office Center Lease; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-152 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Parcel III Office Center Lease; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 16 I. CONSENT ITEM 6. Ground Lessor Estoppel Certificate, Parcel C4 Lease, Concorde Companies LLP, Tampa International Airport, Resolution No. 2014-160 I. Background: On June 14, 2001, the Authority entered into three Leases with Concorde Companies at International Plaza known as Parcel C4 Lease, Parcel C5 Lease and Parcel C6 Lease. On April 6, 2006, the three Leases were consolidated by First Amendment to and Consolidation of Leases and are now known collectively as Parcel C4 Lease. In March 2012 Concorde Companies converted to a Florida limited liability partnership and became known as Concorde Companies LLP. Paragraph 22 (Estoppel Certificates) of the Parcel C4 Lease states that the Authority will execute, acknowledge and deliver statements in writing certifying certain factual representations regarding the existence of the Lease, including the monthly payment amounts, whether the Lease is in default or has been modified, and other matters with respect to the Lease. The Parcel C4 Lease terminates on December 31, 2080. II. Proposal: Concorde Companies LLP has requested the execution of a Ground Lessor Estoppel Certificate certifying to certain factual representations regarding the existence of the Parcel C4 Lease, including that the Lease is in full effect, all monetary obligations due under the Lease are current, and the Lease is not currently in default. Nothing in the Estoppel Certificate modifies or releases any liability of the Lessee under the Lease. III. Funding: N/A IV. Recommendation Management recommends adoption of Resolution No. 2014-160.
AGENDA Page 17 I6 (Continued) V. Resolution: Resolution No. 2014-160 approves and authorizes the execution of the Ground Lessor Estoppel Certificate for the Parcel C4 Lease; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 18 I. CONSENT ITEM 7. Agreement for Administrative Services, International City Management Association Retirement Corporation (ICMA-RC), 401 and 457 Retirement Plans, Tampa International Airport, Resolution No. 2014-105 I. Background: The Authority established a Deferred Compensation Plan for employees with International City Management Association Retirement Corporation (ICMA-RC) in 1977. The Deferred Compensation Plan was adjusted pursuant to additional Administrative Services Agreements entered into with ICMA-RA on May 14, 1991 and December 5, 1995. II. Proposal: Staff recommends execution of a new Administrative Services Agreement with ICMA-RC which will supersede the previous Agreements and contains the following adjustments to the 401 and 457 retirement plan benefits currently being offered to Authority employees: 1) Elimination of the plan administration fee which will lower the overall total costs of the available investment options and will equal an annual savings to employees of approximately $66,810 in investment costs. Lower investment costs mean that employees will immediately keep more of the overall return of the investments options in their retirement plan. 2) An increased rate of return on the stable value/fixed investment fund, resulting in approximately $23,512 more interest credited to employees invested in the stable value/fixed investment fund annually. 3) Increased opportunities provided free of charge by ICMA-RC for Authority employees to receive education and guidance on saving for retirement, including group and individual meeting opportunities with a salaried ICMA-RC Certified Financial Planner. The term of the Agreement is for the period of through December 3, 2019 with one, five-year renewal option upon approval by both parties. All fees associated with the Agreement are paid by Authority employees. There is no cost to the Authority.
AGENDA Page 19 I7 Continued) III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution No. 2014-105. V. Resolution: Resolution No. 2014-105 approves and authorizes execution of the Administrative Services Agreement with International City Management Association Retirement Corporation (ICMA-RC); and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 20 I. CONSENT ITEM 8. Purchase Order, Police Rated, Administrative, Utility Vehicles, Trucks and Vans utilizing Florida Sheriffs Association and Florida Association of Counties Bid No. 14-22-0904, Tampa International Airport I. Background: The Authority s fiscal year 2015 equipment budget provides for the purchase of an assortment of vehicles and equipment, including an electric vehicle for the Maintenance Department, police vehicles for the Police Department, and a pickup truck for the Maintenance Department. The Florida Sheriffs Association and Florida Association of Counties Bid No. 14-22-0904 has an expiration date of September 30, 2015. Authority Policy P410 authorizes the utilization of federal, state, local or multistate cooperative purchasing contracts to purchase goods and services without obtaining three quotes or advertisement. II. Proposal: Authorize use of the Florida Sheriffs Association and Florida Association of Counties Bid No. 14-22-0904 for the issuance of purchase orders to Alan Jay Chevrolet-Cadillac Inc., Alan Jay Ford Lincoln Mercury, Inc. and Beck Auto Sales, Inc. for the purchase of the electric vehicle, police vehicles, and a pickup truck in a total amount not to exceed $186,000. III. Funding: This item is included in the FY15 Equipment Budget. IV. Recommendation: The Chief Executive Officer recommends the Board award and authorize the issuance of the purchase orders to Alan Jay Chevrolet-Cadillac Inc., Alan Jay Ford Lincoln Mercury, Inc. and Beck Auto Sales, 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.
