HomeMy WebLinkAbout153-12 RESOLUTIONRESOLUTION NO. 153-12
A RESOLUTION APPROVING CHANGE ORDER NO. 2 TO A CONTRACT
WITH PAVEMENT MAINTENANCE UNLIMITED, LLC REDUCING THE
CONTRACT BY $22,050.00 FOR THE PAVEMENT REHAB & RE-
MARKING PHASE II PROJECT AT DRAKE FIELD, AND APPROVING A
BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approving
Change Order No. 2 to a contract with Pavement Maintenance Unlimited, LLC reducing the
contract by $22,050.00 for the Pavement Rehab & Re -marking Phase II project at Drake Field.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution as Exhibit "A".
PASSED and APPROVED this 7th day of August, 2012.
APPROVED: ATTEST:
ByASILAil�/i��
VO�� 1 �
ELD J 'a Mayor
By: 44,44,v .47.(4)
SONDRA E. SMITH, City Clerk/Treasurer
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: FAYETTEVILLE :
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City of Fayetteville, Arkansas
Budget Adjustment Form
V11.0415
Budget Year
2012
Division: Aviation
Department: Transportation Services
Request Date
8/7/2012
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION 1 JUSTIFICATION
To make necessary changes to the Pavement Rehab Phase Il project budget. 1. Reduces the FAA grant revenue in
accordance with changes requested by the FAA project manager. 2. Increases the expected Arkansas Department
of Aeronautics (ADA) grant revenue from 5% to 10% in accordance with recent revisions to the ADA grant program
for FAA grant matching. 3. Decreases the project expense to eliminate the 5% contingency line item and Change
Order #1 per FAA request. 4. Increases the amount to be restored to the Airport's Use of Fund Balance account that
was used for design and engineering costs during project formulation.
Da e
udget Director Date
7/////7—
Depart/tient Director Date
. '�.�...__ 7 -t1 -261i
Finance Director Date
Chief Date
6//
Mayor Date
Account Name
Prepared By: James Nicholson
Reference: AlP 41
Budget & Research Use Only
Type: A BM
D E
General Ledger Date
Posted to General Ledger
Checked / Verified
jnicholson
TOTAL. BUDGET ADJUSTMENT
Use of fund balance
(29,062) (29,062)
Increase / (Decrease)
ProjectSub
Account Number Expense Revenue Number'
5550.0955.4999.99
State grants on Fed proj. 5550.0955.6803.00
(6,663)
4,38.7 12012 1
Pavement Rehab & Re -Marking Phase. II 5550.0955.6820.41 (26,786) 12012
Pavement Rehab & Re -Marking. Phase II 5550.3960.7820.41 (29,06_2) _ _.._._...._._._ 12012
J: James1201121BUDGET1 Budget Adjustments\BAForm_2012_PaveRehabll REV1SED2 FAAgrant 1 Of 1
Ray M. Boudreaux
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
8/7/2012
City Council Meeting Date
Agenda Items Only
Aviation
Division
Action Required:
Transportation
Department
Action Required: A resolution to approve Change Order No. 2 to a Contract with Pavement Maintenance Unlimited,
LLC, for the Pavement Rehab & Re -marking Phase II project. Approve a Budget Adjustment revising the project
budget.
(22,050.00)
Cost of this request
5550.3960.7820.41
Account Number
12012 1
Project Number
Budgeted Item
147,252.00
Category 1 Project Budget
18,000.00
Pavement Rehab & Re -marking Phase 11
Program Category / Project Name
Airport Capital Exp
Funds Used to Date Program / Project Category Name
129,252.00
Airport
Remaining Balance Fund Name
Budget Adjustment Attached
REM
ttorney ` Date
�� ►� 7-1•261'L
Finance and Internal Services Director Date
Date
Date
Previous Ordinance or Resolution # 128-12
Original Contract Date: 6/19/2012
Original Contract Number:
Received in dt -13-12P01:58 RCVD
Clerk's Office
Comments:
Revised January 15, 2009
aye
City Council Meeting of: -3d /A 91-7/ Z
Agenda Item Number:
1
ev 1 e AVIATION DIVISION
ARKANSAS FAYETTEVILLE EXECUTIVE AIRPORT • DRAKE FIELD
CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO
TO: Mayor Jordan
THRU: Chief of Staff
THRU: Staff'Contract Review Committee
THEW: Terry Gulley, Transportation Director
FROM: Ray M. Boudreaux, Aviation
DATE: July 2, 2012
SUBJECT: Approve Change Order #2 and a revised Budget Adjustment for
Phase II of the Pavement Rehab and Painting Project at the
Airport. Signature of the Mayor.
