Loading...
HomeMy WebLinkAbout2010-02-11 - Agendas - Final 1 0O Director Ray Boudreaux layeVvChairman - Bob Nickle Financial Coordinator lames Nicholson s Vice Chair - Janice Stanesic Senior Secretary Louise Powers Secretary - David Hollman Member - Otto Loewer Member - Vaughn DeCoster Member . Richard Greene Member - Tim McCarley Agenda Fayetteville Executive Airport Board Meeting 1 :30 D.m., Thursday, February 11, 2010 Terminal Building Conference Room, 4500 S. School Avenue City of Fayetteville, Arkansas As a courtesy please turn off all cell phones and pagers. 1 . Welcome — Chairman. 2. Approval of the Airport Board Minutes of the January 14, 2010 meeting. 3. Receiving of Reports. A. Director Boudreaux, report on Airport Activity. B. Financial Coordinator James Nicholson report on FBO and Budget. C. Louise Powers report on T-Hangars. • D. Wayne Jones, McClelland Engineers, report on construction projects. E. Museum reports. F. Maintenance report. 4. Old Business. A. Information: Request for Proposal, RFP 10-03, Wildlife Hazard Assessment 5. New Business. A. Schedule Strategic Planning Meeting. B. Information: IRON PIG Festival, 5K run, 1 mile walk, & 18 mile bike time trial. 6. Other Business. A. Items from the Public. B. Items from the Airport Board. 7. Meeting adjourned. NOTE: Next Airport Board Meeting: Thursday, March 11. 2009 • Strategic Planning Meeting: 4500 SOUTH SCHOOL AVENUE. SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 479.718.7642 • 479.718.7646 FAX • www.accessfayefleville.org/govemmenUaviabon airport_economic_development@ci.fayelteville.ar.us . MINUTES of the FAYETTEVILLE EXECUTIVE AIRPORT BOARD January 14, 2010 MEMBERS PRESENT: Bob Nickle, Otto Loewer, David Hollman, Vaughn DeCoster, Richard Greene, Tim McCarley MEMBERS ABSENT: Janice Stanesic STAFF PRESENT: Ray Boudreaux, James Nicholson, Louise Powers OTHERS PRESENT: Frou Gallagher- Government Channel; Terry Lawson- Fayetteville Fire Department; Craig Young-tenant; Warren Jones-Arkansas Air Museum; Wayne Jones-McClelland Engineers; Blaise Sharkey and MaryKathryn Floyd-Million Air Fayetteville; Bob Burbage-Superior Industries; Rick Bailey-tenant; Skip Descont- NW Arkansas Times ITEM #1 : Welcome — Chairman. i ITEM #2: Approval of the Airport Board Minutes of the December 10. 2009 meeting. • A motion to approve the minutes was made by Tim McCarley and seconded by Richard Greene. The motion carried. ITEM #3: Receiving of Reports. A. Engineer Wayne Jones, report on construction projects. Contractors are removing ice out of the ditch to finish the culvert. Water and sewer lines north of Bailey Drive and a line by Ernest Lancaster Drive need to be moved. Will be meeting early next week with the utilities, primarily with AT&T, to determine what their cost would be, and it appears they will absorb the cost of the relocation. As of December 261' the construction was 15% complete. B. Director Boudreaux, report on Airport Activity. Operations are down, the last two Weeks of December the weather was really bad. Spoke of talks with Cooper Power and AEDQ on getting easements released to the Airport, there is some problem between Kearney's and Cooper Power, ownership of property and option to purchase; also it involves one area that the Arkansas Environmental Quality Department has concerns. The Airport has rented six spaces in the old tech hangar for oversized vehicles at $ 100.00 per month per space. Have continued to have talks with the proposed client for the tech hangar, they are still working on financing. C. Financial Coordinator James Nicholson, report on FBO and Budget. Last month we had 1 ,842 aircraft operations. December is historically the slowest month of the year. The average number of monthly operations in 2008 was 2,861 . Discussed the • charts on the slides, there are some indicators that we are beginning to see growth in the GA itinerant aircraft operations. Itinerant airtaxi is beginning to show an increase, i 1 � 1 v although no increase in fuel sales. There were 28,732 gallons of aviation fuel sold in • December. Regarding the operating expenses, we had some unanticipated and large expenses related to the HVAC system. Figures shown will be close to the final 2009 figures, there are some expenses and utility bills to post. Expenses have been kept at a minimum, some repairs were delayed, and the Airport has skilled personnel that saved us from having to hire contractors. Otto Loewer commented the people of Fayetteville should be proud of what staff is doing here. The Airport is in good shape. He suggested that anytime a report or speech is made, to invite people here to see the Airport, to see where we are. He expressed appreciation for the spirit in which James has gone out and collected data for the charts. D. Louise Powers report on T-Hangars. There is one twin unit vacant now and another will be empty at the end of this month. E. Museum reports. Warren Jones said they had completed their fund raiser for the year, receiving $32,000 over a six to eight week period, giving the Museum a head start for 2010. Last year we started with a deficient. The next heating bill will be large, but better to leave the heat on higher than to have leaking pipes. Mentioned one-third of the ceiling tiles are down in the Conference Room due to leaks. A wedding reception has already been booked for October. A joint venture with a business in Rogers will be Ribs Ribbons and Blues. The president of "Women in Aviation" came and spoke to the EAA members. Thanked Million Air for their help. He invited everyone to a surprise birthday party for one of the Airport members (Janice Stanesic, also on the Ark. Air Museum Board) on Wed. 20th at 5:30 at the Savor Restaurant. F. Maintenance report. Staff has replaced broken pipes in the three north corporate • hangars. Leon bladed the runway on Christmas and had the Airport open by noon. ITEM # 4: Old Business. A. Update: Fuel Flowage rates. Ray reported that Rogers had raised their flowage fee to $0. 15 a gallon. It would be beneficial to the Airport's budget, but would be hard on the FBO, they would pass it along to their customers, and they don't want to raise the price to their customers. The flowage fee has not been raised at this Airport in ten years; it is approved by City Ordinance. Springdale raised their hangar rent and has talked about raising their flowage fees. Otto Loewer asked if it was possible to have a fuel flowage rate for itinerate and based customers. Blaise Sharkey stated he wasn't aware of the fee being collected anywhere as Mr. Loewer had described. Ray explained the 10 cent fee is collected on every gallon that is delivered to the Airport fuel storage tanks. Blaise said Million Air has sent in a bid for a military fuel contract; questions came back and they have been answered, and the bid has received a bid code. Ray said the Little Rock Air Force Base has requested tactical approaches at night at Drake Field and has requested a Letter of Agreement. Chairman Bob Nickle asked staff to put together information on fuel flowage fees, possibly could increase the fee one or two cents instead of five cents. Richard Greene questioned the fact that the Rogers Airport has the Wal-Mart fleet and would that have anything to do with the flowage fee increase. He also commented he didn't think this was the time to up the cost to the people on the Airport. Ray said with the Airport Budget being what it is, it was his job to bring information to the Board on ways to increase the revenue. Chairman Nickle suggested putting the matter on the back • shelf. 