AGENDA Page 21 I. CONSENT ITEM 9. Aviation Authority Meeting Dates for Calendar Year 2015 I. Background: As required by State Law, it is necessary for the Aviation Authority to adopt a meeting schedule for the upcoming year. II. Proposal: The following schedule is proposed for 2015: Time: Location: 9:00 a.m. Board Room HCAA Offices Dates: * Thursday, January 8 Thursday, February 5 Thursday, March 5 Thursday, April 2 Thursday, May 7 Thursday, June 4 Thursday, July 2 Thursday, August 6 Thursday, September 3 Thursday, October 1 Thursday, November 5 Thursday, December 3 * Second Thursday of the month III. Recommendation: The Chief Executive Officer recommends approval of the proposed Aviation Authority meeting dates for calendar year 2015. The Board may act on this by motion; no resolution is required.
AGENDA Page 22 J. POLICIES OR RULES FOR CONSIDERATION OR ACTION
AGENDA Page 23 K. COMMITTEE REPORTS 1. Report of Audit Committee Meeting held on December 1, 2014 in the Aviation Authority Board Room The Audit Committee met on December 1, 2014 with members Robert Watkins, Chairman of the Authority Board, and Sam Rashid, Treasurer of the Authority Board, in attendance. An election was held for the Chairman position. The Committee listened to presentations and held discussions with the Authority s external auditors, CliftonLarsonAllen, and Authority staff. Laura Tatem, the Authority s Director of Internal Audit, presented information from the annual internal audit report to include: Department background and structure Activities and accomplishments for fiscal year 2014 Department goals for fiscal year 2015 Audit plan methodology and risk assessment Fiscal year 2015 audit plan The external auditors presented the results of the annual financial audit.
AGENDA Page 24 L. UNFINISHED BUSINESS
AGENDA Page 25 M. NEW BUSINESS 1. Auditor s Report for Fiscal Year Ended September 30, 2014 I. Background: The Auditor s Report for the Fiscal Year ended September 30, 2014 is being distributed to the Authority Board members today. The report includes the Authority s financial statements, other financial information and compliance reports. On December 1, 2014 the external auditors met with the Authority s Audit Committee and reviewed the audited financial statements. The Authority s external auditors, CliftonLarsonAllen, are present to review the results of the financial audit and to answer any additional questions. This report is provided as information only; no action is required by the Board.