RECOMMENDATION: Approve the attached Change Order # 2 to the project
and a revised Budget Adjustment for the project. Signature of the Mayor.
BACKGROUND: The City Council has approved the project and application to
the FAA and State Aeronautics for grants to cover the cost of the project. The FAA
Program Manager for our airport has changed and thus we must change our grant
application and issue a new change order to eliminate the changes we made with
Changer Order #1. The new program manager will not accept the change order
even though the funding is available for use at our airport. The funding is
Entitlement Funding granted to general aviation airport for projects such as this.
The remaining authorized grant funding for this Airport will roll over to next fiscal
year.
BUDGET IMPACT: This change order reduces the project amount and
reallocates the 5% local match to the State which changed its policy to fund the full
10% against FAA 90/10 grants until the FAA returns to the 95/5 funding policy next
year.
Attachments: Change Order #2
Staff Review
Budget Adjustment
4500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701
479.718.7642 • 479.718.7646 FAX • www.accessfayetteville.org/governmentlaviation
airport economic development@ci.fayetteville.ar.us
RESOLUTION NO.
A RESOLUTION APPROVING CHANGE ORDER NO. 2 TO A CONTRACT
WITH PAVEMENT MAINTENANCE UNLIMITED, LLC REDUCING THE
CONTRACT BY $22,050.00 FOR THE PAVEMENT REHAB & RE-
MARKING PHASE II PROJECT AT DRAKE FIELD, AND APPROVING A
BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approving
Change Order No. 2 to a contract with Pavement Maintenance Unlimited, LLC reducing the
contract by $22,050.00 for the Pavement Rehab & Re -marking Phase II project at Drake Field.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution as Exhibit "A".
PASSED and APPROVED this 71h day of August, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CHANGE ORDER
Order No.
Date:
Agreement Date:
2
July 11, 2012
June 19,2012
NAME OF PROJECT: Phase H. Airfield Pavement Rehabilitation & Striping (AIP Proj. No. 3-05-0020-41-2012)
OWNER: City of Fayetteville (Airport Department)
CONTRACTOR: Pavement Maintenance Unlimited. LLC
The following changes are hereby made to the CONTRACT DOCUMENTS:
1. Delete the quantity increases for Bid Items No. 3 and 5 from Change Order No. 1. Delete cost of $ 22,050.00 from the contract.
Justification:
1. The Owner has been unable to convince the FAA that the addition al striping are necessary and thus the FAA will not allow
these items to be added to original bid amounts of the Contract and to the FAA Grant the City will receive.
CONTRACT PRICE prior to this Change Orders: $121.240.00
Decrease in Contract Price: $ (22,050.00)
Revised CONTRACT PRICE Including this Change Order: $ 99,190.00
Final Completion Time Prior to This Change Order: 45 Calendar Days
Net Time Change Resulting From This Change Order: 0 Calendar Days
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by 0 calendar days.
Approvals Required:
To be effective this Order must be approved by the Owner if it changes the scope or objective or the
PROJECT, or as may otherwise be required by the GENERAL CONDITIONS.
Requested by:
Recommended by:
Approved by:
Pavement M - . ce Unlimited, LLC Date
r/9/f
City of F y- ; eville Date
J:120121122118 - DRAKE PAVEMENT PHASE MCONSTRUCT10MCHANGE ORDERS\CHANGE ORDER 2.DOC
Page 1
Ray M. Boudreaux
• City of Fayetteville Staff Review Form •
City Council Agenda Items
and
Contracts, Leases or Agreements
Submitted By
NA
City Council Meeting Date
Agenda Items Oniy
Aviation
Division
Action Required:
Transportation
Department
Action Required:
a) Signature of Mayor on a Grant Application to Arkansas Department of Aeronautics (10% of project cost), as
authorized by Resolution Nos. 128-12, 6/19/12 and 153-12, 8/7/12.
$11,648
Grant Revenue
5550.0955.6803.00
Account Number
12012 1
Project Number
Budgeted Item
117,490.00
Category / Project Budget
11,321.00
$
Pavement Rehab 8. Re -marking Phase 11
Program Category I Project Name
D810 Aviation
Funds Used to Date Program / Project Category Name
106,169.00 Airport
Remaining Balance Fund Name
Budget Adjustment Attached
Depart
irector
r;ty Attomey
Finance and internal Services Director
Chief of S : ff
Previous Ordinance or Resolution #
Date
Original Contract Date:
/7— Original Contract Number:
Date
16- &l-?,o>z,
Date
Io- a� ;�-
Date
or
Dat
84-12, 128-12
153-12, 185-12
Received in Ci 1 1 2 P 0 2: 0 0 R C V D
Clerk's Office
Received in
Mayor's Office
Comments: Grant application to AR Dept Aeronautics is submitted at project completion
Revised January 15, 20
•
'Pave �i�le
0HE CITY OF FAYETTEVILLE, ARKANSAS
AVIATION DIVISION
4500 S School Ave, Ste F
Fayetteville, AR 72701
P 0791718-7642
ARKANSAS
www.accessfayettetrille.org
STAFF REVIEW MEMO — Contract Review
To: Mayor Lioneld Jordan
Thru: Don Marr, Chief of Staff}
Thru: Terry Gully, Transportation Director ►j'd
Thru: Staff/Contract Review Committee
From: Ray M. Boudreaux, Aviation
Date: 10/18/12
Subject: Arkansas Department of Aeronautics matching grant — AIP41
PROPOSAL: This is a revised Grant Application for 10% matching funds for the 90% FAA- funded project to
rehabilitate asphalt pavements (phase II), at Drake Field. Application and acceptance of the grant funding was
approved by the Fayetteville City Council, Res 128-12, 6/19/12 originally as a 5% match, and then modified
with Res 153-12 through a budget adjustment to increase the match to 10%.
The Arkansas Department of Aeronautics requires that the application be submitted at the conclusion of the
project so that the exact amount of the match funding is submitted on the application, avoiding duplicate
submissions due to change orders and/or differences in bid -estimated to actual unit cost quantities.
RECOMMENDATION: Signature of the Mayor is requested.
BUDGET IMPACT: Will provide revenue in the amount of $11,648 which is 10% of the total project cost.
90% of the project cost was paid with a grant from FAA.
Attachments: Staff Review Form
Res 128-12
Res 153-12
Budget Adjustment from Res 153-12
Grant Application — AR Dept Aeronautics
Telecommunications Device for the Deaf TDD (479) 521-1316 ' 113 West Mountain - Fayetteville, AR 72701
i
RESOLUTION NO. 128-12
A RESOLUTION AWARDING BID #12-46 AND AUTHORIZING A
CONTRACT WITH PAVEMENT MAINTENANCE UNLIMITED, LLC FOR
PAVEMENT REHABILITATION AND RE -MARKING AT FAME F hVILLE
EXECUTIVE AIRPORT -DRAKE FIELD IN THE AMOUNT OF $99,190.00,
APPROVING CHANGE ORDER NO. 1 TO THE CONTRACT IN THE
AMOUNT OF $22,050.00, APPROVING APPLICATION FOR AND
ACCEPTANCE OF GRANTS FROM THE FEDERAL AVIATION
ADMINISTRATION AND THE ARKANSAS DEPARTMENT OF
AERONAUTICS TO FUND NINETY-FIVE PERCENT (95%) OF THE
PROJECT, APPROVING A PROJECT CONTINGENCY IN THE AMOUNT
OF $7,012.00, AND APPROVING A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#12-46 and authorizes a contract with Pavement Maintenance Unlimited, LLC for pavement
rehabilitation and re -marking at Fayetteville Executive Airport -Drake Field in the amount of
$99,190.00.
Section 2. That the City Council of the City of Fayetteville, Arkansas further approves
Change Order No. 1 to the contract with Pavement Maintenance Unlimited, LLC in the amount
of $22,050.00.
Section 3. That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the application for and acceptance of grants from the Federal Aviation Administration and the
Arkansas Department of Aeronautics to fund ninety-five percent (95%) of the project.
Section 4. That the City Council of the City of Fayetteville, Arkansas hereby approves a
project contingency in the amount of $7,012.00.
Section 5. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit "A".
PASSED and APPROVED this 19th day of June, 2012.