2 • AIRPORT BOARD CONSENSUS : To shelve the question of increasing the fuel flowage fee for at least six months. B. Discussion: Airport Goals. The Airport's "Goals (Airport's Mission Statement)" goes through the year 2011 . Terry Gulley had asked for Airport Goals for 2010 and what we submitted to him is in the agenda. Ray suggested having a Strategic Planning Meeting. Otto Loewer mentioned a broader vision, conditions change, goals change from 2007 to2011 . ITEM # 5: New Business. A. Wildlife Hazard Assessment. We thought we could have the study done through the McClelland Contract, but have found out we will have to go out for bids. We will have to have a one year program. The FAA will pay for the program out of entitlement funds. It will have to be a registered, certified biologist. The FAA is requiring this because of the plane landing in the Hudson River because of a bird strike. B. Discussion: FBO Contract Renewal. This will be an April Airport Board action item. If there are no changes it should be able to go to the Mayor for signature, not though the City Council. Asked the Board to review and give any comments to Ray or James. If anyone needs a copy of the lease it can be emailed, it is 30 to 40 pages. ITEM # 6: Other Business. A. Items from the Public. Craig Young said he had used the computer/intemet in the • Pilots Briefing Room on the eastside of the Airport and it works great. Thanks. Rick Bailey said kudos to Million Air for assisting with the Grace Flights out of Fayetteville to Dallas. MaryKathryn called ahead to Million Air in Dallas and they received a $ 1 .00 off the retail price of fuel. B. Items form the Airport Board. Ray asked if anyone wants a new hangar, come in and sign a lease and we will build a new corporate hangar. Need a T-Hangar, come see us. MEETING ADJOUNED AT 2:45 p.m. David Holtman, Secretary Date . 3 eiFayvee AVIATION DIVISION ARKANSAS FAYETTEVILLE EXECUTIVE AIRPORT • DRAKE FIELD February 2, 2010 MONTHLY REPORT Aviation Department Fayetteville, Arkansas For the Month of January, 2010 • ACTIVITY: We presented the totals for 2009 at the January Board meeting and the results were grim.' 2009 flight operations were down 31 % from the peak recorded in 2006. Fuel sales were down 26%. The record snowfall in January did not help the numbers for the month. Friday January 29'" the runway had to be closed overnight because the lights were covered with snow. We spent most of the day Saturday January 30 plowing the runway, taxiways and aprons and unburying the lights. Several large sports charters diverted to other airports due to the weather adversely affecting operations and sales. We are still anticipating a slow recovery for 2010 based on industry forecasts but based on our January experience it could be very slow. • RUNWAY 16 RSA IMPROVEMENT PROJECT: Sweetser Construction made some • progress on the Airport Branch box culvert but was halted by the snow: Kearney/Cooper property acquisition remains at a standstill. ADEQ granted Cooper's application to enter the Brownfields Program which will allow the company to receive a level of limited liability for any potential cleanup activity once they acquire the property. Their plan is to activate their option with Kearney and then sell the City the piece that we need to complete the project. Brownfields can take from 6 to 9 months so we are pursuing condemnation to get the property purchased. We are now in contact with Kearney General Council to work out the details. They would like to sell the property to us without a condemnation but must work out details. with Cooper Power. We are hoping that Kearney and Cooper are now.making some real progress. • RUNWAY OBSTRUCTION REMOVAL PROJECT: No activity this month due to the weather. We will complete all tree removal before the trees leaf out. • AIRPORT BLOOD DRIVE: The bloodmobile will be at the Airport on May 7th and on July 9'". Call Lou for more information and to arrange an appointment time. Thank you to all that participated, we had nine donors; spread the word, bring a friend next time. • FORMER AVIATION TECHNICAL SCHOOL BUILDING: There is still room for additional oversized vehicles in the building. All current tenants seem satisfied with the arrangement. Call the Airport Office if you would like to rent a space. • T HANGAR FOR RENT: We still have one T Hangar for rent in Hangar "A." We have turned over six units the last two months so there are several new tenants on the field. Please introduce yourself and welcome them to Drake. Please pass the word to your friends that space is ilable. espectfully ubmitted, • Ray ou ux, Director 500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 479.718.7642 , 479.718.7646 FAX • accessfayetteville.org/govemmentfaviafion airport_eoonomic-develdpment@ci.fayetteville.ar.us • • aeevle ARKANSAS Airport Progross Report TO: Fayetteville Executive Airport Board THRU: Ray M. Boudreaux, Director FROM: James Nicholson, Financial Coordinator DATE: February 11, 2010 Tower Operations: Operations - 12 Month Comparison —2008-10 —2008-06 - - - 2007-08 4,000 3.500 3,000 O $ 2,500 2,000 1,500 FEB MAR APR MAY JIRD AL AUG S8 OCT NOV DEC JAN • Month Feb-Jan 12 Month Annual Comparison a ROLLING TNIaVE MONTH TOTALS so 50 0 30 T 20 g 10 2000.01 2001.02 2002.03 200304 200405 2005.06 2006-07 2007-08 2008.06 2006.10 Period Aircraft Operations Trends 2 Year Historical / 1 Year Look Me" - ow �eew nwe —OA e.n nye 2300 2000 • 1500 • � 1000 500 0 Aircraft Operations Trends Akd AVT", w,r 2 Year Hisbarbal I 1 Year 1..00h Ahead AYfYIY. T.�tl —Ar T"IT _N� TiwY 125 1W 75 b 25 FBO Fuel Sales Charts: Fuel Sales - 12 Month Compadson 2008-10 —2008-09 2007-08 55 — 50 45 40 35 b 30 25 • 20 FEB OVA APR MAV JUN JUL AUG SEP OCT NOV DEC JAN Montt FUEL SALES ■ ROLLs1G TWELVE MONTH TOTALS Feb-Jan 12 Month Annual Comparison 800 500 p�pa 400 O 300 e 200 = 100 2001-02 2002-03 2003-04 2000-05 200508 2005-07 2007-08 2008-09 2008-10 Period Trends: Ratio of JetA. Sales to Ian WR Opp �4 18 Month Hlrtory. 8 Monty Look Ahead 40.0 —___.— _ _ _,��......�,..... _.�..................a�.. 35.0 30.0 25.0 200 - 0 ------------------ 4 15. • 10.0 5.0 - - 00 h • 70WQmi9AeAPgRjdSdnbVPWcm d7Wx RjdSdWbVMs9h210 e�rx mal � o VT nrarxs eLsot6LL nw xow mewr m n aax .wrl FM wn wa Iwr Local Fuel Prices: Fuel prices within 50 miles of FYV as of Ident FBO Name Jet FS 10OLL FS 10OLL SS 91 MoGas A $ Jet JA E 10OLL TOH City of Tahlequah both selfsery 3.69 3.99 no chg no ch VBT Summit Aviation 4.05 4.15 3.95 no chg no chg_ SLG City of Siloam Springs 4.13 4. 15 3.65 .10 no ch ASG Pinnacle Air Services 4.44 4.43 4.02 .05 .01 FYV Million Air Fayetteville / City SS 4.74 4,67 4.13 3.06 .05 .02 • FSM TAC Air 4.77 5.15 4.60 .20 .11 ROG Beaver Lake Aviation 4.79 4.40 .21 no ch XNA Regional Jet Center 4.79 4.93 .21 .50 Fuel Prices: National JET-A ANO AVOAt/ !•!OC GALLON RVaL O'RIC � i JO[-A Jst-A Jot-A Avg6• Avg6e Avg60 Mlgll LOW Avq "IQ" LOW ^WQ RplOn Prlcs P[l0� Prlc• PACO PrICs G{{t{fn 36.06 43.36 {6.22 {9.02 SZ-OS NOrin wO{t Aleunbm SO-3O 33.56 {1.60 46. 10 .00 {6.02 gr{et Le K�� 36.20 33.+S H-96 39.+S 33-00 56.03 Western 36.20 {3.90 04.09 STOI 3+.16 1116.,66 Ceno-el 36.06 S3.01 S .Zo 50.+6 33.63 N.00 6eutM1ern 46.60 3a.66 {6A0 S7.10 Seumweel 33.7a Sa. 35 1111.93 "-a& 26_26 ia.+6 {e.90 S9.0+ 3a.0+ {6.10 �i LQt]1WT�ixJm 1lm�T� GZJOO OGO.� cy�yjCL-1'I CL4T.: c-C@Y•MF-Qa s(�J` - -J QaRLfiLSIY3IIiL. 00o QC`OC'1MX J . W.�� 6�'sa oe�(t�c0 Ooc® G OO�Ra t¢�. 02f[en cn laco 0.!'111 Oc-UUi41 1339 ®C�22 u�Q03-i-: � Q.L.z3 OQ-i /' Y^YVIF QRZ-D (.1SCt zy P-3 G>�11E'1Y-Yil G�6dIIb m sueloeee A commewut A noo �. �Yb>�r•. L-m ��s G�2=t9�.� .aD c�0 .2GL» c�0 OOO I_ Oen�mt»r - J6nu6ry OIMOrerlcss ®®®®®®® w en 0"en0 S0.t0 SO.00 So.Oa+ SO. SO.00 {O.01 6eelern 50.11 SO.00 30.0SO-00 00 SO.00 SO.OI w unteln SO-IS ({0.03) 30.02 90.03 (50_06) (50.03) Or ftt rn Kee a 30.16 30.00 SO.06 SO.00 SO.00 40.03 W ntval 30.06 SO.00 50.06 SO.00 30A3 SO.O3 00ntna SO.l3 CSO - 11 SG-OD 30.00 no.