TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING OCTOBER 8, 2015
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TULSA AIRPORTS IMPROVEMENT TRUST SPECIALMEETING
THURSDAYOCTOBER 8, 2015 ~ 8:30 a.m.
AIRPORT CONFERENCE ROOM #A211
TULSA INTERNATIONAL AIRPORT
7777 EAST APACHE STREET
TULSA, OKLAHOMA
AGENDA ~
1.Approve the Minutes of the September 10, 2015Annual Meeting of TAIT.
2.Financial and Operating.
2.A.Receive and File Operating Reports – TUL/RVS.
2.B.Approve Agreement for Professional Consulting Services with Tribridge Holdings, LLC in an amount not to exceed $45,000.00 for the development, implementation and training of the Banking/Cash Management module within the Dynamics AX Enterprise Resource (Financial) System – TUL/RVS/OKM.
Tribridge has been selected previously as TAIT’s consultant with regard to the Dynamics AX Enterprise Resource System. Prior work had been limited to basic financial system applications, excluding the Banking/Cash Management application as TAIT Cash Management, and Banking was handled through the current Trustee Bank. TAIT is now in a position to develop and implement its own Banking/Cash Management functions, but will need professional assistance.
Management recommends approval. (CER) (F16-021)
Note:Funding is available. Fund No. General Operating.
2.C.Approve Contract for Review Appraiser services (Carve Out Area) – TUL.
Management recommends approval. (NM (F16-022)
Note:Funding is available. Fund No. General Operating.
2.D.Approve the third of four (4) Annual Renewals with Facilities Performance Group, LLC, in an amount not-to-exceed $1,600,000.00 – TUL.
This contract provides janitorial services for TAIT owned buildings
Management recommends approval. (JTH) (F13-018)
Note:Funding is available. Fund No. General Operating.
2.E.Approve Acknowledgment and Consent with Loomacres, Inc. to exercise the second of four (4) one-year options to extend the term in an amount not-to-exceed $39,900.00, effective October 1, 2015 – TUL/RVS.
Loomacres, Inc. provides Professional services for on-call wildlife hazard management and training.
Management recommends approval. (CH, Ops) (F14-028)
Note:Funding is available. Fund No. General Operating.
2.F.Ratify and Approve Tulsa Airports Advertising Agreements executed by TAIT’s Advertising Sales Manager since the date of the last Board approval on September 10, 2015 – TUL.
- Report attached
Management recommends approval. (AH)
2.G.Approve Agreement with Tulsa Music Experience, LLC for the creation of a display space and access to power in Baggage Claims A and B to produce live music performances for one (1) year with a mutual option to renew for one (1) year, effective November 1, 2015 – TUL.
Management recommends approval. (AH)(F16-023)
2.H.Approve agreement with Tulsa Air and Space Museum and Planetarium for use of cylindrical display cases in Baggage Claims A and B for one (1) year with two (2) mutual options to renew for one (1) year, effective November 1, 2015 – TUL.
Management recommends approval. (AH) (F16-024)
2.I.Approve Agreement with Bill White for display space in Schwab Hall to place an exhibit highlighting the historical significance of Black Wall Street for six (6) months with a mutual option to renew for an additional six (6) months, effective November 1, 2015 – TUL.
Management recommends approval. (AH) (F16-025)
2.J.Approve Agreement with Gilcrease Museum for placement of display cases in Schwab Hall with artifacts from the Gilcrease collection for one (1) year with two (2) mutual options to renew for one (1) year, effective January 1, 2016 – TUL.
Management recommends approval. (AH) (F16-026)
2.K.Receive for review the Airport Concession Disadvantaged Business Enterprise (Part 23) and Disadvantaged Business Enterprise (Part 26) Program documents. These programs are required as a condition of receiving federal funds for construction projects – TUL.
Management recommends approval. (AH/NM)
3.Capital Improvement Contracts, Amendments, Change Orders, or Other Action.
3.A.Air Force Plant #3. ~ No items.
3.B.Contracts.
3.B.1.Ratify Developer’s Contract (Rental Car Ready Return Facility Project) with the City of Tulsa in an amount not-to-exceed $2,128.00 – TUL.
