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HomeMy WebLinkAbout08/23/20021225 Main Street [] Sebastian, Florida 32958 Telephone (772) 589-5330 [] Fax (772} 589-5570 City Council Information Letter August 23, 2002 Grant Allocation from the Federal Aviation Administration Please find the attached letter as compiled and delivered by Mr. W. Dean Stringer, Manager, Orlando Airports District Office, Federal Aviation Administration announcing a grant award allocation totaling $921,000. As previously reported, our recent efforts to secure funding from FAA involved establishing dedicated sources to assist the Sebastian Municipal Airport with implementing Phase I of the Runway 9-27 Reopening and Rehabilitation Program, and the Security Fencing Installation Program. Final arrangements prior to delivery of a respective grant agreement include completion of bid solicitation processes by September 20th. Via expectation of this award, respective tasks were previously initiated to achieve the goal of securing this necessary and important financial assistance. It is therefore anticipated that a recommendation to authorize a respective grant agreement is to be delivered to you via your September 25th regular meeting agenda. Sebastian Police Department Accreditation Process As Police Chief Jim Davis mentioned during his departmental budget goals and objectives presentation to you Wednesday evening, the Sebastian Police Department recently completed a successful exit interview relative to agency accreditation. The final step in the process involves a presentation to the Commission for Florida Law Enforcement Accreditation, scheduled to take place Wednesday October 2, 2002 at the Crowne Plaza Grand Hotel in Pensacola, Florida. Members of City Council are invited to attend this momentous occasion, to be accompanied by Chief Davis and members of his management team. If interested, feel free to contact Chief Davis to make arrangements, as well as learn more about this important endeavor. City Council Information Letter August 23, 2002 Page 2 En.qineerin.q Plans for Sebastian Stormwater Passive Park Enclosed are personal copies of the Sebastian Stormwater Passive Park engineering/design plans for your review and education. As reported in my last information letter delivered to you August 9th, representatives from the St. John's River Water Management District will be present during your September 25th meeting to discuss additional project logistics, as well as provide updates relative to construction timeframe. Comprehensive Traffic Study Program Per our brief discussion during your August 14th meeting relative to traffic signage installation criteria, please be advised that the Department of Engineering was recently directed to implement a comprehensive traffic study program. The purpose of this arrangement is to continue ascertainment of necessity to install various traffic signs, signals and other tools on city streets to help facilitate safety and proper vehicular flow throughout the community. This effort will also result in recommendations via joint discussions and tasks with the Indian River County Department of Emergency Services relative to the prospect of positioning a flashing warning light on Barber Street in the vicinity of Fire Station #8. Respective evaluation processes include various reviews and analysis discussed last week, including statistical review of traffic accident and incident reports, as well as implementing traffic counts. Expenditure authorization recommendations to you may also ensue accordingly (i.e. if flashing signals are deemed warranted in any given area, resulting in costs for equipment exceeding $5,000). Enclosure(s): Letter from Federal Aviation Administration Individual Sets of Engineering Plan - Sebastian Stormwater Passive Park My Docu ments/In foLetter145 U.S. Department of Transportation Federal Aviation Administration ORLANDO AIRPORTS DISTRICT OFFICE 5950 Hazeltine National Dr., Suite 400 Orlando, Flodda 32822-5024 Phone: (407) 812-6331 Fax: (407) 812-6978 August 16, 2002 Mr. Jason Milewski Airport Manager Sebastian Municipal Airport 1225 Main Street Sebastian, FL 32958 Dear Mr. Milewski: RE: Sebastian Municipal Airport; Sebastian, FL AlP Number 3-12-0145-03-2002 Notice of Tentative Allocation Rehabilitate Runway 9-27 - Phase 1; Install Fencing We are pleased