Attendees: PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES May 15, 2012 @ 11:13 a.m. Conference Room A/B Acting Committee Chair: Committee Members: Other Trustees: Airport Authority Staff: Contractors: Public: Jerry Hall Steve Katzmann Dr. Kosta Arger, Mark Crawford, Adam Mayberry, Rick Murdock Krys Bart, A.A.E., Lissa Butterfield, Mike Dikun, C.M., Rick Gorman, Joyce Humphrey, C.M., Tina Iftiger, Dave Lazo, P.E., Gary Probert, P.E., Dean Schultz, A.A.E., Mike Scott, A.A.E., Trish Tucker Greg Erny, Architects+ LLC Walter Van Groningen, Brown-Buntin Associates, Inc. Patty Mamola, Special Project Manager Gateway Project, Atkins North America Max Hershenow, H + K Architects Tim Kretzschmar, Q&D Construction Linda Shields, Atkins 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 April 2012 The April 2012 Minutes were unanimously approved. II. Public Comment There was no public comment. III. Monthly Construction Report, including: 1. Board Action Items A. Authorization for the President/CEO to award a contract for the purchase of carpet material for the Terminal Building Gateway Project at the Reno- Tahoe International Airport, with InterfaceFlor in the amount of $234,350.30 exempt from competitive bidding per Nevada Revised Statute 332.115.1(m) Since this item was discussed at the Finance and Business Development Committee meeting just prior to this meeting with all the Planning and Construction Committee members present, it was not repeated at this Committee meeting. Page 1 of 8
The Committee unanimously recommended this item for Board approval at the upcoming Board meeting. B. Authorization for the President/CEO to accept a pending Airport Improvement Program grant offer and award of Owner-Construction Manager At Risk construction services contract for the Stead Terminal / Emergency Operations Center Project at Reno-Stead Airport, with Q&D Construction, in the amount of $4,767,430 This action will authorize an Owner-Construction Manager At Risk (CMAR) construction services contract, with Q&D Construction, Inc. for the Terminal / Emergency Operations Center project at Reno-Stead Airport (RTS). This action will also authorize the President/CEO to accept potential Airport Improvement Program funding from the Federal Aviation Administration (FAA) to help offset the costs of this project. Staff gave a brief presentation on the background of the project. The RTS is designated by the FAA as a reliever airport to the Reno-Tahoe International Airport (RNO). As a designated reliever airport, the RTS is expected to have facilities that support the capacity needs of the community s aviation community as well as to provide emergency operational support for the RNO. Being designated as a reliever airport, allows the RTS to be eligible for more funding from the FAA. Due to previously received grant funding, the airfield facilities were improved and are in excellent condition and meet the necessary requirements for the reliever designation. However, the landside facilities are not in the same condition and are in need of upgrading. The new terminal / emergency operations center will be a multi-functional building and not be used for just general aviation. The new facility will also house a pilots lounge, an emergency operations center (critical for the reliever status), police substation (if needed), and a community meeting room. In response to questions from the Committee, staff gave examples of how the RTS has been used as a reliever airport in the past. The RTS was used for all incoming and outgoing flights when the RNO was under construction. It was again available during the 1997 flood when the RNO was closed for approximately 36 hours. The RTS perimeter can be secured and locked down within 5 minutes during an emergency situation. Staff provided a PowerPoint presentation to the Committee giving them the specifics of the project and construction contract. The existing facilities to be replaced consist of the airport manager s office which is located in a 60-year old building and a pilots lounge located in double wide modular trailer that was moved onto the site after it was used at RNO. The existing facilities are inadequate in size and function. They have also come to the end of Page 2 of 8
their useful life and will require repairs and equipment replacement, in addition to building code issues. The proposed facility will consist of: core space (administrative offices, pilots lounge and visitor areas), site work and utilities, primary EOC / Community space, and revenue generating space. The project has progressed through the following milestones thus far: Feasibility Study (CSHQA) March 2009 Recommendations Adopted (RTAA) December 2010 Preliminary Design ((H & K Architects) March 2011 CMAR Pre-Construction Phase Services September 2011 Design Completed (H & K Architects) April 2012 Subcontractor and Self Performed Bids April 2012 Guaranteed Maximum Price Proposal May 2012 This item is only for Board approval of the Owner-CMAR construction contract, in the amount of $4,767,430. The tables below summarize the construction and overall project costs for the Stead Terminal / Emergency Operations Center program. Table 1 Building Construction Cost Building Construction Cost / Square Foot Site Construction Equipment Total Construction $3,335,572 $278/SF $1,211,651 $220,207 $4,767,430 Design / Pre-Construction Services $633,700 (Design) $24,700 (Atkins Pre-Const) $68,446 (CMAR Pre-Const) Table 2 Project Estimate At Completion Construction Management Construction Other Direct Costs Estimate At Completion $587,200 $4,767,430 $431,670 $6,513,146 The Design / Pre-Construction Services portion of this table are part of the soft costs for the project. The Construction Management portion for Owner s Representative Services will be addressed under Amendment No. 3 / Board Action Item C that will follow this item. The Construction portion is the amount for this Board Action Item Construction Manager At Risk construction services, and the Other Direct Costs portion of the table is for administrative costs, permits, utility fees, environmental testing, etc. The final column Estimate at Completion shows the estimate for total project costs. Page 3 of 8
