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Staff Report 3.I 03/21/2016
DATE: March 21, 2016 Agenda Item #3.1 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St John F.ASCE — Director, Public Works and Utilities Department Larry Zimmer, P.E. — Deputy Director, Public Works and Utilities Department SUBJECT: Resolution Authorizing the City Manager to Execute Application and Agreement Documents and Accept all Funds for a Federal Aviation Administration AIP -26 FY 16/17 Grant and for a California Department of Transportation Caltrans Division of Aeronautics 5% Grant to fund a Pavement Management Program Study RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the City Manager to Execute Application and Agreement Documents and Accept all Funds for a Federal Aviation Administration (FAA) AIP -26 FY 16/17 Grant and for a California Department of Transportation Caltrans Division of Aeronautics (Cal DOA) 5% Grant to fund a Pavement Management Program Study. BACKGROUND Each year the FAA offers to general aviation airports entitlement grants to fund part of their Airport Improvement Program (AIP). In addition to federal funding, Caltrans Division of Aeronautics offers a 5% matching grant to supplement the AIP program. In order to apply for FAA grant funding, the City must provide a resolution authorizing the grant application prior to submittal. As reference, following are prior AIP grant projects: on September 13, 2010, Council approved a grant in the amount of $52,250 for the installation of pilot controlled lighting and replacement of the rotating beacon; on January 24, 2011, the Council approved a grant in the amount of $118,750 for the design of Aircraft Apron Phase I Rehabilitation Project and the Southwest Taxiway Pavement Rehabilitation Design Project; on March 19, 2012, Council approved a grant in the amount of $45,000 for the replacement of the Airfield Runway Lighting Voltage Regulator; and on August 4, 2014, Council approved a grant in the amount of $633,764 for the runway rehabilitation and overlay project. On September 14, 2015, City Council approved an FAA application for AIP -25 under Federal FY 15/16 for the Airport Layout Plan Update and Terrain Survey. Grant award for this project is expected later this year. DISCUSSION In preparation for federal FY 16/17, the FAA has requested that the City submit an application for the Airport Pavement Management Program . The FAA now requires an Airport Pavement Management Program study every three years in order to remain eligible for pavement specific grant funding. The last Pavement Study was completed for the City in 2010. The Pavement Study is a management tool that will be used to maintain pavement inventory, monitor pavement condition, and identify necessary pavement maintenance, repair, rehabilitation and reconstruction proj ects. The project cost of the Airport Pavement Management Program Study is $36,300, of which the FAA Grant portion of 90% is $32,670, and the Caltrans match is $1,634. The remaining local match of $1,996 will be included in the Proposed FY 16/17 budget. FINANCIAL IMPACTS The Airport Pavement Management Program will be included in the Airport Operations FY 16/17 Budget proposal including the City local match of $1,996.00, which is comprised of Airport Operating Funds. ATTACHMENTS 1. Resolution 2. FAA Grant Application 2 Attachment 1 RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE APPLICATION AND AGREEMENT DOCUMENTS AND ACCEPT ALL FUNDS FOR A FEDERAL AVIATION ADMINISTRATION AIP -26 FY 16/17 GRANT AND FOR A CALIFORNIA DEPARTMENT OF TRANSPORTATION CALTRANS DIVISION OF AERONAUTICS 5% GRANT TO FUND A PAVEMENT MANAGEMENT PROGRAM STUDY. WHEREAS, City of Petaluma and the Federal Aviation Administration (FAA) are parties to the Federal Airport Improvement Program (AIP) grant 03 -06- 0186 -26 for an Airport Pavement Management Program; and WHEREAS, the California Department of Transportation, pursuant to the Public Utilities Code section 21683. 1, provides grants of 5% of FAA grants to airports; and WHEREAS, the FAA requires an Airport Pavement Management Program study every three years in order to remain eligible for grant funding; and WHEREAS, the projected cost of the project is $36,600 of which the FAA grant portion (90 %) is $32,670 and the Caltrans match is $1,634; and WHEREAS, the remaining local match of $1,996 will be identified in the Airport Operations budget FY 16/17; and WHEREAS, the FAA and the California Department of Transportation require the Petaluma City Council to adopt a resolution authorizing the submission of an application for an FAA AIP Grant and an AIP Matching Grant from the California Department of Transportation. NOW, THEREFORE, BE IT RESOLVED the Council of the City of Petaluma hereby: 1. Authorizes the City Manager to file an application for a State AIP Matching Grant and an FAA AIP 26 Grant for this project; and 2. Authorizes accepting the allocation of State AIP Matching funds and FAA AIP -26 funds for the project; and 3. Authorizes execution of a State AIP Matching Grant Agreement and an FAA AIP 26 Grant Agreement for this project. 