to announce the Administrator has approved an allocation of $921,000 under the Fiscal Year 2002 Airport Improvement Program for the following specific development at Sebastian Municipal Airport: Rehabilitate Runway 9-27 - Phase 1 Install Fencing Our representative will soon discuss with you the project development, equal employment opportunity and the civil rights requirements. In allocating Federal funds for this project, we considered the representations in your Joint Airport Capital Improvement Program (JAClP) for Federal Assistance with regards to your commitment of local funds and your ability to proceed promptly with the project. This allocation is contingent upon you developing a project schedule which allows the Federal Aviation Administration to issue a grant offer based on bids by September 2002. Failure to comply with the schedule may result in cancellation of this allocation. Please find enclosed, a copy of our "Project Management Checklist" which will be used to track the progress of this project. After review of the information, please contact your Airports District Office program manager to coordinate and establish the project schedule. In accordance with 49 CFR Part 26, the City of Sebastian will be required to take all necessary and reasonable steps to ensure that disadvantaged business enterprises PARTNERS IN CREATING TOMORROW'S AIRPORTS 2 (DBE) have the maximum opportunity to compete for and perform contracts under this project. In this regard, you should contact our Civil Rights Staff at (404) 305-5250 to determine the status of any outstanding requirements under this part. Additionally, you are reminded of the testing laboratory requirements for pavement construction outlined in Advisory Circular 150/5370-10A, "Standards for Specifying Construction of Airports." We look forward to working with you in the successful accomplishment of this project. Sincerely, W.D S'g Manager CC: ASO-9 Rebecca Rivett, FDOT/4 PROJECT MANAGEMENT CHECKLIST AIRPORT: AlP PROJECT NO.: WORK ITEM: Page 1 of 4 IMMEDIATELY FOLLOWING THE FAA'S SUBMITTAL AND THE AIRPORT OWNER'S RECEIPT OF THE TENTATIVE ALLOCATION LETTER Owner Begin consultant selection process. REFERENCE: (AC1S0/$100-14C) Owner Prepare independent cost analysis if basic services are expected to exceed $100,000. Airport owner is allowed to prepare the analysis if qualified. REFERENCE: AC 15016100-14C, Appendices 3, 4, and 6, and "Surnrnary Guidance for Architects and Engineers' Fees for AlP Projects" dated July 1992 prepared by ASO-610 Owner Select consultant to prepare or update DBE Plan. (Airport owner is allowed to accomplish this task if qualified personnel available). Project specific DBE goals are to be established by the airport owner in accordance with Civil Rights Division (ASO-9) guidelines. The airport owner will work directly with an ASO-9 representative concerning all DBE matters. ASO-9 Approve DBE goals. Airport owner will notify the ADO when the DBE goals are approved, and the ADO will subsequently confirm established DBE percentages by telephone call to ASO-9. The DBE plan must be approved and confirmation received by the ADO prior to project advertisement. Owner Submit project schedule to ADO for approval. INDEPENDENT COST ANALYSIS AND EXECUTED CONSULTANT CONTRACT IF THE INDEPENDENT COST ESTIMATE IS NOT PREPARED BY THE AIRPORT OWNER, AND INSTEAD PREPARED BY A RESPONSIBLE THIRD PARTY, THE THIRD PARTY SHOULD A'Fr'END OWNER/CONSULTANT SCOPING SESSION Owner Prepare independent cost analysis for consultant basic service fees. An independent cost analysis is required when basic services are expected to exceed $100,000. Owner Evaluate consultant's proposed fees in accordance with independent cost analysis and prepare Record of Negotiation REFERENCE: AC 15015100-14C, Ar~pendices 4 & 5. Owner Submit consultant contract, independent cost analysis, and Record of Negotiation. Submittal of Record of Negotiation is required only if proposed fees differ h'om the independent cost analysis by more than 10%. ADO Concurrence in proposed engineering fees. Engr Conduct predesign conference. Provide at least two weeks notice to FAA, airport tenants, airport users, and other interested parties. Conference is normally conducted at 30% completion of plans and specifications, safety plan, engineer's report. PRIOR TO SUBMITTAL OF 100% PLANS AND