Federal Aviation Administration Oklahoma Airport Operator’s Association Reimbursable Process Planning & Requirements Group National Airspace System Planning & Integration (NPI ) April 19, 2016

Topics Functions of FAA Planning and Requirements Who to contact in FAA Planning and Requirements When to contact FAA Planning and Requirements Overview of establishing a Reimbursable Agreement with FAA Reimbursable Agreement Timeline Cost Estimates

Functions of NAS Planning & Integration Team Provide Strategic Planning to support the FAA Directors of Operations Service Center liaison to Regional Administrators, Airports Divisions, Airport Sponsors, & State Aviation Officials Interfaces with other FAA lines of business to ensure Horizontal Integration of planning activities within the Agency Serves as focal point for Reimbursable Agreements (RA)

NAS Planning & Integration (NPI) South Team Geographical & Functional Assignments South Team Grady Cunningham, Manager Lead Planners and Specialists Pamela Durrant (TX, DFW Metro) Chris Smith Steve Juricek (TX, HOU Metro, LA) Isaac (CTR) Cooper Miguel Negrete (AR, NM, OK, TX) Thomas Vrbas Reimbursable Agreement Support Reeba King ARTCC ZAB – Miguel Negrete ZFW – Pamela Durrant ZHU – Steve Juricek Terminal Greater Southwest – Pamela Durrant, Miguel Negrete Mid America – Miguel Negrete Texana – Steve Juricek, Miguel Negrete Tech Ops Districts Albuquerque – Miguel Negrete DFW – Pamela Durrant Houston – Steve Juricek Kansas City – Miguel Negrete NPI South Team KSN Site:

FAA Points of Contact Grady Cunningham – Manager NPI South (817) Miguel Negrete – Lead Planner (817) Tom Vrbas – RA Specialist (817)

When to Contact NPI? Master Airport Plan Updates As soon as possible for the following; –Construction plans or activities –Requesting new equipment or services –Special events such as airshows –Utilities relocation –Or any other activity that may affect FAA equipment

What is a Reimbursable Agreement? A Reimbursable Agreement is a legal document executed by an FAA Contracting Officer and a Sponsor under which the FAA provides, and is reimbursed for materials, supplies, equipment, FAA Engineering services, FAA Resident Engineer (RE) services (deployed during the Sponsor’s construction to commissioning phases), Development of FAA Flight Procedures, and/or Flight Inspection. A Reimbursable Agreement provides resources to protect the operation of the NAS, by ensuring FAA involvement during all phase of the Sponsor’s project. Including site visits, review of Sponsor’s provided plans, and FAA RE involvement during construction, acceptance inspection, and project closeout.

What services can the FAA provide for Reimbursable Agreements? Engineering Site Selection Equipment Specifications Construction Oversight Installation & Testing Flight Inspection

Different Reimbursable Types Small Scale Reimbursable Agreement 1. Preliminary Design Review 2. Cable Relocation 3. Special Event 4. Flight Inspection 5. Telephone or Utility relocation 6. Travel Allows FAA to visit the Airport, investigate the condition of the impacted facilities, determine the full scope of the project, and generate the cost estimates for the upcoming Engineering and Construction Reimbursable Agreements. Engineering Only Reimbursable Agreement 1. Allows Engineering to work with the Consultant during the design phase. 2. Engineering Services can provide “As-Built” Drawings of the existing FAA facilities and provide Standard Drawings for new or relocated facilities. 3. Engineering typically will provide 30%, 50%, 90% and 100% reviews of the Consultant’s design package. Construction Reimbursable Agreement Allows Engineering to provide a Resident Engineer to monitor the construction and ensure that the FAA interests are protected during the construction phase. Also included will be the cost for the FAA to perform on-site electronics installation, testing of FAA equipment, and Flight Inspection the facilities.

When is a Reimbursable Agreement (RA) required? 1.During the Initial discovery phase of the Sponsor’s Project. A Small Scale Reimbursable Agreement (SSRA) will help determine if and/or when FAA involvement is required. 2.When relocation, replacement, or modification of an FAA facility or due to the Airport’s or Sponsor’s improvement and / or project is planned. 3.When it is anticipated or probable that the technical and operational characteristics of an FAA facility will be impaired. 4.When the development of a new flight procedure is anticipated and/or required. 5.When Flight Inspection is mandatory to recertify an FAA facility. (Note: This may be required even if the FAA facility is not relocated)

Current RA Process

What are the Challenges with Reimbursable Agreements 1.DEFINING SCOPE: A well defined scope of work and schedule is essential in order to determine availability of resources and creating the cost estimate. 2.COST ESTIMATE: Knowing the duration of the project and the schedule is vital to generating an estimate due to travel and per diem costs. 3.PREPAYMENT OF THE AGREEMENT: FAA Finance Office policy requires the sponsor to fund the entire cost of the project in advance. 4.RESOURCES: Engineering resources and FAA Equipment are limited so early awareness will allow us to get the project on the priority lists. 5.FLIGHT PROCEDURE CHANGES: Flight Procedure Changes may take 2 years after the data is submitted to be Charted.

What are the Challenges with Reimbursable Agreements Close-Outs PROJECT CLOSE-OUTS: 1.Ensure that when the project is complete: As-Built drawings and other closeout documents are submitted timely to the FAA. 2.The return of funds may be expedited by completing and returning to the address on the form. The Accounts Payable section of Accounting require this completed form to refund money requested by the Accounts Receivable. 3.Prompt notification of changes with banking information submitted with the original grant information. Banks merge and buy each other out; Be mindful of changes to prevent delays of grant payments and drawdowns.

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