AGENDA Page 26 M. NEW BUSINESS 2. Approval of Use and Permit Agreement for Off-Airport Rental Car Concession: Advantage Opco, LLC (d/b/a Advantage Rent A Car); Ciscon, LLC (d/b/a Ace Rent A Car); CJB Enterprises, Inc. (d/b/a Carl s Van Rentals); E-Z Rent A Car, Inc.; Firefly Rent A Car, LLC; Payless Car Rental, Inc.; Fox Rent A Car, Inc.; Merit Rental Services, Inc. (d/b/a Sixt Rent A Car), Tampa International Airport, Resolution Nos. 2014-136, 2014-137, 2014-138, 2014-139, 2014-140, 2014-141, 2014-142, and 2014-143 I. Background: Advantage Opco, LLC (d/b/a Advantage Rent A Car), Ciscon, LLC (d/b/a Ace Rent A Car), CJB Enterprises, Inc. (d/b/a Carl s Van Rentals), E-Z Rent A Car, Inc., Firefly Rent A Car, LLC, Payless Car Rental, Inc., Fox Rent A Car, Inc., and Merit Rental Services, Inc. (d/b/a Sixt Rent A Car) (collectively OFFRACs ) each have a current Use and Permit Agreement for Off-Airport Rental Car Concession, which was effective January 1, 2014 and expires December 31, 2014. The OFFRACs desire to continue operating an off-airport rental car concession at Tampa International Airport, commencing January 1, 2015. II. Proposal: This item approves and authorizes separate Agreements with the OFFRACs to operate an off-airport rental car concession and to provide transportation for airport customers to their off-airport location by courtesy vehicle. The Agreements commence on January 1, 2015 and expire on September 30, 2017. The Authority may terminate each Agreement, with or without cause, upon 30 days written notice. In accordance with Authority Policy P822, the OFFRACs will each pay a privilege fee of eight and one-half percent (8.5%) of Gross Receipts and an annual courtesy vehicle permit fee of $100 for each authorized vehicle. Each Agreement provides two methods by which the OFFRACs can account for and report non-airport business which is exempt from inclusion in Gross Receipts: a flat 5% or a signed affidavit stating an airport customer did not arrive at Tampa International Airport within 24 hours and/or did not utilize a courtesy vehicle for transportation to or from the OFFRACs off-airport facilities. The method chosen is to remain in place throughout the term of each Agreement.
AGENDA Page 27 M2 (Continued) Finally, the Authority implemented Transportation Facility Charge (TFC), effective April 7, 2014, of $2.00 per rental transaction day collected by all OFFRACs, may be adjusted by the Board from time to time and the OFFRACs will receive written notice from the Authority 30 days prior to any such adjustment. III. Funding: N/A IV. Recommendation: Management recommends adoption of Resolution Nos. 2014-136, 2014-137, 2014-138, 2014-139, 2014-140, 2014-141, 2014-142, and 2014-143. V. Resolution: Resolution No. 2014-136 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Advantage Opco, LLC (d/b/a Advantage Rent A Car) at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-137 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Ciscon, LLC (d/b/a Ace Rent A Car) at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-138 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with CJB Enterprises, Inc. (d/b/a Carl s Van Rentals) at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-139 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with E-Z Rent A Car, Inc. at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 28 M2 (Continued) Resolution No. 2014-140 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Firefly Rent A Car, LLC at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-141 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Payless Car Rental, Inc. at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-142 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Fox Rent A Car, Inc. at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents. Resolution No. 2014-143 approves and authorizes the execution of the Use and Permit Agreement for Off-Airport Rental Car Concession with Merit Rental Services, Inc. (d/b/a Sixt Rent A Car) at Tampa International Airport; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 29 M. NEW BUSINESS 3. Construction Contract, Terminal Building Rehabilitation, Project No. 6230 14, R L Burns, Inc., Tampa Executive Airport, Resolution No. 2014-154 I. Background: This project is for the rehabilitation and repair of the existing terminal building located at Tampa Executive Airport. Rehabilitation will include reinstallation of existing windows to stop water leaks, repair and repainting of adjacent drywall, installation of new ceiling tiles, refinishing of doors and cabinets, repair of existing exterior stairs, and new bathroom fixtures and lights. A low bid solicitation was advertised on September 18, 2014. II. Proposal: On October 29, 2014 bids were publicly opened and read aloud as follows: Company Name Bid Amount *R L Burns, Inc. $403,943.59 The Hayes Construction Company $414,900.00 *D & M Construction Group, Inc., d/b/a Foresight $449,847.84 Construction Group, Inc. *The bid responses by R L Burns, Inc. and D & M Construction Group, Inc., d/b/a Foresight Construction Group, Inc., contained mathematical errors; however, they did not affect their ranking. A W/MBE goal participation rate of 11% was prescribed and a W/MBE goal participation rate of at least 32% is incorporated into this Contract. The lowest responsive and responsible bidder is R L Burns, Inc. R L Burns, Inc. is a W/MBE firm. III. Funding: This item is included in the FY 2014 Capital Budget. IV. Recommendation: Management recommends adoption of Resolution No. 2014-154.
