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Community Development Agency, Administration and Finance Division, recommending the Board consider the following actions pertaining to the Update Pavement Maintenance/Management Program at the Placerville Airport, CIP No. 93131; and the Update Pavement Maintenance/Management Program at the Georgetown Airport, CIP No. 93534:
1) Provide grant award acceptance and approval of a Federal Aviation Administration Grant Agreement and Terms and Conditions of Accepting Airport Improvement Program Grants in an estimated amount of $37,004 for the Placerville Airport from the United States Department of Transportation, Federal Aviation Administration, and authorize the Community Development Agency Director, or his designee, to execute all associated documents (P&C No. 138-F1611), subject to review and approval by County Counsel;
2) Provide grant award acceptance and approval of a Federal Aviation Administration Grant Agreement and Terms and Conditions of Accepting Airport Improvement Program Grants in an estimated amount of $32,405 for the Georgetown Airport from the United States Department of Transportation, Federal Aviation Administration, and authorize the Community Development Agency Director, or his designee, to execute all associated documents (P&C No. 139-F1611), subject to review and approval by County Counsel;
3) Provide grant award acceptance and approval for a State of California, Department of Transportation, Aeronautics Division Airport Improvement Program Matching Grant in an estimated amount of $1,850 for the Placerville Airport, if successful, and authorize the Community Development Agency Director, or designee, to execute all associated documents (P&C No. 141-F1611), subject to review and approval by County Counsel; and
4) Provide grant award acceptance and approval for a State of California, Department of Transportation, Aeronautics Division Airport Improvement Program Matching Grant in an estimated amount of $1,620 for the Georgetown Airport, if successful, and authorize the Community Development Agency Director, or designee, to execute all associated documents (P&C No. 142-F1611), subject to review and approval by County Counsel.
FUNDING: Federal Aviation Administration Grants (90%) and Accumulated Capital Outlay Fund (10%). (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Administration and Finance Division (CDA), recommending the Board take the following actions pertaining to the Update Pavement Maintenance/Management Program at the Placerville Airport, CIP No. 93131; and the Update Pavement Maintenance/Management Program at the Georgetown Airport, CIP No. 93534:
1) Provide grant award acceptance and approval of a Federal Aviation Administration Grant Agreement and Terms and Conditions of Accepting Airport Improvement Program (AIP) Grants in an estimated amount of $37,004 for the Placerville Airport from the United States Department of Transportation, Federal Aviation Administration, and authorize the CDA Director, or his designee, to execute all associated documents (P&C No. 138-F1611), subject to review and approval by County Counsel;
2) Provide grant award acceptance and approval of a Federal Aviation Administration Grant Agreement and Terms and Conditions of Accepting AIP Grants in an estimated amount of $32,405 for the Georgetown Airport from the United States Department of Transportation, Federal Aviation Administration, and authorize the CDA Director, or his designee, to execute all associated documents (P&C No. 139-F1611), subject to review and approval by County Counsel;
3) Provide grant award acceptance and approval for a State of California, Department of Transportation, Aeronautics Division AIP Matching Grant in an estimated amount of $1,850 for the Placerville Airport, if successful, and authorize the CDA Director, or his designee, to execute all associated documents (P&C No. 141-F1611), subject to review and approval by County Counsel;
4) Provide grant award acceptance and approval for a State of California, Department of Transportation, Aeronautics Division AIP Matching Grant in an estimated amount of $1,620 for the Georgetown Airport, if successful, and authorize the CDA Director, or his designee, to execute all associated documents (P&C No. 142-F1611), subject to review and approval by County Counsel.
DISCUSSION / BACKGROUND
In accordance with Board Policy A-6, Grant Applications, the CDA is in the process of applying for two Federal Aviation Administration (FAA) AIP Pavement Maintenance Management Program (PMMP) grants, one for the Placerville Airport and one for the Georgetown Airport, which, if received, would fund ninety percent (90%) of the costs for each PMMP.
The grants must be executed by mid-September due to the compressed time frame for the FAA to program and fund the grants by the end of the Federal Fiscal Year on September 30, 2015. To expedite this process and keep the PMMPs on schedule, the CDA requests the Board authorize the CDA Director, or his designee, to execute the documents for the two FAA AIP grants, currently estimated at $37,004 for the Placerville Airport and $32,405 for the Georgetown Airport, subject to County Counsel review and approval.
In accordance with Board Policy A-6, Grant Applications, the CDA intends to apply for two State AIP Matching Grants, which, if received, would fund five percent (5%) of the FAA AIP Grant amounts for each PMMP. State AIP Matching Grants were not programmed in the 2015 Capital Improvement Program (CIP) as these funds have become unreliable; Accumulated Capital Outlay (ACO) funds were included instead. If the CDA is awarded the two State AIP Matching Grants, a portion of the ACO funds will be replaced with the State matching funds.
The CDA cannot apply for the two State AIP Matching Grants until the FAA AIP Grants are executed, which compresses the time frame for issuing the Notices to Proceed to start the PMMPs. To expedite this process and keep the PMMPs on schedule, the CDA requests the Board authorize the CDA Director, or his designee, to execute the documents for the two State AIP Matching Grants, currently estimated at $1,850 for the Placerville Airport and $1,620 for the Georgetown Airport, subject to County Counsel review and approval.
The purpose of the PMMPs is to provide documentation of the construction and maintenance history of the pavements at the Placerville and Georgetown Airports, as well as document the existing condition of the pavements utilizing a pavement condition survey methodology. Using Airport Pavement Management Program (PMP) software, the collected information will allow development of a maintenance schedule for all pavements at both airports.
In addition, the Pavement Condition Numbers (PCNs) will be calculated for all airfield pavements, in accordance with FAA standards (Circular 150/5335-5C, Standardized Method of Report Airport Pavement Strength - PCN). The completed reports will provide the County with accurate information on the condition of the airfield pavements, which will be used to develop plans for future projects to preserve, maintain, and reconstruct the airfield pavements.
ALTERNATIVES
NA
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel will review and approve the FAA AIP Grant Agreements. If the CDA is successful in obtaining State matching funds, County Counsel will review and approve the State AIP Matching Grant Agreements.
CAO RECOMMENDATION
CAO recommending the Board move staff's recommendations.
FINANCIAL IMPACT
These PMMPs are included in the adopted 2015 CIP. The cost of the Placerville Airport PMMP is estimated at $41,116 and the cost of the Georgetown Airport PMMP is estimated at $36,006. Funding for the PMMPs will be provided by two FAA AIP Grants (90% for each PMMP) and ACO funds (10% for each PMMP), unless the CDA is awarded State AIP Matching Grants, in which case a portion of the ACO funds will be replaced with the State matching funds.
CDA FOLLOW UP ACTIONS
1) Upon award of the FAA AIP Grants, the CDA will forward the Grant Agreements to County Counsel for review and approval.
2) Upon County Counsel’s approval of the FAA AIP Grant Agreements, the CDA Director, or his designee, will execute the Grant Agreements and the CDA will send copies to the Clerk of the Board.
3) If the State awards the State AIP Matching Grants, the CDA will forward the Grant Agreements to County Counsel for review and approval.
4) Upon County Counsel’s approval of the State AIP Matching Grant Agreements, the CDA Director, or his designee, will execute the Grant Agreements and the CDA will send copies to the Clerk of the Board.
CLERK OF THE BOARD FOLLOW UP ACTIONS
The Clerk of the Board will file copies of the fully executed Grant Agreements.
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety
CONTACT
Kate Sampson, Assistant Director
Administration and Finance Division
Community Development Agency