APPROVED: ATTEST:
LI ' NELD J10r
AN, Mayor
By: A ataivA, E • Aftdiu
SONDRA E. SMITH, City Clerk/Treasurer
9=
FAYETTEVILLE:
RKAN ts ': 4`
%.9 9 '
<NGTON �,C;.+`'
i •
RESOLUTION NO. 153-12
A RESOLUTION APPROVING CHANGE ORDER NO. 2 TO A CONTRACT
WITH PAVEMENT MAINTENANCE UNLIMITED, LLC REDUCING THE
CONTRACT BY $22,050.00 FOR THE PAVEMENT REHAB & RE-
MARKING PHASE II PROJECT AT DRAKE FIELD, AND APPROVING A
BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approving
Change Order No. 2 to a contract with Pavement Maintenance Unlimited, LLC reducing the
contract by $22,050.00 for the Pavement Rehab & Re -marking Phase II project at Drake Field.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution as Exhibit "A".
PASSED and APPROVED this 7th day of August, 2012.
APPROVED: Ai I EST:
By:
54",10. ALcoe4
SONDRA E. SMITH, City Clerk/Treasurer
,r
FAYETTEVILLE
•
•
City of Fayetteville, Arkansas
Budget Adjustment Form
•
V11.0415-
Budget
11.0411
Budget Year
2012
Division: Aviation
Department: Transportation Services
Request Date
8/7/2012
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION /JUSTIFICATION
To make necessary changes to the Pavement Rehab Phase II project budget. 1. Reduoes the FAA grant revenue in
accordance with changes requested by the FAA project manager. 2. Increases the expected Arkansas Department
of Aeronautics (ADA) grant revenue from 5% to 10% in accordance with recent revisions to the ADA grant program _
for FAA grant matching. 3. Decreases the project expense to eliminate the 5% contingency line item and Change
Order #1 per FAA request. 4. Increases the amount to be restored to the Airport's Use of Fund Balance account that
was used for design and engineering costs during project formulation.
41Ur% !/ .-
Divis n M-. 4 - Da e
udget Director /- Date
2r
f(adZ-
Department Director ./b
Finance Director . Date
Chief
Mayor -.
Account Name -
Use of fund balance
Date
Date
Prepared By: James Nicholson
Reference: AIP 41
Budget & Research Use Only
Type: A -8 C D E
General Ledger Date • -
Posted to General Ledger •
Checked / Verified
• japho4on
Initial Date
Initial Date •
. TOTAL BUDGET•ADJUSTMENT (29,062) (2%062) •
Increase / (Decrease) - : Project.Sub
• . - Account• Number • - Expense. - Revenue Number:.
State grants on Fed prof:
5550.0955:4999.9 (6;683)
5550.0955:6803.00 4,387 12012 . - :1
Pavement Rehab & Re -Marking Phase.11 . 5550.0955.6820.41
(26,786) ..12012
Pavement Rehab 8 e -Marking. phase"' 5550.3960.7810.41 _(29,062) 12012
• . JMames120121BUDGE73BudgetAdustrnents'BAForm 2012 PaveRehabIl REV1SED2 FAAgrant • 1 of 1
' aF've:eviIle
THE CITY OF FAYETTEVILLE, ARKANSAS
AVIATION DIVISION
4500 S School Ave, Ste F
Fayetteville, AR 72701
P (479) 718-7642
ARKANSAS
www.accesstayetteville.org
October 18, 2012
Mr. John Knight, Director
Arkansas Department of Aeronautics
One Airport Drive, 3rd Floor
Little Rock, Arkansas 72202
RE: GRANT APPLICATION — DOT/FAA AIP 41, Pavement Rehabilitation and Re -marking, Phase II
Dear Mr. Knight;
Enclosed please find two (2) copies of a grant application to Arkansas Department of Aeronautics for 90/10% match funding on a
project to rehabilitate and re -mark taxiway and aircraft parking apron pavements.
Fayetteville Municipal Airport requests funding in the amount of S11,648, 10% of the total project cost of $116,476.
Fayetteville Municipal Airport respectfully requests your consideration of this grant application, and to be included on the agenda of
the Aeronautics Commission board meeting in November 2012. Following Aeronautics Commission approval, a request for
disbursement of the 10% match will be submitted without delay.
Thank you for your consideration.
Sincerely,
Ray M. Boudreaux, Director
RB:jn
Enclosures:111
Grant Application
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
•
7
• •
State Airport Aid Application — Page 1
The City/may of Fayetteville , herein called "Sponsor", hereby makes
application to the Arkansas Department of Aeronautics for State funds pursuant to Act 733 of 1977, for
the purpose of aiding in financing a project for the development of a municipal airport located in the city
of Fayetteville Arkansas, Washington county.
