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HomeMy WebLinkAbout04-15-2008 Regular MeetingSTATE OF ALABAMA )( COUNTY OF BALDWIN )( The Airport Authority, City of Fairhope, met at 3:30 p.m., City Hall, Conference Room, 161 North Section Street, Fairhope, Alabama 36532, on Tuesday, April 15, 2008. Present were: Chairperson, Charles R. Zunk Councilmember, Michael A. Ford Kenneth L. Knutsen Joe McEnerney Charles E. Bassett David Bagwell, Attorney Recording Secretary, Lisa A. Hanks, Assistant City Clerk Chairperson, Charles R. Zunk called the meeting to order at 3:40 p.m. The minutes of the March 18, 2008 meeting were considered and approved as written on motion by Ken Knutsen. Seconded by Charles Bassett, motion passed unanimously by voice vote. 2008 Fairhope Festival of Flight — Charles Bassett gave a status report on the festival stating that they were proceeding on schedule. There is a $650.00 surplus in the budget. We will have another meeting the first part of the week. The total amount collected so far for the festival is $98,000.00. Chuck Zunk reported that he was surprised that Northrop Grumman was not supporting the festival this year. And, he has not heard anything from Teledyne. We need to look at our finances to see if we will have funds to continue the festival next year. Mr. Zunk said we credit Charlie and King with the progress of the festival. It should be a better air show and it is now a one day event. There will be more military planes this year and from 9:00 a.m. to 2:00 p.m. airplanes will be continuously in the air. We are in good shape. Mr. Zunk commented that Charlie is largely the force behind getting the C-17 plane for the event. The C-17 is a military cargo plane that weighs 300,000 lbs. and is 50 feet in the air. Mr. Bassett stated that the wings should stick out approximately 35 feet on each side of the runway. Airport Authority Meeting April 15, 2008 Page —2- Mr. Zunk also mentioned that Geo Technical Engineering checked out the runway to make sure it was okay for these large planes. Councilmember Ford asked; have you ever talked to the Confederate Air Force about the festival? Mr. Bassett said it is called the Commemorative Air Force and they will be at the Festival of Flight. AWOS Contract — Chuck Zunk announced that the Airport Authority needed to make a decision on the AWOS contract and whether or not to accept the bid from the lowest responsive bidder based on specifications and compliance. This project is funded largely by the FAA and the State of Alabama. The total aggregate amount will be ninety (90) percent reimbursed by the Federal Government. We need to take two actions today: 1. Buying AWOS in two pieces: a. Physically buying parts off the State bid list. b. Rest of project is installation. 1) Pay contractor — dirt/shovel — west side — mid field Reponsible to fill in low spots and set-up unit. 2) Electronic installation - $20,000.00. Manufacturer comes out to install and perform checks. Ken Knutsen asked; how much is Volkert's part of it? Mr. Zunk replied about $30,000.00 to $40,000.00. I really don't know the exact amount. Mr. Bassett commented that design work was included in that amount. Mr. Zunk said they are the on -site manager. Mr. Knutsen stated that based on this we are over budget at $298,000.00. Mr. Zunk responded that the FAA will still fund the project. The Engineer sends a letter informing the FAA of the reason for overage. The FAA will still refund at the same percent as before. Every year they give the Airport discretionary money. Mr. Knutsen inquired to how Asphalt Services became the overall lowest responsive bidder and did not understand how when they were $50,000.00 more than Volkert's estimate on mobilization. Mr. Zunk answered the Fairhope Airport Authority must follow all requirements for the State Bid Law. When the bid goes out, there are certain requirements each bidder must comply with from both the FAA and the State of Alabama. Each bidder must post a bond or cashier's check, sign statements that they have read the bid, and will abide to its specifications which include a DBE Plan. Airport Authority Meeting April 15, 2008 Page —3- Minor deviations could be waived, such as no cover page that was requested in the specifications. Mr. Zunk asked David Bagwell, Attorney for Fairhope Airport Authority, for a legal opinion if we go with Asphalt Services. Mr. Bagwell replied that if you award the contract to Asphalt Services, it is entirely defensible. Mr. Knutsen commented that the big chunk of the money is one line item: mobilization. He once again questioned the bidder. He said this is really suspect. Joe McEnerney said the lowest bidder is not always the one you would want. Mr. Zunk