4. Authorizes the City Manager to sign any documents required to apply and accept these subject funds on behalf of the City of Petaluma. 3 Attachment 2 OMB Number: 4040 -0004 Expiration Date: 08/31/2016 Application for Federal Assistance SF -424 * 1. Type of Submission * 2. Type of Application * If Revision, select appropriate letter(s): 0 Preapplication [l - Select One - M Application 0 Continuation * Other (Specify) 0 Changed /Corrected Application 0 Revision * 3. Date Received: 4. Application Identifier: 5a. Federal Entity Identifier: * 5b. Federal Award Identifier: 3 -06- 0186 -26 State Use Only: 6. Date Received by State: 7. State Application Identifier: 8. APPLICANT INFORMATION: • a. Legal Name: City of Petaluma • b. Employer/Taxpayer Identification Number (EIN/TIN): *c. Organizational DUNS: 94- 6000392 02- 002 -1978 d. Address: • Street1: 11 English Street Street 2: • City: Petaluma County: Sonoma • State: California Province: Country: USA *Zip/ Postal Code: 94952 e. Organizational Unit: Department Name: Division Name: Department of Public Works Petaluma Municipal Airport . Name and contact information of person to be contacted on matters involving this application: Prefix: Mr. First Name: John Middle Name: C * Last Name: Brown Suffix: Title: City Manager Organizational Affiliation: City of Petaluma • Telephone Number: (707) 778 -4345 Fax Number: (707) 778 -4419 • Email: citymgr @ci.petaluma.ca.us OMB Number: 4040 -0004 F— irati— n.t.: nAnligniR Application for Federal Assistance SF -424 *9. Type of Applicant 1: Select Applicant Type: C. City or Township Government Type of Applicant 2: Select Applicant Type: A. State Government Type of Applicant 3: Select Applicant Type: - Select One - * Other (specify): • 10. Name of Federal Agency: Federal Aviation Administration 11. Catalog of Federal Domestic Assistance Number: 20.106 CFDA Title: Airport Improvement Program *12. Funding Opportunity Number: N/A Title: 13. Competition Identification Number: N/A Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): City of Petaluma, Sonoma County, California * 15. Descriptive Title of Applicant's Project: Airport Pavement Management Program (APMP) Study (Including PCN) Attach supporting documents as specified in agency instructions. OMB Number: 4040 -0004 Expiration Date: 08/31/2016 Application for Federal Assistance SF-424 16. Congressional Districts Of: *a. Applicant: CA2 &5 *b. Program /Project: CA2 &5 Attach an additional list of Program /Project Congressional Districts if needed. 17. Proposed Project: *a. Start Date: 06101/2016 *b. End Date: 09/01/2016 18. Estimated Funding ($): *a. Federal 32,670.00 *b. Applicant 3,630.00 *c. State *d. Local *e. Other *f. Program Income *g. TOTAL 36,300.00 *19. Is Application Subject to Review By State Under Executive Order 12372 Process? El a. This application was made available to the State under the Executive Order 12372 Process for review on b. Program is subject to E.O. 12372 but has not been selected by the State for review. c. Program is not covered by E.O. 12372 *20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes ", provide explanation on next page.) C3 Yes No 21. *By signing this application, I certify (1) to the statements contained in the list of certifications ** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances ** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) ✓® **I AGREE ** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: . Prefix: *First Name: John Middle Name: C. *Last Name: Brown Suffix: *Title: City Manager *Telephone Number: (707) 778 -4345 Fax Number: (707) 778 -4419 * Email: citymgr @ci.petaluma.ca.us *Signature of Authorized Representative: *Date Signed: OMB Number: 4040 -0004 (Application for Federal Assistance SF -424 *Applicant Federal Debt Delinquency Explanation The following field should contain an explanation if the Applicant organization is delinquent on any Federal Debt. Maximum number of characters that can be entered is 4,000. Try and avoid extra spaces and carriage returns to maximize the availability of space. N/A 7 U.S. Department of Transportation Federal Aviation Administration OMB CONTROL NUMBER: 2120 -0569 EXPIRATION DATE: 4/30/2017 Application for Federal Assistance (Development Projects) PART II — PROJECT APPROVAL INFORMATION SECTION A Item 1. Name of Governing Body: Does this assistance request require State, local, regional, FAA or other priority rating? Priority: ® Yes Q No 58 (A,PL,PL,MS) Item 2. Name of Agency or Board: Does this assistance request require State, or local advisory, educational or health clearances? (Attach Documentation) Q Yes M No Item 3. Does this assistance request require clearinghouse review in accordance with OMB Circular A -95? (Attach Comments) Q Yes MNo Item 4. Name of Approving Agency: Does this assistance request require State, local, regional, or other planning approval? Date: Q Yes M No Item 5. Check one: State ❑ Is the proposal project covered by an approved Local❑ comprehensive plan? no Yes Q No Regional Q Location of Plan: Item 6. Name of Federal Installation: Will the assistance requested serve a Federal installation? 