AGENDA RENO-TAHOE AIRPORT AUTHORITY PLANNING & CONSTRUCTION COMMITTEE MEETING

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1 BOARD OF TRUSTEES PRESIDENT/CEO **** Nat Carasali, Chairman Marily M. Mora, A.A.E Andy Wirth, Vice Chair EXECUTIVE VICE PRESIDENT/COO Rick Murdock, Secretary Dean E. Schultz, A.A.E Dr. Kosta Arger, Treasurer GENERAL COUNSEL *** Bill Eck Ann Morgan, Fennemore Craig * Jerry Hall CLERK OF THE BOARD **** Steve Katzmann Claire Johnson ** Bob M. Larkin *** Adam Mayberry * Chair of Planning & Construction Committee ** Vice Chair of Planning & Construction Committee *** Member of Planning & Construction Committee **** Alternate on Planning & Construction Committee AGENDA RENO-TAHOE AIRPORT AUTHORITY PLANNING & CONSTRUCTION COMMITTEE MEETING DATE & TIME: Tuesday, May 19, :00 a.m. (or immediately following the Finance & Business Development Committee meeting) LOCATION: Reno-Tahoe International Airport Administrative Offices, Conference Room A/B Reno, Nevada AGENDA: I. Approval of Meeting Minutes from April 7, 2015 II. Public Comment (limited to 3 minutes) III. Items to be Presented to the Planning and Construction Committee for Review and Recommendation to the Board: A. #15(05)-18 Authorization for the President/CEO to Accept a Pending Airport Improvements Program (AIP) Grant Offer and Award a Construction Contract for the Taxiway C Reconstruction Project at Reno-Tahoe International Airport with Granite Construction Company, in the Amount of $8,308,308 B. #15(05)-19 Authorization for the President/CEO to Execute Amendment No. 1 (Taxiway C Reconstruction Project Reno Airport, and Taxiway C Reconstruction and Edge Lighting System Installation Stead Airport) to the Professional Services Agreement for 2015 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 $827,230, for a Total of $873,230

2 Reno-Tahoe Airport Authority Agenda May 19, 2015 Planning & Construction Committee Meeting Page 2 of 3 C. #15(05)-20 Authorization for the President/CEO to Accept a Pending Airport Improvement Program (AIP) Grant Offer and Award Change Order #1 to the Construction Contract for the Taxiway C Reconstruction and Edge Lighting System Installation Project at Reno-Stead Airport with Granite Construction Company, in the Amount of $1,593,655 IV. Items to be Presented to the Planning and Construction Committee for Approval: A. None. V. Items to be Presented to the Planning and Construction Committee for Discussion: A. None. VI. Project Status Items to be Presented to the Planning and Construction Committee for Information: A. Staff Report on the Taxiway C Reconstruction Project at Reno-Tahoe International Airport [Construction] B. Staff Report on the Central Disposal Facility Upgrade Project at Reno-Tahoe International Airport [Construction] C. Staff Report on the Pavement Management System Program at Reno-Tahoe International Airport [Construction] D. Staff Report on the Taxiway C Reconstruction Project at Reno-Stead Airport [Construction] E. Staff Report on the Sound Insulation Program at Reno-Tahoe International Airport [Planning] F. Staff Report on the Geographic Information System Project at Reno-Tahoe International Airport [Planning] VII. General Member Comments, Questions & Items for Future Committee Meetings VIII. `Public Comment (limited to 3 minutes) IX. Adjournment Items will not necessarily be considered in the sequence listed. This meeting may be continued if all of the items are not covered in the time allowed. If the meeting is to be continued, the time and place will be announced at the end of the portion of the meeting to be continued. Supporting Material: The designated contact to obtain supporting material is the Claire Johnson, Clerk of the Board, P.O. Box 12490, Reno, NV, or Supporting material is also available at the Reno-Tahoe Airport (Administrative Offices) and at the scheduled meeting.

3 Reno-Tahoe Airport Authority Agenda May 19, 2015 Planning & Construction Committee Meeting Page 3 of 3 Members of the public who are disabled and require special accommodations or assistance at the meeting are requested to notify the Clerk of the Board in writing at P.O. Box 12490, Reno, Nevada or by calling (775) prior to the meeting date. THIS NOTICE HAS BEEN POSTED AT THE FOLLOWING LOCATIONS: 1. Airport Authority Administrative Offices 2001 E. Plumb Lane, Reno 3. Reno City Hall One East First Street, Reno 2. Washoe County Administrative Offices 1001 E. 9th Street, Reno 4. Sparks City Hall 431 Prater Way, Sparks

4 *** These draft minutes have not yet been approved and are subject to revision at the next regularly scheduled meeting. *** PLANNING & CONSTRUCTION COMMITTEE MEETING MINUTES April 7, 9:49 a.m. Conference Room A/B MEMBERS PRESENT: Jerry Hall, Chair Bob Larkin, Vice Chair Bill Eck, Committee Member Rick Murdock Dr. Kosta Arger Andy Wirth MEMBERS ABSENT/EXCUSED: Adam Mayberry, Committee Member Nat Carasali, Alternate Committee Member Steve Katzmann, Alternate Committee Member ALSO PRESENT: Marily Mora, A.A.E., President/CEO Ann Morgan, General Counsel Lissa Butterfield Tony Curatolo Dave Lazo, P.E. Jamie McCluskie Ken Moen David Pittman Gary Probert Mike Scott Amanda Twitchell Trish Tucker Robert Meurer, Reno Tahoe Aviation Group Burnham Moffett, Public Attendee Dana Raine, Public Attendee Michael Gore, Public Attendee Susan Hartley, Public Attendee Joe Rajacic, Public Attendee Collin Justis, Public Attendee Chris Webster, Public Attendee Tom Hegge, Public Attendee Michael Stuart, Public Attendee I. Approval of meeting minutes from March 10, 2015 Motion was made by Trustee Larkin, seconded by Trustee Eck, and the Committee unanimously approved the March 10, 2015 minutes. II. Public Comment (limited to 3 minutes) Robert Meurer, President, Reno-Tahoe Aviation Group (RTAG) spoke on the Taxiway C Reconstruction Project at the Reno-Tahoe International Airport (RTIA). Mr. Meurer handed out three documents to committee members (Reno Flying Service letter, G. David Robertson letter, and Reconstruction of Taxiway Charlie Issues Notes). Mr. Meurer first listed the three areas that RTAG is in agreement with as proposed by staff. They are: (1) moving Taxiway C 35 feet to east is not a problem for General Aviation (GA) operations; (2) changing the surface to concrete to allow for heavier aircraft is a good idea; and (3) the modified transition at the intersection of Taxiways L and C is an improvement. However, RTAG does have some concerns regarding the impact the proposed changes to Taxiway C will have on GA operations on the east side of the Airport. They are: (1) the proposed transition at the intersection of Taxiways D and C will go through the present run-up

