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FAA New England Region Airports Division

FAA New England Region Airports Division. AIP Status and Procedures Update. Agenda (Objective: to get you out early). Introductions Grant Program Update AIP Process and Project Readiness Form AIP Grant Application Review ACIP Process and Timeline Section 106 Process Review

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FAA New England Region Airports Division

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  1. FAA New England RegionAirports Division AIP Status and Procedures Update

  2. Agenda (Objective: to get you out early) • Introductions • Grant Program Update • AIP Process and Project Readiness Form • AIP Grant Application Review • ACIP Process and Timeline • Section 106 Process Review • Systems Update (e-payment) • Listening Session and Q&A • Lunch at some point…

  3. Will there be a multi-year AIP program? When will it happen? • We’re in business until Sept. 16th. • Congress working on long-term reauthorization but…… • Another multi-part year? • What can we be sure of? • More Audits • Maybe more reporting • RSA funding remains a priority

  4. Recap and Updates on the AIP Process • Presented and discussed this issue at Conference last year • Need to update a few items • Several other items have been added that you should know about • Also, a clarification…..

  5. Recap: What’s needed for my project to be funded (maybe) for FY 2012? • Sponsor in good standing (old grants closed, have matching share, in compliance) • Force account use pre-approved • Projects must be on an approved ALP to be eligible (mods to standards approved) • Register with Dun & Bradstreet (DUNS) • DBE plan has been provided to FAA Civil Rights Office • Project for upcoming fiscal year must be submitted to FAA by the Sponsor on time

  6. Recap: What’s needed for my project to be funded (maybe) for FY 2012? • Environmental Determination documentation completed by February 2011 and any necessary permits in hand by December 31, 2011. • Federal Funding - E.O. 12372 Coordination (ME, NH, RI) • Coordinated with other agencies – Section 106, F&W, CZM • Exhibit “A” Property Map up to date • That’s not all…..

  7. Update: We have new DBE Contacts • Effective last Monday (8/15/11) • POC now in Great Lakes Region • Contact: Nancy Cibic • 2300 E. Devon Ave, Room 440, Des Plaines, IL 60018 • Telephone: 847-294-7182 • Email: nancy.cibic@faa.gov • Sorry for the personnel shuffle • Local contact remains Jean LoGiudice

  8. Update: Central Contractor Registration (CCR) is required for all sponsors. • OMB requirement as of this fiscal year • Those with ARRA grants already did this; just keep registration active • Need a D&B number to register • Start with: http://www.bpn.gov/ccrupdate/NewRegistration.aspx • Contact Jean L. for more information

  9. Update: Timeframe for a completed FY 2012 Program • Normal Target August 31st • Change this year to October 1st • Grant application due date (May 1) does NOT change • New requirement: Project Readiness Form

  10. Effective FY 2012, all projects must have a completed Project Readiness Form • Purpose: to insure that projects are ready to go, and to provide Section 106 information. • Form available on regional website, and were forwarded via email and snail mail. • Due no later than November 30th. • After Fiscal Year 2012, this form will be due no later than August 31st. • Extensions of the deadline will require management approval.

  11. Elements of the Project Readiness Form • A checklist of 16 items similar to PERADA form • Description of the project • Space for additional narrative • Form must include a simple project sketch. • Sponsors (or their designated consultants) can complete and sign a PRF.

  12. Project Readiness Form Checklist

  13. A few reminders: before the Application goes to us be sure that - • Scope has been approved • Independent Fee Estimate is complete • Over $100K federal required • Under $100K a good idea (doesn’t require 3rd party) • Record of Negotiations is complete • Federal provisions are in the bid docs • Purchase and sales in hand (preferred)

  14. A Clarification about Eligibility • Eligibility is not defined by Advisory Circulars • In some cases, equipment requirements defined in an AC may NOT be funded under AIP • Eligibility defined by AIP Handbook and findings from HQ specialists • When in doubt, contact us.

  15. Core Elements for all Grant Applications Applications on bid are to be received by FAA no later than 1st of May (earlier the better!) • Standard Form 424 (Rev. 9-2003) – TIN/DUNS • Part II, Section A – Project Approval Information (FAA Form 5100-100 or FAA Form 5100-101) • Part III Budget Information – FAA Form 5100-100 pages 4 & 5 (or 5100-101, pages 3 & 4) • Narrative to include: Project description, Statements on project coordination; DBE statement; Environmental status statement; Costs breakout; Project schedule… • Drug-Free Workplace Certification

  16. Application Submission Forms/Documents • Grant Application Packets Requested • The Sponsor is required to submit 2 AIP applications. However, we (ANE) ask for 3 AIP applications(2 of AIP applications with original signatures throughout). • We ask for 3 sets, because if the grant offers get “lost” in the mail, we at least have a spare in the office, which is a time saver!!! {And YES, it does happen } • Grant Assurances • Most current 3/2005 • Current AC checklist 6/2/2010 (date to be filled-in for item #34 of assurances)

