Okaloosa County BOCC — April 19, 2016 — FDOT JPA 1-Year Extensions — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 19, 2016 TO: Honorable Chairman and Members of the Board FROM: Tracy Stage SUBJECT: FDOT JPA 1-Year Extensions DEPARTMENT: Airport BCC DISTRICT: 2,5 STATEMENT OF ISSUE: The Airports Department requests the Board of County Commissioners (Board) ratify the attached letters from the Florida Department of Transportation (FDOT) extending three (3) Airports FDOT Joint Participation Agreements (JPA) for one (1) year. BACKGROUND: In the attached letter dated January 14, 2016 to Mr. Jason D. Peters, P.E. the Director of Transportation Development, Airport staff requested one (1) year extensions for three (3) JPAs due to delays of the projects that would interfere with completing the projects by the current JPAs' expiration date of June 30, 2016. Upon FDOT receiving the letter, via telephone, they contacted Airport Staff with a correction to the ARFF Financial Project Number within the letter. Airport Staff acknowledged the oversight with an email. The letter with hand written, initialed corrections and email correspondence are attached for reference. There are two attached letters dated January 26, 2016 from the Director of Transportation Development with corresponding current JPAs attached as back-up. One letter is approving the one (1) year extension of Financial Project Number 42561619401(AR741) for the Aircraft Rescue and Fire Fighting Facility at Destin-Fort Walton Beach Airport. The other is approving the one (1) year extensions for Financial Project Numbers 42390729401 (AQJ14) and 42561519401 (ARC12) for the Air Traffic Control Tower at Destin Executive Airport. Within each letter is a Financial Project Number that contains an extra zero. Airport Staff contacted the FDOT and asked for confirmation of the correct Financial Project Numbers. Philip Deal with FDOT confirmed via email. Confirmation can also be noted by viewing the attached current approved JPAs that contain the correct Financial Project Numbers. The attached JPAs state in section 18.00 that an extension will be granted in writing from District Three Designee. The attached letters reference section 18.00 and extend the applicable agreements. We expect nothing else from FDOT and we are asking the Board to approve the extensions granted by the District Three Designee. FDOT confirmed that the letter from the FDOT Director extends the expiration date. There will not be any amendments to the current JPA documents. As there are no items requiring Board signature or acknowledgement, legal review is not needed, as reflected in the attached email from the County Attorney. The approval letters containing handwritten, initialed corrections and email confirmation are attached for reference. Two (2) JPAs associated with the Air Traffic Control Tower at Destin Executive Airport need to be extended to June 30, 2017. The Financial Project Numbers are 425615-1 (ARC12) and 423907- 2 (AQJ14). The justification for the extension is due to delays for minor redesign and rebidding the project. Other mitigating factors were delays related to the Federal Aviation Administration siting and environmental requirements that resulted in the need to mitigate a large tract of land to satisfy the use of wetlands for a portion of the tower. Construction has begun and no major delays are anticipated; however, the current expiration dates of the subject JPAs are June 30, 2016, which cannot be met. One (1) JPA associated with the Aircraft Rescue and Fire Fighting project located on Eglin Air Force Base needs to be extended to June 30, 2017. The Financial Project Number is 425616-1 (AR741). This project was initially delayed due to the lengthy time to get a lease for the location on Eglin Air Force Base. Further delays were caused by the lack of adequate water pressure at the location thereby causing a redesign. The JPA will need to be extended for one year to enable the completion of the construction. OPTIONS: Accept, Reject, or Table. RECOMMENDATIONS: Airport staff recommends ratification of the one (1) year extensions for the three (3) JPAs, 425615-1 (ARC12), 423907-2 (AQJ14), and 425616-1 (AR741) and approval of the Chairman’s signature on any future grant documents that may be required during the term of these grants. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator . RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator