1. Airport Development Process - Airport Capital Improvement Plan (ACIP)
Federal Aviation
Administration
Airport Development Process - Airport Capital Improvement Plan (ACIP)
Project Planning to Closeout
By: Mahendra Raghubeer, Airport Planner & Engineer
Date: 3/2/2006

2. 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.
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3. Overview 5 Years ACIP Pre-Application Application Correspondence
Grant Offer
Closeout
Note – Consult your local ADO on their grant process and requirements
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4. 5 Years ACIP Utilize last ACIP submission (Sample 1) Federal Aviation
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5. 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)
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6. 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 .
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7. Pre-Application Process Con't.
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.
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8. Pre-Application Process Con't.
Sketch (E.G. R/W Extension) 19
Proposed
Land
Acquisition
5000’ X 150’
1000’ X 150’
Extension
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9. Pre-Application Process Con't.
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.
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10. Pre-Application Process Con't.
Project Cost Estimate (E.G. R/W Extension)
FAA Form (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/ C, Architectural, Engineering, and Planning Consultant Services.
Sponsor must sign and date.
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11. Pre-Application Process Con't.
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 and detailed drawing must be submitted for FAA review. (Sample 5)
Review Form & drawing ( must be signed by the sponsor).
Description – dimensions & location.
Late submission could jeopardize project schedule.
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12. Pre-Application Process Con't.
Environmental Review
Contact the ADO Environmental Rep. to determine the type of environmental form that is needed for AIP projects.
Form A Basic Categorical Exclusion Form B Documented Categorical Exclusion Form C Short Environmental Assessment
Submit form prior to deadline.
Could delay or prevent programming of projects.
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Administration

13. Pre-Application Process Con't.
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
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14. Application Process
Application For Federal Assistance – Form 424 & Budget Form
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.
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Administration

15. Application Process Con't.
Application For Federal Assistance – Form 424 & Budget Form (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 sign and date the application, if applicable a signed resolution should be attached.
Budget sheet must reflect accurate amount.
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16. 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 .
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17. Application Process Con't.
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.
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18. Application Process Con't.
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.
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19. Application Process Con't.
Preliminary Plans & Spec.
70% complete
Detail of Cover:
AIP Grant Number
Re-Bid if necessary
Airport name & location
Date
Final Plans & Spec.
Should contain similar detail
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20. Application Process Con't.
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.
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21. 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.
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22. FAA Approval Letters Grant Offer
Sponsor/Engineer Design Services Agreement.
Sponsor/Engineer Inspection Services Agreement.
Concurrence of Award. (Sample 12,13 & 14)
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.
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23. Approval Letters Con't. 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.
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24. General 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 (Sample 17)
Quarterly Federal Cash Transaction Report – Form 272. (Sample 18)
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25. General Con't. 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.)
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26. Project Close-Out
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.)
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27. Airport Planner & Engineer New York Airports District Office
Questions?
Visit for all associated forms.
Mahendra Raghubeer
Airport Planner & Engineer
New York Airports District Office
Fax:
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Administration