s scope of services, and Legal Counsel confirmed that the review would be completed by close of business.

Transcription

1 On TUESDAY, APRIL 7, 2015, the PROFESSIONAL SERVICES COMMITTEE of the Greater Orlando Aviation Authority met in Conference Room ''C'', 5850-B Cargo Road, Orlando International Airport, Orlando, Florida. Chair Thornton called the meeting to order at 9:10 a.m. The meeting was posted in accordance with Florida Statutes and a quorum was present. Committee Members present: Stanley J. Thornton, Chair Davin Ruohornaki, Senior Director of Planning, Engineering & Construction Jacki Churchill, Chief Financial Officer Mike Patterson, Director of Construction Also present: Dolly Daniell, Senior Director of Administration and Technology Robert Alfert, Legal Counsel Karen Ryan, Legal Counsel Yovannie Storms, Legal Counsel Mark Birkebak, Engineering Joe Furnari, Information Technology John Newsome, Information Technology Kiel Barnekov, Information Technology Lewis Felker, Information Technology Jerry O'Toole, Maintenance Brad Friel, Planning Tammy Epling, Projects Administration Kathy Anderson, Projects Administration Bruce Gant, Purchasing Diana Hershner, Purchasing Debbie McKeown, Projects Administration Somdat Jiawan, Small Business Development John Guirges, AECOM Prateek Sharma, Montgomery Consulting Group Roy Block, R. W. Block Consulting Jihyun Park, Recording Secretary LOBBYIST DISCLOSURE Parties present were reminded that for individuals who conduct lobbying activities with Aviation Authority employees or Board members, registration with the Aviation Authority is required each year prior to conducting any lobbying activities. A statement of expenditures incurred in connection with those lobbying instances should also be filed prior to April 1st of each year for the preceding year. As of January 16, 2013, lobbying any Aviation Authority Staff who are members of any committee responsible for ranking Proposals, Letters of Interest, Statements of Qualifications or Bids and thereafter forwarding those recommendations to the Board and/or Board Members is prohibited from the time that a Request for Proposals, Request for Letters of Interests, Request for Qualifications or Request for Bids is released to the time that the Board makes an award. As adopted by the Board on September 19, 2012, lobbyists are now required to sign-in at the Aviation Authority offices prior to any meetings with Staff or Board members. In the event a lobbyist meets with or otherwise communicates with Staff or a Board member at a location other than the Aviation Authority offices, the lobbyist shall file a Notice of Lobbying (Form 4) detailing each instance of lobbying to the Aviation Authority within 7 calendar days of such lobbying. As of January 16, 2013, lobbyists will also provide a notice to the Aviation Authority when meeting with the Mayor of the City of Orlando or the Mayor of Orange County at their offices. The policy, forms, and instructions are available in the Aviation Authority's offices and the web site. Please contact the Director of Board Services with questions at (407)

