RENO-TAHOE AIRPORT AUTHORITY BOARD OF TRUSTEES PLANNING & CONSTRUCTION COMMITTEE Minutes from the Meeting November 6, :30 a.m.

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1 RENO-TAHOE AIRPORT AUTHORITY BOARD OF TRUSTEES PLANNING & CONSTRUCTION COMMITTEE Minutes from the Meeting November 6, :30 a.m. In Attendance: Art Sperber, Trustee* Shaun Carey, Trustee** Carol Chaplin, Trustee ** Daniel Farahi, Trustee ** Jenifer Rose, Trustee*** Lisa Gianoli, Trustee *** Ann Morgan, Fennemore Craig Marily Mora, President/CEO Dean Schultz, Executive Vice President/COO Randy Carlton, Chief Financial Officer Dan Bartholomew, Vice President Planning, Engineering, & Environmental Management Gary Probert, Manager of Engineering & Construction Linda Shields, Atkins North America Heath Hildebrandt, Dyer Engineering Rodger Stone, Olight Agency TOPICS DISCUSSED 1. ROLL CALL * Denotes Planning Committee chair ** Denotes Planning Committee member *** Denotes Planning Committee alternate Roll was called. 2. APPROVAL OF MEETING MINUTES FROM OCTOBER 9, 2018 A motion was made by Trustee Carol Chaplin, seconded by Trustee Shaun Carey, and the Committee unanimously approved the minutes from the October 9, 2018 meeting. 3. PUBLIC COMMENT None. 4. ITEMS TO BE PRESENTED TO THE PLANNING AND CONSTRUCTION COMMITTEE FOR REVIEW AND RECOMMENDATION TO THE BOARD a. #18(11)-71 AUTHORIZATION FOR THE PRESIDENT/CEO TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT TO APPROVE ONE TWO YEAR EXTENSION INSTEAD OF APPROVING TWO ONE YEAR OPTIONS FOR THE PERIOD 2019 THROUGH 2020 TO PROVIDE ANNUAL CONSTRUCTION MANAGEMENT SERVICES FOR THE AIRPORT CAPITAL IMPROVEMENT PLAN AT RENO-TAHOE

2 Page 2 of 7 INTERNATIONAL AIRPORT AND RENO-STEAD AIRPORT, WITH ATKINS NORTH AMERICA, IN THE AMOUNT OF $46,000. Staff gave a presentation requesting the Committee s recommendation for Board approval for the President/CEO to execute an amendment to the Professional Services Agreement (PSA) to approve one two-year extension instead of approving two one-year options for the period 2019 through 2020 to provide annual Construction Management Services (CMS) for the Airport Capital Improvement Plan at Reno-Tahoe International Airport and Reno-Stead Airport, with Atkins North America, in the amount of $46,000. Trustee Rose asked for clarification on what the Committee was being asked to approve, was it $46,000 or $3,300,000 or both. Staff stated that it is not an approval at this point for the entire 3.3 million dollars because that is only an estimate of future work. Each construction project that comes up will need either approval from the CEO or the Board. Trustee Rose stated her opinion is that this should be two separate votes and just wanted clarification for the other members. In response to a question from Trustee Rose, Staff stated that Atkins North America has been the Reno-Tahoe Airport Authority s (RTAA) CM provider since CMS were reevaluated three years ago through a Request For Qualifications (RFQ) process and they were re-selected. Trustee Farahi inquired as to if we are required by a Nevada Revised Statute (NRS) to obtain third party CMS. Staff stated that NRS does not require the Airport to have these services; however, for all Airport Improvement Projects (AIP) funded projects it is required. Trustee Farahi then asked if there were any means to bring this work in-house. Staff stated that the type of services Atkins provides includes surveying, inspections, testing, etc. The RTAA would have to have surveyors and others on staff and during the slow winter months there would not be much work for them to do. Equipment would also have to be bought for testing and inspections, as well as special certifications for different things related to inspections. Staff stated that it wouldn t be fiscally prudent to have all that brought in for in-house staff. Trustee Rose inquired as to why this did not go out for an RFQ process. Staff stated that their performance over the past three years has been flawless and their existing contract allows for the two one year extensions. Staff stated that we are about to undertake a major runway project and to test that out with a new CM company would be very difficult as the design work is already in progress. Trustee Rose voiced her frustration that this had not come before the Committee earlier since the PSA expires December 31, Trustee Sperber asked Staff to come to the Committee sooner with extensions on any future contracts. Trustee Sperber inquired about the personnel commitment from Atkins North America since they are involved in other projects. Linda Shields from Atkins

