Federal Aviation Administration Airport Development Process - Airport Capital Improvement Plan (ACIP) By: Mahendra Raghubeer, Airport Planner & Engineer

Federal AviationAdministration

Airport Development Process - Airport Capital Improvement Plan (ACIP)

By: Mahendra Raghubeer, Airport Planner & Engineer

Project Planning to Closeout

Date: 3/2/2006

Introduction

• This session will help Airport Sponsors and Consultants enhanced their understanding of the unique process involved with the Airport Capital Improvement Program, from project planning to project closeout.


• 5 Years ACIP

• Pre-Application

• Application

• Correspondence

• Grant Offer

• Closeout


Overview

• Note – Consult your local ADO on their grant process and requirements


5 Years ACIP• Utilize last ACIP submission (Sample 1)

State FundsEntitlement State Appr. Discretionary State

Share:2.5% PFCSponsor

Share:2.5%

$150,000 $800,000 $0 $25,000 $0 $25,000 $1,000,000 C 6/11/2006 5/20/2008$0 $190,000 $0 $5,000 $0 $5,000 $200,000 A 5/10/2006 2/20/2007$0 $28,500 $0 $750 $0 $750 $30,000 A 5/10/2006 6/20/2007

Total $1,230,000

$150,000 $285,000 $0 $7,500 $0 $7,500 $450,000 B 8/20/2007 4/20/2008$0 $47,500 $1,250 $1,250 $50,000 A 2/11/2007 11/20/2008

Total $500,000

$150,000 $40,000 $0 $5,000 $0 $5,000 $200,000 A 6/11/2008 11/20/2009Total $200,000

Federal Aviation Administration Airport Capital Improvement Plan Date: 7/12/2005

1.Airport: New York International 2.State: NY 3.NPIAS No.: 4. LOCID: XYZ

Environmental: status

Start Date Completion Date

2006

5. Project Description & year (By funding year in priority order)

Federal Funds: 95% Local FundsTotal $

Runw ay 19 Extension (1000ftX150ft) - Design & Construct

Obstruction Removal - On/Off Arp.

Purchase Land - 25 Acres (R/W 19)AWOS - Design & Permit Only

2008Rehabilitate Apron - Design & Construct

AWOS - Construct

2007


5 Years ACIP Con’t.

• ACIP entered into the FAA System Of Airport Reporting (SOAR) database

• Any changes must be reflected in SOAR

• Sponsor will receive AIP Program Letter (Sept. – Oct.) – (Sample 2)


Pre-Application Process• Revised ACIP submission.• Sketch.• Project Narrative – Description & Justification.• Project Cost Estimate.• Certification for Selection of Consultant.• ALP “pen & ink” and/or Airspace Review.• Environmental Review.• Indicate project confirm to Airport Design

Standards.• Deadline for pre-application must be met .


• Revised ACIP Submission/Meeting– Airport Sponsor & Consultant coordinates with

the ADO (meeting, teleconference, etc.).– Discuss ACIP & revisions, if any.– Restrictions (airport design standards, permits,

timeframe).– Alternatives.– Project priority.

Pre-Application Process Con't.


Pre-Application Process Con't.• Sketch (E.G. R/W Extension)

5000’ X 150’ 1000’ X 150’

Extension

Proposed Land Acquisition

19


• Project Narrative (E.G. R/W Extension)– Description – the project consist of extending

the approach end of R/W 19 to 1000’ X 150’; Acquire Land (25 acres); Establish new RSA and RPZ - Design/Permitting and Construct.

– Justification – extension is necessary to establish design requirements for aircraft currently using the airport and to enhance safety for the primary runway.



• Project Cost Estimate (E.G. R/W Extension) – FAA Form 5100-100 (9-03). (Sample 3)– Provide better detail & breakdown.– IFE, admin., federal, state and sponsor share.– Difficult to tell share amount when it is not

identified.


• Sponsor Certification for Selection of Consultant (Sample 4)– Form certifies that sponsor select consultant based

on standards in AC 150/5100-14C, Architectural, Engineering, and Planning Consultant Services.

– Sponsor must sign and date.


• ALP “pen & ink” change and/or Airspace Review– Review ALP for project depiction on drawing. – Any on airport ALP change must be submitted to the

applicable ADO for review.– 8 copies of Form 7460-1 and detailed drawing must be

submitted for FAA review. (Sample 5)– Review Form 7460-1 & drawing (7460-1 must be signed

by the sponsor).– Description – dimensions & location. – Late submission could jeopardize project schedule.



• Environmental Review– Contact the ADO Environmental Rep. to

determine the type of environmental form that is needed for AIP projects.

– Form A Basic Categorical ExclusionForm B Documented Categorical ExclusionForm C Short Environmental Assessment

– Submit form prior to deadline.– Could delay or prevent programming of projects.


http://www.faa.gov/arp/aea/A10.DOC

http://www.faa.gov/arp/aea/B10.DOC

http://www.faa.gov/arp/aea/C10.DOC


• Indicate project conforms to Airport Design Standards.• Submit Modification of Standards, if required. • Intergovernmental Review

• ADO programming process– Review checklist.– Programming project pre-application.– OST clearance.– We will inform sponsor that we have programmed the project

and assigned an AIP grant number. (Sample 6)


General Information


• Application For Federal Assistance – Form 424 & Budget Form 5100-100.