2 Page 2 of 6 ANNOUNCEMENT Any appeals of decisions made by the Professional Services Committee (PSC} must be filed with the Executive Director within five business days (no later than 4:00 p.m. on the fifth business day) of the rendition of that decision, except those that have issues under Contract, in which case the contract provisions supersede. CONSIDERATION OF 3/24/2015 MINUTES 1. Upon motion of Mr. Patterson, second by Mr. Ruohomaki, vote carried to approve the PSC Minutes from the meeting on March 24, 2015, as presented. CONTRACT HOLDER - PLANNING & ENGINEERING REQUEST FOR RECOMMENDATION TO THE AVIATION AUTHORITY BOARD FOR APPROVAL OF AN ADDENDUM TO THE ENTERPRISE CONTENT MANAGEMENT PROFESSIONAL SERVICES AGREEMENT WITH AECOM TECHNICAL SERVICES, INC. FOR THE NEXT PHASE OF ENTERPRISE CONTENT MANAGEMENT (ECM) IMPLEMENTATION SERVICES. 2. [A handout was provided, which included a revised cover memorandum and a revised Small Business Department memorandum.]. Mr. Furnari presented the memorandum, dated, along with the proposal from AECOM Technical Services, Inc. (AECOM), dated March 31, 2015, for the next phase of the Enterprise Content Management (ECM) Implementation Services, at the Orlando International Airport. The scope of services for this phase will implement an ECM platform change from the Oracle-based WebCenter Content (WCC) and Portal/Spaces products to SharePoint Services will include installation for the new architecture and software infrastructures, site topology and security layout, records management and content migrations, ECM customer training, and business process improvement implementations using SharePoint, as well as intern labor to continue the scanning of paper files/documents and support for content migration. The Director of Small Business Development has reviewed the subject contract's proposed MWBE/LDB specifications and determined that AECOM Technical Services, Inc. proposes to achieve 30.6% MWBE and 5.5% LOB participation on this Addendum. Chair Thornton requested that Legal Counsel conduct a review of AECOM's Enterprise Content Management Professional Services Agreement to verify that the proposed scope of services was included within the Agreement 1 s scope of services, and Legal Counsel confirmed that the review would be completed by close of business. Mr. Patterson asked if the Business Process Improvement be migrated to SharePoint, and Mr. Furnari answered answered that any new services under SharePoint will be Governance Council prior to a request for approval to Committee. Initiatives under ECM will yes. Mr. Furnari further presented first to the IT the Professional Services Mr. Ruohomaki asked about the answered that it is anticipated further answered that under the the ECM platform change. duration for these services, and Mr. to be completed within 12 months. Mr. existing approved task, AECOM has begun Furnari Furnari work on Chair Thornton noted that AECOM has been working with the Aviation Authority since 2011 to launch Oracle 1 s ECM based on WCC. Although Oracle has integrated a number of additional acquired software products into the ECM suite that have added to ECM functionalities, this integration has also introduced complexities and impacted performance. In response to the performance issues, staff has evaluated SharePoint for opportunities to make improvements, and most performance gains were achieved using program updates, new content storage, and changes to the desktop integration.

3 Page 3 of 6 Mr. Ruohomaki asked about proposed personnel for these services, and Mr. Furnari answered that the same proposed team for ECM will perform these services under AECOM's existing contract. Mr. Furnari further answered that the proposed team for these services has similar experiences at other locations, including NASA. He also noted that, for this proposed scope of services, AECOM is adding a subconsultant with Sharepoint expertise. Mr. Ruohomaki asked about the intern labor, and Mr. Furnari answered that the proposed interns are the same personnel that have been working on ECM, and will continue scanning paper files/documents and provide support for content migration. The Director of Small Business Development has reviewed the subject contract's MWBE/LDB specifications and determined Services, Inc. proposes to achieve 30.6% MWBE and 5.5% LOB Addendum. qualifications of the that AECOM Technical participation on this Upon motion of Mr. Ruohomaki, second by Ms. Churchill, vote carried to recommend to the Aviation Authority Board approval of an Addendum to the Enterprise Content Management Professional Services Agreement with AECOM Technical Services, Inc. for the Next Phase of Enterprise Content Management (ECM) Implementation Services, for a total amount of $970,096.00, which includes a not-to-exceed fee amount of $966, and a not-to-exceed reimbursable expenses amount of $4, , with funding from Capital Expenditure Funds, subject to review by Legal Counsel. [Subsequent to the meeting, Legal Counsel reviewed Inc. 's agreement and authorized scope of services proposed on these services is allowable.] the AECOM Technical and concluded that Services, the work CONTRACT HOLDER - PURCHASING REQUEST FOR RECOMMENDATION TO THE EXECUTIVE DIRECTOR FOR APPROVAL OF AN AMENDMENT TO THE PURCHASING AGREEMENT PS-315 FOR ORACLE E-BUSINESS SUITE CONSULTING SERVICES WITH APPLICATIONS SOFTWARE TECHNOLOGY CORPORATION FOR SCOPE OF SERVICES NO. 4 AND REVISE OPTIONAL YEAR VALUES. 3. Mr. Gant presented the memorandum, dated, requesting the following: Type of Procurement: Values. Approval of Scope of Services No. 4 and Revise Optional Year Terms of Agreement: The initial project of the agreement commenced on October 1, 2012, and final acceptance was effective October 14, The Aviation Authority has options to renew the terms of the agreement for four additional periods of one year each. The first renewal option expired on October 13, The second option will expire on October 13, Specifications: The agreement provides for on-site as well as remote Oracle E Business Suite Consulting Services at the Orlando International Airport. During the Initial Project, the Consultant successfully facilitated, managed and assisted with the upgrade of Oracle E-Business Suite from Version to the most recent version of Release 12 (R12). The Aviation Authority's final acceptance was provided on October 14, Per the Purchasing Agreement, the Aviation Authority may identify and assign other Oracle-related projects (Additional Projects) to the Consultant. The additional project description and detailed scope of services will then be provided. The cost of each additional project will be based on the Aviation Authority's approved number of hours for each assigned consultant project team member times the hourly