SPECIFICATIONS Page 2 of 4 PROJECT MANAGEMENT CHECKLIST Engr Prepare "Operational Safety on Airports During Construction" plan (AC 150/5370-2C) tailored to the specific project. Engr Obtain wage rates from appropriate local source. Engr Submit proposed modifications to Federal standards. Preparation and submittal of proposed modifications shall be in accordance with FAA Order 5300.1 E, Item #8. The specific number of document sets shall be established by ADO prior to submittal. ADO Coordinate proposed modifications to Federal standards with appropriate FAA division(s). NOTE: All modifications must be approved on a case-by-case basis, ADO Approve modifications to Federal standards (within 30 days). Owner Submit proposed utility relocation. An attorney's opinion is required stating that the airport owner is legally and financially obligated to relocate the utilities in question. ADO Review and concurrence with Construction Management Plan Engr Complete plans and specifications in accordance with AC 150/5300-13, and other applicable advisory circulars, and Federal standards. r~ COORDINATION OF PLANS AND SPECIFICATIONS Engr Submit Engineer's Report (separate, "stand-alone", bound document). Report shall include, but is a not limited to, cost estimate for total project costs (including construction, design engineering, testing, construction management, and resident inspection), pavement design (FAA Form 5100-1), testing data, and design alternatives considered. If cost estimates reveal that total project costs are expected to exceed originally identified funding levels (tentative allocation letter), the plans and specifications must be prepared with deductible/alternative bid items to allow for the award of complete and usable units of work which match the TA letter funding levels. Owner Submit 100% plans and specifications for coordination with appropriate FAA divisions (ATL-FPO, ASO-472, ASO-532, etc.). The specific number of plans and specifications sets shall be established by the ADO prior to submittal. ADO Review plans and specifications ADO Approve plans and specifications Owner Submit revised ALP Page 3 of 4 PROJECT MANAGEMENT CHECKLIST BID OPENING Engr Open bids. Engr Determine Iow responsive bidder, in accordance with bid specifications and DBE requirements. Owner Submit DBE reportin~ forms to ASO-9 with copy to ADO. APPLICATION FOR FEDERAL ASSISTANCE ADO Provide airport owner with updated Advisory Cimular List Engr Submit certified bid tabulation with airport owner's intent to award. Owner Submit application package. The specific number of packages required shall be established by ADO prior to submittal. CONSTRUCTION MANAGEMENT PLAN Engr If project includes runway, taxiway and/or apron paving costs greater than or equal to $250,000, submittal of a Construction Management Plan (CMP) is required. Notice-To-Proceed shall not be authorized by the airport owner prior to completion and submittal of the Construction Management Plan. ADO Construction Management Plan approval GRANT OFFER ADO Prepare paper work for Phase 4 programming. ADO Verify and notate reservation of Federal funds. ADO Forward original and two (2) copies of grant offer to airport owner. Owner Submit executed original and one (1) executed copy of grant offer to ADO. Airport owner must sign grant offer on or before expiration date. Airport owner's attorney must sign grant offer on or after date of airport owner's signature. ADO Determination of proper grant execution. ADO Prepare paper work for Phase 5 programming. ADO Forward original executed grant offer to AS0-22. [] [] [] Page 4 of 4 PROJECT MANAGEMENT CHECKLIST PRECONSTRUCTION CONFERENCE Owner Establish date of preconstruction conference and notify FDOT, ADO, other appropriate parties (airport users, airport tenants, etc.) at least two weeks prior to meeting. ADO Notify appropriate FAA divisions. Engr Conduct preconstruction conference, with emphasis on "Safety During Construction Plan." CONSTRUCTION PHASE Owner Change order submittals and approvals shall be accomplished in accordance with the attached guidance. PROJECT COMPLETION AND FINANCIAL CLOSEOUT Owner Provide two-week notice to FAA, FDOT, and other appropriate agencies of scheduled final inspection. Owner Complete construction. ADO Request claseout documents. Owner Submit requested documents ADO Close project.