5 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes pad for Runway 16L; and (2) moving the vehicle service road 14 feet to the east of its present location will take away GA ramp space, which will have a negative impact on all present and future GA operations on the ramp. Mr. Meurer then presented RTAG s proposals to mitigate the aforementioned concerns. RTAG suggests that the small run-up area on the north end of Taxiway C be used, as it was constructed for another tenant that did not materialize. Doubling its depth to the north could be done by moving the taxiway lights and repainting the perimeter lines. RTAG also proposed some alternatives for the service road. They include: (1) leave the service road where it is currently located and do what is done on the northwest end of Taxiway A and prohibit vehicles on the road while aircraft are on the taxiway; (2) leave the service road where it is currently located and close the west lane making it one way traffic between the north end of the GA East T-hangars and the north side of the intersection of Taxiway J ; or (3) close the service road between the north end of the GA East T-hangars and the north side of the intersection of Taxiway J, but allow vehicles to drive on the ramp as needed. RTAG also questions the need for the service road to be a paved two lane road since it is not completely paved around the entire airport. Mr. Meurer, on behalf of RTAG, is requesting the Reno-Tahoe Airport Authority (RTAA) find a solution that does not reduce GA infrastructure and operations at the RTIA. Chair Hall asked that the three documents given to the Committee be made part of the public record. III. Items Presented to the Planning & Construction Committee for Review and Recommendation to the Board: A. #15(04)-13 Authorization for the President/CEO to Approve Change Order No. 2 to the Construction Contract for the Federal Inspection Services (Phase 1) Project at Reno-Tahoe International Airport, with Clark & Sullivan Construction, in the Amount of $194,632.31, for a Total of $2,838, (Construction) Staff provided an informational PowerPoint presentation regarding the proposed change order. This change order is Change Order No. 2 to the Construction Contract for the Federal Inspection Services (Phase 1) Project at RTIA with Clark & Sullivan. During the construction, various site conditions, material and equipment variances, and additional requirements from Customs and Border Protection (CBP) affected the estimated construction costs. Other costs outside of the construction project, specifically CBP reimbursable costs for data and communication systems, affected the contingency available in the overall program budget. Value engineering decisions were incorporated into the ongoing construction in a collaborative manner between the RTAA and the Contractor to minimize cost impacts and to meet the December 16, 2014 operational deadline. Page 2 of 9

6 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes As the work proceeded, other directives from CBP required revision to design elements and construction cost estimates. Cost information from the architect, contractor, subcontractors, and equipment suppliers was integrated into the baseline budget projections as soon as it was available. CBP staff collaborated with the RTAA to clarify technical design standards and expedite CBP approvals for equipment and material submittals. Specific changes to the construction contract were itemized with Potential Change Orders (PCO), which documented the scope and negotiated cost for these items. The original Construction Contract was for $2,416,069. The previously executed Change Order No. 1 for $227, approved specific PCO items within the authorized funding of $3,750,000. The PCO list also includes reductions (credit) for items that were completed for less than the estimated cost, and reconciliation of the Owner and Contractor contingencies. The final charges to the construction contract that exceed the program budget are consolidated in this close out Change Order No. 2, in the amount of $194, The program budget will be augmented to accommodate the variance due to Change Order No. 1 and miscellaneous CBP reimbursable charges of $22,737.69, for a total program budget of $3,967,370. The current construction contract amount of $2,643, (including Change Order No. 1) is increased by Change Order No. 2 in the amount of $194,632.31, for a total of $2,838, Staff described the project budget summary in detail, explaining the CBP reimbursable items, construction costs and the RTAA procured items. The entire project has been initially paid for by internal funds in the General Purpose Fund with a request for reimbursement for eligible portions from the Passenger Facility Charge (PFC) program. Based on recent guidelines issued by the FAA, staff anticipates that $2.458 million of project costs are PFC eligible, while $1.581 million will remain RTAA funded. A discussion ensued with respect to the individual cost items and what triggered the various items. Some items were triggered by the site conditions and others were required by CBP. There was also specialized equipment purchased as specified by CBP. There was approximately $430,000 in change order items. A motion was made by Trustee Larkin, seconded by Trustee Eck, and the Committee unanimously recommended that this item be forwarded to the Board for approval at the upcoming Board meeting. Page 3 of 9