4 Page 4 of 6 rates set forth in the fee form section of the response forms (Page Nos. RF-2 through RF-4). Additional Projects may include, but are not limited to, point release upgrades, major upgrades, implementation of additional Oracle modules or assistance with troubleshooting. Issues: The Scope of Services No. 4 will provide for the implementation of the Capital Initiation Request (CIR) Budget Process project as an extension to the existing Oracle Hyperion Planning and Budgeting Cloud Services (PBCS). This Scope of Services includes integrations in support of Finance's budgeting and reporting processes. These tasks include, but are not limited to, requirements analysis, configuration and data mapping, testing support, deployment support, systems documentation, and training materials and execution. Fiscal Impact: The original Board approval on August 15, 2012, included $ 52, for additional Oracle projects in the second renewal option. The original approval also included $530, for additional Oracle projects in the fourth renewal option. This was reduced to $391, with Amendment No. 1 when $111, was transferred to the first renewal option. It is requested that $121, of the remaining $391, on the fourth renewal option be transferred to the second renewal option to fund the Scope of Services No. 4 ($52, plus $121, equals $173,900.00). This will lower the amount available in the fourth renewal option to $270, The total fiscal impact for Scope of Services No. 4 is $173,900.00, with funding from Capital Expenditure Funds. Funds expected to be spent under this Agreement in the current fiscal year are within the approved budget. Small Business Requirement: participation requirement. This agreement does not include a MWBE or LOB Upon motion of Ms. Churchill, second by Mr. Patterson, vote carried to recommend to the Executive Director for approval of an Amendment to the Purchasing Agreement (PS-315) with Applications Software Technology Corporation for Scope of Services No. 4 and Revised Optional Year Values, for the not-to-exceed amount of $173, and transfer of previously approved funds of $121, from Optional Year 4 to Optional Year 2, with funding from Capital Expenditure Funds. REQUEST FOR RECOMMENDATION TO THE EXECUTIVE DIRECTOR FOR APPROVAL OF AN AMENDMENT TO THE PURCHASING AGREEMENT PS-406 FOR RISK MANAGEMENT AND INSURANCE CONSULTING SERVICES WITH E. W. SIVER AND ASSOCIATES, INC. (DBA SIVER INSURANCE CONSULTANTS) FOR AN INCREASE IN VALUE THROUGH APRIL 30, Mr. Gant presented the memorandum dated, for Risk Management and Insurance Consul ting Services with E, W. Siver and Associates, Inc. dba Siver Insurance Consultants (SIVER) for an Increase in Value through April 30, Services will include consulting services for the review on non-standard insurance policies for the Aviation Authority's larger contractors. These larger, nonstandard insurance policies generally come with coverage limitations and exclusions that may be inappropriate for the Aviation Authority. These services include SIVER developing customized coverage language, negotiating coverage terms, and authoring memoranda outlining deficiencies in the contractors' proposed policies. SIVER will work closely with the Aviation Authority's legal counsel on these issues. Staff recommends amending the Agreement to provide these risk management and insurance consulting services for the North Terminal Ticket Lobby Renovations Program and the Airside 4 Renovations Program. Ms. Churchill expressed concern that these services are funded under the Ticket Lobby Renovation and the Airside 4 Programs; however, the duration of these services is until April 31, 2018, which is beyond the anticipated completion date for both programs. Ms. Daniell answered that the actual duration for these

