GREATER ORLANDO AVIATION AUTHORITY Orlando International Airport 5850-B Cargo Road Orlando, Florida 32827-4399

MEETING MINUTES TO:

Meeting Attendees

FROM:

Mark Birkebak, Director of Engineering

MEETING:

Subject: Pre-Submittal Conference for W-S00201, Selection of Design and Engineering Services for Architect of Record and Major Subconsultants, and W-S00205, Selection of Technology and Multi-Media Systems Specialty Engineer for South Terminal C, Phase 2 Orlando International Airport Location: Orlando Executive Airport Community Room 365 Rickenbacker Drive Orlando, FL 32803 Date: February 19, 2018 Time: 10:00 a.m.

Meeting Attendance: Attendance List Attached

1.

Opening Remarks Mr. Birkebak stated that this meeting was the Pre-Submittal Conference for W-S00201, Selection of Design and Engineering Services for Architect of Record and Major Subconsultants and W-S00205, Selection of Technology and Multi-Media Systems Specialty Engineer for South Terminal C, Phase 2 for Orlando International Airport. The purpose of the meeting was to review the Advertisement and Submission Requirements, to familiarize the potential Proposers with the overall scope and schedule of the Services, and to answer any questions from the attendees.

2.

Project Information Mr. Birkebak explained that the scope of work to be performed under the advertised services for W-S00201 includes, but is not limited to, all professional design and engineering services that are required or requested for the Project, planning, programming, estimating, preliminary concept development, concept refinement, concept and design modeling, consultation and advice, preliminary design services, design services through bid and award, permitting, construction, and all other related services desired for the Project, including: design, value engineering, and construction phase services for any reasonably related improvements intended to attract and retain international travelers; civil, traffic, environmental, structural, mechanical and electrical engineering design; security and systems design; information systems design; aviation systems design; utilities and infrastructure design; airfield design; roadway design;

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landscape design; surveying; evaluation and documentation of existing conditions; verification of as-built conditions including field verification of all existing above and underground utilities; cost estimating and scheduling; Building Information Modeling (BIM) development and implementation (including clash detection), permitting; construction administration and resident engineering; and all other related services including coordination with the Authority, its Consultants, the City of Orlando and all agencies having jurisdiction over the Project. All Services include working within the Authority’s budget and schedule. Mr. Birkebak further stated that the scope of work to be performed under the advertised services for W-S00205 includes, but is not limited to, all professional design and integration engineering services for all technology and multi-media systems for the Project. The Services may include, but are not limited to, planning for technology systems, preliminary concept development, concept refinement, concept and design modeling, consultation and advice, preliminary design services, design and engineering services through bid and award, construction, and all other related services desired for the Project, including evaluation, studies, design, estimating, value engineering, Building Information Modeling (BIM) development/implementation (including clash detection), and construction administration phase services for the Project; technology systems may include but are not limited to: Authority information and communications systems, security systems, utilities and infrastructure, airfield, roadway, traffic and pedestrian management, landscape and irrigation; verification of as-built conditions including field verification of all existing above and underground systems; and all other related services including coordination with the Authority, its Consultants, the City of Orlando and all agencies having jurisdiction over the Project. All services including working within the Authority’s budget and schedule. 3.

Advertisement Mr. Birkebak indicated that the W-S00201 and W-S00205 Advertisement, Submission Requirements, responses to inquiries, Pre-Submittal Conference minutes and any other notifications will be made available on the Aviation Authority’s website at: http://www.orlandoairports.net/airport-business/#business-opportunities

4.

Delivery Methodology Mr. Birkebak stated that, in order to maintain consistency, the Aviation Authority is adopting the same Construction Management at Risk program approach for the advertised services. Mr. Birkebak further indicated that to keep continuity on the team, Schenkel & Shultz will serve as General Consultant; Fentress Architects will be the Prime Architectural Design Consultant; and the OAR team will remain the same to keep the program moving.

5.

Project Overview: Mr. Birkebak explained that the South Terminal C is anticipated to ultimately be a 120 gate facility, that will consist of two hotels, two parking garages, two rental car facilities, a Quick-Turnaround Area (QTA), an APM station and the Intermodal Terminal Facility. The South Terminal C, Phase 2, Program will include the following: 

Airside Terminal Expansion

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     

Landside Terminal Expansion Ground Transportation Facility (GTF) Expansion Parking Garage Phase 3 Expansion Central Energy Plant (CEP) Expansion Ground Support Equipment Facility (GSE) Expansion Airfield Expansion

Additionally, Mr. Birkebak explained that both the Aviation Authority and Fentress have worked closely to understand and deliver The Orlando Experience ® concept. The concept highlights the airport’s unique design features to create an iconic and memorable sense of place for all visitors to the airport. The essence of this The Orlando Experience® is a resort-style, relaxed environment created using water, sky, sunlight and garden elements. 6.