This contract is for permitting, inspection, and testing costs in support of waterline relocation included in the project. Upon completion, the City of Tulsa will accept the relocated waterline as part of their system.
Management recommends approval. (JTH)
Note:Funding is available. Fund No.CFC Bonds.
3.C.Contract Amendments. ~ No items.
3.D.Change Orders.
3.D.1.Approve Change Order No. 2 (Rental Car Ready Return Facility Project) with Crossland Construction Co., Inc. in the amount of$13,518.44 – TUL.
This change includes removal of additional concrete and soil to accommodate a conduit bank uncovered during excavation of a stairwell foundation. It also includes changes to the structure of the new west ramp landing to accommodate existing electrical and data conduits (Original contract amount: $26,022,578.40; Total change orders: $70,850.86, 0.3%; Total change of quantities: $0.00, 0.0%; Total percent change: 0.3%; Total cost: $26,093,429.26).
Management recommends approval. (JTH)
Note: Funding is available. Fund No. CFC Bonds.
3.D.2.Approve Change Order No. 1 (Concourse “A” Rehabilitation Project ~ Phase II-IV, Bid Package #123A-Mechanical) with OCE Mechanical, Inc. in the amount of -$96,342.30 – TUL.
This change removes from the contract amount the remaining contingency allowance included in the bid, to reflect the actual cost of project changes that were necessary (Original contract amount: $3,817,617.37; Total change orders: -$96,342.30, -2.5%; Total change of quantities: $1,653.10, -0.1%; Total percent change:-2.6%; Total cost: $3,719,621.97).
Management recommends approval. (JTH)
Note:Funding is available. Fund No. PFC Bonds.
3.E.Change of Quantities. ~ No items.
3.F.Other Contract Action.
3.F.1.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase 1I-IV, Bid Package #123A-Mechanical) with OCE Mechanical, Inc. in the amount of $371,960.64 (Original contract amount: $3,817,617.37; Total change orders: -$96,342.30, -2.5%; Total change of quantities: $1,653.10, -0.1%; Total percent change: -2.6%; Total cost: $3,719,621.97) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No.PFC Bonds.
3.F.2.Accept Project and Approve Final Payment (Concourse “A” Rehabilitation Project ~ Phase II-IV, 102 General Labor) with Southwest Drywall, Inc. in the amount of $3,490.35 (Original contract amount: $145,000.00; Total change orders: $0.00, 0.0%; Total change of quantities: -$117,872.49, -81.3%; Total percent change: -81.3%; Total cost: $27,127.51) – TUL.
This project is complete and management recommends approval. (JTH)
Note: Funding is available. Fund No.PFC Bonds.
3.F.3.Accept Project and Approve Final Payment (Demolish Interior of Cargo Exchange Building Project) with Ark Wrecking Company of Oklahoma, Inc. in the amount of $3,393.00 (Original BPO amount: $48,930.00; Total CCA’s: -$1,500.00, -3.1%; Total change of quantities: $.00, 0%; Total percent change: -3.1%; Total cost: $47,430.00) – TUL.
This project is complete and management recommends approval. (JTH)
Note:Funding is available. Fund No. Airport Improvements.
3.F.4.Reject Bid (Buildings Roof Repair Project) with Southeast Tulsa Construction, Inc. in the amount $1,899,526.06 –TUL.
This project includes the replacement of roofs on the following airport owned facilities: Air Traffic Control Tower (ATCT), Terminal Radar Approach Control (TRACON) Building, ATCT & TRACON Generator Building, Airport Parking Administration Building and adjoining Toll Plaza, Shuttle Bus Barn, and U.S. Customs Building. Also included is repair to the existing roof on the Aircraft Rescue and Firefighting (ARFF) Building. One (1) bid was submitted. The Architects estimate was $1,087,650.00.
Management recommends approval. (JTH)
4.Contracts, Leases, Licenses or Other Action.
4.A.Approve Acknowledgment and Consent with This Land Press, LLC to exercise the second of four (4) one-year options to extend the term of the agreement, effective November 1, 2015 – TUL.
Concourse “B” Retail Sales Kiosk
Management recommends approval. (CER) (F14-059)
4.B.Approve Acknowledgment and Consent with Smarte Carte, Inc. to exercise the first of four (4) one-year options to extend the term of the agreement, effective October 1, 2015 – TUL.
