HomeMy WebLinkAboutR-2014-002 WSDOT Matching Funds Grant Acceptance; Terminal Apron and Alpha Taxiway Rehabilitation Construction Projects RESOLUTION NO. R- 2014 -002
A RESOLUTION authorizing the City Manager to accept a grant from Washington
State Department of Transportation (WSDOT) in the amount of
$250,000 to be utilized for matching funds with the Terminal Apron
Rehabilitation Construction Project and Alpha Taxiway
Rehabilitation Construction Project.
WHEREAS, the City owns and operates the Yakima Air Terminal in accordance
with applicable Federal, State and Local regulations; and
WHEREAS, the grant will be utilized to assist matching local funds for Federal
Aviation Administration grants received for said projects; and
WHEREAS, the City Council has determined that it is in the best interest of the
City to accept the WSDOT grant offer,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager or his designee is further authorized and directed to accept the
grant offer on behalf of the City of Yakima, and to take all steps and execute all
documents and contracts necessary to complete the grant transaction.
ADOPTED BY THE CITY COUNCIL this 7th day of January, 2014.
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GCB 1683
A m Washington Sttate
�I1 Department of transportation
Public Entity and Address
Grant Agreement City of Yakima
2406 West Washington Avenue, Suite B
Washington Airport Aid Program
Yakima, Washington 98903
Airport Name
Yakima Air Tertninal/MeAllister
Maximum State Grant Obligation
$ $250,000.00
THIS AGREEMENT,,made and entered into this 7 day of January` , 2014 , between the STATE
OF WASHINGTON, acting by and through the Aviation•Division, Department of Transportation, (hereinafter the "STATE ") and the
above named Public- Entity, (hereinafter the "PUBLIC ENTITY ")
WHEREAS, the Public Entity has.submitted to the State for Subvention of the Washington Airport Aid Program for
(acquisition and /or development) of . Yakima Air Terminal /McAllister Field Airport together with the plans and
specifications for such project, which project application has been approved by - the State and is hereby incorporated
herein and made a part hereof;
WHEREAS, the State has approved•aproject for development of the'airport consisting of the:following described airport
development:
Project. Number Detailed Breakdown By Items
YAK -01 -13 $ 29,185:87 - Terminal Apron Rehabilitation - Construction
$220,814.13 - Taxiway Alpha & Connectors = Construction
NOW, THEREFORE, pursuant to and for the purpose ofcarrying.out the provisions of the State. Act, and in consideration of
the (a) Public Entity's, adoption and ratification ofthe•representationsand assurances'contained in said project application,
and itsacceptanceof this offer as hereinafter provided, and (b) the benefits to accrue to the State of Washington and the
public from the accomplishment (tithe project and the operation and maintenance of the airportas herein provided, the State
hereby agrees to pay as its allowable costs incurred in accomplishing the project.
The terms and conditions of this grant-agreement are as follows:
The maximum obligation of the State payable under this grant shall be. 250,000.
The Public Entity shall:
1 Deposit in an Aviation 'Fund for said airport, at least $ 25000 to match ;the State's participation in
said project.
2. Carry out and complete the project in accordance.with the plans and specifications and property map, incorporated
herein, as they may be revised or modified with the.approval of.the state.
3. In connection with the acquisition of real property for the project,'the Public Entity shall secure at least tvvo written
appraisals by competent, experienced appraisers who are members ofa recognized professional appraisal organization
and shall not pay in excess ofthe highest appraisal without the written consent of the . except as otherwise directed
by a court of competentjurisdiction after contested trial and judgment notresulting from an agreement between the
parties.
DOT Form 900 -078 EF
Revised 5 /98 Page 1 of 3.
GCB 1683
4 No state funds will be paid to the Public Entity in any case until it certifies in writing that,it has Aviation Funds for
said airport in an amount equal to the state's participation, or the amount designated'in paragraph (1) above, which
deposited amount will be used solely for the purpose in question.
5 The Public Entity agrees to hold said airport open to the flying public during the useful life of the facilities
developed under this project; that no exclusive operating or use agreements shall be granted to any person, company,
or corporation; that failure to abide by such agreement shall automatically obligate the immediate and full return of all
State of Washington money expended in behalf of the project to the State of Washington with reasonable interest.
Further, the Public Entity agrees to keep the facility open during the useful life of the project or for a stated term of
years, whichever is longer, as determined by the Aviation bivision
6. The Public Entity will make no charge to the State or its agencies for a limited, but reasonable, amount of state
agency use or for state activity in search and rescue. And, further, RCW 47.68 is followed to best serve the public.