** 13 50.03 Seu[n0r 30.06 SO-0 SO.06 SO.O2 SO-00 30.03 • 9eu[M1wee[ SO- 10 SO-00 SO. 13 SO.O3 SO.00 S0.02 SO.l3 (30.02) 30.06 40.03 SD.OI 30.02 T 0 . ae evle Y ARKANSAS FAYETTEVILLE EXECUTIVE AIRPORT OPERATING SUMMARY MONTH ENDING 1/31/2010 AIRPORT BOARD OPERATING ACTIVITIES 2008 2009 2009 2010 2010 2010 Actual Budget Actual Budget Budget YTD Actual YTD REVENUE Rents 8 Leases 469,292 498,200 468,030 468.078 39,007 33,323 Aviation Fuel 126,272 140,056 126,022 124,839 10,403 7,677 Contract FBO 107,682 108,848 107,449 107,749 8,979 9,529 Miscellaneous 16,669 2,500 5,328 5,000 417 2,600 INCOME RECEIVED FROM OPERATING ACTIVITIES 719,915 749,604 706,829 705,666 58,806 53,129 EXPENSES Personnel 313,187 327,808 324,943 383,193 29,476 28,184 Materials 8 Supplies 23,213 30,712 12,469 15,470 1 ,289 301 Aviation Fuel Purchases 72,987 85,000 69,915 77,626 6,469 4,231 Services 8 Charges 167,429 172,818 155,394 188,568 15,714 1,963 Cost Allocation to General Fund 65,976 8,830 8,830 7,915 660 666 Maintenance 33,990 56,702 54,565 54,881 4,573 1 ,290 ATC Tower Costs - - - - - - Interest on West GA Hangars Loan (accrued) 35,000 32,667 32,667 30,334 2,528 2,528 INCOME USED FOR OPERATING ACTIVITIES 711,782 714,537 658,782 757,987 60,709 39,161 NET INCOME FROM OPERATING ACTIVITIES - GAIN / (LOSS) 8,133 35,067 48,048 (52,321) (1,904) 13,967 INVESTING ACTIVITIES 2008 2009 2009 2010 2010 2010 Actual Budget Actual YTD Budget Budget YTD Actual YTD NON-OPERATING INCOME Saks Tax Revenue 842 27,619 2,302 - Interest on Investments 26,326 24,000 22,111 21 ,500 1,792 - Other- Gain (Loss) on sale of assets 5.480 350,870 350,870 - - - , CAPITAL IMPROVEMENTS EXPENSE - - 05046 AIP #21 Airport Export Equip (Airband Radios) 2,677 06020 SkyVenture Improvements Rebate 5.000 07024 Runway Approach Obstruction Study 45,000 - - 07039 AIP #36 Coned Runway 16 Safety Area Deficiency 130,640 27,260 23,611 - - 07039 AIP #37 Correct Runway 16 Safety Area Deficiency Phase II 7,193 170,407 161,037 7,429 - 08055 Replace Airport Fence - Flood Damage 9,200 - - - 08074 Airport HVAC Improvements (Terminal) 4,820 130,876 119,051 - - 07039 AIP #38 Correct Runway 16 Safety Area Deficiency Phase 111 - 3,813,208 628,471 2,698,897 - 09021 Hangar Fire - disposition of insurance proceeds 350,870 13.209 - - MinorEquipment - Portable Lighting Rig 3,878 - - USED FOR INVESTING ACTIVITIES 172,724 4,117,751 575,434 2,657,207 - FINANCING ACTIVITIES 2008 2009 2009 2010 2010 2010 Actual Budget Actual YTD Budget Budget YTD Actual YTD LOANS Payments on Loan Principal (accrued) 46,667 46,667 46,667 46,667 3.889 31889 GRANTS STATE / FEDERAL Received from Dept Aero - Re-S5lping 73.448 - - - Received from Dept Aero - Obstruction Study 45,000 - - - Due/Received from Slate Grants on Fed Projects - 200.760 10,098 190,660 - Due/Recelved from AIP #36 Correct RW 16 RSA 64,623 57,297 57,297 - - Due/Received from AIP #37 Correct RW 16 RSA Phase II - 69.993 69,993 - - Received from FEMA Replace Airport Fence - 2008 Flood Damage - 8,050 8.050 - - Due/Received from Airport MVAC Improvements - State Grant - 102.000 102,000 - - Due/Received from AIP #38 Correct RW 16 RSA Phase III - 3,622,548 716,861 2,563,952 - NET INCOME FROM FINANCING ACTIVITIES 136,404 4,013.981 917,632 2,707,945 (3,889) AIRPORT CASH BALANCE 567,622 498.919 943,292 941,709 953,370 CURRENT ENCUMBRANCES (CAPITAL) MCE TASK ORDER #15 - Engineering AIP#37 7,429 371 7,429 NICE TASK ORDER #1 - Engineering AIP#38 204,551 10,228 204,551 Sweetser Construction Inc. - Construction AIP#38 2,620,466 131 ,023 2,620,466 Land Costs AIP#38 - estimated remaining 217,200 10,860 217,200 TERM LIABILITIES Hangar Loan Principal 606,666 559,999 556.110 APPROVED GRANTS - CAPITAL PROJECTS RW16 Phase 1811 - - RW16 Phase III (2,905,687) (2,563,952) AIRPORT CASH MINUS LIABILITIES 192,667 229,228 @YE (88,434) • City of Fayetteville, Arkansas ayle Ve WA • Purchasing Division — Room 306 113 W. Mountain PVJ ARKANSAS Fayetteville, AR 72701 Phone: (479) 575-8289 RFP ( REQUEST O . PROPOSAL) REQUEST FOR PROPOSAL: RFP, 10-03, Wildlife Hazard Assessment DEADLINE: Wednesday, February 24, 2010 at 2:00 PM , Central Standard Time DELIVERY LOCATION : Room 306 — 113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforenCaici.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Monday, February 08, 2010 REQUEST FOR PROPOSAL RFP 10=03" Wildlife Hazard Assessment • No late proposals will be accepted . RFP'S shall be submitted in sealed envelopes labeled `RFP 10- 03, Wildlife Hazard Assessment", with the name and address of the Proposer. RFP's shall be submitted in accordance with the attached City of Fayetteville specifications and RFP documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Contact Person: Title: E-Mail : Phone: Business Address: City: State: Zip: • Signature: Date : City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 1 of 12 City of Fayetteville • RFP 10-03, Wildlife Hazard Assessment Advertisement City of Fayetteville, Arkansas NOTICE: Request for Proposal RFP 10-03, Wildlife Hazard Assessment The City of Fayetteville is requesting proposals from qualified firms or groups of firms interested in performing a Wildlife Hazard Assessment and a Wildlife Hazard Management Plan for the Airport. The City intends to select a firm to provide these services at Fayetteville Executive Airport, Drake Field. The consulting services will be administered by the Airport staff, and will commence following the execution of a Professional Services Contract with the selected respondent and approval by the Fayetteville City Council. Interested parties should submit proposals to the Fayetteville Purchasing Division in City Hall, Room 306, 113 W. Mountain, Fayetteville, Arkansas, 72701 . Proposals are due before Wednesday. February 24. 2010 before 2:00 PM, CST. Copies of the requirements for RFP 10-03 can be obtained by visiting our website at www.accessfavetteville.org and clicking on "Business" then "Bids, RFP's and RFQ's" under the "Services" category (then click the RFP tab). The City reserves the right to reject any proposal and ,to waive formalities deemed to be in the City's best interest. • "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all quafified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises." City of Fayetteville By: Andrea Foren, CPPB Purchasing Agent 479.575.8220 City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 2 of 12 • City of Fayetteville RFP 10-03, Wildlife Hazard Assessment Terms and Conditions 1 .) All Proposers shall be in compliance with all Federal, State, and Local requirements and regulations. 2.) No payments or Proposals may be based on time and material costs. 3.) Awarded Proposer shall submit invoices regularly. Payment terms shall be net 30 days from date of invoice. 4.) All contract amendments and modifications shall be made in writing and properly approved by the City of Fayetteville Mayor and City Council. 5.) Proposals shall be received at the address listed below and are due Wednesday, February 24, 2010 at 2:00 PM, CST. City of Fayetteville Attention: Andrea Foren — Room 306 Reference: RFP 10-03 113 W. Mountain Fayetteville, AR 72701 6.) It is the responsibility of the Proposer to have its sealed proposal at the Purchasing Office prior to the date and time of opening. No late proposals will be accepted. Proposals received after the scheduled proposal deadline will remain unopened and will not be considered. • 7.) The City of Fayetteville reserves the right to reject any or all proposals, waive formalities and make the award based on the best interest of the City. 8.) It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. 9.) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen ci.favetteville.ar.us) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in piece. 10.) Any conditions or expectation on -the part of the Proposer for performance by the City must be set forth in the proposal. The City is not obligated to consider the Proposer's post submittal terms and conditions. 11 .) At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized Negotiator Information" form. 12.) The City will not be responsible for misdirected proposals. Proposer should call the Purchasing Office at (479) 575-8220 to insure receipt of their proposal documents prior to opening time and date listed • above. City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 3 of 12 13.) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. 14.) The RFP and any addenda issued may be obtained from www.accessfayetteville.orq and clicking "Bids, RFP's and RFQ's" under the "Businesses" category then tab titled "RFP's". Proposers are at liberty and are encouraged to expand upon the details, qualifications and proposals to give additional evidence of their ability to perform and provide a system as described in this RFP. All updates and changes to the RFP will be posted on the website and Proposers are encouraged to check daily for new information or updates. Each Proposer is required before submitting a proposal to be thoroughly familiar with the requirements and specifications listed in this RFP. Additional allowances will not be made due to Proposers lack of knowledge relating to the terms, conditions and specifications contained within this RFP. It is the responsibility of the Proposer to determine if any component(s) of this specification do not meet the required standards of applicable federal, local, state law or specifications. 15.) The proposal must contain the signature of a duly authorized officer or agent of the Proposers company empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed. 16.) "'The Proposer Is required to submit one (1) original and five (5) copies of the proposal. In addition, one (1 ) electronic copy of all submitted documents shall be submitted on a properly labeled CD. The use of Adobe (PDF) Is highly recommended but not mandatory. All electronic copies shall be compatible with Adobe and Microsoft Windows applications. 17.) it is intended that the all documents pertaining to this request for proposal shall defineand describe the • complete services to which they relate. 18.) The Proposer is advised to examine all documents and current parameters of the services in becoming fully informed as to their conditions. This includes the conformity with specific standards and the character, quality and quantity of the reports and services required. Failure to examine these areas will not relieve the successful Proposer of his obligation to furnish all deliverables and services necessary to carry out the provisions of the contract. 19.) The City of Fayetteville will consider the degree to which each Proposer has submitted a complete proposal without irregularities, excisions, special conditions, or alternative proposals for any item unless specifically requested in the RFP. 20.) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or, proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. 21 .) The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. • City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 4 of 12 J • 22.) The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances. and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. • • City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 5 of 12 • l City of Fayetteville • RFP 10-03, Wildlife Hazard Assessment Authorized Negotiator Information — TO BE SUBMITTED WITH ALL PROPOSALS At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Rif : Pnma C o tacforma ion Name of Firm : Name of Primary Contact: Title of Primary Contact: Phone#1 (cell preferred): Phone#2: E-Mail Address: r4RT ontac for Lela ly _ i din! -on racts.: • Is the primary contact (listed in PartI) able to legally bind contracts? YES NO (circle one) If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): Phone#2: E-Mail Address: Date: Signed: ,ART _ arse of assilnedi �I i eama a ann Bolois rmf multi e)� Name: Does this person have professional training or extensive experience in wildlife hazard management • operations? YES NO (circle one) City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 6 of 12 . City of Fayetteville RFP 10-03, Wildlife Hazard Assessment Project Information The City of Fayetteville is requesting proposals from qualified firms or groups of firms interested in performing a Wildlife Hazard Assessment and a Wildlife Hazard Management Plan for the Airport. The City intends to select a firm to provide these services at Fayetteville Executive Airport, Drake Field. The consulting services will be administered by the Airport staff, and will commence following the execution of a Professional Services Contract with the selected respondent and approval by the Fayetteville City Council. Federal Aviation Administration (FAA) Advisory Circular No: 150/5100-14D provides, guidance to the Airport in the selection and employment of these services. Deadline for submittals Is Wednesday, February 24, 2010 before 2:00 PM, CST. 1. SCOPE OF SERVICES FOR WILDLIFE HAZARD ASSESSMENT Aircraft collisions with birds and other wildlife are a serious economic and public safety problem. The City of Fayetteville seeks a Professional Consulting firm to conduct a Wildlife Hazard Assessment in accordance with 14 CFR 139.337. The City of Fayetteville is seeking: (1 ) A wildlife hazard assessment, conducted by a qualified wildlife damage management biologist having experience in wildlife hazard management in airports. Such assessment must include at least the following: a. An analysis of the events or circumstances that prompted the assessment. b. Identification of the wildlife species observed and their numbers, locations, local movements, and daily and seasonal occurrences. c. Identification and krcation of features on and near the Airport that attract wildlife in consultation with • local, state, and federal jurisdictions and authorities. d. A description of wildlife hazards to air carrier operation. e. Recommended actions for reducing identified wildlife hazards to air carrier operations. f. The wildlife hazard assessment must be submitted to the FAA. (2) Since the FAA has previously determined that a wildlife hazard management plan is needed, when the wildlife hazard assessment is approved by the FAA, the consultant will be required to formulate a wildlife hazard management plan using the wildlife hazard assessment as a basis. The wildlife hazard management plan must provide measures to alleviate or eliminate wildlife hazards to air carrier operations and must include at least the following: a. A list of the individuals having authority and responsibility for implementing each aspect of the plan. b. A list prioritizing the following actions identified in the wildlife hazard assessment and target dates for their initiation and completion: I. Wildlife population management; ii. Habitat modification; and iii. Land use changes. c. Requirements for and, where applicable, copies of Local, State, and Federal wildlife control permits. d. Identification of resources that the Airport will provide to implement the plan. e. Procedures to be followed during air carrier operations that at a minimum include i. Designation of personnel responsible for implementing the procedures; ii. Provisions to conduct physical inspections of the aircraft movement areas and other areas critical to successfully manage known wildlife hazards before air carrier operations begin; iii. Wildlife hazard control measures. iv. Ways to communicate effectively between personnel conducting wildlife control or observing wildlife hazards and the air traffic control tower; v. Measures to notify pilots and other relevant agencies, person or agencies of potential wildlife • threats to aviation; and City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 7 of 12 vi. Measures to coordinate wildlife control with relevant local, state, and federal jurisdictions and • authorities. f. Procedures to review and evaluate the wildlife hazard management plan every 12 consecutive months or following an event in which an air carrier aircraft experiences multiple wildlife strikes, substantial damage from striking wildlife, engine ingestion of wildlife; or wildlife of a size or in numbers, capable of causing one of the above events is observed to have access to any Airport flight pattern or aircraft movement area. These procedures should include: i. The plan's effectiveness in dealing with known wildlife hazards on and in the Airport's vicinity and ii. Aspects of the wildlife hazards described in the wildlife hazard assessment that should be reevaluated g. A training program conducted by a qualified wildlife damage management biologist to provide Airport personnel with the knowledge and skills needed to successfully carry out the wildlife hazard management plan. (3) Before the plan is accepted by City of Fayetteville it must be approved by the FAA. (4) The Wildlife Damage Management Biologist(s) conducting the Wildlife Hazard Assessment and conducting the training program for airport personnel involved in controlling Wildlife Hazards at the Airport must be qualified according to AC 150/5200-36. (5) The consultants will comply with all FAA Advisory Circulars in the 150 series including those that contain standards and procedures for wildlife hazard management at airports and the current version of the FAA/USDA document-Wildlife Hazard Management at Airports. 