AGENDA Page 30 M3 (Continued) V. Resolution: Resolution No. 2014-154 approves and authorizes the award and execution of the Construction Contract for Terminal Building Rehabilitation, HCAA Project No. 6230 14 at Tampa Executive Airport with R L Burns, Inc., in the amount of $403,943.59; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 31 M. NEW BUSINESS 4. Reimbursable Agreement, Master Plan Update 2012, Project No. 5860 12, FAA Agreement No. AJW-FN-ESA-14-7235, Federal Aviation Administration, Tampa International Airport, Resolution No. 2014-158 I. Background: As part of the Master Plan Update 2012 project, a budget was included for the Federal Aviation Administration (FAA) to perform a limited Air Traffic Control Tower (ATCT) siting study in accordance with the site selected under the Master Plan update. The study will provide an approved location on the Airport Layout Plan (ALP) for Tampa International Airport and will assure that a new ATCT can be constructed on a suitable site and facilitate future phases of the Master Plan. II. Proposal: The FAA has provided a cost of $292,769.20 to perform the limited ATCT study. Management recommends including a 25% contingency of $73,192.30 to be used at the CEO s discretion if the FAA exceeds its cost estimate for a total notto-exceed amount of $365,961.50. III. Funding: This item is included in the FY12 Capital Budget. IV. Recommendation: Management recommends adoption of Resolution No. 2014-158. V. Resolution: Resolution No. 2014-158 approves and authorizes the execution of the Reimbursable Agreement for Master Plan Update 2012, FAA Agreement No. AJW-FN-ESA-14-7235 at Tampa International Airport with the Federal Aviation Administration in the amount of $292,769.20; authorizes a total not-to-exceed amount of $365,961.50; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 32 M. NEW BUSINESS 5. Purchase Order, Concessions Receiving and Distribution Center at the Airport Logistics Facility, Project No. 8115 14, Tampa Electric Company, Tampa International Airport I. Background: As part of the Concessions Receiving and Distribution Center at the Airport Logistics Facility project, it will be necessary to install a new 480v pad mount transformer service and convert existing overhead lines to underground lines. II. Proposal: Authorize a purchase order to Tampa Electric Company in an amount not to exceed $281,375 for the installation of a new electrical transformer and conversion of overhead lines to underground lines. III. Funding: This item is included in the FY 2014 Capital Budget. IV. Recommendation: The Chief Executive Officer recommends the Board authorize the issuance of the purchase order to Tampa Electric Company, 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.
AGENDA Page 33 M. NEW BUSINESS 6. Services Contract, Employee Uniform Rental, Unifirst Corporation, Tampa International, Peter O. Knight, Plant City and Tampa Executive Airports, Resolution No. 2014-157 I. Background: The Authority provides work garments such as shirts, shorts, pants, and coveralls to employees that fall within job classifications that require uniform apparel. Services to be provided include the fitting, laundering, pickup and delivery of employee uniforms at Tampa International, Peter O. Knight, Plant City and Tampa Executive Airports (Airports). A low bid solicitation was advertised on October 24, 2014. II. Proposal: On November 19, 2014, bids were publicly opened and read aloud as follows: Company Name Annual Bid Amount Unifirst Corporation $79,158.64 There was no W/MBE expectancy for this Contract. The term of the Contract is for the period of January 1, 2015 through December 31, 2020. The total not-to-exceed amount for the six-year term of the Contract is $550,000. The Authority may cancel the Contract with or without cause, at any time, by giving 30 days written notice. III. Funding: This item is included in the O&M Budget. IV. Recommendation: Management recommends adoption of Resolution No. 2014-157.
AGENDA Page 34 M6 (Continued) V. Resolution: Resolution No. 2014-157 approves and authorizes the award and execution of the Employee Uniform Rental Contract at Tampa International, Peter O. Knight, Plant City and Tampa Executive Airports with Unifirst Corporation in the annual bid amount of $79,158.64 and a not-to-exceed amount of $550,000 over the six-year term of the Contract; and authorizes the Chief Executive Officer or his designee to execute all other ancillary documents.
AGENDA Page 35 N. PRESENTATIONS - None O. STAFF REPORTS P. ADJOURNMENT