  17. Application Submission Forms/Documents Continued • Sponsor Certifications As for the sponsor certifications, below are the certifications (with original signatures) that we/FAA require 1set of: • Certification of Consultant Selection form (needed for all project types: planning, environmental, land, equipment and construction) • Sponsor Certification for Projects Plans and Specification form (needed for construction and equipment acquisition projects) • Sponsor Certification for Equipment / Engineering/Construction Contracts form (needed for construction and equipment acquisition projects) • Sponsor Certification for Real Property Acquisition form (only needed for property acquisition projects) • Sponsor Certification for Project Final Acceptance form (needed for construction and equipment acquisition projects; this can be sent in w/ final payment request)

  18. Application Submission Forms/Documents Continued • Sponsor Certifications (continued) The below certifications need to be attached to each AIP application: • Drug-Free Workplace Certification form (needed for all project types: planning, environmental, land, equipment and construction) • Certification of Contracts, Grants, Loans and Cooperative Agreements form (needed for all project types: planning, environmental, land, equipment and construction) • Exhibit A Certification - certification is used the full size Exhibit A drawing is not necessary (needed for construction and land acquisition projects)

  19. Application Submission Specifically for Planning Projects (not an all inclusive checklist!!!)

  20. Application Submission Specifically for Land Acquisition Projects (not an all inclusive checklist!!!)

  21. Application Submission Specifically for Environmental Projects (not an all inclusive checklist!!!)

  22. Application Submission Specifically for Equipment Acquisition Projects (not an all inclusive checklist!!!)

  23. Application Submission Specifically for Construction Projects (not an all inclusive checklist!!!)

  24. Some Common Omissions/Mistakes in Application • Forgetting to fill-in DUNS & TIN #s on SF-424 • we/FAA can not “pen & ink” this form • Missing Project Organization Chart for planning and environmental projects • Can be found in the AIP Handbook Order 5100.38C • Chapter 4, section 412, paragraph 3d

  25. Some Common Omissions/Mistakes in Application (continued) • Forgetting to fill-in #34 of Grant Assurances with the current A/C Checklist Date • Missing project cost break out of major work elements • Missing information from the narrative section • Statements regarding environmental, coordination, etc

  26. Common Omissions/Mistakes in Returning Signed Grant Offer • Grant Signature: Sponsor attorney mustsign on or after their respective Sponsor and notary seal is required • Sponsor is required to return only 1 signed grant offer with application attached to FAA on or before the due date • FAA sends 2 grant offer with application attached, so that the Sponsor can keep 1 for their records. • Grant offer must be accepted by the Sponsor and returned to FAA on or by the date placed in #6 of the grant offer Conditions

  27. Helpful Web Sites • FAA National Airports: http://www.faa.gov/airports/ • FAA National AIP: http://www.faa.gov/airports/aip/ • FAA New England Region Airports Division: http://www.faa.gov/airports/new_england/ • FAA ANE Staff Contact Info: http://www.faa.gov/airports/new_england/about_airports/staff_listing/

  28. FAA ANE Contact Info

  29. FAA ANE Contact Info (continued)

  30. Review of the ACIP Process • Letters and brochures sent out early last week • No major changes to overall process • Timing may be subject to change as program is defined nationally • Key point: Focus on 2013-2017, NOT 2012 • Your planners are your point of contact

  31. The ACIP Schedule for This Year

  32. Update and Review of the Section 106 Process • Section 106 of NHPA details how consultations with State and Tribal Historic Preservation Offices (SHPO/THPO) occur • Separate from NEPA; can be missed or not done in timely fashion • Projects can be delayed if Section 106 not addressed • Objective: To work with sponsors to insure Section 106 done appropriately

  33. A quick review of Tribal Consultations under the Section 106 Process • Recognized Tribes are sovereign nations and require “government to government” consultation • FAA Airports and Regional Administrator’s Office responsible for consultations • Project Readiness Form sketch valuable as part of this process • Airports Division will coordinate with Sponsors as needed. • Consult Richard Doucette for additional guidance.

  34. Refined Process: Sponsors responsible for SHPO Coordination • Airports with projects requiring SHPO coordination will be contacted by ANE-610. • Airports need to contact SHPOs to seek their concurrence under Section 106. • A letter should be prepared that includes: • A description of the “undertaking”; • A plan or sketch; • An statement that says this letter is on behalf of FAA and the Sponsor; and • A statement that the letter’s purpose is to gather data so that a finding may be made, in conformance with Section 106 of the NHPA and state law (if applicable).

  35. Refined Process: Sponsors responsible for SHPO Coordination (continued) • Draft letters should be submitted to FAA for review • Consultation should occur no later than the end of the calendar year prior to the year when FAA funds are sought, but no later than 30 days prior to a grant application • Copies of all correspondence to your FAA project manager • When possible, incorporate Section 106 into planning and Environmental documents

  36. Coming Up: Enhanced Electronic Payments for all grants • FAA is implementing a new Grants Payment Process and Platform based on Oracle iSupplier • Payment requests will be online and integrated with DOT’s core accounting system • System beta tests include sponsors in our region • Roll out of the new functionality originally planned for late 2011; status uncertain • A comprehensive training program will be rolled out to all stakeholders prior to the implementation

  37. Any Questions?

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