stated that contractors are always asked to defend their invoices. Mr. Bassett said mobilization is always a high item. Mr. McEnerney asked; does anybody know these bidders. Mr. Zunk replied we have no knowledge of the two low bidders. Volkert has used or knows of Asphalt Services and McConnell Contracting and are comfortable with the two higher bidders who met all the specifications. Mr. Bagwell reiterated that awarding the bid to Asphalt Services is entirely defensible. Mr. Zunk said a conforming DBE Plan is a must and a FAA requirement. Mr. Knutsen asked is it legal to question Asphalt Services' bid? Mr. Zunk answered if we turn down all of these bids and rebid, we will lose money from the FAA. We either accept the bid or choose to re -advertise which will kill the project. Mr. Knutsen stated there is $50,000.00 on the table that we should not spend. Mr. Knutsen asked why we allowed the companies with the low bids to respond to our bid. Mr. Zunk replied that we do not solicit bids. It is a publically advertised open bid. Mr. Knutsen said our engineer came up with $20,000.00 and Asphalt Services came in with $70,000.00. It just doesn't look right. Mr. Bagwell stated that Asphalt Services was the lowest responsive bidder in compliance. You will lose the project if you rebid and will not be reimbursed by the FAA. Councilmember Ford asked; what is the total amount the Airport Authority we will have to pay. Mr. Zunk answered the Airport Authority will pay 5%, out-of-pocket, of the total amount of the project. After further discussion, Councilmember Ford moved to approve the bid from Asphalt Services. Seconded by Charles Bassett, motion passed by the following voice vote: AYE — Zunk, Ford, McEnerney, and Bassett. NAY — Knutsen. Charles Bassett moved to approve the purchase order to Vaisala. Seconded by Ken Knutsen, motion passed unanimously by voice vote. Airport Authority Meeting April 15, 2008 Page —4- Land Use Planning — Charles Bassett reported that it was the same format as before — west side; road running north and south. The question is on the east side access; County Road 13 and County Road 32. We are not comfortable with the layout and waiting on the latest version. Mr. Zunk stated it will take 30 days to complete and hopefully before the next meeting. Mr. Knutsen asked; will this be like Phase 2. Mr. Zunk replied yes and relatively cheap. The next price will be much more significant. Mr. Bassett said that the design was not included in this phase. Mr. Zunk commented that this is something we need for future needs. He said we may be able to use tracts for vendors/contractors if Mobile gets the Tanker Contract. Councilmember Ford asked; what is the zoning out there. Mr. Zunk said we cannot zone the land, but could clone a Planning & Zoning Commission to zone the area. I think we can trump the City in the zoning. Mr. McEnerney asked; why don't we do this before September. Mr. Zunk answered you don't want to push the issue until you have to. Treasurer's Report — Mr. McEnerney asked about the deficit on the financial statement. Mr. Zunk replied that Governmental entities do not use the accrual method of accounting. The difference in the appropriations is where we gave money back to the City for the Fairhope High School Band's trip to the 2008 St. Patrick's Day Parade in Chicago, Illinois. He mentioned we must make sure there is cash in the bank. I am not sure we want to renew CDs at this time. Nancy Wilson, City Treasurer, maintains our checkbook and monitors it closely. Based on the financials furnished and reviewed, we are in fine shape. New Business — Chuck Zunk reported on the annual inspection from ALDOT. The Aeronautics Bureau does a yearly inspection. Last year there were two significant issues cited: 1. Electrical failure not fixed prior to inspection, but was aware of problem. 2. Taxiway and runway lip were too high relevant to the ground. The lines painted on runway no longer used, so we covered over them in the approved technique. This technique is not approved this year, so we need to do the scarification to come in compliance. I mentioned this in our last meeting. Airport Authority Meeting April 15, 2008 Page —5- This year we received a clean bill of health and only two minor issues were noted: 1. Runway markings inspection area was a maintenance violation. The corrective action given was at some point remarking will be required in accordance with FAA AC No. 150/5340-1J. 2, Runway, taxiway and apron surface inspection area was a maintenance violation. The corrective action given was clean and seal cracks. The meeting was adjourned at 4:35 p.m. Lisa A. Hanks, Assistant City Clerk City of Fairhope I ��U ,0rle5 ,ilk, C a/r ri'IQn