Date of Request: 10/18/12
Name of Airport: Fayetteville Executive Airport, Drake Field
Name and address of City/County Commission
sponsoring request:
City of Fayetteville
113 West Mountain
Person to Contact about project:
Ray M Boudreaux
4500 S School Ave Ste F
Fayetteville AR 72701 Fayetteville, AR 72701
Phone Number: 479-575-8330
Fax Number: 479-575-8257
Name and address of Engineering Firm
(if applicable):
McClelland Consulting Engineers, Inc
PO Box 1229
Fayetteville AR 72702
479-443-2377 ph
Phone Number: 479-718-7642
Cell Number: 479-601-3520
Fax Number: 479-718-7646
Contact Person: R.Wayne Jones, PE
Phone/Fax Number: 479-443-9241 fax
Describe the work to be accomplished: Pavement rehabilitation Phase 11 to include:
application of rejuvenation sealer and re -marking of sections of Taxiways and aircraft
arkin a rons that were not included in the revious avement rehab roject AIP40 .
State and Local Project Costs:
Please indicate:
O 50-50% Match
O 80-20% Match
O 90-10% Match
O 100%
Total Cost of Project
Local Share/Funds
Local Share/In-Kind
State Share
Federal AIP Projects:
AIP Number: 3-05-0020-0041-12
• 90-10% Match
O 95-5-5% Match
Total Cost of Project:
Federal Share:
State Share:
Local Share:
116,476.00
104,828.00
11,648.00
-0-
7.1.11
• •
State Airport Aid Application — Page 2
Provide the information listed below as it applies to your project:
Funding:
Source of Funds:
DOT/FAA AIP Grant 90%, AR Dept of Aeronautics 10%
Source of In -Kind Services:
Estimated starting date of project: June 2012
Estimated completion date of project: Sept 2012
Project will be for:
New Airport X Existing Airport
Is land to be leased or purchased? No
Description of land and cost per acre:
Provide the Federal AIP Grant Number (if applicable): 3-05-0020-0041-12
State Legislators for your area:
State Senator: Sue Madison, District 7
State Representative: Uvalde Lindsey, District 88
7.1.1
• •.
State Airport Aid Application — Page 3
The sponsor agrees to furnish the Arkansas Department of Aeronautics a copy of the legal instrument
affecting use of the property for an airport. In application for a new landing site or expansion of existing
facility, the FAA Form 7480-1, Notice of Landing Area Proposal, must be approved by the FAA before
review for grant can be made by the State. Applications for hangar construction or renovation funds
must include a signed lease agreement. This agreement must be in compliance with all FAA grant
assurances. The application must be based on bids and include a calculated return on investment.
No land, hangars, or buildings purchased with State Grant funds may be sold or disposed of without
State Aeronautics Commission prior approval. All requests for sale or disposal of property will be
considered on an individual case basis. No hangar (funded by a grant from the Department of
Aeronautics) shall be used for non -aviation purposes without State Aeronautics Commission prior
approval. All requests for non -aviation use will be considered on a case-by-case basis. Failure to
receive prior approval from A.D.A. concerning land and/or building use could result in the commission
requesting grant refund from the Sponsor. Additionally, all hgr/building grant applications must include
proof of insurance coverage.
No airport accepting State Grant funding may issue an Exclusive Rights lease.
All applications for navigational aids (such as NDB or ILS) must have FAA site approval before a state
grant can be approved.
All Grant applications involving Federal Airport Improvement Program (AIP) funding must be
accompanied by the approved FAA grant agreement with grant number assigned.
If this project is approved by the Arkansas Department of Aeronautics, and is accepted by the sponsor, it
is agreed that all developments and construction shall meet standard FAA construction practices as
outlined in the specifications of this agreement. Runways, Taxiways, Parking Ramps, etc. shall have a
base and a thickness that will accommodate the weight of aircraft expected to operate at this airport.
All grant applicants (City and/or County) are totally responsible for compliance with all Federal,
State, County, and City laws, Statutes, Ordinances, Rules, Regulations, and Executive Orders
concerning contracts and purchases for which this grant is approved and issued.
It is understood and agreed that the sponsor shall start this project immediately upon award of grant. It
is also agreed that this project shall be completed within one year from the date of acceptance of this
grant by the Arkansas Department of Aeronautics. Applications for extension will be entertained if
circumstances beyond the sponsor's control occur. Amendment requests are to be made only under
extraordinary circumstances.