11. ADDITIONAL PROJECT CONSIDERATIONS This project will be partially financed by grants administered by the Arkansas Department of Aeronautics and the FAA This project is contingent upon receipt of such a grant(s) or other grants along with the securing of other • required approvals. Because the professional services may necessitate access to the secure areas of the airfield, it will be necessary for the selected respondent to coordinate activities with the Airport Administration Office. III. PROJECT APPROACH AND SELECTION CRITERIA To be considered to provide Wildlife Hazard Assessment services, a Letter of Interest containing a concise but detailed narrative indicating the proposed approach to providing the required services must be submitted, in addition to the other information described below. Each interested firm must present its qualifications for hazardous wildlife . studies. The approach may be structured in any way deemed to be responsive to the needs of the City of Fayetteville as generally described herein as the Scope of Services. The "Project Approach" section should .demonstrate an understanding of the project and provide an explanation of previous experience with airport hazardous wildlife studies and/or similar Wildlife Hazard Assessment efforts. Firms should explain any proposed coordination between the prime and proposed sub-consultants as well as explain coordination with the Airport's operational needs, and provide any other information that may assist the Selection Committee in making a selection. The criteria' and the weighted values to be used by the Selection Committee in evaluating responses for the selection of a firm(s) to perform this service(s) are listed below. Each point value is adjacent to the criterion and totals 100 points. Please address each criterion in your Project Approach. 1 ) 30% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firth. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. Firm's demonstrated ability to meet requirements within 14 CFR 139.337. "REQUIREMENT: Proposal documents shall list ALL Wildlife Damage Management Biologists who would be assigned to this project that have professional training or experience in wildlife hazard management in airports. • City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 8 of 12 • 2) 20% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractors staff to be used and how they are to be used to supplement your staff. 3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. This criteria includes anticipated participation due to the desire of the City to work with Disadvantaged Business Enterprises. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with the City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Finn will provide a list of similar jobs performed and person whom we can contact for information. 5) 10% Price IV. DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION The City of Fayetteville, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. Section 2000d et. sea. and 49 CFR Part 26 issued pursuant to The Airport and Airway Development Act, affords Disadvantaged Business Enterprises (DBEs) full opportunity to submit an indication of interest in response to this invitation and will not discriminate against any interested firm on the ground of race, creed, color, sex, age, or national origin in a contract award. In addition, the City of Fayetteville has established annual goals for DBE participation on Airport projects. Prospective consultants should review the Airport's DBE Program and 2010 Goal Update documents during their • preparation of a response to this Request for Proposal (RFP). The City of Fayetteville, in order to encourage the use of DBE firms, has set a DBE participation goal of 2.3% for this contract. The Airport desires to achieve, to the.greatest extent possible, quality participation by certified DBE firms in order to achieve its 2010 updated goal. Although DBE participation is not a requirement for this contract, respondents are challenged to present a creative and responsive plan that provides for DBE participation that is commercially meaningful and useful. The Airport encourages and favors the following arrangements to ensure quality participation: (1 ) Participation as a prime consultant, (2) Joint Venture, (3) Partnership, and (4) Sub- consultant. Proposals will be evaluated, in part, on the respondent's stated intention to ensure quality participation. The DBE firm(s) that may be participating In this project must be certified by the State of Arkansas. DBE Proposals at the time of submittal. Joint ventures and partnerships must be in existence at the time of submittal. The identity of the proposed certified DBE participant(s) and their participation percentage shall be indicated. At least ten (10) days prior to award, the successful respondent shall provide the City of Fayetteville with copies of executed subcontracts, certified copies of articles of incorporation, partnership agreements, and/or joint venture agreement if a DBE (minority or woman) is a shareholder/officer, partner or one of the ventures. The DBE firm(s) participating in this project must perform a commercially useful function. The failure of a DBE firm(s) to perform a commercially useful function, as defined in 49 CFR Part 26, shall constitute grounds for the City of Fayetteville to impose appropriate legal remedies. The respondent is required to perform and submit documentation of Good Faith Efforts as described in the City of Fayetteville's DBE Program, Subpart C, and 49 CFR Part 26.53 in order to secure DBE participation. The City of Fayetteville affords no preference based upon the geographical area in which a DBE firm is located. • City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 9 of 12 V. SUBMITTAL OF PROPOSAL • An interested firm must provide references showing relevant capabilities and experience for the preceding 3 years. Elaborate qualifications statements and brochures are not desired. Any sub-consultants proposed to be used, including DBE sub-consultants, must also submit references containing information pertinent to the work to be performed. The prime firm must specify which areas of work will be accomplished by each sub-consultant and the percentage of the total contract this work effort will constitute. Please ensure that an organizational chart is included. The Letter of Interest that supplements the references should discuss the extent of the firm's experience in the disciplines of hazardous wildlife studies especially at air-carrier airports. If an association or joint venture of firms is contemplated, the expertise of each individual firm in hazardous wildlife studies should be clearly defined as well as the level of involvement