The allowable cost of the project -shall not include any cost determined by the State.to be ineligible for consideration as to
allowability.
The State reserves the right - to amend or withdraw this offer at any time prior to its.acceptance by the Public Entity.
This offer shall expire and the State shall not be obligated to pay any part of the "costs.of the project unless this agreement
has been accepted by the Public Entity on such subsequent date as are prescribed in writing by"the State, in the approval
letter for each project:
Exceptfor thoseprojects receiving both state and federal aid,,the following inspection scheduled,. and reporting system will be
required:
A. Inspection Schedule and Reporting system will vary for each project. Basically, the inspection schedule will be
placed on a quarterly basis. On project,taking less than three (3) months, the Public Entity will be required to make
reports and be inspected on the following schedule
1. Public Entity project commencement date
2 Public Entity report project completion date and request final inspection.
3 State will make fnarinspection and sign -off project as completed
4 State will arrange for audit of account in accordance with regularly scheduled audit program.
B. Projects taking over three (3) months will be set upon a quarterly inspection and progress report system: The
Public Entity will be required to make reports and be inspected on the following schedule
1. Report project commencement date.
2. Public Entity will make a three (3) months progress report. This will be a letter reportgiving percentage of
project completed, fund expenditures to date, and short narrative of the project progress, problems encountered
and plans for project completion.
3. State will make quarterly project inspections and prepare the report of inspection. A copy of the report will
be delivered to the Public Entity.
4. Public Entity will make report of completion of project and request final inspection.
5. State will make final inspection and sign -off as completed.
6. State will arrange for audit of account in accordance with regularly scheduled audit program
It should be made clear that.a violation of any of the terms of the Grant Agreement will leave the State free to choose among
one or more of the following remedies'
A. The withholding of any future airport aid, and /or
B The return of grant funds awarded as an action for specific performance, and /or
C Enforcement of the commitment made by the applicant.
Page 2 of 3
GCB 1683
The Public Entity's acceptance of this offer and ratification and adoption of the project application incorporated herein shall be
evidenced by execution of this instrument by the Public Entity, as hereafter provided, and said offer and acceptance shall
comprise allocation agreement, constituting .the obligation and rights of the State and the Public. Entity with respect to the
accomplishment of the project and the operation and maintenance of the airport. Such allocation agreement shall become
effective upon the Public Entity's acceptance of this offer and shall remain in full force•and'effect throughout the useful life of
the facilities developed under the project but in any event not to exceed twenty (20) years from the date of'acceptance.
By: J for Tri14-0 A+k(.as
fr Director, Aviation Division
The City of Yaki a does hereby ratify and adopt all statements,
representations, warranties, covenants, and agreements contained in the project application and incorporated materials
referred to in the foregoing offer and does hereby accept said offer and by such acceptance agrees to.ali of the terms and
conditions thereof
Executed this - 7' n '' day of January , 2014 .
Name of Public Entity' C i of Yakima
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By: �'' ' 1
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Title: O 1 ' 1 A
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CITY CONTRAC r NO: ; 0 144:7/
• RESOLUTION NO: ./ A _ � a�
DOT Form 900 -078 EF Page 3 of 3
Revised 5198
9 5� spyS
•
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. b
For Meeting of: 1/7/2014
ITEM TITLE: Resolution authorizing the City Manager to accept a grant
offer from Washington Department of Transportation -
Aviation Division.
SUBMITTED BY: Robert K. Peterson
Airport Manager
509- 575 -6149
SUMMARY EXPLANATION:
Since opening in 1926, the Yakima Air Terminal - McAllister Field has seen tremendous
growth. Expansion efforts have required the airport to add pavement, passenger terminals,
vehicle parking facilities and hangar facilities to keep up with the demands of the surrounding
community. As the airport continues to grow, the Federal Aviation Administration (FAA) requires
the airport to update its infrastructure while maintaining a variety of asphalt surfaces to ensure
safe aircraft operations.
Recently, the airport received a series of grants from the FAA to fund two infrastructure projects
which will enhance the safety of aircraft as they traverse the airport's environment. The first
project entails rehabilitation of the airport's terminal apron concrete panels and will repair failed
crack sealant to preserve the apron through harsh weathering elements. The second project
entails the rehabilitation of the airport's primary parallel taxiway and associated connectors,
taxiway lights, signs, and airfield markings. Both projects are scheduled to be completed by
September 2014 and will ensure minimal impacts to the local aviation community.
Funding:
The above improvements are eligible expenses under the Airport Improvement Program (AIP)
of which the FAA will contribute up to 90- percent of the funding required to design and construct
the projects. The remaining 10- percent will be matched with the airport's Passenger Facility
Charge which is collected as passengers depart the Yakima Airport. With the assistance of the
WSDOT grant this will allow the airport to retain $250,000 of it's PFC collections to utilize on
other AIP projects.
Resolution: X Ordinance:
Other (Specify):
Item Budgeted: Yes Amount: 250,000
Funding Source /Fiscal WSDOT Grant
Impact:
Strategic Priority: Public Safety
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL: - City Manager
RECOMMENDATION:
Airport staff recommends the City Manager and City Council accept the WSDOT Grant to assist
the airport's local matching funds for each project.
ATTACHMENTS:
Description Upload Date Type
❑ resolution 12/23/2013 Cover Memo
❑ WSDOT Aviation Grant Offer 12/11/2013 Contract
❑ WSDOT Aviation Grant Agreement 12/11/2013 Contract
Washington State Aviation Division
(
Adi Rik
-® Department of Transportation 18204 59th Drive NE, Ste. B
Arlington, WA 98223 -8701
Lynn Peterson 360- 651 -6300 / FAX. 360- 651 -6319
Secretary of Transportation Toll Free. 1 - 800 - 552 - 0666
Y 1- 800 - 833 -6338
www wsdot.wa.gov
January 22, 2014
Mr. Robert K. Peterson
Airport Manager
Yakima Air Terminal/McAllister Field
2406 W. Washington Avenue, Suite B
Yakima, Washington 98903
Dear Mr. Peterson:
Enclosed please find a complete and executed copy of the grant agreement between
Washington State Department of Transportation (WSDOT) Aviation and the City of
Yakima — Yakima Air Terminal /McAllister Field. This letter shall serve as authorization
and notice for you to proceed with your project. The official start date for the grant
agreement shall be July 1, 2013.
Per Section B - Item 2 of the grant agreement, the Airport is required to submit quarterly
progress reports. These reports shall be in written form giving percentage of project
completed, fund expenditures to date, and short narrative of the project progress,
problems encountered and plans for project completion.
WSDOT Aviation allocates grant program funds based on the project budget and
schedule provided by the Airport with your Airport Aid Application. As such, it is
critical that monthly reimbursement requests be submitted.
Should you have any questions regarding the terms of the agreement or how to seek
reimbursement for funds expended under your grant, please do not hesitate to contact me
at (360) 651 -6303.
Sincerely,
Eric Johns •
Constructi and Grants Program Manager
Encl.
elj:ELJ
C.c. -file
Washington State Aviation Division
�� Department of Transportation 1820 -A, r E.. R
r n...., 701
Lynn Peterson J-i.' 1 ' FAX: , 1 ,1
Secretary of Transpc *' Dn
lc II 1 -
TT ': 1 -, .`a
December 5, 2013
Mr. Robert K. Peterson
Airport Manager
Yakima Air Terminal /McAllister Field
2406 W. Washington Avenue, Suite B
Yakima, Washington 98903
Re: Airport Aid Grant Offer / Yakima Air Terminal/McAllister Field / $250,000.00
Dear Mr. Peterson:
Each year Washington State Department of Transportation (WSDOT) Aviation's Airport
Aid Program provides crucial financial assistance to many of Washington State's public
use airports to address pavement, safety, planning, maintenance, runway safety and
security needs. We would like to take this opportunity to congratulate the City of Yakima
(herein called the "Sponsor ") on your Airport Aid grant award.
WHEREAS, the Sponsor has submitted to WSDOT Aviation an Airport Aid Application
(herein called the "Application ") dated June 16, 2013, for a grant of state funds for a
project at or associated with Yakima Air Terminal /McAllister Field (herein called the
"Airport") which Application, as approved by WSDOT Aviation, is hereby incorporated
herein and made a part hereof; and
WHEREAS, WSDOT Aviation has approved a project for the Airport (herein called the
"Project ") consisting of the following:
Terminal Apron Rehabilitation — Construction ($29,185.87) and Taxiway Alpha &
Connectors — Construction ($220,814.13), including eligible items as of July 1,
2013.
All as more particularly described in the Application.