Funds will be disbursed according to Department procedures and final inspection of completed project
(See payment instruction page). Payment of grant funds are contingent upon the Department's annual
appropriation.
IN WITNESS WHEREOF, the sponsor has caused this Application for State Airport Aid to be duly
executed in its name, this A 5i- 4-A-- day of 0JG , 2012, .
Ci of Fayette
orized Signature
Lioneld Jordan, Mayor
Title
7.1.1
• •
APPLYING FOR PAYMENT OF APPROVED GRANT FUNDS
After your grant has been approved and you are ready for a partial or final payment, please provide the
following documents to our office:
FOR 50-50%, 80-20%, 90-10% AND 100% STATE AIRPORT AID GRANTS, YOU MUST
PROVIDE:
Letter requesting Payment (partial/final) stating completion of the project with the total amount
of the project and the state share of the grant. Must be signed by City/County official or Airport
Commissioner.
Invoices for all cash expenses (copies). Engineering estimates/payment requests or contracts are
not acceptable to auditors and cannot be accepted by our agency.
Canceled checks to match all invoices — front and back of checks.
Copy of Deed, Title Insurance, Legal Fees (Land Purchases Only).
Daily time sheets for ALL in-kind work used as match for grant. The auditors will accept only
ONE day of in-kind services on ONE Daily Report Form. The form must be filled out
completely and signed by Supervisor and City/County Official. — No Exceptions!
An expense sheet outlining expenses/or a tape showing how the amount requested for payment
was totaled.
FOR GRANTS MATCHING FEDERAL FUNDS, YOU MUST PROVIDE:
Letter requesting payment (final only) stating completion of the project. Must be signed by
City/County Official or Airport Commissioner.
Copy of final Federal Aviation Administration Reimbursement Form (FAA form 271 or
computer generated form accepted by the FAA).
NOTE: All City/County Airports participating in Block grants with the ADA must submit all payment
requests to our office. The FAA will not process your payment of these grants.
WHAT YOU NEED TO RETAIN FOR YOUR FILES FOR AUDIT PURPOSES:
Original signed application requesting funds.
Letter of approval from State Office.
All amendment request/letter granting approval or denial of amendments.
Letter requesting payment (partial/final) or extension of time request for project.
All documents (originals) submitted to State office for final payment of grants.
Copy of State Warrant — Warrant is presented on final inspection and payment of grant.
A copy of plans, deeds or any documents submitted to State Office used for approval of grant.
If you have any questions concerning the process of, submitting documentation for payment of your
grant, please call our office at 1-501-376-6781. Ask for John Knight.
• . •
State Airport Aid Application Instruction Page
The following instructions arc provided to assist in applying for State Airport Aid funds.
A cover letter is required from the sponsor. The letter should explain the need for the
airport project in your community and the effect improvements will have on economic
growth in your area of the state. A preliminary set of plans, specifications, and cost
estimates must accompany the application as well as bid results if bid quotes are required.
A Construction Quantities and Cost Sheet is included in the application for this purpose.
A Daily Report Sheet is also included in the application for In -Kind Services reporting.
This report sheet must be filled out for each day of In -Kind Services billed to the project.
Two complete copies are to be mailed to the Arkansas Department of Aeronautics, 2315
Crisp Drive — Hangar #8, Little Rock, AR. 72202.
Applications are accepted each working day of the month. Applications received after
the last day of each month will be considered the next funding cycle. Applications will
be reviewed during a 30 -day waiting period after receipt by the Department. (Example:
Applications received after the last working day of January will be acted on at the March
meeting of the Commission.) Applications may be sent by FAX with hard copy to follow
by mail. (FAX number is 501-378-0820)
Upon receipt of your application, you will be contacted by our office for an on-site
review of the project. You will be notified by mail of the date, time, and place of the
meeting in which your request will be brought before the Aeronautics Commission. You
are encouraged to attend the meeting to address questions concerning your proposal. You
will be notified by mail of the results of your request by the Aeronautics Commission.
Upon approval of a State Airport Aid grant, funds may be disbursed upon request when
one-half of the total project (50%) is completed and documented (Partial Payment).
Upon 100% completion of the project, a letter requesting final payment, submission of
proper documentation, and inspection of the project, the remainder of state funds will be
disbursed.
If you have any questions concerning the grant process or grant accounting
procedures, please feel free to contact our office at (501) 376-6781
7-1.11