• Sponsor Certification for Drug-Free Workplace.• Airport Sponsor/Engineers. Design and/or Inspection

Agreement.• Independent Fee Estimate.• Preliminary Plans & Spec. – 70% Complete• Final Plans & Spec.• Sponsor Certif. of Project Plans & Spec.• Grants Based on Bid, not estimate – date advertise & open.• Submit Bid Tabulation.

Application Process


• Application For Federal Assistance – Form 424 & Budget Form 5100-100 (Sample 7)– AIP number must be shown on both forms (provide

accurate information).– Project description must be the same on all

correspondence.– Only the authorized representative must signsign and datedate

the application, if applicable a signed resolution should be attached.

– Budget sheet must reflect accurate amount.

Application Process Con't.


• Sponsor Certification for Drug-Free Workplace (Sample 8)– Must be submitted for each project be signed and dated

by the Airport Sponsor.


• Sponsor/Engineer Design and/or Inspection Agreement – Work Scope & Cost Breakdown.– Must be signed and dated by all parties.– Compensation/method of payment (cost-plus fixed fee or

lump sum).– Project schedule.– Work Scope must coincide with the Agreement cost

breakdown .


• Sponsor/Engineer Design and/or Inspection Agreement– Cost summary (Sample 9)

• Clearly identify all cost and fees.• All subcontracts agreement must be provided.• Hourly classification must be shown and should not

fluctuate – cost summary and payment request.• No contingency costs.



• Independent Fee Estimate (IFE).– Dependent on cost of Design & Inspection Agre.– Must be solicit by the Airport Sponsor to another

consultant that is not affiliated with the project.– IFE must show similar work items associated with

the project.– Sponsor should negotiate with consultant,

utilizing the IFE. – FAA issues grant based on negotiated

agreement.



• Preliminary Plans & Spec.– 70% complete– Detail of Cover:

• AIP Grant Number• 70% complete• Re-Bid if necessary• Airport name & location• Date


• Final Plans & Spec.– Should contain similar detail


• Sponsor Certif. of Project Plans & Spec. – Purpose. (Sample 10)– Must be signed and dated by the Airport Sponsor.


• BID– FAA issues grants based on Bid’s, not estimate. – Obtain permits prior to bidding project.– Inform FAA on advertise and bid opening dates.– Bid project prior to Spring Season.


Application Process Con't.• BID Tabulation (Sample 11)

– Project could be bid as one or base bid with alternate/add-on (limited funds).

– Sponsor will send summary with recommendation on bid award (lowest qualified bidder).

– Cost Summary:• Should list items & cost for engineers estimate &

bidders on same page. • List all alternate/add-on bids. • Provide bidders contact information (address & tel.) • No contingency.


• Sponsor/Engineer Design Services Agreement.• Sponsor/Engineer Inspection Services Agreement.• Concurrence of Award. (Sample 12,13 & 14)

FAA Approval Letters

Grant Offer• Issued after OST clearance. • Cover letter. (Sample 15)• Grant Offer/Agreement:

– Special Conditions & budget sheet.– Signed and dated by all parties.

• Master Agreement - contains Grant Assurance.


• Notice To Proceed (NTP) (Sample 16)

– Executed grant received & accepted.– Conformed contract documents.– Performance & payment bonds (100%).– Insurance certificate (liability is not eligible

under AIP).– Construction management program.

Approval Letters Con't.


• Change Order– Contact the ADO prior to performing work.– Cost must be justifiable & eligible. – 4 original signature sheet.– Approval.

• Weekly Const. Progress & Inspec. Reports – Form 5370-1. (Sample 17)

• Quarterly Federal Cash Transaction Report – Form 272. (Sample 18)

General


• Payment Request– Electronic draw down is preferred.– AIP Grant number must be on the payment req.– Payment request must be the same for

percentage of work completed.– Request must follow one after another. (e.g. 1,

2, 3, etc.)

General Con't.


• Outlay Report (Form 271), including funds spent (final project cost). (Sample 19)

• Sponsor Cert. Of Construction Project Final Acceptance. (Sample 20)

• Acceptance of construction work by Sponsor for each contract and/or acceptance of procurement for each piece of equipment.

• Request an amendment with or prior to close-out. Cannot exceed 15% of max. grant obligation

• Must satisfy special conditions of grant (deed rec.)

Project Close-Out


Visit http://www.faa.gov/arp/forms for all associated forms.

Questions?

Mahendra RaghubeerAirport Planner & Engineer

New York Airports District Office

E-Mail: [email protected]: 516-227-3813

http://www.faa.gov/arp/forms

Documents

Federal Aviation Administration Airport Development Process - Airport Capital Improvement Plan (ACIP) By: Mahendra Raghubeer, Airport Planner & Engineer