3 Page 3 of 7 North America assured the Committee of their commitment to having the necessary staff for these projects. Trustee Farahi inquired as to how the rate being charged by Atkins North America compared to other companies. Staff stated that normally across the board that CMS are about 10% of the total construction cost and Atkins is well within line of this industry standard. Staff also stated that it is very difficult to compare apples to apples since we are an Airport and we are regulated by the Federal Aviation Administration (FAA) versus the private sector for example. Trustee Sperber asked Staff to provide Board members with a chart on the past two years of what our actual amount spent on CMS has been. A table was presented prior to the Board meeting with the actual percentage spent on CM services versus construction costs. The total percentage over the past three years is 10.2% A motion was made by Trustee Carey, seconded by Trustee Chaplin, and the Committee unanimously recommended this item [#18(11)-71] go to the Board for approval at the upcoming Board meeting. b. #18(11)-72 AUTHORIZATION FOR THE PRESIDENT/CEO TO AWARD A PROFESSIONAL SERVICE AGREEMENT FOR DESIGN SERVICES FOR THE AIRPORT OPERATIONS AREA PERIMETER FENCE PROJECT AT RENO- TAHOE INTERNATIONAL AIRPORT, WITH DYER ENGINEERING CONSULTANTS, IN THE AMOUNT OF $207,500 Staff gave a presentation requesting the Committee s recommendation for Board approval for the President/CEO to Award a Professional Service Agreement for Design Services for the Airport Operations Area Perimeter Fence Project at Reno-Tahoe International Airport, with Dyer Engineering Consultants, in the amount of $207,500. Trustee Carey inquired as to whether the eight foot fence will need to be replaced in the future. Staff stated that if that becomes a requirement to go to the ten foot fence, then absolutely it would be replaced; or if an area becomes prone to wild life access we might look at making that section a ten foot fence. A motion was made by Trustee Daniel Farahi, seconded by Trustee Carey, and the Committee unanimously recommended this item [#18(11)-72] go to the Board for approval at the upcoming Board meeting. 5. ITEMS TO BE PRESENTED TO THE PLANNING AND CONSTRUCTION COMMITTEE FOR APPROVAL a. None.

4 Page 4 of 7 6. ITEMS TO BE PRESENTED TO THE PLANNING AND CONSTRUCTION COMMITTEE FOR DISCUSSION a. Runway 8-26 Reconstruction at Reno-Stead Airport Staff gave a presentation on the status of the Runway 8-26 Reconstruction project at Reno-Stead Airport (RTS). Trustee Carey commented on what a great job staff has done on this project. b. RTAA Capital Improvement Projects Schedule This Item was pulled from the Agenda as there was nothing to report on. 7. PROJECT STATUS ITEMS TO BE PRESENTED TO THE PLANNING AND CONSTRUCTION COMMITTEE FOR INFORMATION a. Staff Report on the Terminal Access Road Rehabilitation at Reno-Stead Airport [Construction] b. Staff Report on the Runway 8-26 Reconstruction at the Reno-Stead Airport [Construction] included in the monthly Board Packet. Furthermore, staff provided a brief status update under the prior agenda item. c. Staff Report on the Passenger Boarding Bridge Replacement Project at Reno- d. Staff Report on the Communication Line Replacement North Ground Transportation Project at the Reno- e. Staff Report on the Airport Communications Center System Replacement Project at Reno-

5 Page 5 of 7 f. Staff Report on the Runway 16R-34L Reconstruction at Reno-Tahoe International Airport [Construction] Trustee Carey asked for a quick update on this project. Staff gave a brief update on the current status of this project. Trustee Carey inquired if the decision from the FAA to not fund the full replacement of the entire runway is a closed issue at this point or is there an opportunity for there to be more discussions about the funding. Staff stated that the FAA did advise staff that if we requested the additional funding, we would lose our high priority funding status for this project since not all runway panels require replacement at this time. If the priority status was changed, this would result in the project being delayed since FAA funding would be focused on airport projects nationwide falling into the high priority category. Trustee Sperber inquired as to what the Engineering s estimate for the first phase is going to be, assuming we have those numbers. Staff stated that the project is being scaled to meet the funding amount $65 million. Right now we are only at a 30% design phase; we will be receiving the 60% design in December and 90% design in January therefore the number will be known at that point. g. Staff Report on the Airfield Maintenance Shop Large Bay Expansion at Reno- h. Staff Report on the Terminal Mini Warehouse AA/BB/CC Improvement Project at Reno-

6 Page 6 of 7 i. Staff Report on the Ready Return Car Wash Equipment Replacement Project at Reno- Trustee Sperber asked for an update on this project. Staff stated that the Contractor has been able to do more day time work than what was expected. The project is currently ahead of schedule. They are also able to use a water blasting technique which is a cost savings. j. Staff Report on the Rental Car Facilities Asphalt Rehabilitation Project at Reno- k. Staff Report on the Terminal Elevator Modernization and New Elevator Installation Project at Reno- l. Staff Report on the Pavement Management System Program at Reno-Tahoe International Airport [Construction] m. Staff Report on the Airport Operations Area Perimeter Fence Project at Reno- n. Staff Report on the Wildlife Hazard Mitigation Project at Reno-Tahoe International Airport [Construction] o. Staff Report on the 1200/1280 Terminal Way Pavement Rehabilitation Project at Reno-

7 Page 7 of 7 8. GENERAL MEMBER COMMENTS, QUESTIONS AND ITEMS FOR FUTURE COMMITTEE MEETINGS It was requested that 16R/34L Runway Project be added to the agenda monthly to replace the Runway 8-26 project. It was also requested that a work plan for 2019 be presented to Board members and show what resources are being used for each project. 9. PUBLIC COMMENT None. 10. ADJOURNMENT AS: DB/lg The meeting was called to order at 9:32 a.m. and was adjourned at 10:46 a.m.

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