7 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes IV. Items Presented to the Planning & Construction Committee for Approval: None. V. Items Presented to the Planning & Construction Committee for Discussion: None. VI. Project Status Items Presented to the Planning & Construction Committee for Information: A. Staff Report on the Taxiway C Reconstruction Project at Reno-Tahoe International Airport [Construction] This item was summarized in the monthly Project Status Report which was included in the monthly Board Packet. Chair Hall opened this item up for additional public comment. Tom Hegge, RTIA User Committee member, came to express his concerns. At the January 26, 2015 RTIA User Committee meeting, staff gave a presentation on the Taxiway C reconstruction project. Mr. Hegge stated that during that presentation there was no information provided about the impact the project would have on the aircraft apron or on GA operations. He expressed his support for RTAG President Meurer s position on holding off on the construction until the issues are resolved. In his opinion, the current plan will negatively impact parking during the Air Races and Burning Man events. The Users are against the plan and want staff to find a solution that is compatible to all Users. Public comment closed. Chair Hall asked if there were any comments from members of the Committee. Trustee Larkin said that at the March 2015 RTAG meeting there were three specific requests made. He would ask that staff go through those specific requests and that the Committee be given an update. He also asked that there be an update as to what the working group has come up with during the past month. Staff responded to the comments made during the public comment sections of the meeting regarding the Taxiway C reconstruction. Information on the taxiway configuration was limited at the time of the January 26 th RTIA Users Committee meeting, since the project was in the early design stage. As design progressed, the alignment of Taxiway C proposed by the designer was refined to the current proposed alignment. This alignment was coordinated in a series of meetings with RTAA Operations and FAA Air Traffic Control. With the acceptance of the proposed taxiway alignment by these stakeholders, the concept was refined and coordinated with other Airport users, including at the March 4, 2015 RTAG meeting. Staff presented the Committee with an exhibit showing the alignment of Taxiway C and the vehicle service road. Staff summarized the information that was provided at the March 4 th RTAG meeting. There was an extensive discussion regarding the proposed configuration of the reconstruction of Taxiway C at the RTAG meeting. Page 4 of 9

8 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes Chair Hall asked for a point of clarification from staff as when the presentation was given to RTAG. Staff said that it was on March 4, There were some specific requests made by the RTAG members to come up with some alternatives and to look at different solutions, and staff was asked to present them to the Committee. Staff also mentioned that meetings were held with the stakeholders. Staff continued with its presentation. Staff rolled out the design content of Taxiway C to the RTAG on March 4 th. Staff spoke about the separation of the existing runway to where the taxiway is now and how the new design, in order to comply with Federal Aviation Administration (FAA) design standards, would need to be moved 23 feet to the east, and that would require moving the service road 14 feet to the east. Staff spoke about different size and weight aircraft the taxiway would be designed to accommodate and the related pavement strength. Staff cited the need to move the taxiway 23 feet east in order to meet the required separation between runways and taxiways in current FAA Advisory Circulars. The 300 foot separation is a critical design element for regulatory compliance. Staff also discussed the information that was presented at the March RTAG meeting. The information included the alignment of the connection between the new Taxiway C constructed of concrete, and instead of connecting straight in to Taxiway Lima (at the south end of the Airport), there would be a dogleg, and this was accepted by all of the stakeholders as a beneficial solution to avoid runway incursions and the FAA Air Traffic identified hotspots at the runway hold line. The primary reasons for the Taxiway C reconstruction are the pavement condition and the elimination of the two identified hotspots. The revised taxiway alignment addresses both of these issues. FAA Air Traffic Control also had input into this matter and is in concurrence with the design. Staff also obtained FAA Airports District Office (ADO) approval for the use of concrete pavement based on life cycle cost analysis, and for providing a visual indicator between the concrete taxiway pavement and asphalt vehicle service road and apron areas. These were emphasized as very important safety elements of the design. It was noted that these areas were identified in the Runway Safety Action Team Report, which is a collaborative report between the FAA and the Airport Authority. This configuration is in direct response to that report. On the south end of Taxiway C, the other benefit is that the aircraft taxiing north on Taxiway C will have more apparent visual alignment to avoid taxiing onto the asphalt on the Atlantic Aviation apron or vehicle service road. The dogleg alignment has been accepted by stakeholders as beneficial in avoiding these types of incursions. As noted, a similar situation occurs on the north end of Taxiway C, where a dogleg has been placed to the north to address that hotspot. The dogleg would also avoid incursions into the runway safety area. As pointed out by Mr. Meurer, the north end is used as a run-up area. The new alignment eliminates that; however, in discussions with FAA Air Traffic Control, it was stated that the north Taxiway C extension could be used as a replacement run-up area. Staff has provisions for re-striping that area if that is the case. To the south, staff would be working with the FAA to identify a run-up area for aircraft. That item can be provided for but is certainly not a roadblock for the project to move ahead. Staff then went on to discuss the area on the north end near Reno Flying Service, other tenants and T-Hangar rows. The comment was made that by moving the service road 14 feet Page 5 of 9

9 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes to the east it would encroach onto the aircraft parking area. This was discussed at the March 4 th RTAG meeting. It was also discussed at a subsequent meeting on March 19 th with Mr. Meurer and John Howitt. The RTAA Engineering team prepared exhibits showing how aircraft could be moved into different parking locations to avoid impacting operations. Staff showed the Committee an exhibit that was also shown at the March 4 RTAG meeting. In the stakeholder discussion about the T-hangars north of Reno Flying Service and adjacent to Taxiway C, staff provided an illustration that indicated that with the fleet mix in the T- Hangars there were no conflicts with the service road from existing aircraft. As an additional safety precaution and to address changes to fleet mix, yield signs will be placed at either side of the vehicle service road adjacent to the aircraft apron to require service vehicles to yield to moving aircraft. Mr. Meurer acknowledged examples of how that works on the other side of the airport and that it is a possible solution. The other item that was discussed was in the event that an aircraft pushed out onto the apron and potentially encroached on the service road, that through the use of yield signs, vehicles could then pass around on the outside lane. Staff then showed a timeline of the events that have occurred, including the March 4 RTAG meeting and the March 19 meeting with Mr. Meurer and Mr. Howitt. There were some follow up s and offers to meet with them. There were two other s that requested a meeting prior to today s Committee meeting. However, it was indicated that Mr. Meurer and Mr. Howitt were unable to attend follow up meetings. Therefore, the illustrations provided by the Engineering team were responses to prior requests from the users group from prior stakeholder meetings. At the March 4 RTAG meeting, there was a request about realigning the vehicle service road to the east side of the hangar rows. Staff discussed this with Mr. Meurer and Mr. Howitt on March 19 th, and it was noted that it was generally accepted that this alternative was infeasible. It dimensionally does not fit as it would cause conflicts and impact other areas. Trustee Arger asked if one option would be not to do anything within Taxiway C and asked if this change was mandated by the FAA standards. Staff explained that moving the taxiway does require the service road to be moved pursuant to FAA Advisory Circulars. It was explained that the taxiway does not conform to the 300 foot separation required for simultaneous operations on Runway 16L and a Group 2 aircraft taxiing on Taxiway C. It was noted that staff is attempting to resolve several issues with this project which also includes improving the pavement and drainage, realigning Taxiway C and the vehicle service road to meet Advisory Circular criteria, and addressing hotspot issues with aircraft incursions that have been noted by FAA Air Traffic Control. Trustee Wirth asked if the Airport Authority is under notice. It was explained that the two hotspots have been called out by the Runway Safety Action Team and FAA Air Traffic Control. There has already been some pavement failure where an emergency fix was completed in Fall 2013 on Taxiway C near one of the connectors, and that a further examination of the pavement showed additional failure in other locations. It was also noted that receiving FAA grant money for a project requires that project be brought up to FAA standards. The Runway Safety Action Team has also asked that the hotspot issues be addressed. Page 6 of 9