Design Concepts Mr. Straughn indicated that the design concept for South Terminal C is for a world class airport which provides a seamless arrival and departure experience that exceeds the needs of the traveler. This experience should imprint the culture and environment of the region which instills a distinctive memory. Mr. Straughn further stated that the following are the program goals:      

To have a seamless integration of multi-modal transportation fully integrated to the airport facility. To have the ability to expand on demand. To incorporate non-airline revenue opportunities. To improve passenger circulation. To provide Customer service enhancements To be LEED v4 compliant.

Services Required Mr. Birkebak indicated that the required services include all professional design and engineering services that are required or requested for the Project. The services may include, but are not limited to:             

Preliminary concept development Concept refinement Concept and design modeling Consultation and advice Preliminary design services Design services through bid and award Permitting Construction Administration Value engineering Civil, Traffic, & Environmental engineering design Structural, Mechanical and Electrical engineering design Security and Systems design Information System design

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         

Aviation System design Utilities and Infrastructure design Airfield design Roadway design Landscape design Surveying Evaluation and documentation of existing conditions; verification of as-built conditions including field verification of all existing above and underground utilities Cost Estimating and Scheduling Resident Engineering All other related services.

Mr. Birkebak clarified that, currently, Lea & Elliot is the Aviation Authority’s consultant for APM consulting services. Mr. Birkebak stated that following are the anticipated Major Subconsultant categories:     

Structural Engineer Civil Engineer – Landside and Airfield (including fueling systems) Mechanical and Plumbing (M/P) Engineer Electrical Engineer Aviation Ground Support Equipment (GSE) Systems Specialty Engineer

Mr. Birkebak further noted that a Major Subconsultant may submit a SOQ, and be selected, for one or more of the above categories; however, separate SOQs must be submitted for each category. Also, the Aviation Authority intends to contract with the Architect of Record (AOR) and have the AOR subcontract with the Major Subconsultants. 7.

Submission Requirements Mr. Birkebak stated that the written inquires must be submitted by the deadlines for for the specific categories as follows: Email: W-S2001 Architect of Record

[email protected]

W-S2001 Major Subconsultants

[email protected]

W-S00205 Technology & Multi-Media Systems Eng.

[email protected]

Questions: W-S2001 Architect of Record

Friday, February 23, 2018

W-S2001 Major Subconsultants

Monday, March 26, 2018

W-S00205 Technology and Multi-Media Systems Eng. Monday, March 26, 2018

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It was stated that all questions received after 5:00 p.m. on the specified date will not be answered. Mr. Birkebak explained that the sealed package containing the Statements of Qualifications (SOQs) should be clearly labeled with the project name on the outside. Proposers must submit twelve (12) printed copies of the SOQ and one (1) electronic PDF version on compact disk (or single-layer DVD) of the SOQ. All SOQs shall be submitted to the Receptionist Office, Greater Orlando Aviation Authority, 5850-B Cargo Road, Orlando, FL 32827. SOQs due dates are as follows: W-S2001 Architect of Record

Tuesday, March 6, 2018

W-S2001 Major Subconsultants

Tuesday, April 3, 2018

W-S00205 Technology and Multi-Media Systems Eng. Tuesday, April 2, 2018 Any SOQ received after the time and date stated above will not be considered and will be returned unopened. SOQs shall be submitted in sealed packages clearly labeled as follows: SOQ for Architect of Record for STC, PHASE 2 (WS00201) Or SOQ for Professional Services for STC, PHASE 2, Major Subconsultant Type (Structural Engineer, Mechanical/Plumbing Engineer, Electrical Engineer, Civil Engineer, or Aviation Ground Support Equipment Systems Specialty Engineer – WS00201) Or SOQ for Professional Services for STC, PHASE 2, Technology and Multi-Media Systems Specialty Engineer (WS00205) The SOQs shall include one (1) volume, addressing each numbered subsection in the order requested, indexed and clearly identified. The information submitted for Item Nos. 1-2 (excluding tabs) shall not exceed 20 one-sided 8-1/2”x11” pages in Arial font with no smaller than 12 pitch font. SOQs that are not in compliance with the requirements may be downgraded accordingly. Mr. Birkebak indicated that the Proposer’s SOQ should include the name and address of the legal entity that will contract with the Aviation Authority if awarded the Agreement for the Services and the name, address, email address, and telephone/mobile number of one individual to whom all future correspondence and/or communications will be directed. Mr. Birkebak further stated that a statement declaring the type of business relationship the Proposer will use (i.e., a single company, joint venture or other form of business relationship to perform the Services), and that such entity (or each entity in the case of a