of each firm in the services and the proposed means of coordination between firms. A joint venture will be considered a "firm". Respondents are required to adhere to the FAA's Wildlife Hazard Assessment procedures and systems and the mitigation program currently utilized by the Airport. Only timely received proposals, meeting the requirements of this RFP, will be considered. No Proposals will be considered or accepted that are submitted by a firm that is in default under the terns of any existing agreement with the Airport or other similar agency, or has failed to perform its obligations faithfully under any previous agreement with the Airport or other similar agency. Each lead consultant firth or lead member of a joint venture shall submit only one Proposal. Sub-consultant or sub-joint venture firms may submit their proposals with more than one lead consultant firth and/or joint venture. A Proposal will be rejected if there is any evidence of collusion with another firmrJoint venture. A firm that responds as a prime or as a partner In a joint venture responding as a prime cannot as a sub-consultant submit Its qualifications to another responding prime. Furthermore, a firth that responds as a prime or as a partner In a joint venture team responding as a prime cannot be a partner in a • joint venture that submits its qualifications as a sub-consultant to another responding prime. Proposals shall be signed by an authorized representative of the firm. Submission Requirements Elaborate qualifications statements, proposals, and brochures are not desired. Clarity and concise, orderly treatment are important and must contain the following: a. Letter of Interest indicating proposed approach to the required professional services, previous experience, approach to project coordination, list of DBE participants and percentage participation, and responses to each of the Selection Criteria. Each interested firm must present its qualifications for hazardous wildlife studies. b. Complete 3 year reference listing for each prime firm, joint venture firm, and sub-consultant and an organizational chart. c. Statement of Agreement to background investigation and criminal history record check. d. A `Project Approach' that identifies the suggested structure of the organization and management methods. e. A description and identification of the firth's relationship to or with other firths (Subsidiary of another firm, Partner in Joint Venture, etc.). Also include the Primary Location, Address, Telephone, Email, and Facsimile numbers of the organization. f. Identification of the key personnel assigned to this project. At a minimum, identify the Principal-in-Charge and any other key personnel you see fit. Provide a biographical sketch of these individuals describing their relevant background. Also provide the following for each individual, Employer — if different than firm (i.e., parent company or consulting firm), Address — if different than firm, Telephone, Email, Fax. g. Description of your cost management systems and their relationship. Your proposal should exhibit the means and mechanisms to be used in the management and verification/monitoring of construction and schedule information for the program. h. Limit submission to 20 pages- resumes may be included as an appendix. I. The Proposer is required to submit one (1 ) original and five (5) copies of the proposal. In • addition, one (1 ) electronic copy of all submitted documents shall be submitted on a properly City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 10 of 12 • labeled CD. The use of Adobe (PDF) Is highly recommended but not mandatory. All electronic copies shall be compatible with Adobe and Microsoft Windows applications. All proposal documents shall be received prior to the deadline stated In this document. Courier/Hand Delivery: Mail Delivery: Any response that is received after the stated deadline will not be considered by the City of Fayetteville. The time will be tracked according to the City of Fayetteville's electronic clock located in the Purchasing Division. Furthermore, any submission that fails to include all required documentation may be considered non-responsive. Faxed or e-mailed responses will not be accepted. VI. QUESTIONS ON SCOPE OF SERVICES Questions concerning elements described in the Scope of Services section of the RFP should be addressed in writing to Andrea Foren via e-mail at aforen[ci.favetteville.ar.us. Questions shall be directed as soon as possible. VII. SELECTION OF CONSULTANT Following receipt of the Proposals, a Selection Committee will review all responses and recommend an applicant(s) to the City of Fayetteville. The Selection Committee may schedule interviews with the most qualified firs in order to make a final selection. The City of Fayetteville will accept or reject the Selection Committee's recommendation. The City of Fayetteville reserves the right to cancel this RFP, accept or reject any/all submissions, waive any technicalities and/or informalities or re-advertise, for any reason, particularly, when deemed in the best interest of the City of Fayetteville. The law of the State of Arkansas shall govern the Agreement. Any disputes relating to this RFP or related • agreement must be resolved accordingly. In the process of developing a scope and fee for these services, the selected consultant, each sub-consultant and/or subcontractor, and/or member of a joint venture may be asked to submit a statement of auditable overhead expenses, certified by the consultant's auditor, the Airport's auditor, a state auditor, or a federal government auditor. The statement shall be in accordance with Federal Acquisition Regulation 48 CFR Part 31 , Contract Cost Principle and Procedures, and be based on an audit performed within the consultant's last two fiscal years. VIII. PREPARATION COST OF QUALIFICAITONS Costs associated with preparation of each submittal shall be bome by the applicant(s). The City of Fayetteville is not responsible for any costs with responding to this RFP and considers all submittals accepted as non-returnable. IX. PROPOSAL SUBMITTAL CHECKLIST Please be sure that all items listed below are included in the response to this RFP and are fully completed and properly executed. If any of these Items are not Included or are partially completed or not properly executed, the Selection Committee can declare the response not responsive or request clarification, and may remove the submittal from further consideration. 1. Letter of Interest. Each submittal shall include a letter of interest as outlined in Sections III and V of this RFP. A duly authorized representative of the prime firm should sign the letter. 2. Project Approach. Each response should include a detailed project approach section. Limit project approach to 5 pages. See Sections III and V. City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 11 of 12 ' f 3. Organizational Chart. The response should include an organizational chart illustrating project organization and • areas of responsibility by firm and person-in charge. The chart should be dear and concise with individuals identified. See Section V. 4.Three Year Reference List. Each prime and each sub-consultant (including sub-consultant to a sub-consultant) must provide City of Fayetteville with a list of references for similar projects completed in the past 3 years. This must be completed and signed by a duly authorized representative of the firm. If the prime and/or any sub- consultants fail to submit these references, the response will be declared non-responsive. See Section V. NOTE: A Joint Venture is considered a "firm" and requires submission of only one reference list; however, experience and project history for all joint venture partners must be outlined. If the Joint Venture has any sub- consultants, these sub-consultants must submit separate reference lists. S. DBE Certirication: All identified DBE sub-consultants must be Arkansas DBE certified at the time the response is. submitted. If any identified DBE sub-consultants are not Arkansas certified, they must submit their complete certification package to the State of Arkansas to become certified. 