10 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes Chair Hall reminded all parties that no action could be taken on this item as it was not placed on the agenda and is an informational item only. He recognized that there are issues that still need to be discussed between some general aviation stakeholders and staff. He asked that these issues be referred back to staff to address. He indicated that staff meet again with stakeholders and come back before the Committee in May to report how the issues were addressed. Staff agreed that they will reach out again to the GA stakeholders. Previously, after initial meetings, staff had reached out to the GA stakeholders but did not receive a response for a follow up meeting. Staff showed the Committee an exhibit which addressed previous comments from GA stakeholders and also meets FAA standards and safety requirements. This exhibit included shifting aircraft parking to address operational issues. Staff indicated that they had tried to provide this exhibit to the GA stakeholders prior to the Planning and Construction Committee meeting. Staff indicated that they would like to meet with Mr. Meurer and Mr. Howitt again, and any other members of the RTAG committee, in order to discuss how issues can be resolved and safety maintained, as addressed in the FAA Advisory Circulars. As noted, this is in direct response to the March 19 th meeting with Mr. Meurer and Mr. Howitt. There will be an action item next month and that will be for the approval of the construction contract for Taxiway C. Trustee Larkin reminded the Committee that the original request was that staff respond to the three items from the March 4 RTAG meeting. Staff has responded to the first request. He would like staff to continue with its presentation. Chair Hall opened up this item for additional public comment. Mr. Hegge, RTIA User Committee member, reiterated that RTAG is not against the Taxiway C reconstruction project. They are in favor of it. They are opposed to the service road relocation. He feels there are options. He reminded the Committee that options were addressed on the west side of the airport where the Board decided not to tear down storage units to create revenue and allow the service road to immediately abut the taxiway. The RTAG is in favor of Taxiway C. It is the relocation of the road they are opposing. Public comment closed. Staff continued with its review of the three options as identified. The first alternative was the relocation of the service road to the east of the existing hangars. Staff has previously explained how that option is not viable because of the constraints of Rock Boulevard. Alternate two was to look at moving the T-hangar row in an east-west direction. Staff looked at that alternative and showed an exhibit to the Committee depicting the alignment. The cost of these improvements would be more than $2M and would not be funded by the Taxiway C project. It also eliminates area on the apron for future growth. Alternate three was to detour the vehicles west of the proposed service road, but there are regulatory compliance and safety concerns with this alternative. The vehicle service road would be in a restricted area in the object free area and per FAA requirements, it would require a special procedure from Air Page 7 of 9

11 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes Traffic Control. Because this vehicle service road would not be built to standard, it could provide a liability issue in the future. Trustee Larkin commented on the service road on the west side and Taxiway A. He noted that it does not create an operational issue on Taxiway A with the restrictions currently in effect. In response to a question from Trustee Eck regarding the 300 foot separation, staff explained that it is a requirement in the FAA airfield design standards. Staff then showed the area on an exhibit where it is located on the airfield. The 300 foot separation is from the centerline of Runway 16L to the centerline of the proposed Taxiway C as required by the FAA. Staff showed the Committee the new information with regard to alternative GA apron parking configurations that will accommodate the users aircraft with the relocated service road. Staff would like the opportunity to sit down with the stakeholders at their convenience and review alternate parking options. Staff met with the FAA two weeks ago and was informed that the entitlement funding for this project is currently available. Staff was asked to submit a grant application and it was provided to the FAA Airports District Office (ADO). Staff will be coming to the Committee in May with a contract for the construction of Taxiway C. The bid opening date for the project is scheduled for April 23, 2015, with the Notice to Proceed to be issued in June. The contract that is scheduled to come before the Committee in May includes the relocation of the service road. The relocation of service road has always been a part of the scope of the Taxiway C reconstruction. Chair Hall opened up this item for additional public comment. Mr. Meurer, President of RTAG, gave additional comment about the concerns of the stakeholders with regard to the relocation of the service road. Moving the road as planned would take away ramp space as needed for GA operations. Public comment closed. Chair Hall encouraged all parties to keep the dialogue open and to further discuss the stakeholders issues with regard to the service road relocation. Chair Hall again asked that the aforementioned documents be made a part of the public record. B. Staff Report on the Central Disposal Facility Upgrade Project at Reno-Tahoe International Airport [Construction] This item was 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 further. C. Staff Report on the Pavement Management System Program at Reno-Tahoe International Airport [Engineering/Construction] Page 8 of 9

12 RTAA Planning & Construction Committee Meeting April 7, 2015 Minutes This item was 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 further. D. Staff Report on the Taxiway C Reconstruction Project at Reno-Stead Airport [Engineering/Construction] This item was summarized in the monthly Project Status Report which was included in the monthly Board Packet. Staff gave an additional update to the Committee. A Pre- Construction Meeting was held approximately 1-1/2 weeks ago. The Notice to Proceed will be issued on April 27, The project will have a duration of 75 days with completion anticipated shortly after July 4, As there were no additional updates or questions regarding the information submitted or relayed to the Committee, this item was not discussed further. E. Staff Report on the Sound Insulation Program at Reno-Tahoe International Airport [Planning] This item was summarized in the monthly Project Status Report which was included in the monthly Board Packet. Other than the Committee s appreciation for staff s hard work on this program, there were no additional updates or questions regarding the information submitted. F. Staff Report on the Geographic Information System Project at Reno-Tahoe International Airport [Planning] This item was 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 further. VII. General Committee comments, questions & items for Future Committee Meetings None. VIII. Public Comment (limited to 3 minutes) No further public comment was taken. IX. Adjournment The meeting was adjourned at 10:52 a.m. *** These draft minutes have not yet been approved and are subject to revision at the next regularly scheduled meeting. *** Page 9 of 9