0 Yes M No Federal Population benefiting from Project: Item 7. Name of Federal Installation: Will the assistance requested be on Federal land or installation? Location of Federal Land: no Yes M No Percent of Project: % Item 8. Will the assistance requested have an impact or effect on the environment? (See instructions for additional information to be provided.) Q Yes M No Item 9. Number of: Will the assistance requested cause the displacement of Individuals: individuals, families, businesses, or farms? Families: ® Yes M No Businesses: Farms: Item 10. Is there other related Federal assistance on this project previous, pending, or anticipated? (See instructions for additional information to be provided.) © Yes 0 No FAA Form 5100 -100 (5/14) SUPERSEDES PREVIOUS EDITION Page 2 OMB CONTROL NUMBER: 2120 -0569 OMB EXPIRATION DATE: 4130/2017 PART II — SECTION C The Sponsor hereby represents and certifies as follows: 1. Compatible Land Use — The Sponsor has taken the following actions to assure compatible usage of land adjacent to or in the vicinity of the airport: Included in Airport Master Plan. 2. Defaults — The Sponsor is not in default on any obligation to the United States or any agency of the United States Government relative to the development, operation, or maintenance of any airport, except as stated herewith: None 3. Possible Disabilities — There are no facts or circumstances (including the existence of effective or proposed leases, use agreements or other legal instruments affecting use of the Airport or the existence of pending litigation or other legal proceedings) which in reasonable probability might make it impossible for the Sponsor to carry out and complete the Project or carry out the provisions of the Grant Assurances, either by limiting its legal or financial ability or otherwise, except as follows: None 4. Consistency with Local Plans — The project is reasonably consistent with plans (existing at the time of submission of this application) of public agencies that are authorized by the State in which the project is located to plan for the development of the area surrounding the airport. Yes 5. Consideration of Local Interest — It has given fair consideration to the interest of communities in or near where the project may be located. Yes 6. Consultation with Users — In making a decision to undertake any airport development project under Title 49, United States Code, it has undertaken reasonable consultations with affected parties using the airport which project is proposed. Yes 7. Public Hearings — In projects involving the location of an airport, an airport runway or a major runway extension, it has afforded the opportunity for public hearings for the purpose of considering the economic, social, and environmental effects of the airport or runway location and its consistency with goals and objectives of such planning as has been carried out by the community and it shall, when requested by the Secretary, submit a copy of the transcript of such hearings to the Secretary. Further, for such projects, it has on its management board either voting representation from the communities where the project is located or has advised the communities that they have the right to petition the Secretary concerning a proposed project. N/A 8. Air and Water Quality Standards — In projects involving airport location, a major runway extension, or runway location it will provide for the Governor of the state in which the project is located to certify in writing to the Secretary that the project will be located, designed, constructed, and operated so as to comply with applicable and air and water quality standards. In any case where such standards have not been approved and where applicable air and water quality standards have been promulgated by the Administrator of the Environmental Protection Agency, certification shall be obtained from such Administrator. Notice of certification or refusal to certify shall be provided within sixty days after the project application has been received by the Secretary. N/A FAA Form 5100 -100 (5/14) SUPERSEDES PREVIOUS EDITION Page 3a OMB CONTROL NUMBER: 2120 -0569 OMB EXPIRATION DATE: 4/30/2017 PART II — SECTION C (Continued) 9. Exclusive Rights — There is no grant of an exclusive right for the conduct of any aeronautical activity at any airport owned or controlled by the Sponsor except as follows: None 10. Land — (a) The sponsor holds the following property interest in the following areas of land* which are to be developed or used as part of or in connection with the Airport subject to the following exceptions, encumbrances, and adverse interests, all of which areas are identified on the aforementioned property map designated as Exhibit "A ": Sponsor holds all property interests. The Sponsor further certifies that the above is based on a title examination by a qualified attorney or title company and that such attorney or title company has determined that the Sponsor holds the above property interests. (b) The Sponsor will acquire within a reasonable time, but in any event prior to the start of any construction work under the Project, the following property interest in the following areas of land* on which such construction work is to be performed, all of which areas are