6. Letter of DBE Certification. All identified DBE sub-consultants must include the most current DBE Certification/Recertification letter for each currently certified DBE sub-consultant to be used on the project. X. PROPOSAL SUBMITTAL CHECKLIST FORM Yes No 1 . Authorized Negotiator Info. Form - - 2. Letter of Interest - - 3. Project Approach - - 4. Organizational Chart 5. Three Year Reference List - - 6. DBE Certification Submit - - 7. Letter of Current DBE - - Certification (Encouraged, but not required)\ City of Fayetteville, AR RFP 10-03, Wildlife Hazard Assessment Page 12 of 12 • To: Fayetteville Airport Board From: Bruce Dunn, Race Director Re: Application of Special Event (Iron Pig Festival, April 03, 2010) Date: February 10, 2010 Special events request: On behalf of Bruce Dunn and All Sports Productions, I hereby request a special events permit in order to hold the second annual Iron Pig Festival. The 2010 event will also include a 5K run, 1 Mile Walk and 18-mile bike time trial. The requested venue is the same as last year using the Drake Airport Parking lots and runway with the primary area of use being the parking lots and service access road located next to Hwy 71 . The event is scheduled for Saturday, April 03, 2010. The race will begin at 9:OOam and all race activities will be concluded by 2pm. Volunteers and participants will begin arriving by 5am. o Event Timeline — see attachment o Safety Plan: see attachment • Background: Bruce Dun is the owner/race director of All Sports Productions, which is a sports event management company that promotes cycling, triathlon, running , adventure race and other outdoor events. In addition to the Joe Martin Stage Race, these events include: Ozark Valley Triathlon, Har-Ber Meadows Criterium, Chile Pepper Cross Country Festival and the Lewis and Clark Adventure Races. Festival special event Program specifics : o Date o Set-up — Friday, Apd102, 2010 o Race Day - Saturday, April 03, 2010. See attachment for specific race day timeline. o Competitors: o The number of participants will range from 250 to 400 participants. Competitors are separated by age and/or gender. Management of the competitors will occur with staggered waves and with an electronic chip timing system. o Event sanctioning : o The duathlon is permitted, insured and sanctioned through USA Triathlon, the national governing body of duathlons and triathlons in the United • States. Certificates of Liability will be issued for all involved parties including the City of Fayetteville, Drake Air Field and Arkansas Air Museum. The run will be sanctioned through USA Track and Field and Page 1 of 3 � v • the bike time trial will be sanctioned through USA Cycling. All certificates of liability will cover the each event and each entity separately. o Competition format: o Duathlon - 3 mile run, 18 mile bike, 3 mile run. o 5K Run & 1 mile walk — on airport runway using the same course as the first leg of the duathlon and occurring simultaneously. o 18-mile bike time trial — using the same course as the duathlon bike course. o Pre-staging and event set-up: o In order to maintain organization, the transition area (bike racks), start/finish line will need to be set-up on Friday, April 2. o Course Marking : o All course markings will be done with signage on orange cones. No paint will be used on surfaces. o Parking Plan: o Many of the competitors will car pool on race morning . Estimated number of vehicles on race day will be approximately 250 vehicles. Parking for race participants will be in front of the terminal with the front row and any additional staff areas reserved for terminal participants. Additional parking • may be required using the lots located north and adjacent to the terminal parking. Volunteers and law enforcement will coordinate parking on race day and insure a smooth flow of traffic for both customers of the terminal and race participants. o Services: o Trash Containment: additional trash and recycling receptacles will be provided by the race. All race routes and area of use will be thoroughly canvassed by volunteers following the event. o Porta Potties: adequate porta potties will be provided by race and based on number of participants and spectators. Bathrooms inside terminal will not be advertised, but could possibly be used by elderly, handicap or race staff. Terminal usage will be minimal. o Safety Plan: o See attached plan. Both ambulance and race medical staff, as well as the Washington Co. Sheriffs, Fayetteville Police, Greenland Police, and Arkansas State Police Departments will be present at the event. In summary, All Sports Productions requests the permission of the Fayetteville Airport Board to_obtain-a-special-events permit in order to hold the second annual Iron Pig Duathlon, Iron Pig 5K Run/1 Mile Walk and Iron Pig Bike Time Trial. • Page 2 of 3 • We look forward to working with the City of Fayetteville, Drake Field and the Arkansas Air Museum to have a successful event. Please feel free to contact Bruce Dunn, 479- 466-4022 if you have any questions or comments. Enclosures: o Safety Plan o Race and route information o Race day timeline o Race Director Bio — on file from last year. • • Page 3 of 3 d FESTIVAL 2010 —Timeline Race day: ♦ 6:30am transition opens ♦ 7:00am packet pickup inside terminal ♦ 8:30am pre-race meeting and announcements ♦ 8:30 am all other law enforcement arrive ♦ 8:40am Color Guard, National Anthem and Prayer ♦ 8:50am last chance to return to transition ♦ 8:45am close airport runway and set cones/barricades/signage ♦ 8:55am close transition ♦ 8:55am stage first run group ♦ 9:00am 1 Mile Fun Run/Walk ♦ 9: 10am Duathlon group one ♦ 9: 12am Duathlon group two ♦ 9: 14am Duathlon run group three ♦ 9:20am 5K Run ♦ 9: 15am first runner into transition ♦ 9:20am first biker out of transition ♦ 9:40am first biker at turn around (Woolsey Rd) ♦ 10:00am last runner on airport runway ♦ 10:05am sweep airport runway ♦ 10: 15am last runner into first transition ♦ 10:25am open airport runway ♦ 10: 15am first return biker to transition ♦ 10:20am first runner on 2nd run course ♦ 10:30am first runner at 2nd run course turn around ♦ 10:40am first finisher ♦ 10:55am last biker at turn around point ♦ 11 :30am last biker into transition ♦ 11 :30am transition area opens to retrieve bikes ♦ 11 :55am last runner at 2nd run course turn around ♦ 12:25pm final finisher ♦ 12:30pm Awards/prizes ceremony ♦ 1 :30-?pm tear down/cleanup • Iron Pig Duathlon • April 03, 2010 SAFETY PLAN ACCOUNTABILITY OF PARTICIPANTS Accountability of all participants (a tracking system ) at key times and locations is one of the most important aspects of a Safety Plan . Accountability will be accomplished by : Computerized timing system Each athlete will wear a computerized timing chip which will be scanned during the duathlon : 1 . At start of first run 2 . At the end of the first run 3 . At start of bicycle course 4 . At end of bicycle course 5 . At start of run 6 . At end of run (finish line) A. The "transition coordinator" will know which participant (by bib number and name) has not returned for each leg of the duathlon by referring to the computerized timing system . B . Bike course coordinator and marshals on the bicycle course at strategic geographical locations C. Event personnel following the last individual in each leg of the transition Accountability and Safety will be addressed in detail for each individual event • leg of the triathlon (run, bicycle, and run) . FIRST RUN COURSE — 3 miles Description: (first leg) held on airport runway . Runners will proceed south from parking lot staging area along service road and then proceed east between commercial hangers to