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25 Board Memorandum Reno-Tahoe Airport Authority Date: May 13, 2015 Memo: #15(05)-18 To: Chairman and Board Members For: May 21, 2015 Board Meeting From: Marily M. Mora, A.A.E., President/CEO Subject: AUTHORIZATION FOR THE PRESIDENT/CEO TO ACCEPT A PENDING AIRPORT IMPROVEMENTS PROGRAM (AIP) GRANT OFFER AND AWARD A CONSTRUCTION CONTRACT FOR THE TAXIWAY C RECONSTRUCTION PROJECT AT RENO-TAHOE INTERNATIONAL AIRPORT WITH GRANITE CONSTRUCTION COMPANY IN THE AMOUNT OF $8,308,308 STAFF RECOMMENDATION Staff recommends the Board authorize the President/CEO to award a construction contract for the Taxiway C Reconstruction project at Reno-Tahoe International Airport with Granite Construction Company, in the amount of $8,308,308. PURPOSE This action requests authorization for the President/CEO to award a construction contract for the Taxiway C Reconstruction at Reno-Tahoe International Airport to Granite Construction Company. This action is in support of the Reno-Tahoe Airport Authority (RTAA) Strategic Priority #2 Optimize General Aviation Operations and Services, and Strategic Priority #4 Facilitate Economic Development at Both Airports, as identified in the RTAA Fiscal Year (FY) Comprehensive Strategic Plan. BACKGROUND Taxiway C is an existing asphalt taxiway that provides direct access from the RNO runways to the Fixed Based Operators (FBO) and aircraft parking aprons on the east side of the Airport (GA East). The asphalt pavement is over thirty years old and has exceeded its useful life. Maintenance requirements and related costs have increased significantly. In October 2013, emergency reconstruction was made on a portion of the taxiway to repair a pavement failure due to subsidence. This required a temporary closure of portions of the taxiway and rerouting of aircraft access to various GA East facilities. Reconstruction of Taxiway C has been identified as the highest priority airfield pavement project at RNO on the Federal Aviation Administration (FAA) Airport Capital Improvement Program (ACIP). The project consists of replacing approximately 30,000 square yards of Taxiway C pavement between connector Taxiways D and L. The work will also include reconstruction of connector taxiways joining Taxiway C with Runway 16L-34R and the GA East aircraft parking aprons. The work includes demolition, excavation, stabilizing fill, utility relocation, taxiway pavement, drainage improvements, utilities, signage, pavement markings, and taxiway edge lighting. Wood Rodgers Inc. generated plans and specifications for the project and the contract documents were issued for bids in April Also included in the design are construction phasing plans, an operational plan accommodating runway and taxiway closures, and a contingency plan for aircraft operations during construction.

26 Taxiway C Reconstruction - Construction Contract #15(05)-18 May 21, 2015 Board Meeting Page 2 of 4 Extensive stakeholder and Airport user outreach was conducted with RTAA Planning, Operations, Engineering, FBO s, Tenants, Reno-Tahoe Aviation Group (RTAG), and various Airport users. These meetings provided information to identify project constraints and operational criteria to be utilized for the project. The Basis of Design (BOD) report and construction plans were approved by the FAA Airports District Office (ADO). This engineering report included a Benefit / Cost Analysis (BCA) of asphalt versus concrete pavement construction on a life cycle basis. Due to extreme temperature variations and other weather related environmental factors, concrete pavement is expected to perform with higher durability and lower long term maintenance costs. Additionally, this will replace the only major remaining portion of asphalt taxiway (excluding proprietary taxilanes and aprons) on the airfield, and will result in a uniform concrete runway / taxiway system. The construction phase of the project will be funded with a pending Airport Improvements Program (AIP) grant from the FAA. The Taxiway C Reconstruction is the highest priority project in the RTAA Airport Capital Improvement Plan (ACIP) for the RTIA in The construction documents were generated in accordance with FAA Advisory Circulars and other applicable federal, state, and local requirements. The attached exhibit shows the work areas and phasing plan for the entire project. DISCUSSION The Taxiway C Reconstruction project was publicly advertised and bids were opened on April 23, Bids were received from the following contractors: Bidder Bid Amount Q&D Construction $9,066, Granite Construction Company $8,308, Engineer s Estimate $8,373, The low, responsive, and responsible bidder is Granite Construction Company, in the amount of $8,308,308. The basis of award is for the base bid and there are no alternate bid items. The bids were reviewed for conformance with the bid requirements and recommendation is made to award the construction contract to Granite Construction Company. The construction will require 170 calendar days to complete. The work is scheduled to start in June 2015 and will require a phased closure of Taxiway C during construction. Additionally, the portion of work for connector Taxiway J within the Runway 16L-34R Runway Safety Area (RSA) will require a 20 day closure of Runway 16L-34R. Runway 16R-34L will remain in operation during this period.

