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2.
City Council Combined Special Work Session/Special Meeting
Meeting Date:
05/23/2017
Co-Submitter:
Barney Helmick
From:
Stacey Brechler-Knaggs, Grants and Contracts Manager

TITLE

Consideration and Approval of Grant Agreement:  A Grant Agreement between the City of Flagstaff and the U.S. Department of Transportation, Federal Aviation Administration (FAA) for the Flagstaff Airport, Runway 3/21 Mill and Overlay Project.

RECOMMENDED ACTION:

Approve the Grant Agreement with the Federal Aviation Administration (FAA) in the amount of $8,665,149 for the Runway 3/21 Mill and Overlay Project.

EXECUTIVE SUMMARY:

The Flagstaff Airport is a single runway airport that supports commercial air service, business, medical, military and general aviation traffic for Flagstaff and the Northern Arizona Region.  The Federal Aviation Administration (FAA) recognizes the importance of this runway to our community. This project is critical to the goals of maintaining city infrastructure, as well as to the continued efforts for secondary air service and access.

The existing Flagstaff Airport runway pavement is oxidized, distressed and has grade irregularities that may cause aircraft damage if not corrected.  This project will consist of the mill and overlay of the runway pavement, connecting taxiways A1 to A9, new asphalt shoulders, pavement sealing of the blast pads and pavement striping and needed markings.

The project is segmented into two (2) phases.
  • Phase One consists of the work needed to be complete prior to the paving (including multiple evening runway shutdowns).
  • Phase Two consists of the paving work (runway shutdown is scheduled for June 11 through June 17). American airlines service will begin again on Monday, June 19, 2017.

INFORMATION:

Financial Impact:
The FAA Grant Offer in the amount of $7,890,485 will cover 91.06% of the cost, the City will provide a match of $387,332 (4.47%) and ADOT will provide a match of $387,332 (4.47%) for a total project cost of $8,665,149.

This project is currently in the 5-year plan. This project is budgeted in FY 2017 account number 221-07-222-3332-0-4433 in the amount of $3,277,685 and $4,093,533 in FY 2018.  The remaining $1,293,931 needed to meet the total contract of $8,665,149 will be achieved by using budget appropriation in accounts 221-07-222-3352-0-4421 (Drainage Improvements) and 221-07-222-3140-4402 (AARF Truck) currently in FY2017 budget.
 
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS 2017-2019:

Economic Development - Grow an strengthen a more equitable and resilient economy.
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
 
Has There Been Previous Council Decision on This:
Yes;
-  On 05/19/15 Council approved a Grant Agreement (AIP 38) for Design and approved the Consultant Contract with Kimley- Horn for Design Services.
-  On 12/20/16 Council approved the Construction Manager at Risk Design Phase Services with FANN Contracting, Inc.
-  On 03/21/16 Council approved the Phase One Construction Manager at Risk Construction Services with FANN Contracting, Inc.
 
Options and Alternatives:
1.  Approve the Grant Agreement which will provide funding for Phases One and Two of the project.
2.  Not approve, and:
    a)  Cover the costs incurred to date for Phase One of the project.
    b)  Cancel the project and the runway will continue to deteriorate, potentially to the point of failure.
    c)  Risk a dispute with the contractor or airline due to flight cancellations.
    d)  Increase the cost of ongoing asphalt maintenance of the runway.
 
Background/History:
The Flagstaff Airport has been at it's current location since 1948.  It has one runway, 8,800 feet in length and 150 feet wide.  The runway was extended in 2007 from 6,999 feet to its current length to allow for larger aircraft to land.  It is constructed of asphalt to FAA AC 150/5300-13 standards.  The single runway handles over 40,000 operations a year, an over 130,000 passengers fly in and out of the airport.  The Flagstaff Airport provides air service for private, medical, military, emergency response aircraft and commercial carriers.
 
Key Considerations:
This work is critical for the Flagstaff Airport.  The existing open graded friction course is raveling in several locations, leaving loose aggregate that are dangerous for flight operations.  This project will consist of the mill and overlay (2.5" in depth) of the runway pavement, connecting taxiways A1 to A9, new asphalt shoulders, pavement sealing of the blast pads, and pavement striping and needed markings. 

The project was segmented into two phases:
  • Phase One consists of work needed to be completed prior to the paving (requiring multiple evening runway shutdowns); work includes Construction Management Services, Internal Engineering Administrative Oversight, and Construction Services which consist of mobilization, survey, quality assurance and control, asphalt plant set up, and aggregate production.
  • Phase Two consists of the paving portion of the contract and will require a runway shutdown of seven (7) consecutive calendar days.  The anticipated runway shutdown is scheduled for June 11 through June 17.
Community Benefits and Considerations:
The airport supports the community with air service, medical flights, and is an economic generator for Flagstaff and Northern Arizona. The maintenance of the runway is critical to continue support for air service and medical users that utilize our airport.  Construction of the airport project will increase the utility and safety of our overall operations.  New pavement on the airport runway will provide a safer landing and takeoff area for the pilots.
 
Community Involvement:
Inform-
The project will require that tenants will not have access to the runway during construction. To minimize that inconvenience, the project will be constructed in seven (7) consecutive days to perform the runway paving operation. Tenants were notified of the upcoming work by mail prior to construction. In addition, mass e-mails were sent to all tenants advising of the upcoming work. During construction, weekly updates regarding progress and anticipated dates for reinstating runway access will be posted on the City web site in order that tenants may be advised of construction progress.

Outreach to date performed on the project is as follows;
  • We have also placed two ads in the Flagstaff Business News and wrote an article on the shut-down.
  • We have placed five ads in the Arizona Daily Sun and the Arizona Daily Sun did a community mention of this closure in the paper as well.
  • City of Flagstaff website is updated with the information.
  • Airport Director attended three HOA meetings to the surrounding neighborhoods.
  • Airport Director notified American Airlines of the potential closure at three airline meetings and said we would offer appropriate notification when we received grant notification.
  • Airport Director notified American Airlines February 2017.
  • Airport Director notified the Airport Commission at the February 2017 meeting.
  • Airport Staff notified all tenants of the closure in April 2017.
  • Airport Staff have issued Notice to Airman (NOTAM's) in April and May 2017 of the night closures.
  • City submitted and received approval from Federal Aviation Administration of the Form 7460, Notice of Proposed Construction or Alteration first of May 2017.
  • Economic Vitality Monthly Reports talked about the runway closure – this was seen in February, March, April, and May so far.
  • Economic Vitality Director presented to ECoNA Executive Board and Advisory Council in February about the upcoming runway closure.
  • CVB Director notified all tourism stakeholders on their simpleview contact list about the closure and included it in his monthly Note from the Director three months so far.

Attachments