TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
THURSDAY  JUNE 13, 2013 ~ 8:30 a.m.
TULSA INTERNATIONAL AIRPORT
AIRPORT CONFERENCE ROOM #A211
7777 EAST APACHE STREET
TULSA, OKLAHOMA
AGENDA ~
1.
Approve the Minutes of the May 9, 2013 Special Meeting and the
May 29, 2013 Special Meeting/Work Session of TAIT.
2.
TAIT Financial and Operating.
2.A. Approve the following actions related to the upcoming fiscal year (FY20132014) – TUL/RVS.




TAIT Annual Budget in the amount of $58,463,080
Schedule of Rates, Fees and Charges
Parking System Budget of $1,608,000 (included in TAIT Budget)
City Agreement for Services $914,579 (included in TAIT Budget)
Note: Aircraft Rescue and Firefighting (ARFF) Services of $1,793,320 are
included, but do not require separate approval
Management recommends approval. (JM)
2.B. Approve Schedule of Write-offs from Accounts Receivable in a total
amount of $713.62 for FY2012-2013 – TUL/RVS.
 Report attached
Management recommends approval. (CER)
2.C. Approve Amendment No. 1 to Agreement for Services (Financial
Management System) with Crowe Horwath, LLP in an amount not-toexceed $61,564.00 for a total not-to-exceed of $475,564.00 – TUL/RVS.
Crowe Horwath, LLP was the successful proposer for installing,
implementing, and training staff on a new financial management system
(Microsoft AX2012). Due to unforeseen circumstances and with the
concurrence of Airport Staff, the original project schedule has been
extended two months and includes a few modifications requested by Staff.
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
JUNE 13, 2013
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 Report attached
Management recommends approval. (CER)
Note:
Funding is available. Fund No. 2012B Bonds.
2.D. Approve Amendment No. 2 to Agreement for Services (Project
Management of Financial Management System Implementation) with
Magnir Group, Inc. in an amount not-to-exceed $39,200.00, for a total notto-exceed amount of $257,450.00 – TUL/RVS.
Magnir Group, Inc. provides on-site project management, along with
Airport Staff, to ensure that the implementation of the new financial
management system progresses according to the project schedule, as well as
act as liaison with Crowe Horwath, to ensure that the project issues are dealt
with and the project progresses to the benefit of the airport.
 Report attached
Management recommends approval. (CER)
Note:
Funding is available. Fund No. 2012B Bonds.
2.E. Approve Resolution No. 2013-002 of the Trustees of the Tulsa Airports
Improvement Trust for the purposes of approving advances to be requested
under the Line of Credit Agreement with Arvest Bank, Series 2012B
General Airport Revenue Bonds, in the amount of $100,764.00, as funding
for the Financial Management System Acquisition and Implementation
Project – TUL/RVS.
The 2012B Line of Credit financing was for a total draw down capacity of
$2,000,000.00 for a new Financial Management System. To date the
approved borrowing for the Financial Management System Install has been
$632,250.00 and with this Resolution will total $732,764.00, which is now
expected to be the total needed for the project.
 Crowe Howarth at $61,564.00
 Magnir Group at $39,200.00
Management recommends approval. (CER)
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
2.F.
JUNE 13, 2013
PAGE 3
Receive for initial consideration a draft Purchasing Policy – TUL/RVS.
It is anticipated that a final version of the Purchasing Policy will be
submitted, for approval by the Trustees, at the July 8, 2013 Board meeting.
Management recommends approval. (JM)
2.G. Receive update on preparation of a preliminary term sheet for an Operating
Agreement between TAIT and the Claremore Industrial and Economic
Development Authority (CIEDA) for the Claremore Regional Airport.
Management recommends approval. (JM)
2.H. Approve request for variance,to Section 503.B. of Title 1, Code of
Ordinances, Display Surface Area from L-3 Aeromet – TUL.
Section 503.B. limits the size of ground signs to fifty square feet and
permits tenants leasing at least two acres to install up to three such signs.
L-3 Aeromet has requested that they be allowed to install two signs that
have a combined square footage that does not exceed 150 square feet (the
equivalent of three allowed signs, each being fifty square feet).
Management recommends approval. (JTH)
2.I.
Award Bid and Approve Contract for Airport Excess Auto Liability
Insurance Coverage with Mid-Continent Casualty Company, through the
Joe West Company, for one (1) year with two (2) one-year options to renew,
at a first year annual premium of $25,115.00, effective July 18, 2013 –
TUL/RVS.
Management recommends approval. (CER)
Note: Funding is available. Fund No. TAIT General Operating Fund.
2.J.
Approve agreement with Four Winds Interactive, LLC for the design,
implementation, and installation of two interactive way-finding and
advertising kiosks in the amount of $45,075.60 – TUL.
Management recommends approval. (AH)
Note: Funding is available. Fund No. Tenant Concession Association Fund.
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
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2.K. Approve Agreement with Cellco dba Verizon Wireless for Airport cell
phones for a term of one-year with two (2) options to renew – TUL/RVS.
The current monthly cost for Airport-issued cell phones under a contract
with U.S. Cellular is $1,239.36 (“Smart” phones are under contract with
AT&T). Verizon will charge $1,011.56 for a monthly cost savings of
$227.80.
Management recommends approval. (JM)
Note: Funding is available. Fund No. TAIT General Operating Fund.
2.L. Approve Maintenance Agreement with GCR, Inc., (ABM System) for one
(1) year with four (4) one-year options to renew in an amount not-to-exceed
$51,995.00, effective July 1, 2013 – TUL/RVS. (F13-109)
ABM is the Airport Business Management system and includes Lease
Management, Airport Security and Operations Compliance, and Flight
Tracking functions. The first year fee includes a one-time charge of
$21,545.00 to upgrade the Lease Management module to integrate it with
the new Financial Management System.
Management recommends approval. (CER)
Note:
Funding is available. Fund No. TAIT General Operating Fund.
2.M. Approve Amendment No. 1 to Agreement for Services with The Rowland
Group (Human Resources Consultant) in an amount not-to-exceed
$20,000.00, for a total amount not-to-exceed $50,000.00 – TUL/RVS.
Management recommends approval. (JM)
Note:
Funding is available. Fund No. TAIT General Operating Fund.
2.N. Accept pending FAA AIP Grant (Upgrade Airfield Access Control System
Project) in the amount of $111,805.00 – TUL.
The purpose of this Grant is to fund the design of the upgrades to the
airfield access control systems.
Management recommends approval. (JTH)
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2.O. Accept pending Oklahoma Aeronautics Commission (OAC) Grant
(Strengthen Taxiway F Project) in the amount of $258,863.54 – RVS.
The purpose of this Grant is to fund the design, construction (asphalt
pavement overlay and crack repair), and construction management services
for Taxiway F.
Management recommends approval. (JTH)
3. Capital Improvement Contracts, Amendments, Change Orders, or Other
Action.
3.A. Air Force Plant #3.
~ No items.
3.B. Contracts.
3.B.1. Approve Bid and Award Contract with APAC-Central (Strengthen Taxiway
F Project) in the amount of $228,916.50, subject to approval of the OAC
and receipt of Grant funding – RVS.
Three (3) bids were received. The engineer’s estimate of costs is
$187,955.00. The Disadvantaged Business Enterprise (DBE) project goal is
9.6%. APAC’s bid includes a commitment to a minimum of 11.6% DBE
use on this contract.
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. OAC Grant.
3.B.2. Approve Contract for Professional Services with Garver, LLC (Strengthen
Taxiway F Project) in an amount not-to-exceed $30,720.00, subject to the
approval of OAC and receipt of Grant funding – RVS.
 Report attached
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. Future OAC Grant.
3.B.3. Approve Contract for Professional Services with URS Corporation
(Wetlands Consulting Services) in an amount not-to-exceed $25,000.00 –
TUL.
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
JUNE 13, 2013
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 Report attached
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. TAIT General Operating Fund.
3.B.4. Approve Contract for Professional Services with Faith Group, LLC
(Airfield Access Control System Project) in an amount not-to-exceed
$124,228.00, subject to the approval of the FAA and receipt of AIP Grant
funding – TUL.
 Report attached
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. FAA Grant.
3.B.5. Approve Contract for Construction Management Services with Jacobs
Engineering Group, Inc. (Runway 18R-36L and Taxiways L & L4
Pavement Improvements Project) in an amount not-to-exceed $164,823,
subject to FAA approval – TUL.