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joint venture or partnership between two or more entities) which possesses a Certificate of Authority to provide the Services. Mr. Birkebak proceeded to review the executive brief stating that a comprehensive description of the Proposer’s approach to providing the required Services should be included in the SOQ. He noted that Proposers should include a narrative on why the Proposer should be selected for the Project. Include experience and expertise of the Proposer and its key personnel, summary of similar projects, highlighting any specific international airport terminal expansion or development projects. Proposers should also include an Organizational Chart and resumes of no more than TEN (10) key personnel. Mr. Birkebak added that a narrative explanation of the Proposer's ability to perform the Services, including a specific staffing plan, demonstrating that the Proposer has adequate qualified staff to handle the volume of Services on an accelerated schedule. Furthermore, Proposer shall include a narrative outlining the Proposer’s experience in and approach to incorporating sustainable design principles into the Services, which may include LEED. Mr. Birkebak stated that the executive brief should also include a narrative outlining the Proposer’s experience in the use of technology, including three-dimensional design with clash analysis, on similar Projects, and the lessons learned, if any, of employing such technology on the Services. In addition, Proposer shall include a two- page description of the Proposer’s quality control program for providing the proposed Services, including the use of technology. Include the proposed method for communication and coordinating with the Authority, its other consultants, the Contractor and other interested governmental agencies. Lastly, the Proposer shall provide a statement describing the services the Proposer will perform in-house and the services the Proposer anticipates to be performed by subconsultants. For the AOR, this excludes the Major Subconsultants. Proposer shall also provide requested statements of understanding regarding the contractual relationships. Mr. Birkebak detailed the preferred qualifying experience for each of the solicitations, as follows: W-S00201 Architect of Record: 

   

Experience as an Architect of Record (or similar role) on three (3) similar projects within the last TEN (10) years, all of which had a construction value of not less than Three Hundred Million Dollars ($300,000,000) with at least one being an airport terminal project. USGSA Form 330 Clearly identify each qualifying project and the key personnel for each project. Experience with regulatory agencies For each qualifying project, provide the name, title, address, email address and phone/fax numbers for a reference contact person

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W-S00201 Major Subconsultants: 

   

Experience as a Prime Consultant or as a Major Subconsultant on a minimum of three (3) similar projects within the last TEN (10) years, including one airport project and one project with a minimum construction value for the relevant discipline of not less than Two Million Dollars ($2,000,000). USGSA Form 330 clearly identify each qualifying project and the key personnel for each project. Experience with regulatory agencies For each qualifying project, provide the name, title, address, email address and phone/fax numbers for a reference contact person

W-S00205 Technology and Multi-Media Systems Engineer: 

   

Experience as a Consultant (or Subconsultant or similar role) on a minimum of three (3) similar aviation projects in the United States within the last TEN (10) years, one of which having a minimum construction value of not less than Ten Million Dollars ($10,000,000), and one where the Proposer's technology construction work value was not less than Two Million Dollars ($2,000,000). USGSA Form 330 clearly identify each qualifying project and the key personnel for each project. Experience with regulatory agencies For each qualifying project, provide the name, title, address, email address and phone/fax numbers for a reference contact person

Mr. Birkebak introduced Mr. George Morning who discussed the Small Business/Minority Requirements. Mr. Morning explained that the Aviation Authority has revised the VBE program and policy, which will allow for an easier certification process and will allowed VBE to be used in LDB participation goals. Mr. Moring further noted that all Proposers for non-federal and non-State of Florida funded projects must comply with: (1) the Minority and Women Business Enterprise (MWBE) program requirement as defined in the Aviation Authority’s MWBE Policy; (2) the Local Developing Business (LDB) program requirement as defined in the Aviation Authority’s LDB Policy; and (3) the Veteran Business Enterprise (VBE) program requirement as defined in the Aviation Authority’s VBE Policy. He noted that all Proposers for federal and State of Florida funded projects are hereby notified that they must comply with the Disadvantaged Business Enterprise (DBE) requirements of 49 CFR Part 26, as referenced in the Aviation Authority's DBE Participation Program. The Policies and links to certified MWBE, LDB, VBE and DBE Directories are available on the Aviation Authority’s website at: http://www.orlandoairports.net/airport-business/#business-opportunities. Navigate to Small Business Opportunities.