identified on the aforementioned property map designated as Exhibit "A ": N/A (c) The Sponsor will acquire within a reasonable time, and if feasible prior to the completion of all construction work under the Project, the following property interest in the following areas of land* which are to be developed or used as part of or in connection with the Airport as it will be upon completion of the Project, all of which areas are identified on the aforementioned property map designated as Exhibit "A" N/A *State the character of property interest in each area and list and identify for each all exceptions, encumbrances, and adverse interests of every kind and nature, including liens, easements, leases, etc. The separate areas of land need only be identified here by the area numbers shown on the property map. FAA Form 5100 -100 (5114) SUPERSEDES PREVIOUS EDITION Page 3b 10 OMB CONTROL NUMBER: 2120 -0569 OMB EXPIRATION DATE: 4/30/2017 PART III - BUDGET INFORMATION - CONSTRUCTION SECTION A - GENERAL 1. Federal Domestic Assistance Catalog Number: 20 -106 2. Functional or Other Breakout: Attached as Exhibit C SECTION B - CALCULATION OF FEDERAL GRANT Cost Classification Use only for revisions Total Amount Required Latest Approved Amount Adjustment + or ( -) 1. Administration expense $ 3,000.00 $ $ 3,000.00 2. Preliminary expense 0.00 3. Land, structures, right -of -way 0.00 4. Architectural engineering basic fees 33,300.00 33,300.00 5. Other Architectural engineering fees 0.00 6. Project inspection fees 0.00 7. Land development 0.00 8. Relocation Expenses 0.00 9. Relocation payments to Individuals and Businesses 0.00 10. Demolition and removal 0.00 11. Construction and project improvement 0.00 12. Equipment 0.00 13. Miscellaneous 0.00 14. Total (Lines 1 through 13) 36,300.00 0.00 36,300.00 15. Estimated Income (if applicable) 0.00 16. Net Project Amount (Line 14 minus 15) 36,300.00 0.00 36,300.00 17. Less: Ineligible Exclusions 0.00 18. Add: Contingencies 0.00 19. Total Project Amt. (Excluding Rehabilitation Grants) 36,300.00 0.00 36,300.00 20. Federal Share requested of Line 19 32,670.00 32,670.00 21. Add Rehabilitation Grants Requested (100 Percent) 0.00 22. Total Federal grant requested (lines 20 & 21) 32,670.00 0.00 32,670.00 23. Grantee share 3,630.00 3,630.00 24. Other shares 0.00 25. Total Project (Lines 22, 23 & 24) 36,300.00 $ 0.00 $ 36,300.00 FAA Form 5100 -100 (5114) SUPERSEDES PREVIOUS EDITION Page 4 11 OMB CONTROL NUMBER: 2120 -0569 OMB EXPIRATION DATE: 4/30/2017 SECTION C — EXCLUSIONS Classification Ineligible for Participation (1) Excluded From Contingency Provision (2) a. $ $ b. C. d. e. f. 9. Totals $ 0.00 $ 0.00 SECTION D— PROPOSED METHOD OF FINANCING NON - FEDERAL SHARE 27. Grantee Share a. Securities $ b. Mortgages c. Appropriations B Applicant) 3,630.00 d. Bonds e. Tax Levies f. Non Cash g. Other (Explain) h. TOTAL - Grantee share 3,630.00 28. Other Shares a. State b. Other c. Total Other Shares 0.00 29. TOTAL $ 3,630.00 SECTION E — REMARKS The following are included with this application: Exhibit A, Property Map Exhibit B, Cost Breakdown, Scope of Work & Fees Exhibit C, Project Schedule Exhibit D, Grant Assurances (Previously submitted) Exhibit E, Title VI Assurances (Previously submitted) Exhibit F, Sponsor Certifications PART IV — PROGRAM NARRATIVE (Attach — See Instructions) FAA Form 5100 -100 (5/14) SUPERSEDES PREVIOUS EDITION Page 5 12 OMB CONTROL NUMBER: 2120 -0569 OMB EXPIRATION DATE: 4/30/2017 PART IV PROGRAM NARRATIVE (Suaaested Format) PROJECT : Airport Pavement Management Program (APMP) Study (Including PCN) AIRPORT : Petaluma Municipal Airport 1. Objective: Prepare and undertake an Airport Pavement Management Program (APMP) Study to evaluate the pavement condition and establish a program to continue to maintain pavements. Pavement Classification Numbers (PCNs) will also be established for the various pavement areas. 2. Benefits Anticipated: Maintain and extend the life of the pavements 3. Approach: (See approved Scope of Work in Final Application) APMS study to begin in summer of 2016 and completed in the fall of 2016. 4. Geographic Location: Petaluma Municipal Airport, Petaluma, California 5. If Applicable, Provide Additional Information: 6. Sponsor's Representative: (include address & telephone number) John C. Brown City Manager 11 English St. Petaluma, CA 94952 (707) 778 -4345 FAA Form 5100 -100 (5/14) SUPERSEDES PREVIOUS EDITION Page 6 13 Exhibit A Property Map 14 spa mmo I-5 Exhibit B Cost Breakdown, Scope of Work & Fees 16 Project Cost Summary: 2016 Grant Application (Development) Brief Item Description Construction or Land Cost Engr. /Land Incidental Admin. Cost Total Cost Federal Share Non- Federal 90% 10% APMP $33,300 $3,000 $36,300 $32,670 $3,630 Totals $33,300 $3,000 $36,300 $32,670 $3,630 17 PETALUMA MUNICIPAL AIRPORT Airport Pavement Management Program (APMP) Study Scope of Services Revision 1 October 23, 2015 OVERVIEW Revision 1 Mead & Hunt, Inc. (Consultant) shall provide engineering services to prepare an Airport Pavement Management Program (APMP) for Petaluma Municipal Airport for the City of Petaluma (City). The term APMP can be used interchangeable with "pavement