NOW THEREFORE, pursuant to and for the purpose of carrying out the provisions of
RCW 47.68.090, Aid to municipalities, Indian tribes, persons, and in consideration of (a)
the Sponsor's adoption and ratification of the representations and assurances contained in
said Application and its acceptance of this Offer as hereinafter provided, and (b) the
benefits to accrue to Washington State and the public from the accomplishment of the
Project and compliance with the assurances and conditions as herein provided, WSDOT
Aviation, for and on behalf of the State of Washington, hereby offers and agrees to pay,
as the state's share of the allowable costs incurred in accomplishing the Project, five (5)
percent of all allowable Project costs up to the maximum grant amount of $250,000.00.
Mr. Robert K. Peterson
City of Yakima
Dec. 5, 2013
Page 2
This Offer is made on and subject to the following terms and conditions:
1) The maximum obligation of the State of Washington payable under this Offer shall be
Two Hundred Fifty Thousand Dollars and Zero Cents ($250,000.00).
2) The allowable costs of the project shall not include any costs determined by WSDOT
Aviation to be ineligible.
3) Payment of the state's share of the allowable project costs will be made pursuant to
and in accordance with the provisions of such regulations and procedures as the
Secretary shall prescribe.
4) The Sponsor shall carry out and complete the Project without undue delays and in
accordance with the terms hereof, and such regulations and procedures as the
Secretary shall prescribe, and agrees to comply with the assurances which were made
part of the Application.
5) WSDOT Aviation reserves the right to amend or withdraw this Offer at any time prior
to its acceptance by the Sponsor.
6) This offer shall expire and State of Washington shall not be obligated to pay any part
of the costs of the Project unless this Offer has been accepted by the Sponsor on or
before Friday, Dec. 20, 2013, or such subsequent date as may be prescribed in writing
by WSDOT Aviation.
7) The State of Washington shall not be responsible or liable for damage to property or
injury which may arise from, or be incident to, compliance with the grant agreement.
8) WSDOT Aviation reserves the right to terminate the agreement at any time because
of legal matters detrimental to the state or the local government, insufficient funds
held by WSDOT Aviation to complete the Project, or by mutual consent between the
City of Vancouver and WSDOT Aviation. WSDOT Aviation will be responsible
only for the state's proportionate share of the actual Project costs incurred at the time
of any such termination.
If you accept this allocation you will be required to supply WSDOT Aviation with
periodic copies of billings and costs for this Project. Failure to supply these copies may
slow down and possibly jeopardize your reimbursement. WSDOT Aviation must be able
to review your records on this Project at any time for future audit purposes.
WSDOT Aviation expects the project to be completed by September 1, 2014 as indicated on
the Application and schedule. Any modifications to this schedule will need to be submitted
to WSDOT Aviation with an explanation and schedule revision. All modifications must
be approved by WSDOT Aviation in writing prior to making any changes. The
Washington State Legislature has appropriated funding for WSDOT's Airport Aid
Program for the 2013 — 2015 biennium ending on June 30, 2015. Any airport's failure to
complete a project in a timely manner potentially affects funding of the entire
Washington State aviation system.
Mr. Robert K. Peterson
City of Yakima
Dec. 5, 2013
Page 3
The airport must remain open for the expected life of Twenty (20) years, otherwise 100%
of the grant funding must be returned within Thirty (30) days of closure, sale or
discontinuance of service.
The Sponsor's acceptance of this Offer and ratification and adoption of the Application
incorporated herein shall be evidenced by execution of this instrument by the Sponsor, as
hereafter provided, and this Offer and Acceptance shall comprise an agreement with
respect to the accomplishment of the Project and compliance with the assurances and
conditions as provided herein. If you accept this grant offer, subject to the conditions
stated, please complete the following steps:
• Have an official authorized by the Sponsor (a) sign the three copies of the
enclosed Grant Agreement and (b) sign the original copy of this Offer.
• Return all documents to WSDOT Aviation, 18204 59 Drive NE, Suite B,
Arlington, WA 98223.
The extra copy of this Offer is for your files. We will review, sign and return a copy of
the executed Grant Agreement to you.
Sincerel
Eric Jo n
Constru on and Grants Program Manager
Encl: Copy of Airport Aid Grant Offer
Three Grant Agreements
Cc: Governor Jay Inslee
Congressman Doc Hastings
Senator Jim Honeyford
Representative Bruce Chandler
Representative David Taylor
Federal Aviation Administration, Seattle ADO
The Sponsor does hereby ratify and adopt all assurances, statements, representations,
warranties, covenants, and agreements contained in the Application and incorporated
materials referred to in the foregoing Offer and does hereby accept this Offer and by such
acceptance agrees to comply with all of the terms and conditions in this Offer and in the
Application.
DATE SIGNATURE