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Mr. Morning stated that Proposers for Architect of Record and Major Subconsultant programs must prepare a written action plan that demonstrates the Proposers understanding of the MWBE, LDB/VBE, and DBE Participation Programs and how the Proposer could achieve the participation goals for these Services. Include: • • •

Proposer’s overall plan and outreach program to meet or exceed all participation goals. Proposer’s specific approach to maximize small business participation at the first sub-tier level. Proposer’s plan to increase or enhance the level of small business participation.

Mr. Morning indicated that the policies, forms and certified MWBE, LDB/VBE and DBE Directories are available on the Aviation Authority’s website at: http://www.orlandoairports.net/airport-business/#business-opportunities. Navigate to Small Business Opportunities. Finally, Mr. Morning stated that questions concerning the MWBE/LDB/VBE/DBE Participation Programs can be addressed to the Aviation Authority's Office of Small Business Programs, Attn: Mr. George Morning, Director of Small Business Development, Ph. (407) 825-7130, Email: [email protected], or Mr. Somdat Jiawan, Manager, Small Business Programs, Ph. (407) 825-3481, Email: [email protected] Mr. Birkebak introduced Mr. Robert Alfert, Legal Counsel who discussed the insurance and base agreement requirements. Mr. Alfert stated that the minimum policy limits for the AOR Services for Professional Liability Insurance is $25,000,000 per claim and annual aggregate with maximum deductible or self-insured retention in an amount not exceeding $100,000. Any deductible or self-insurance retention should be indicated on the Proposer’s certificate of insurance. Furthermore, he communicated that, for Commercial General Liability and Automobile Liability Insurance, the minimum policy is $25,000,000 per occurrence and annual aggregate, with maximum deductible or self-insured retention in an amount not exceeding $100,000. Any deductible or self-insurance retention should be indicated on the Proposer’s certificate of insurance. Lastly, Mr. Alfert indicated that Worker’s Compensation is at the statutory limit and Employer’s Liability Insurance is at $500,000 for each accident, disease (policy limit) and disease (each employee). Mr. Alfert further stated that the minimum policy limits for Major Subconsultants’ Services for Professional Liability Insurance is $2,000,000 per claim and annual aggregate with maximum deductible or self-insured retention in an amount not exceeding $100,000. Any deductible or self-insurance retention should be indicated on the Proposer’s certificate of insurance. Furthermore, he communicated that, for Commercial General Liability and Automobile Liability Insurance, the minimum policy is $5,000,000 per occurrence and annual aggregate, with maximum deductible or self-insured retention in an amount not exceeding $100,000. Any deductible or self-insurance retention should be indicated on the Proposer’s certificate of insurance. Lastly, Mr. Alfert indicated that Worker’s Compensation is at the statutory limit and Employer’s Liability Insurance is at $500,000 for each accident, disease (policy limit) and disease (each employee).

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Mr. Alfert continued to review the Licensure Requirements stating that AOR Proposers must have a Certificate of Authorization from the State of Florida, Department of Business and Professional Regulation to offer architectural services. Major Subconsultant Proposers must have a Certificate of Authorization from the State of Florida, Department of Business and Professional Regulation to offer engineering services. All Proposers should have experience with all applicable federal, State of Florida, Orange County, Florida, and City of Orlando codes, regulations and laws, and should include the following in the submitted SOQ: a)

A copy of the current, active Certificate of Authorization for the Proposer (in the legal name of the Proposer),

b)

Copies of current, active professional licenses held by the proposed key personnel, as available and applicable, and

c)

A copy of the current, active Florida Division of Corporations Certificate of Status or other evidence that the Proposer is authorized to conduct business in Florida. A printout from the www.sunbiz.org website is sufficient.

