Consideration and Approval of Contract:  Non-Federal Preliminary Design Reimbursable Agreement Between the US Department of Transportation Federal Aviation Administration and City of Flagstaff, Flagstaff Pulliam Airport

1. Approve the Reimbursable Agreement with the Federal Aviation Administration for the evaluation of possible impacts to FAA equipment (Automated Surface Observation Station and Surface Weather System) by the construction of the Airport Snow Removal Equipment Building in the amount of $67,152.45; and
2. Authorize the City Manager to execute the necessary documents.

This reimbursable agreement is related to the proposed construction of a new Snow Removal Equipment Building. The Federal Aviation Administration (FAA) owns and maintains some of the equipment at the Flagstaff Pulliam Airport that is essential for air travel and air navigation. This equipment includes an Automated Surface Observation Station (ASOS) and Surface Weather System (SWS) that provide meteorological information to air crews. This equipment may be affected by the proposed construction of the new Snow Removal Equipment Building (SREB). The Flagstaff Airport is required to reimburse the FAA for their efforts in analyzing potential impacts to the equipment and designing a proposed solution. The City's cost is eligible for reimbursement by the separate FAA construction grant for the project. If this analysis determines that the ASOS and/or SWS require modification because of the SREB project a separate agreement for the modification will be required.

The delivery of the SREB project will ensure the investments made by City, state and federal funds on equipment is secured and is anticipated to increase the overall level of service of the runway snow operations. Once the project is completed, the efforts will result in an improved quality of air transportation network during the winter months. The City of Flagstaff community continues to support initiatives improving and maintaining quality infrastructure throughout out transportation network.

The cost of this agreement is $67,152.45 and is budgeted in 221-07-222-6271-0-4434, Building Construction.

Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community
- Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
- Promote physical health through providing recreation opportunities, parks, open space & multiple transportation options.

Sustainable, Innovative Infrastructure
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
- Provide effective management of and infrastructure for all modes of transportation.

Yes, the grant award for the Design of the Snow Removal Equipment Building was approved by council on August 18, 2020.

- Approve the Reimbursable Agreement which will provide funding to the FAA  to analyze the effect of the snow removal equipment building on FAA equipment.
- Not approve the Reimbursable Agreement and the associated grant funds will be returned and project terminated.

Currently, airport snow removal equipment and materials are stored at several locations across the facility, with some equipment being stored outdoors. The airport received 163 inches of snow last winter and airport staff are tasked with ensuring that snow is removed quickly and safely to keep the facility open as much as possible. The proposed SREB is discussed in the Airport Master Plan and shown on the FAA-approved Airport Layout Plan. A Request for Proposal (RFP) was solicited for Professional Architectural Design Services, proposals were received on April 2, 2020 and on July 7, 2020 council approved the contract with APMI in the amount of $859,977. Based on proposals, the City received a Grant Offer on July 13, 2020 from FAA for the Airport Improvement Program (AIP) Project No. 3-04-0015-044-2020 to Design the Snow Removal Equipment Building. The first of June 2023 we submitted three grant applications (FAA Entitlement, Bipartisan Infrastructure Law, and FAA Discretionary) for funding the construction of the Snow Removal Equipment Building. This is the first award of three grants to get to a total project cost of approximately $24,780,722.

This agreement is required by the FAA to proceed with the construction of the SREB. The cost of this agreement is eligible for reimbursement by the construction grants.

The project design was 100% funded by FAA.  The construction grant will be funded through a number of grant awards (anticipating three in total) using Entitlement funds, Airport Bipartisan Infrastructure Law funds, and competitive Discretionary funding.  In addition, each grant award will be partially matched by AZ Department of Transportation, Aeronautics Section.

The City will benefit in numerous ways with the completion of this project. There will be a consolidation of facility resources (staff, equipment, materials…) and thus, efficiency in these services is expected to increase. The facility will increase the efficiency of snow removal operations at the airport and extend the life of airport equipment by providing a protected storage area. 

Consult – Staff will continue to share the design progress with the airport commission as well as City Council. 
Empower – The Federal Aviation Administration and City Council have been very supportive of the project.