runway . Runners will proceed south to end of runway and then proceed north to end of runway. Runners will return on taxiway and proceed back to start area . Volunteers will be stationed throughout the run course to provide directions to runners. Time : the runway would be closed for 45 minutes, although all participants will be off the actual runway in less than 30 minutes. Communication : The Run course coordinator will have direct communication with airport personnel . In addition, the Run Course Coordinator will follow the last runner in 4-wheel ATV in case someone needs to picked up and transported . This safety measure will insure that the runway can be reopened on time. THE BIKE COURSE — 18 miles Description : The bicycle course leaves the transition area at Drake Field area , and travels south on Hwy 71 . Law Enforcement will control the north and southbound traffic on Hwy 71 while cyclists exit onto Hwy 71 . Greenland police will control stoplight to allow cyclists to proceed through the light. One • law enforcement vehicle will lead the first cyclists to the run-a -round point at Woolsey road (approx 9 miles from Drake Field ) . Cyclists will exit right off Hwy 71 , turn around and proceed north back to Drake Field . An Arkansas Page ] of 4 4 • State Trooper and volunteers will stop traffic at the turn-a -round point. Cyclists will adhere to the rules of the road and will primarily ride on the shoulders . Communications and Medical Headquarters will be located at Drake , Field . Course Marshals and Accountability officers will be utilized at all intersections to ensure athletes stay on the course and do not mistakenly take the wrong route and get lost. Since the bicycle course is not a "closed course" and is open to public use, the Course Marshals will also inform other users of the ongoing event. Signage will also be utilized to ensure athletes stay on course. Course. Bicyclists are required to stay to the right of the road . Orange cones will be placed at corners and intersections . The signage and orange cones will be placed on the course on Hwy 71 to alert motorists of the event and any areas to slow or stop. The Bike course coordinator will "sweep") the a bike course following the last bicyclist throughout the length of the course. This "sweep" ensures that no one is left behind on the course and identifies the last bicyclist to the Course Marshals and safety and law enforcement personnel . Signage will be placed along roads and near the intersections in order to advise motorists of the event and the presence of bicyclists on the edge of the roads. SECOND RUN COURSE — 3 miles • Description : the final run is a 3-mile loop from the transition area . The run will proceed along sidewalk to Ernest Lancaster Drive where runners will run to the end of the road . They will then return to Hwy 71 and will run on inside of north bound lane (cones will be placed along road to provide a barrier from traffic) and return to finish line located on access road in front of terminal . Race personnel will be located at turnaround and Hwy 71/Ernest Lancaster Dr intersection. Support Station # 1 : Start/Finish line The run course Support Stations will provide : 1 . Water 2 . Electrolyte drink. EMERGENCY MEDICAL SUPPORT A. Trained emergency medical personnel will be placed at the transition area along with Central EMS . B. The Support Stations will provide : 1 . Assessment of injured 2 . Basic First Aid and Life Support D. Advance notice to local Fire Departments of planned event E. Advance notice to local Hospitals of planned event PREVENTION : A. Education of the event participants • 1 . Educating in sharing roadways. Participants will be required to sign a statement that they have read, understand, and will abide by the rules Page 2 of 4 outlined both on the event website and at registration . 2 . Warning signs of potential hazards (if any) on the course 3 . Event participants acting as course safety "marshals" reporting any injuries of their fellow athletes . 4. Participants having prior knowledge of the bicycle course prevents surprises . Participants can have knowledge of what to expect of the course : a . Course maps will be available on -the event website b. Encouraging participants to pre-ride the bicycle course during the weeks prior to the duathlon 5 . The course route will be clearly "marked", and with Course Marshals at all intersections 6 . Participants choosing to drop out of the duathlon must check in at the support station, with a Course Marshal or a Course Accountability Officer to allow for accountability. 7 . Educating the public. Two weeks prior to the duathlon, signage will be posted and maintained to inform the public of the upcoming event. Signage will be posted in terminals. Signage will include the following information : a . Date and time of the event b. Map highlighting the roads and trails utilized for the bicycle course d . Contact information (Event Director home phone number) 8 . USA triathlon sanctioning rules require all participants to wear approved helmets during the entire bicycle portion . Helmets must be worn and buckled • before leaving the transition area and kept on until reentry into the transition area . Failure to wear approved helmet results is immediate disqualification . 9 . A "safety talk" given by the Event Director is a routine procedure prior to all triathlons . At this time all safety rules are reviewed, and any other special concerns are repeated . All athletes are required to be present and attentive during this approximately 10-minute talk. B . Physiological Support of participating athletes 1 . Self support. Most athletes are self-supporting on the bicycle portion of a duathlon . USAT rules prohibit duathletes from accepting support of any kind from other athletes or spectators. Self-reliance is always practiced (except in emergency/injury situations) . Participants will be encouraged to carry with them : a . Water bottles. Most athletes carry at least 1 water bottle on their bicycle and/or wear a hydration system on their back. b . Carbohydrate . Most athletes carry energy bars and gels. NOTE : Leaving any equipment or materials on a bicycle course results in immediate disqualification from the triathlon (USAT rule) . That is, no water bottles, inner tubes, inflation. devices, or food wrappers can be left on the course. However, these items can accidentally fall onto the course. The "sweep" (the safety event bicyclist following the last bicyclist) will pick up any materials found along the way. 2 . Event Support Station One Support Stations will be located at the transition area . This Support Station will provide : 1 ) Water, 2) Electrolyte drink. and 3) Communications • to Medical Headquarters Page 3 of 4 Transition Area Safety Plan All participants will be required to set up their transition area before 9 : 30 am . At 9 : 30 am the transition area will be secured by volunteers and both exits and entrances will be closed by volunteers. During the event the transition area will only be open to participants. The accountability of all participants will be accomplished by the computerized timing system . Participants may not remove any equipment, or personal items from the transition area until the last participant has transitioned from the bike to the second run and is on the final run portion of the race. At that time volunteers will only allow participants back into the transition area to collect personal equipment. • • Page 4 of 4 IG RUN COURSES W IIJ A T H L I 3 .111I. ... j . .ijobike3mileran 3 miles . 7113 1 Ernest Lancaster 1 1Ernest Lancaster Rd 1 I u n ` rr ` 1 1 n a r r r ► r r � x rr r ' r ' r �# private ' ► I r i hangers T , rr � 0 turnaround run 2 ► tri � ' rr 8 1 1 r r ► I r # n rr ► Irr rr rr 1 1 r i rr rr 1 1 r r FORM r # Run 2 Transition 1 1 u 1 1 0 C - T 1 1 7n E n Aid Station FINIS Run i Aid Statics Greenland s I o -x a cel to c of Ia .II G Ot I � l