27 Taxiway C Reconstruction - Construction Contract #15(05)-18 May 21, 2015 Board Meeting Page 3 of 4 Construction Management services shall be procured separately with Amendment No. 1 (Work Order 15-02) to the 2015 PM/CM Professional Services Agreement with Atkins North America, for approval by separate Board action at the May 2015 Board meeting. Table 1 below is an estimate of the total program costs: Design / Pre- Construction Services Table 2 Project Estimate At Completion (Phase 1) Construction Management Construction Other Direct Costs Estimate At Completion $595,800* $731,400 $8,308,308 $84,170 $9,719,678 * Design costs are funded under a separate grant AIP Other Direct Costs include, but are not limited to, permits, utility company fees, environmental testing, legal advertisements, printing, and administrative costs. Environmental remediation is a standard exclusion from the contract and is not anticipated for this project. The Estimate At Completion (EAC) is a preliminary estimate for budgetary purposes only. The EAC amount is the aggregate of the previously funded grant for design services (AIP for $595,800) and the pending grant application ($9,123,878) submitted in April 2015 to the FAA Airports District Office (ADO) based on actual construction bids. This replaces the initial program estimates in the RTAA Airport Capital Improvement Plan (ACIP) submitted to the FAA ADO in January The FAA ADO has indicated that the grant offer, commensurate with this program amount, should be issued in late May or early June COMPANY BACKGROUND Granite Construction Company has a local office in Reno, Nevada and a corporate office in Watsonville, California. All of the work associated with this project is expected to be performed by the staff based in Reno and will primarily utilize locally based subcontractors and material suppliers. Granite Construction Company has performed numerous airfield construction projects at the Reno Tahoe International (RNO) and Reno Stead (RTS) Airports for the RTAA in the past. The local Granite Construction Company personnel have extensive experience in airfield pavement construction, phasing airport construction work, and coordinating runway and taxiway closures at the RNO and RTS airports. FISCAL IMPACT This construction contract in the amount of $8,308,308 will be funded by a pending AIP grant. The FAA eligible share is $7,789,039 (93.75%) and the RTAA share is $519,269 (6.25%). The RTAA share will be paid for by the General Purpose Fund. The program budget is $9,719,678, with $8,308,308 allocated for construction. COMMITTEE COORDINATION This item is scheduled to be presented at the May 19, 2015, Planning and Construction Committee meeting.

28 Taxiway C Reconstruction - Construction Contract #15(05)-18 May 21, 2015 Board Meeting Page 4 of 4 RECOMMENDED MOTION Staff hereby recommends that the Board adopt the following motion: It is hereby moved that the Board authorize the President/CEO to accept a pending Airport Improvements Program (AIP) grant offer and award the construction contract for the Taxiway C Reconstruction project at Reno-Tahoe International Airport to Granite Construction Company, in the amount of $8,308,308 and authorize the President/CEO or her designee to sign. MMM/dl/cj

29 TAXIWAY D RUNWAY 16R-34L TAXIWAY C & CONNECTORS TERMINAL BUILDING RUNWAY 16L-34R GA EAST (FBO s) TAXIWAY A TAXIWAY L TAXIWAY B RUNWAY 7/25 RENO TAHOE INTERNATIONAL AIRPORT TAXIWAY C RECONSTRUCTION #15(05)-18

30 Board Memorandum Reno-Tahoe Airport Authority Date: May 13, 2015 Memo: #15(05)-19 To: Chairman & Board Members For: May 21, 2015 Board Meeting From: Marily M. Mora, A.A.E., President/CEO Subject: AUTHORIZATION FOR THE PRESIDENT/CEO TO EXECUTE AMENDMENT NO. 1 (TAXIWAY C RECONSTRUCTION PROJECT RENO AIRPORT, AND TAXIWAY C RECONSTRUCTION AND EDGE LIGHTING SYSTEM INSTALLATION STEAD AIRPORT) TO THE PROFESSIONAL SERVICES AGREEMENT FOR THE 2015 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 $827,230, FOR A TOTAL AMOUNT OF $873,230 STAFF RECOMMENDATION Staff recommends that the Board authorize the President/CEO to execute Amendment No. 1 (Taxiway C Reconstruction Project Reno Airport, and Taxiway C Reconstruction and Edge Lighting System Installation Stead Airport) to the Professional Services Agreement (PSA) for the 2015 Annual Program Management and Construction Management (PM/CM) Services for the Airport Capital Improvement Plan (ACIP) at the Reno-Tahoe International Airport and Reno-Stead Airport, with Atkins North America, in the amount of $827,230, for a total amount of $873,230. PURPOSE The Taxiway C Reconstruction (Reno Airport) and Taxiway C Reconstruction and Edge Lighting System Installation (Stead Airport) projects are in support of the Reno-Tahoe Airport Authority (RTAA) Strategic Priority #1 Increase Air Service, Strategic Priority #2 - Optimize General Aviation Operations and Services, and Strategic Priority #4 Facilitate Economic Development at Both Airports, as identified in the RTAA FY Comprehensive Strategic Plan. BACKGROUND In order to implement the construction of capital projects, the RTAA has retained Atkins North America to provide PM/CM services. These services augment RTAA staffing for specialized technical services and seasonal construction periods. PM/CM services are industry standards and are required by Federal Aviation Administration (FAA) regulations to ensure proper administration, inspection, and quality assurance for federally funded construction projects. The PM/CM services include, but are not limited to, program administration, project management, client coordination, agency coordination, pre-construction services, design review, cost estimates, project controls (cost and schedule), bid evaluation, contract administration, construction management, owner s representation, construction inspection, materials testing, survey controls, quality assurance and other related tasks.

31 2015 PM/CM Services Amendment No.1 #15(05)-19 May 21, 2015 Board Meeting Page 2 of 3 A Request for Qualifications (RFQ) was issued in September 2010, to solicit PM/CM services for the three year calendar period of 2011 to 2013, with the option to extend services for 2014 and Firms submitted responses, and the selection panel consisting of former Trustees as well as members of RTAA staff, chose Atkins North America as the most qualified to provide these services due to their experience in construction management, previous Airport project experience, and available resources. The Professional Services Agreement (PSA) for 2015 PM/CM services was approved at the November 2014 Board meeting (Board Memo #14(11)-53, dated November 12, 2014). A summary of Board actions associated with the PSA for the 2015 Annual Work Plan for PM/CM services with Atkins North America is provided in the following Table Annual Work Plan. The Agreement contains provisions to accommodate changes in project scope and the addition of new work orders. This allows for fees to be negotiated annually, along with the ability to add new services, as project scope and schedules are developed. DISCUSSION This amendment adds Construction Management (CM) services to the Atkins 2015 Annual Work Plan for: Work Order Taxiway C Reconstruction (Reno Airport) Work Order (Amendment) Taxiway C Reconstruction and Edge Lighting System Installation (Stead Airport) The services consist of owner s representation, construction management, project administration, a resident engineer, quality assurance, survey controls, construction inspection, materials testing, contract administration and tenant coordination. The services and corresponding fee negotiations for the above Work Orders are based on the duration of construction and the content of the design for the project. These additional services are in conformance with the standard provision in the Board approval for construction contracts: Construction Management Services will be retained by a separate amendment to the agreement for 2015 Annual PM/CM Services, with Atkins North America. Work Order (RNO & RTS) (RNO) Amendment (RTS) Table Annual Work Plan Project Funds Board Approval PM/CM Fee Project Programming and Admin. Services Taxiway C Reconstruction (RNO) Taxiway C Reconstruction & Edge Lighting System (RTS) Airport Improvement Program (AIP) Grant Amendment No. 1 Airport Improvement Program (AIP) Grant Airport Improvement Program (AIP) Grant Nov 20, 2014 #14(11)-53 $46,000 Pending Pending $731,400 $95,830 Total $873,230