Management recommends approval. (CER) (F15-023)
4.C.Approve License Agreement with Winnercomm, Inc. for one (1) year for filming at various times, throughout the term, at the ticketing area and curbside at TUL at the standard rate, effective upon approval – TUL.
Management recommends approval. (CER) (F16-017)
4.D.Approve Acknowledgment and Consent to Sublease Agreementwith Premier Jet Center, Inc. dba Legacy Jet Center (Lot 1A-Parking) to exercise the first of three (3) five-year options to extend the term of the agreement, effective October 1, 2015 – TUL.
Management recommends approval. (CER) (F00-113)
4.E.Approve Renewal License Agreement with Tandem Ventures, LLC, dba Ladyfingers Catering and Party Planning, LLC for one (1) year at the standard rate, effective November 18, 2015 – RVS.
License for catering service
Management recommends approval. (CER) (F16-018)
4.F.Possible action to Approve Termination of Sublease Agreement with Southwest Aviation Specialties, L.L.C. (Lot 1, Block 6, Southwest Commercial Area), effective September 10, 2015, if Lessee has failed by that date to cure infractions identified in Notice of Default approved by TAIT on July 9, 2015, with further communication to Lessee and Patriot Bank on August 28, 2015– RVS.
Partially disassembled aircraft are being stored and kept on open areas of the Leased Premises in violation of Section 6.3 of the Sublease Agreement and Section 209, Maintenance and Usage, of Title 1, Tulsa Revised Ordinances. Lessee is in the process of complying. Item 4.F. was deferred from the September Board meeting
Management recommends approval. (JM) (F08-028)
4.G.Approve Amendment No. 3 to Sublease Agreement with Southwest Aviation Specialties, LLC (David Guzman) (Lot 1, Block 6 Southwest Commercial Area) to add 24,414 square feet to apron area at the current rate, effective October 1, 2015 – RVS.
Management recommends approval. (CER) (F08-028)
Required hangar inspections (assignment of sublease, new sublease and exercise of options to extend the term) have been conducted for the following agenda items and no maintenance issues currently exist.
4.H.Approve Acknowledgment and Consent with Maurice S. Hodges and Sandra Hodges (Lot 10, Block 10 Northeast Hangar Development) to exercise the first of two (2) five-year options to extend the term of the Sublease at the standard rate, effective November 1, 2015 –RVS.
Management recommends approval. (CER) (F06-027)
4.I.Approve Sublease Agreement with Christiansen Aviation, Inc. (Tie-down Blocks for the north half of Block7 and all ofBlock 8, 34,747.5 sq. ft., Southwest Commercial Area) for one (1) year at the standard rate, effective December 1, 2015 – RVS.
Management recommends approval. (CER) (F16-019)
4.J.Consideration and possible action to approve or deny request by EOR, LLC (Paul Mackey) to divide Lot 2, Block 1, Northeast Commercial Area into two (2) lots (deferred from the September, 2015, TAIT Board meeting) – RVS.
Item 4.J. was deferred from the September Board meeting.
Management recommends withdrawing Item 4.J. (NM)
5.Other Business.
- Recess for TAA Meeting
- Reconvene TAIT Meeting
6.Approve those items from the October 8, 2015 Meeting of TAA which should be considered by TAIT.
7.Approve Executive Session pursuant to 25 O.S. §307(B)(4) for the purposes of communication between the Trustees and Counsel concerning pending investigation(s), claim(s), action(s) or litigation including, but not limited to:a.) TIA and BOKF, N.A. dba Bank of Oklahoma vs. TAIT, District Court of Tulsa County, State of Oklahoma, Case No. CJ-2013-01165; and b.) Frank Montero dba A.A., Inc. vs. Tulsa Airport Authority a/k/a T.A.I.T. – T.A.A., District Court of Tulsa County, State of Oklahoma, Case No. CV-2014-00072 and Frank Montero v. Tulsa Airport Authority, AKA T.A.I.T., Case No. CV-2014-924; and c.) EOR, LLC Lot Split Request at R. L. Jones, Jr. Airport.
8.Adjourn.
LB/1015