The detail for the overall project budget is attached to the Board Memo as Table 3 Budget Summary. Staff then entertained questions from the Committee members. Staff explained how the RNO Emergency Operations Center (EOC) is used and to the extent it has been used in the past. The RNO EOC was used during the recent air race incident and has been activated many additional times, including snow and flood events as well as during bomb threats. The primary purpose for the proposed facility is to provide essential services. Revenue generating opportunities will be available from the leasable space on the first floor. Staff responded to a question regarding an empty hangar at RTS. Staff explained that although at one time the hangar was fully used by the Reno Air Race Association (RARA), they are now only using a portion of the hangar during the National Air Races. Two other tenants however, are currently leasing space in the hangar and the Fixed Base Operator (FBO) occasionally uses a portion of it as well. Trustee Mayberry gave a brief history of his experience with the North Vegas Airport when it was taken over by Clark County. It initially was not a revenue generating facility; however, once the county built a new terminal at the site, it became a hub for the general aviation community. This may occur out at the RTS with a new terminal / emergency operations center. Staff then provided a brief presentation regarding the financial impact for the project. The actual project cost is approximately $50,000 less that what was used for determining the financial plan. The sources of funds will come from the FAA ($350,000), the Special Fund ($475,000) and Subordinate Lien Note Series B ($5,738,100). At this point in the project, no money has been used from the bond fund. Approximately $600,000 debt service is included in next year s budget. If this project is not approved, approximately $300,00 would go back to the airlines. The $300,000 figure would reduce the cost per enplaned passenger for the airlines by $0.16. The committee then posed a question regarding the necessity of paying $587,000 for Owner s Representative services when Q & D Construction is very capable of doing the work required for this project. Staff responded that they have complete confidence in Q & D Construction s ability to do the project, but that there are certain items (daily inspections, quality assurance testing, etc.) that are required. Staff also explained that the FAA requires that the RTAA use construction management in order to receive FAA grant funding for the project. It was moved and seconded that this item be forwarded to the full Board without recommendation for discussion and consideration. Page 4 of 8
C. Authorization for the President/CEO to execute Amendment No. 3 to the Professional Service Agreement for 2012 Annual Program Management and Construction Management services for the Airport Capital Improvement Plan at Reno-Tahoe International Airport and Reno-Stead Airport, with Atkins North America, in the amount of $587,200, for a total of $2,671,800 Since this Board Action Item is connected to the previous item and as the previous item was forwarded to the Board for discussion, it was moved and seconded that this item also be forwarded to the full Board for discussion and consideration. 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 b. Staff Report on the Snow Removal Equipment Building project at Reno-Tahoe International Airport c. Staff Report on the Taxiway C North Extension project at Reno-Tahoe International Airport d. Staff Report on the General Aviation Aircraft Apron Project at Reno-Tahoe International Airport Page 5 of 8
e. Staff Report on the 2012 Water Line Reconfiguration Project at Reno-Tahoe International Airport f. Staff Report on the Stead Terminal / Emergency Operations Center project at Reno-Stead Airport This item was discussed as Board Action Item B and summarized in the monthly Project Status Report which was included in the monthly Board Packet. As there were no additional updates or questions regarding the information submitted, this item was not discussed g. Staff Report on Federal Aviation Administration Grant Close Outs IV. Review of Planning Projects, including: 1. Board Action Items D. Authorization for the President/CEO to accept a pending Airport Improvement Program grant and award a Professional Service Agreement for architectural design services for Phase 22 of the Sound Insulation Program for 404 residential apartment units, located in a Reno neighborhood, south of the Reno-Tahoe International Airport with Architects +, LLC in the amount of $670,415 E. Authorization for the President/CEO to award a Professional Service Agreement for acoustical design services for Phase 22 of the Sound Insulation Program for 404 residential apartment units, located in a Reno neighborhood, south of the Reno-Tahoe International Airport with Brown-Buntin Associates, Inc. in the amount of $182,990 At the request of Acting Committee Chair Hall, staff combined the presentations for Board Action Items D and E. These actions will authorize the President/CEO to accept a pending Airport Improvement Program (AIP) grant for Phase 22 of the Sound Insulation Program at the Reno-Tahoe International Airport (RTIA) and the award of Professional Services Agreements (PSA) with Architects+ LLC and with Brown-Buntin Associates, Inc. for the implementation of Phase 22 of the Sound Insulation Program at the RTIA. Page 6 of 8
In April 2012, the Reno-Tahoe Airport Authority (RTAA) submitted an application for an AIP grant in the amount of $7 million for Phase 22 of the Sound Insulation Program. The $7 million in funding is expected to allow for the acoustical treatment of at least a 404 apartment unit complex (The Village at Iron Blossom) located in Reno and potentially more homes at a later time. The Village at Iron Blossom apartment complex is the last large apartment complex in the eligible noise contour not yet mitigated. Requests for Qualifications (RFQs) for architectural and acoustical design services were last conducted in October 2008. At this time, Architects+ LLC and Brown- Buntin Associates, Inc. were selected for a potential five-phase involvement in the sound insulation program. The five phases are Phases 18 through 22 with Phase 22 being the last phase to be approved under these RFQs. The upfront costs of the design fees and associated services will be temporarily carried by the RTAA and then reimbursed by the FAA once the grant is offered. Motion was made, seconded and the Committee unanimously recommended both of these items be forwarded to the Board for approval at the upcoming Board meeting. 2. Project Status Items a. Staff Report on the Sound Insulation Program at Reno-Tahoe International Airport This item was discussed at Board Action Items D and E and summarized in the monthly Project Status Report which was included in the monthly Board Packet. As there were no additional updates or questions regarding the information submitted, this item was not discussed b. Staff Report on the progress of the Federal Aviation Administration s Airport Surveillance Radar (ASR-11) project at Reno-Tahoe International Airport c. Staff Report on the Reno-Stead Airport Regional Plan Conformance Review Project Page 7 of 8
V. Public Comment There was no public comment. VI. Adjournment Motion was made and seconded that the meeting be adjourned. The meeting was adjourned at 12:10 a.m. /fma Page 8 of 8