Properly Aligning your ACIP for the annual planning meeting

1. Properly Aligning your ACIP for the annual planning meeting 2014 Annual ACA Conference Patrick Lammerding, Assistant Manager, LA ADO September 11, 2014

2. ACIP Meeting Agenda • The FAA ADO staff will review: • ALP, Exhibit A Property Map • Current entitlement funds available • Part 139 Discrepancies and RSAT Action Items • Open Grants • Amount remaining, activity, timeline for completion • Deadlines for current year grants • Projects listed on the current 3-year ACIP • The Sponsor presents: • Updates to the sponsor’s 5-year CIP • Local funding commitments • Project scheduling, timing, economy of scale • Discussion: • Eligibility, priority ranking, pavement condition, environmental review requirements, funding requirements, FAA initiatives

3. What happens after the meeting The project planning process is the method that the FAA uses to identify and prioritize projects at airports that may lead to AIP funding The NPIAS is a planning process, the ACIP is a funding process • ADO staff evaluates your updated needs • Eligibility, justification • Eligible and justified projects are placed into the NPIAS and then the ACIP • ACIP is sorted by year for three years and balanced to fit with other airports’ projects within discretionary and state apportionment ceilings • A discretionary candidate list is made for the following year identifying the projects that will compete for discretionary funds

4. Pace of Projects in the ACIP • Typically design one year, construct following year • Fronting the design costs may allow construction to occur in an earlier year, and eligible costs can be reimbursed as part of the construction grant • It may be necessary to wait or skip a year between design and construct to earn enough entitlements to fund a project • The size and number of projects each year • Multiple same-year projects may be considered if the sponsor’s resources and past performance indicate an ability to handle the work

5. Entitlements, Discretionary, State • Non-Primary entitlements earned are based on your published NPIAS amount, to a maximum of $150,000/year • This makes it in your best interest to have your 5 year needs up to date with the ADO • Projects that are candidates for Discretionary funds are identified 3 years ahead and must compete against other projects nationally & regionally (CA, NV, AZ, HI) • These are typically higher priority projects on the NPR scale (Runway and Taxiway rehab/reconstruct) • State funds are a set amount allocated to be used at non-primary airports • Typically used to fund projects that cannot be reached using entitlements only

6. The National Priority System • Safety is the Top Priority • Starts from the runway centerline and works outward • The importance of a project is not determined by the numerical rating alone and the rating does not necessarily dictate the order of projects • Other factors such as state and local priorities, environmental issues, impact on safety and performance, and airport growth may be considered as justification for placing a lower numerical value ahead of a higher one • In those cases, a written justification must be completed • Project must be eligible and justified • Eligibility is only one aspect of the decision making process for including a project in the ACIP, a project must also be justified

7. More on Funding Strategies • Multi-airport systems • Entitlements may be transferred from one airport within the system • This may allow a larger project to be accomplished that could not be reached with discretionary or state funds • Identify large projects that will require discretionary funds as far ahead as possible • Allows for advanced planning at the regional level and increases the chances of fully funding a large project in a single grant/year • Phasing projects • Construction of high cost projects may be split into multiple grants/years to make the costs more realistic • This may be suggested by the ADO when the project cannot be fully funded in one year • Each phase must be a useable unit of work, we cannot “bank” funds from one year to the next

8. Environmental Circumstances • CatEx vs EA vs EIS • Typical CatEx takes 90 days to process • EA could take 18-24 months • EIS could be 2-3+ years • CEQA? • Environmental must be complete at time of application • Plan ahead, the ADO will not instruct you on when to submit, but it must be completed by December 31st of the grant FY.

9. Other Important Items • All proposed projects must be depicted on the Airport Layout Plan • An up-to-date ALP is a requirement of all sponsors • ALP updates “as-builts” are eligible costs and required on development grants • ALP updates are not eligible as stand-alone projects • We must have an updated Exhibit A Property Map

10. The Planning Process • 3 years prior to the project • Scope the project • Identify funding sources (AIP/PFC/State/Local) • Identify NAVAIDS that might be affected • Identify type of environmental review expected (CatEX, EA, EIS). • Determine if ALP or Exhibit A needs updating • Identify if Benefit Cost Analysis is needed

11. The Planning Process • 2 years prior to the project • Select consultant • Initiate Environmental review (CatEX, EA) • Update ALP, Exhibit A, BCA • Refine work scope and cost estimate • Coordinate • NAVAIDS • Instrument Approach Procedure • Airspace, Air Traffic

12. The Planning Process • 1 year prior to the project • Solidify project scope • Develop 90% plans and specification • Update/revised cost estimates • Finalize ALP update environmental review, BCA • Review project schedule with FAA • Be ready to accept grant the following year (based on bids)

13. Summary • Be prepared • Work on a project should start 3 years out to ensure that all requirements are met • Pace yourself • Know your resources and your ability to complete projects in a timely manner • Prioritize • It’s okay for your priorities to differ from the NPR of your projects, but have a good explanation • Communicate • Our ability to provide federal assistance diminishes as the notice of your project gets shorter