 Report attached.
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. FAA Grant.
3.C. Contract Amendments.
3.C.1. Approve Amendment No. 1 to Contract for Professional Consulting
Services with C & S Engineers, Inc. (Noise Mitigation Project Phases 13,
14, 15, 16, and 17) to extend contract time by 365 days – TUL.
This amendment is for time extension for the warranty period on the last
group of homes and to assist in closing out the Grant.
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. FAA Grant.
3.D. Change Orders.
3.D.1. Approve Change Order No. 6 with Interstate Highway Construction, Inc.
(Runway 18L-36R Pavement Replacement-FFY12 Project) in the amount
of $65,175.01– TUL.
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
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This change will provide for removing plastic from crushed concrete,
additional perimeter road reconstruction with revised jointing, and
temporary Taxiway B edge lights (Original contract amount:
$15,646,090.00; Total amendments: $3,040,708.40; Total change orders:
$303,630.34, 1.6%; Total change of quantities: $1,372,376.00, 7.3%; Total
percent change: 9.%; Total cost: $20,362,804.74).
Management recommends approval. (JTH)
Note:
Funding is available. Fund No. FAA Grant.
3.D.2. Approve Change Order No. 5 with Diversified Conveyors, Inc. (Inline
Outbound Baggage System Conveyor Upgrade Project) in the amount of
$153,884.13 – TUL.
This change includes modifications related to the outbound baggage
improvement system. This change replaced belting that was not in the
original scope of the contract, but affected the TSA certification testing,
Additional software programming to comply with TSA’s changes,
modification in motor speeds, additional programming needed to
communicate with the TSA EDS machines and an extended period of
porting bags from B side ticket counters to the A side outbound baggage
system. This change order also adds an additional 66 calendar days to the
contract for the B side construction. TSA will pay 95% of these change
order items (Original contract amount: $4,508,752.00; Total change orders:
$442,672.13, 9.8%; Total change of quantities: $.00; Total percent change:
9.8%; Total cost: $4,951,424.13).
Management recommends approval. (JTH)
Note: Funding is available. Fund No. TSA Other transaction agreement.
3.E. Change of Quantities.
~No items.
3.F.
Other Contract Action.
~ No items.
4. Contracts, Leases, Licenses or Other Action.
4.A. Approve License Agreement with Finnmax, LLC/NBC’s The Voice for
filming returning contestants in the Terminal Building, effective June 1,
2013 for a two-month term – TUL. (F13-104)
Management recommends approval. (CER)
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
JUNE 13, 2013
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4.B. Approve Acknowledgment and Consent with SecurityPoint Media, LLC to
exercise the third of three (3) one-year options, effective July 1, 2013 –
TUL. (F09-0038)
Security Point Media provides advertising on security checkpoint bins.
Management recommends approval. (CER)
4.C. Approve Acknowledgment and Consent with SCIS Air Security
Corporation to exercise the second of two (2) one-year options, effective
July 1, 2013 – TUL. (F09-0038)
SCIS performs required security services pursuant to a contract with
licensed Air Carriers and Catering Operations.
Management recommends approval. (CER)
4.D. Approve Acknowledgment and Consent for Non-Signatory Air Cargo
License Agreement with Ameriflight, LLC to exercise the first of two (2)
one-year options at the standard rate, effective July 01, 2013 – TUL. (F12114)
Management recommends approval. (CER)
4.E. Approve Non-Signatory Air Carrier License Agreement (cargo) with
Martinaire Aviation, LLC for one (1) year at the standard rate with two (2)
one-year options, effective July 1, 2013 – TUL. (F13-103)
Management recommends approval. (CER)
4.F.
Approve Acknowledgment and Consent to Subtenant with Bizjet
International Sales & Support, Inc. (Hangar 29) for Taylor-Deal Aviation,
LLC (Brian Taylor), effective upon approval – TUL. (P-031)
Management recommends approval. (CER)
4.G. Approve Sublease Agreement with Tulsa Metropolitan Utility Authority for
a parking lot for five (5) years at the standard rate, effective July 1, 2013 –
TUL. (F13-105)
Management recommends approval. (CER)
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
JUNE 13, 2013
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4.H. Approve Acknowledgment and Consent to Mutual Agreement with
Integrated Airline Services, Inc., not to exercise the remaining one-year
option to extend the current Agreement – TUL. (F11-070)
Management recommends approval. (CER)
4.I.
Approve Cargo Facility Sublease Agreement with Integrated Airline
Services, Inc. (IAS) (cargo handler for United States Postal Service) for two
(2) years with three (3) two-year options at the standard rate, effective June
1, 2013 – TUL. (F13-102)
IAS had one remaining option to extend; we have mutually agreed not to
exercise the option and to bring them under standard TAIT sublease rather
than remain under the terms of the Tulsa Air Cargo One sublease.
Management recommends approval. (CER)
4.J.
Approve modification to License Agreement with Transportation Security
Administration (HSTS03-A-AOP203) to reimburse TAIT for actual utility
and janitorial costs at the Security Checkpoint, effective upon approval –
TUL. (F06-051)
This modification extends the period of performance for the current
agreement through July 31, 2013 and obligates funding in the amount of
$26,330.35 for five (5) months of electrical costs and janitorial costs at the
checkpoint.
Management recommends approval (CER).
4.K. Approve Option for Sublease Agreement with Tollefsen, LLC for a tract in
the 169/Mingo Development Area for a period of one (1) year with option
to renew, at the standard rate, effective July 1, 2013 – TUL.
Management recommends approval. (JM)
Required hangar inspections (assignment of sublease, new sublease and exercise of
options to extend the term) have been conducted for the following agenda items and
no maintenance issues currently exist.
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
JUNE 13, 2013
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4.L. Approve Acknowledgment and Consent with Bixby Aviation, LLC (Alan
Jackson) (Lot 9, Block 12, Northeast Hangar Development) to exercise the
second of two (2) five-year options to extend the term of the Sublease at the
standard rate, effective July 1, 2013 – RVS. (F98-063)
Management recommends approval. (CER)
4.M. Approve Acknowledgment and Consent with Charles Sublett (Lot 10,
Block 11-Section C, Northeast Hangar Development) to exercise the first of
two (2) five-year options to extend the term of the Sublease at the standard
rate, effective September 1, 2013– RVS. (F12-016)
Management recommends approval. (CER)
4.N. Approve Acknowledgment and Consent with Robert Justin II & Kimberly
A. Norman (Lot 8, Block 7A, Northeast Hangar Development) to exercise
the first of two (2) five-year options to extend the term of the Sublease at
the standard rate, effective July 1, 2013– RVS. (F03-0059)
Management recommends approval. (CER)
4.O. Approve Acknowledgment and Consent to Assignment of Sublease
Agreement (Lot 5, Block 13, Northeast Hangar Development) from Carl
Snow, dba Snow Rentals to Carl Snow, effective upon approval (amnesty
change) – RVS. (F00-009)
Management recommends approval. (CER)
4.P.
Approve Acknowledgment and Consent with David K. and Louise A.
Johnson (Lot 2, Block 1A, Northwest Hangar Area) to exercise the first of
two (2) five-year options to extend the term of the Sublease at the standard
rate, effective August 1, 2013– RVS. (F04-0012)
Management recommends approval. (CER)
4.Q. Approve Acknowledgment and Consent with Pryor Creek Fleet Services,
Inc. (Bob Applegate) (Lot 1, Block 1C, Northwest Hangar Area) to exercise
the first of two (2) five-year options to extend the term of the Sublease at
the standard rate, effective August 1, 2013– RVS. (F04-016)
Management recommends approval. (CER)
TULSA AIRPORTS IMPROVEMENT TRUST SPECIAL MEETING
5.
JUNE 13, 2013
PAGE 11
Other Business.
 Recess for TAA Meeting
 Reconvene TAIT Meeting
6.
Approve those items from the June 13, 2013 Meeting of TAA which
should be considered by TAIT.
7.
Approve Executive Session pursuant to 25 O.S. §307(B)(4) for the
purposes of communication between the Trustees and Counsel
concerning pending investigation(s), claim(s), action(s) or litigation
including, but not limited to: TIA and BOKF, N.A. dba Bank of
Oklahoma vs. TAIT, Tulsa County, Case No. CJ-2013-01165, U.S.
District Court for the Northern District of Oklahoma, Case No. 4:13cv-00179-CVE-TLW.
8. Adjourn.
LB06/13