5 Page 5 of 6 services is undetermined, and this request for approval is to extend the initial term of the agreement to perform critical reviews on non-standard insurance policies for the Aviation Authority's larger contractors. Legal Counsel stated that the majority of the work will be related to the procurement and contracting activities for ongoing programs at the airport, including the Ticket Lobby Renovation and the Airside 4 Improvements Programs. Legal Counsel further stated that SIVER is currently under contract with the Aviation Authority for the South Airport APM Complex and ITF Programs, and has provided exceptional and customized services to the Aviation Authority. Chair Thornton requested that these services are to be provided on construction phase services only to ensure that the services meet the requirements for the funding sources. Upon motion of Ms. Churchill, second by Mr. Patterson, vote carried to recommend to the Executive Director approval of an Amendment to the Purchasing Agreement (PS-406), with E. W. Siver and Associates, Inc. dba Siver Insurance Consultants for Risk Management and Insurance Consulting Services for a not-to-exceed amount of $70,000.00, with funding from the Aviation Authority's Line of Credit to be reimbursed by future Revenue Bonds, Passenger Facility Charges, FDOT grants, and Aviation Authority's Funds. PRE-QUALIFICATION OF CONSTRUCTION MANAGER AT RISK (CM@R) SUBCONTRACTORS REQUEST FOR APPROVAL OF HENSEL PHELPS CONSTRUCTION CO.'S LIST OF PRE-QUALIFICATION OF ADDITIONAL SUBCONTRACTORS/SUPPLIERS FOR MAJOR TRADE PACKAGE FOR REMAINING GMPS (REFERENCE SOQ NO. 12) FOR THE SOUTH AIRPORT AUTOMATED PEOPLE MOVER (APM) COMPLEX PROGRAM. 5. Mr. Guirges presented the memorandum, dated March 31, 2015, along with the proposal from Hensel Phelps Construction Co. (HPCC), dated March 31, 2015, requesting approval of HPCC's list of pre-qualification of additional subcontractors/suppliers for major trade packages for remaining GMPs (Reference SOQ No. 12) for the South Airport Automated People Mover (APM) Complex Program. The Request for Qualifications (RFQ) for SOQ No. 12 is part of HPCC's open advertisement to solicit additional qualifications from interested subcontractors/suppliers for work associated with HPCC's remaining Guaranteed Maximum Prices (GMP). HPCC will evaluate each GMP to determine which pre-qualified companies to solicit pricing from, based on the size and scope of each bid package. Four (4) SOQs were received by March 30, qualify all four firms as follows: HPCC's recommendation is to pre- Linel, A Division of Mesteck, Inc. Skylight Solutions, LLC Stonhard, Division of Stonchor Group, Inc. United Skys, Inc. total of 248 pre The addition of the four firms listed above will result in a qualified subcontractors for HPCC. Upon motion of Mr. Ruohomaki, second by Mr. Patterson, vote carried to approve Hensel Phelps Construction Co. / s list of pre-qualification of additional subcontractors/suppliers for major trade packages for remaining GMPs (Reference SOQ No. 12) for the South Airport Automated People Mover (APM) Complex Program as outlined in HPCC's letter.

6 Page 6 of 6 ADJOURNMENT 6. There being no further business for discussion, the meeting adjourned at 9 : 30 a. m. ornton, Chair Professional Services Committee Chief Operatin g Officer