32 2015 PM/CM Services Amendment No.1 #15(05)-19 May 21, 2015 Board Meeting Page 3 of 3 COMPANY BACKGROUND Atkins North America has a local office of approximately 35 members in Reno, Nevada and is headquartered in Tampa, Florida. The work associated with this project will be performed by personnel based in Reno. Atkins has performed PM/CM services at Reno-Tahoe International and Reno-Stead Airports since The local Atkins personnel have extensive experience in airfield pavement construction, phasing airport construction work, and specific inspection and materials testing staff for projects at both RNO and RTS Airports. Additionally, their North American Aviation Group has extensive expertise and resources in all aspects of aviation related capital projects. FISCAL IMPACT Amendment No. 1 will be funded in the amount of $731,400 for the Taxiway C Reconstruction (Reno - Work Order 15-02) and $95,830 for the Taxiway C Reconstruction and Edge Lighting System Installation (Stead Work Order Amendment) from separate pending AIP grants. For the Reno project, the FAA eligible share is $685,688 (93.75%) and the RTAA share is $45,712 (6.25%). The RTAA share will be paid for by the General Purpose Fund. For the Stead project, the FAA eligible share is $89,840 (93.75%) and the RTAA share is $5,990 (6.25%). The RTAA share will be paid for by the Special Purpose Fund. The current 2015 Annual Work Plan for PM/CM services of $46,000 is increased by Amendment No. 1 in the amount of $827,230, for a total of $873,230. COMMITTEE COORDINATION This item is scheduled to be presented at the May 19, 2015 Planning and Construction Committee meeting. RECOMMENDATION It is hereby recommended that the Board adopt the following motion: It is hereby moved that the Board approve Amendment No. 1 to the Professional Services Agreement for 2015 Annual Program Management and Construction Management Services, with Atkins North America, in the amount of $827,230 and authorize the President/CEO, or her designee, to execute the amended agreement. MMM/dl/cj

33 Board Memorandum Reno-Tahoe Airport Authority Date: May 13, 2015 Memo: #15(05)-20 To: Chairman and Board Members For: May 21, 2015 Board Meeting From: Marily M. Mora, A.A.E., President/CEO Subject: AUTHORIZATION FOR THE PRESIDENT/CEO TO ACCEPT A PENDING AIRPORT IMPROVEMENT PROGRAM (AIP) GRANT OFFER AND AWARD CHANGE ORDER No. 1 TO THE CONSTRUCTION CONTRACT FOR THE TAXIWAY C RECONSTRUCTION AND EDGE LIGHTING SYSTEM INSTALLATION PROJECT AT RENO-STEAD AIRPORT WITH GRANITE CONSTRUCTION COMPANY, IN THE AMOUNT OF $1,593,655 STAFF RECOMMENDATION Staff recommends the Board authorize the President/CEO to accept a pending Airport Improvement Program (AIP) grant offer and award Change Order No. 1 to the construction contract for the Taxiway C Reconstruction and Edge Lighting System Installation project at Reno-Stead Airport with Granite Construction Company, in the amount of $1,593,655. PURPOSE This action is in support of the Reno-Tahoe Airport Authority (RTAA) Strategic Priority #2 - Optimize General Aviation Operations and Services and Strategic Priority #4 Facilitate Economic Development at Both Airports, as identified in the RTAA Fiscal Year (FY) Comprehensive Strategic Plan. BACKGROUND Taxiway C is an existing taxiway that provides direct access from the aircraft parking apron to Runway (see attached exhibit). The asphalt pavement is over thirty years old and has exceeded its useful life. Use of the taxiway is currently limited due to the severely deteriorated surface of the pavement. Reconstruction of Taxiway C will allow aircraft landing on Runway to turn off mid-way down the runway and avoid the intersection with Runway 8-26 to the southeast. Avoidance of the runway intersection should reduce delays and interference between landings, take offs, and taxiing aircraft in that portion of the uncontrolled airfield. Taxiway C is an integral part of the overall airfield configuration as shown on the 2010 Reno- Stead Airport Master Plan, Airport Layout Plan (ALP), and included in the Airport Capital Improvement Program (ACIP) for improvement, which have both been approved by the Federal Aviation Administration (FAA). The airfield design and runway configuration is established by the prevalent winds in the area, determining the alignment of Runways and The midpoint taxiway to these runways provides improved access and circulation to the airfield traffic system, and is part of the long term plans to accommodate the anticipated fleet-mix in the Master Plan. The Taxiway C Reconstruction project consists of replacing approximately 25,000 square yards of asphalt pavement between Runway 8-26 and Runway The reconstruction also includes a short portion between Runway 8-26 and Taxiway A, at the north edge of the aircraft parking apron. The work includes demolition, grading, stabilizing fill, utility relocation, asphalt pavement, drainage improvements, signage, markings, and the installation of either solar powered edge lights