management system" (PMS) and "pavement maintenance - management program" (PMMP). The methods and techniques used in preparation of the APMP shall be in conformance with Federal Aviation Administration (FAA) Advisory Circular (AC)150/5380- 7B, "Airport Pavement Management Program." The APMP is a set of defined procedures for collecting, analyzing, maintaining, and reporting pavement data. Federally obligated airports should perform a detailed inspection of airports every year, and every three years if a Pavement Condition Index (PCI) survey is performed. The FAA has also requested to have the City establish and perform a Pavement Classification Number (PCN) analysis at the Petaluma Municipal Airport, which can be included as part of the APMP study. The PCN analysis will be conducted on City- maintained airfield pavements. In order to derive PCN values, the Consultant will have to utilize available geotechnical reports and record information. A geotechnical investigation will not be performed as part of this Scope of Services. In order to determine a PCN correctly, it is critical to have an accurate record of existing pavement sections and subsurface soil strength information. In areas for which record information is not available or the pavement section information is limited or variable, the Consultant will make a determination of PCN value based on the "Using Aircraft Method." For this method the City will be responsible for providing information on the aircraft fleet mix for the specific pavements. PCN calculations will be performed using the FAA COMFAA program in accordance with AC 150/5335 -5C and adjusted as necessary for the pavement areas which serve aircraft under 12,500 pounds. SCOPE OF SERVICES The Consultant shall provide the following services: A. APMP Study 1. Prepare an inventory of existing pavement and, if available, obtain pavement construction history from any previous APMP reports or available City records. The City shall make available all pertinent pavement record information to the Consultant. The following will be depicted: a. Identification of all runways, taxiways, taxilanes, and aprons broken into sections having similar properties; b. Dimensions and areas of pavements and pavement sections; c. Type of pavement surface; d. Year of construction and most recent rehabilitation (if known); and Page 1 of 5 MEAD & HUNT, Inc. X: 116195001156764 .011CFEEIProposaAO69_APMS Proposal Revision 1_finaLdocx 18 Revision 1 e. Type of funding used for recent projects (AIP or City funds). 2. Conduct a visual condition survey of each useable airfield pavement area to identify and quantify pavement distress. 3. Generate current Pavement Condition Ratings (and PCIs) for each paved area based upon the Visual Condition Survey and the Consultant's judgment of the pavement condition. Prepare an AutoCAD drawing that graphically shows condition ratings of the pavement. 4. Based upon the results of the pavement inspection and analysis, prepare pavement maintenance, rehabilitation, and repair recommendations for the next five (5) years. B. PCN Calculations and Analysis The PCN calculations will be performed using the FAA COMFAA program in accordance with Advisory Circular (AC) 150/5335 -5C and adjusted as necessary for the pavement areas that serve aircraft under 12,500 pounds. 2. The Consultant will work with the City to prepare and develop aircraft fleet mix. The fleet mix shall be used for the analysis on the runway and taxiways and then modified /reduced as necessary for the pavement areas served by the various aircraft. a. The Consultant will request and obtain the available aircraft traffic data from the prepared "Using Aircraft Fleet Mix" based on purchased information available on the FAA Traffic Flow Management System Counts website. b. If aircraft traffic data is not available on FAA Traffic Flow Management System Counts website, the Consultant will rely on the City to provide the most reliable traffic information available. The information may be obtained from Fixed Base Operator counts and based aircraft information. c. The Consultant will compile the available information and develop a draft "Using Aircraft Fleet Mix" report for the City's review and approval. d. The approved "Using Aircraft Fleet Mix" report will be the basis for the final PCN calculation and determination. 3. Up to three (3) PCN models will be determined for the following pavement areas: a. Runway and taxiways (1); and b. Aprons and taxilanes (2). C. Reporting Consultant shall prepare a draft report (three (3) copies) detailing analysis and recommendations for City review. The APMP report will include a discussion of the pavement distress, pavement condition ratings, maintenance and repair recommendations, and associated cost estimates. Drawings will be included depicting Pavement Features and Pavement Condition Ratings. A color graphic will be prepared to illustrate the PCN information calculated for the designated airfield pavements. 