Oklahoma Airport Operator s Association Reimbursable Process Planning

Oklahoma Airport Operator’s Association Reimbursable Process Planning & Requirements Group National Airspace System Planning & Integration (NPI) April 19, 2016 Federal Aviation Administration

Topics • Functions of FAA Planning and Requirements • Who to contact in FAA Planning and Requirements • When to contact FAA Planning and Requirements • Overview of establishing a Reimbursable Agreement with FAA • Reimbursable Agreement Timeline • Cost Estimates

Functions of NAS Planning & Integration Team • Provide Strategic Planning to support the FAA Directors of Operations • Service Center liaison to Regional Administrators, Airports Divisions, Airport Sponsors, & State Aviation Officials • Interfaces with other FAA lines of business to ensure Horizontal Integration of planning activities within the Agency • Serves as focal point for Reimbursable Agreements (RA)

NAS Planning & Integration (NPI) South Team Geographical & Functional Assignments South Team • ARTCC Grady Cunningham, Manager • ZAB – Miguel Negrete grady. a. cunningham@faa. gov • ZFW – Pamela Durrant • ZHU – Steve Juricek Lead Planners and Specialists • Pamela Durrant (TX, DFW Metro) • Terminal pamela. durrant@faa. gov • Greater Southwest – Pamela Chris Smith Durrant, Miguel Negrete chris. smith@faa. gov • Mid America – Miguel Negrete • Steve Juricek (TX, HOU Metro, LA) • Texana – Steve Juricek, steven. f. juricek@faa. gov Miguel Negrete Isaac (CTR) Cooper isaac. ctr. cooper@faa. gov • Tech Ops Districts • Miguel Negrete (AR, NM, OK, TX) • Albuquerque – Miguel Negrete miguel. negrete@faa. gov • DFW – Pamela Durrant Thomas Vrbas • Houston – Steve Juricek thomas. vrbas@faa. gov • Kansas City – Miguel Negrete • Reimbursable Agreement Support • NPI South Team KSN Site: • Reeba King • https: //ksn 2. faa. gov/ajv/home/C/3/3/default. aspx reeba. king@faa. gov

FAA Points of Contact • Grady Cunningham – Manager NPI South (817) 222 -4956 grady. a. cunningham@faa. gov • Miguel Negrete – Lead Planner (817) 222 -4619 miguel. negrete@faa. gov • Tom Vrbas – RA Specialist (817) 222 -4190 tom. vrbas@faa. gov

When to Contact NPI? • Master Airport Plan Updates • As soon as possible for the following; – – – Construction plans or activities Requesting new equipment or services Special events such as airshows Utilities relocation Or any other activity that may affect FAA equipment

What is a Reimbursable Agreement? • A Reimbursable Agreement is a legal document executed by an FAA Contracting Officer and a Sponsor under which the FAA provides, and is reimbursed for materials, supplies, equipment, FAA Engineering services, FAA Resident Engineer (RE) services (deployed during the Sponsor’s construction to commissioning phases), Development of FAA Flight Procedures, and/or Flight Inspection. • A Reimbursable Agreement provides resources to protect the operation of the NAS, by ensuring FAA involvement during all phase of the Sponsor’s project. Including site visits, review of Sponsor’s provided plans, and FAA RE involvement during construction, acceptance inspection, and project closeout.

What services can the FAA provide for Reimbursable Agreements? • Engineering • Site Selection • Equipment Specifications • Construction Oversight • Installation & Testing • Flight Inspection

Different Reimbursable Types Small Scale Reimbursable Agreement Engineering Only Reimbursable Agreement Construction Reimbursable Agreement 1. Preliminary Design Review 2. Cable Relocation 3. Special Event 4. Flight Inspection 5. Telephone or Utility relocation 6. Travel 1. Allows Engineering to work with the Consultant during the design phase. Allows Engineering to provide a Resident Engineer to monitor the construction and ensure that the FAA interests are protected during the construction phase. 2. Engineering Services can provide “As-Built” Allows FAA to visit the Drawings of the existing Airport, investigate the FAA facilities and provide condition of the impacted Standard Drawings for new Also included will be the facilities, determine the full or relocated facilities. cost for the FAA to perform scope of the project, and on-site electronics generate the cost 3. Engineering typically will installation, testing of FAA estimates for the upcoming provide 30%, 50%, 90% and equipment, and Flight Engineering and 100% reviews of the Inspection the facilities. Construction Consultant’s design Reimbursable Agreements. package.

When is a Reimbursable Agreement (RA) required? 1. During the Initial discovery phase of the Sponsor’s Project. A Small Scale Reimbursable Agreement (SSRA) will help determine if and/or when FAA involvement is required. 2. When relocation, replacement, or modification of an FAA facility or due to the Airport’s or Sponsor’s improvement and / or project is planned. 3. When it is anticipated or probable that the technical and operational characteristics of an FAA facility will be impaired. 4. When the development of a new flight procedure is anticipated and/or required. 5. When Flight Inspection is mandatory to recertify an FAA facility. (Note: This may be required even if the FAA facility is not relocated)

Current RA Process

What are the Challenges with Reimbursable Agreements 1. DEFINING SCOPE: A well defined scope of work and schedule is essential in order to determine availability of resources and creating the cost estimate. 2. COST ESTIMATE: Knowing the duration of the project and the schedule is vital to generating an estimate due to travel and per diem costs. 3. PREPAYMENT OF THE AGREEMENT: FAA Finance Office policy requires the sponsor to fund the entire cost of the project in advance. • RESOURCES: Engineering resources and FAA Equipment are limited so early awareness will allow us to get the project on the priority lists. 1. FLIGHT PROCEDURE CHANGES: Flight Procedure Changes may take 2 years after the data is submitted to be Charted.

What are the Challenges with Reimbursable Agreements Close-Outs PROJECT CLOSE-OUTS: 1. Ensure that when the project is complete: As-Built drawings and other closeout documents are submitted timely to the FAA. 2. The return of funds may be expedited by completing and returning to the address on the form. The Accounts Payable section of Accounting require this completed form to refund money requested by the Accounts Receivable. 3. Prompt notification of changes with banking information submitted with the original grant information. Banks merge and buy each other out; Be mindful of changes to prevent delays of grant payments and drawdowns.

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