34 Stead Taxiway C Reconstruction Change Order No. 1 #15(05)-20 May 21, 2015 Board Meeting Page 2 of 4 or reflective markers. Currently, the taxiway does not have an edge lighting system, and subsequent discussions with the FAA regarding certification and grant eligibility of solar lighting systems resulted in this component being deleted from the project scope. Reflective markers will be installed in lieu of solar lighting. Wood Rodgers Inc. generated plans and specifications for the project, and the contract documents were issued for bids in July The bid package was configured with two separate phases and several bid alternates, to allow award of the Base Bid (Phase 1), Bid Option (Phase 2), and any Bid Alternates # 1 through 6, based on the availability of Airport Improvement Program (AIP) grant funding. The design also included construction phasing plans, an operational plan accommodating runway and taxiway closures, and a contingency plan for aircraft operations during construction. The attached exhibit shows the work areas and phasing plan for the entire project. Due to AIP grant funding constraints, only the Base Bid and Bid Alternates 1 and 3 (Phase 1) were awarded for the original construction contract with Granite Construction Company at the September 2015 Board meeting (Board Memo #14(09)-46, dated September 3, 2014). That Board Memo stated that the remaining work for Phase 2 may be incorporated by a subsequent change order if additional funding was provided at a later date by the FAA. Table 1 is a budget summary of the entire program. Table 1 Budget Summary Work Area Construction Soft Costs Budget Estimate Phase 1 - Base Bid + Alternates 1 & 3 $1,402,235* $618,700** $2,020,935 Phase 2 - Bid Option + Alternates 2 & 5*** $1,556,795 $166,270 $1,723,065 Total Program $3,744,000 * Phase 1 construction contract was awarded on September 11, 2014 and is funded under a separate AIP grant ** Design costs are funded under a separate AIP grant The actual cost of the entire design (Phase 1 & 2) is allocated to the Phase 1 Budget Estimate. *** Phase 2 Alternates are corrected to be Alternates # 2 and 5. DISCUSSION The bid documents were issued in July 2014 with the provision that award of the Base Bid (Phase 1), Bid Option (Phase 2), and any Bid Alternates would be commensurate with available federal funding, at the sole discretion of the RTAA in conformance with the full project intent. As stated above, due to AIP funding constraints, the contract was awarded in September 2014 limited to only the Phase 1 work. In discussions with the FAA Airports District Office (ADO), RTAA staff emphasized the cost and schedule benefits of constructing Phases 1 and 2 concurrently in Additionally, the RTAA stated that the Bid Option (Phase 2) and related Bid Alternates, could be incorporated by Change Order to the existing contract, upon allocation of additional AIP funding. This would allow the full reconstruction of Taxiway C in 2015 prior to the National Championship Air Races in September.

35 Stead Taxiway C Reconstruction Change Order No. 1 #15(05)-20 May 21, 2015 Board Meeting Page 3 of 4 Subsequently, on May 12, 2015, additional Airport Improvement Program (AIP) grant funding was allocated by the FAA for funding of the entire project. This Change Order provides for the addition of the Bid Option (Phase 2) and related Bid Alternates # 2 and 5. The Phase 1 construction work is currently in progress and upon approval of this Change Order, the Contractor can work concurrently on the Phase 2 portion of the project. Additional Construction Management services shall be procured separately with Amendment No. 1 (Work Order Amendment) to the 2015 Project Management/Construction Management (PM/CM) Professional Services Agreement with Atkins North America, for approval by separate Board action at the May 21, 2015 Board meeting. The initial Program Estimate At Completion (EAC) of $3,744,000 is revised to reflect current actuals, Change Order No. 1, and related construction management costs, as follows: Design / Pre- Construction Services Table 2 Project Estimate At Completion Construction Management Construction Other Direct Costs Estimate At Completion $345,500 $289,030 $2,995,890 $90,000 $3,720,420 Other Direct Costs include, but are not limited to, permits, utility company fees, environmental testing, legal advertisements, printing, and administrative costs. Environmental remediation is a standard exclusion from the contract, and is not anticipated for this project. COMPANY BACKGROUND Granite Construction Company has a local office in Reno, Nevada and a corporate office in Watsonville, California. All of the work associated with this project is expected to be performed by the staff based in Reno, and will primarily utilize locally based subcontractors and material suppliers. Granite Construction Company has performed numerous airfield construction projects at the Reno Tahoe International (RNO) and Reno Stead (RTS) Airports for the RTAA in the past. The local Granite Construction Company personnel have extensive experience in airfield pavement construction, phasing airport construction work, and coordinating runway and taxiway closures at the RNO and RTS Airports. FISCAL IMPACT Change Order No. 1 will be funded in the amount of $1,593,655. The FAA eligible share is $1,494,052 (93.75%) and funded by a pending AIP grant. The RTAA sponsor share is $99,603 (6.25%) and will be paid for by the Special Purpose Fund. The program budget is $3,720,420, with $2,995,890 allocated for construction. The current construction contract amount of $1,402,235 is increased by Change Order No. 1 in the amount of $1,593,655, for a total of $2,995,890. COMMITTEE COORDINATION This item is scheduled to be presented at the May 19, 2015, Planning and Construction Committee meeting.

36 Stead Taxiway C Reconstruction Change Order No. 1 #15(05)-20 May 21, 2015 Board Meeting Page 4 of 4 RECOMMENDED MOTION Staff hereby recommends that the Board adopt the following motion: It is hereby moved that the Board authorize the President/CEO to accept a pending Airport Improvement Program (AIP) grant offer and award Change Order No. 1 to the construction contract for the Taxiway C Reconstruction and Edge Lighting System Installation project at Reno-Stead Airport with Granite Construction Company, in the amount of $1,593,655 and authorize the President/CEO or her designee to sign. MMM/dl/cj

37 #15(05)-20 TAXIWAY B RUNWAY PHASE 2 - CHANGE ORDER #1 RUNWAY 8-26 TAXIWAY C RECONSTRUCTION (PHASE 1) TAXIWAY A RUNWAY INTERSECTION APRON TERMINAL / EOC RENO - STEAD AIRPORT TAXIWAY C RECONSTRUCTION AND EDGE LIGHTING SYSTEM INSTALLATION (PHASE 2 CHANGE ORDER #1)