2. After City's review, Consultant shall incorporate City's comments, finalize, and provide three (3) copies of the final report and an electronic copy to the City. Page 2 of 5 MEAD & HUNT, Inc. X. 116195001156764 .011CFEEIProposaAO69_APMS Proposal Revision 1_finaLdocx 19 Revision 1 CONSULTANT EXPERTISE REQUIRED The Consultants will be Civil Engineers experienced in the evaluation and design of airport pavements in accordance with FAA standards. The Consultants shall be registered in the State of California to practice their professions. SERVICES PROVIDED BY THE CITY AND EXCLUDED SERVICES The City and Consultant agree that the following items are not included in this Scope of Servicers, and will be provided by the City, or excluded. If added to the Consultant's work, these tasks will be considered as extra services: 1. Any environmental analysis. 2. Provide airside escorts for visual inspection team and provide NOTAMS and pavement closures. 3. Any permit fees from City, State, City, or utility companies, etc. 4. Use of PAVER or MicroPAVER computer programs for the preparation of the analysis. 5. Geotechnical Investigation. 6. Any services not covered under Scope of Services. SCHEDULE The draft report submission will be completed within ninety (90) calendar days of the Notice to Proceed. The final report shall be submitted within fifteen (15) calendar days of receiving the City's written comments. COMPENSATION FOR SERVICES For the services described under Scope of Services, the Consultant shall be paid a lump sum amount of Thirty -three Thousand Two Hundred Ninety -three Dollars ($33,300). This cost shall not be exceeded without written authorization from the City. A breakdown of the costs is included in Attachment 1. Payment shall be made based upon actual time and expenses as approved by the City based upon the Consultant's current Western Standard Billing Rate Schedule (2015), included as Attachment 2. Page 3 of 5 MEAD & HUNT, Inc. X: 116195001156764 .011CFEE1ProposaAO69_APMS Proposal Revision 1_final.docx 20 PETALUMA MUNICIPAL AIRPORT Engineering Services Cost Estimate Airport Pavement Management (APMP) Study Revision 1 BASIC ENGINEERING DESIGN SERVICES General Administration & Coordination Senior Associate 4 Hours @ Senior Project Engineer 12 Hours @ Accounting 6 Hours @ APMP Study - Visual Condition Survey and Analysis $ 263.00 $ 216.00 $ 95.00 Subtotal $ Attachment 1 1,052.00 2,592.00 570.00 4,214.00 Senior Project Engineer 12 Hours @ $ 216.00 $ 2,592.00 Project Engineer 24 Hours @ $ 177.00 $ 4,248.00 Engineer II 4 Hours @ $ 133.00 $ 532.00 Trip 1 Each @ $ 45.00 $ 45.00 Subtotal $ 7,417.00 APMP Study - History Review, Maintenance Program, and Costs Senior Project Engineer 4 Hours @ $ 216.00 $ 864.00 Project Engineer 8 Hours @ $ 177.00 $ 1,416.00 Engineer II 24 Hours @ $ 133.00 $ 3,192.00 Subtotal $ 5,472.00 PCN Calculation and Analysis (3 Models) Senior Project Engineer 8 Hours @ $ 216.00 $ 1,728.00 Project Engineer 36 Hours @ $ 177.00 $ 6,372.00 Engineer II 12 Hours @ $ 133.00 $ 1,596.00 Subtotal $ 9,696.00 Reporting Senior Project Engineer 8 Hours @ $ 216.00 $ 1,728.00 Project Engineer 16 Hours @ $ 177.00 $ 2,832.00 Engineer II 8 Hours @ $ 133.00 $ 1,064.00 Administrative Assistant 6 Hours @ $ 95.00 $ 570.00 Meeting Trip 1 Each @ $ 45.00 $ 45.00 Expenses - Reproduction 1 Each @ $ 262.00 $ 262.00 Subtotal $ 6,501.00 FTOTAL BASIC ENGINEERING $ 33,300.00 Page 4 of 5 MEAD & HUNT, Inc. X116195001156764 .011CFEEIProposaAO69_APMS Proposal Revision 1_final.docx 21 Attachment 2 MEAD & HUNT, Inc. Western Standard Billing Rate Schedule Effective January 1, 2015 Standard Billing Rates Clerical......................................................................... ............................... ......................... $77.00 / hour Interior Designer, Technical Editor ............................. ............................... ........................$103.00 / hour SeniorEditor ............................................................... ............................... ........................$152.00 / hour RegisteredLand Surveyor .......................................... ............................... ........................$117.00 / hour Accounting, Administrative Assistant ........................... ............................... .........................$95.00 / hour Technician I, Technical Writer ..................................... ............................... .........................$88.00 / hour Technician II, Surveyor- Instrument Person .............. ............................... ........................$103.00 / hour Technician III ............................................................. ............................... ........................$111.00 / hour TechnicianIV .............................................................. ............................... ......................:.$134.00 / hour SeniorTechnician ....................................................... ............................... ........................$160.00 / hour Engineer I, Scientist I, Architect I, Planner I ............... ............................... ........................$121.00 / hour Engineer II, Scientist II, Architect II, Planner II ........... ............................... ........................$133.00 / hour EngineerIII ........................................................................................ ............................... $144.00 / hour Senior Engineer, Senior Scientist, Senior Architect, Senior Planner, Senior Economist.. $164.00 / hour Project Engineer, Project Scientist, Project Architect, Project Planner ..... ........................$177.00 / hour Senior Project Engineer, Senior Project Scientist, Senior Project Architect, Senior Project Planner ................................................ ............................... ........................$216.00 / hour SeniorAssociate .......................................................:......................... ............................... $263.00 / hour Principal.............................................................................................. ............................... $273.00 / hour Senior Client /Project Manager ............................................................ ............................... $273.00 / hour Expenses Geographic Information or GPS Systems ............................................ ............................... $32.00 / hour Total Station Survey Equipment ........................................................... ............................... $16.00 / hour Charges for other equipment may appear in a proposal Out -Of- Pocket Direct Job Expenses ......................... ............................... ...........................cost plus 15% Such as reproductions, sub - consultants / contractors, etc. Travel Expense Company or Personal Car Mileage ........................................................ ............................... $0.90 / mile Air and Surface Transportation ................................. ............................... ...........................cost plus 15% Lodging and Sustenance .......................................... ............................... ...........................cost plus 15% Billing & Payment Travel time is charged for work required to be performed out -of- office. A minimum of two hours will be billed for any work out -of- office. Invoicing is on a monthly basis for work performed. Payment for services is due within 30 days from the date of the invoice. An interest charge of 1.5% per month is made on the unpaid balance starting 30 days after the date of invoice. This schedule of billing rates is effective January 1, 2015, and will remain in effect until December 31, 2015, unless unforeseen increases in operational costs are encountered. We reserve the right to change rates to reflect such increases. Page 5 of 5 MEAD & HUNT, Inc. X: 116195001156764 .011CFEE1ProposaAO69_APMS Proposal Revision 1_rinal.docx 22 Exhibit C Schedule 23 Exhibit C — Revised Project Schedule City of Petaluma, Petaluma Municipal Airport Airport Pavement Management Program (APMP) Study AIP 3 -06- 0186 -xxx Proposed Project Schedule The project schedule for the grant items included in the application is as follows: Airport Pavement Management Program (APMP) Study a) Visual Inspection — early June 2016 b) Draft APMP Report including Pavement Classification Number (PCN) analysis —mid July 2016 c) Final APMP Report and PCN analysis —early September 2016 24 Exhibit D Grant Assurances (Previously submitted) 25 Exhibit E Title IV Assurances (Previously submitted) 26 Exhibit F Sponsor Certifications 27 U.S. DEPARTMENT OF TRANSPORTATION FEDERAL AVIATION ADMINISTRATION AIRPORT IMPROVEMENT PROGRAM SPONSOR CERTIFICATION 69:44=100I Z to] amQki6illa ral►111 i�'i City of Petaluma Petaluma Municipal Airport (Sponsor) (Airport) Airport Pavement Management Program (APMP) Study Description of Work: 3 -06- 0186 -xx (Project Number) Title 49, United States Code, section 47105(d), authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). General standards for selection of consultant services within Federal grant programs are described in Title 49, Code of Federal Regulations (CFR), Part 18.36. Sponsors may use other qualifications -based procedures provided they are equivalent to specific standards in 49 CFR 18 and FAA Advisory Circular 150/5100 -14, Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects. Except for the certified items below marked not applicable (N /A), the list includes major requirements for this aspect of project implementation, although it is not comprehensive, nor does it relieve the sponsor from fully complying with all applicable statutory and administrative standard. 5. The consultant services contract clearly establish or will clearly Yes No N/A 1. Solicitations were or will be made to ensure fair and open ❑ ❑ ❑ competition from a wide area of interest. 2. Consultants were or will be selected using competitive procedures based on qualifications, experience, and ® ❑ ❑ disadvantaged enterprise requirements with the fees determined ❑ ❑ through negotiations. 3. A record of negotiations has been or will be prepared reflecting ® ❑ ❑ considerations involved in the establishment of fees, which are ® ❑ ❑ not significantly above the sponsor's independent cost estimate. ® ❑ ❑ 4. If engineering or other services are to be performed by sponsor force account personnel, prior approval was or will be obtained ❑ ❑ from the FAA. 5. The consultant services contract clearly establish or will clearly establish the scope of work and delineate the division of ® ❑ ❑ responsibilities between all parties engaged in carrying out elements of the project. 