Mr. Alfert addressed the requirements for financial information and stated that Proposer’s most recent audited annual financial statements for the last two years in order to evaluate the Proposer’s ability to perform these services. If audited annual financial statements are not available, provide balance sheets, income statements, and cash flow statements for the last two years. This financial documentation shall be submitted in a sealed envelope, and included in one copy of the printed SOQ (do not include in the pdf). The sealed envelope should be clearly labeled as follows: "Confidential Financial Records Submitted under Seal and Exempt from Florida Public Records Disclosure". Include the SOQ title and Proposer's name on the sealed envelope. (Reference Florida Statutes Section 119.071(1)(c) for exemption on financial records.) Mr. Alfert reviewed the claims information, and emphasized that disclosure of all lawsuits, arbitrations, and claims filed or raised by or against the Proposer over the last five years, shall specifically identify: the project involved; the parties involved; the nature of the claim(s); the amount at issue; disposition or status; and, litigation, case style, number and jurisdiction. He noted that if the Proposer is a joint venture or partnership, which is not currently in existence, the above-requested documentation shall be submitted from each entity of the proposed joint venture or partnership. Mr. Alfert made a point to mention that the required certifications should include Exhibit A, signed by a person with authority to bind the Proposer and additional information may be requested by the Aviation Authority at the Pre-Submittal Conference. Mr. Birkebak reviewed the evaluation/award criteria and selection schedule, and stated that the Aviation Authority will shortlist no less than three Proposers for the Major Subconsultants, and stated that the roles of the Prime Architectural Design Consultant (i.e., Fentress Architects) and the yet-to-be-selected Architect of Record will be as an advisor to the Professional Services Committee (PSC). He noted that the criteria factors

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that will be considered include, but are not limited to: qualifications, approach to the Project, ability to provide the required services, prior experience on similar projects, their past performance with the Aviation Authority (if applicable), their past performance with other entities, the responses to the inquiries set forth above, the ability of professional personnel, willingness to meet time and budget requirements, recent, current and projected workloads, and volume of work previously awarded to each firm. The shortlisted Proposers will be scheduled for an interview, presentation, or both. Final recommendation of the ranking and selection in order of preference, based on the above information, weighing of CCNA (Consultants’ Competitive Negotiation Act) factors, and interview results, in order to select for award the most highly qualified Proposers to perform the requested services will be made by the PSC. The Aviation Authority will negotiate with the top-ranked firms for compensation that is “fair, competitive and reasonable”, and if the terms cannot be met, the Aviation Authority will move to the next ranked firm. Lastly, Mr. Birkebak provided the following additional information: 

Lobbying of Aviation Authority Staff, Committee responsible for ranking Statement of Qualifications, and Board Members, from the time that a Request for Statement of Qualifications is released to the time that the Aviation Authority Board makes an award, is prohibited.



Pursuant to Section 287.01(2)(a), Florida Statutes convicted vendor list.



Proposer’s personnel will be required to meet the Aviation Authority’s requirements for security background checks.



Scrutinized Companies with activities in Sudan List, or the Scrutinized Companies with activities in the Iran Petroleum Energy Sector list.



Aviation Authority contracts require contractors/consultants to comply with the requirements for E-Verify.

Mr. Alfert stressed to all attendees to be mindful when compiling their proposed teams as the Aviation Authority recently encountered a situation with conflicts of interests between an existing consultant and a proposing entity. Mr. Alfert advised the attendees to submit any questions regarding this matter via the published emails. 8.

Questions and Answers At this point, Mr. Birkebak opened the floor for questions. Question 1: Will the Geotechnical Engineer be selected under the Civil and Structural Engineer or the Architect of Record? Answer. 1: Each Proposer should have its own Geotechnical Engineer. However, the Aviation Authority will not force a firm onto the Major Subconsultants, should the Major Subconsultant already have a teaming arrangement with another firm that they already work with and trust.

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Question 2: We are a VBE-owned company, but we have not applied for the certification. Do we need the certification before the April 3, 2018, due date for the SOQ submittal? Answer 2: Yes, the certification needs to be in place prior to submission. Question 3: Could you expand on the airside lanes and taxiways involved in the project? Answer 3: The Aviation Authority wants to achieve, in the overall design, the shifting of Taxiways B and C. Also, after close analysis by the General Consultant and Airfield Staff, the Aviation Authority found that it is possible to achieve a taxi-lane next to the airside expansion that can handle Group V aircraft. Also, within the north apron area, the Aviation Authority can implement a Group VI lane to allow flexibility. In addition, Aviation Authority was able to find two new taxiways adjoining from the apron out into Taxiways B and C. It is the Aviation Authority’s intent to build as much apron as possible, depending on the available budget. Question 4: Is the intent to select a single consultant per discipline? Answer 4: Yes Question 5: You mentioned the Central Energy Plant (CEP) is under study. Will there be an expansion needed? Answer 5: The CEP may not need an expansion, because the core building still has space for additional chillers, which the selected engineer is required to install. Question 6: Will that be part of the Electrical subconsultant? Answer 6: The CEP will be under the Electrical and Mechanical Engineer, depending on what will be needed. 6.

Adjournment As there was no further business, the meeting was adjourned at 11:06 a.m.

TN:sna Attachments: Attendee Lists Pre-Submittal Conference Presentation