6. Costs associated with work ineligible for AIP funding are or will be clearly identified and separated from eligible items in ❑ ❑ solicitations, contracts, and related project documents. 7. Mandatory contact provisions for grant- assisted contracts have ® ❑ ❑ been or will be included in consultant services contracts. 8. The cost - plus - percentage -of -cost methods of contracting ® ❑ ❑ prohibited under Federal standards were not or will not be used. Page 1 of 2 28 9. If the services being procured cover more than the single grant project referenced in this certification, the scope of work was or 1:1 E] be specifically described in the advertisement, and future work will not be initiated beyond five years. I certify, for the project identified herein, responses to the forgoing items are accurate as marked and have prepared documentation attached hereto for any item marked "no" that is correct and complete. City of Petaluma (Name of Sponsor) (Signature of Sponsor's Designated Official Representative) (Typed Name of Sponsor's Designated Official Representative) (Typed Title of Sponsor's Designated Official Representative) (Date) Page 2 of 2 29 U.S. DEPARTMENT OF TRANSPORTATION FEDERAL AVIATION ADMINISTRATION AIRPORT IMPROVEMENT PROGRAM SPONSOR CERTIFICATION DRUG -FREE WORKPLACE City of Petaluma Petaluma Municipal Airport (Sponsor) (Airport) Description of Work: Airport Pavement Management Program (APMP) Study 3 -06- 0186 -xx (Project Number) Title 49, United States Code, section 47105(d), authorizes the Secretary to require certification from the sponsor that it will comply with the statutory and administrative requirements in carrying out a project under the Airport Improvement Program (AIP). General requirements on the drug -free workplace within Federal grant programs are described in Title 49, Code of Federal Regulations, Part 29. Sponsors are required to certify they will be, or will continue to provide, a drug -free workplace in accordance with the regulation. The AIP project grant agreement contains specific assurances on the Drug -Free Workplace Act of 1988. Except for the certified items below marked not applicable (N /A), the list includes major requirements for this aspect of project implementation, although it is not comprehensive, nor does it relieve the sponsor from fully complying with all applicable statutory and administrative standards. 1. A statement has been or will be published notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the sponsor's workplace, and specifying the actions to be taken against employees for violation of such prohibition. 2. An ongoing drug -free awareness program has been or will be established to inform employees about: a. The dangers of drug abuse in the workplace; b. The sponsor's policy of maintaining a drug -free workplace; c. Any available drug counseling, rehabilitation, and employee assistance programs; and d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace. 3. Each employee to be engaged in the performance of the work has been or will be given a copy of the statement required within item 1 above. 4. Employees have been or will be notified in the statement required by item 1 above that, as a condition employment under the grant, the employee will: a. Abide by the terms of the statement; and b. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction. Yes No N/A ® ❑ ® ❑ 7' El El El 30 Yes No N/A 5. The FAA will be notified in writing within ten calendar days after receiving notice under item 4b above from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title of ® ❑ ❑ the employee, to the FAA. Notices shall include the project number of each affected grant. 6. One of the following actions will be taken within 30 calendar days of receiving a notice under item 4b above with respect to any employee who is so convicted: a. Take appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; ® ❑ ❑ or b. Require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by Federal, State, or local health, law enforcement, or other appropriate agency. 7. A good faith effort will be made to continue to maintain a drug -free ® El ❑ workplace through implementation of items 1 through 6 above. I have prepared documentation shown below or attached hereto with site(s) for performance of work (street address, city, county, state, zip code). There are no such workplaces that are not identified below or in the attachment. I have prepared additional documentation for any above items marked "no" and attached it hereto. I certify that, for the project identified herein, responses to the forgoing items are accurate as marked and attachments are correct and complete. Street Address: city. State: Zip code: Location Location Location City of Petaluma Name of Sponsor Signature of Sponsor's Designated Official Representative Type Name of Sponsor's Designated Official Representative Typed Title of Sponsor's Designated Official Representative Date of Signature 31