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(Coar) Oregon Department of Aviation Board CRITICAL OREGON AIRPORT RELIEF (COAR) OREGON DEPARTMENT OF AVIATION BOARD PRESENTATION FEBRUARY 4 , 2021 (503)378-4880 3040 25TH STREET, SALEM, OR 97302 WWW.OREGON.GOV/AVIATION ORAVIATION 2020/2021 COAR Grant Cycle The 2020/2021 grant cycle will be the 5th grant cycle since the Aviation System Action Program began and will be the largest award to date. The $2.5 million available for this year’s program is due in large part to the CARES Act of last spring (which provided the local matching share on AIP 2020 grants). Without it, the reduction in revenues due to the pandemic would have significantly reduced the amount of available funds for this worthwhile program. The Aviation Review Committee and staff are pleased to request board approval of $2.5 Million in COAR Grants for the 2020/2021 cycle. Aviation Review Committee Chair Application numbers at a glance • The department received the following numbers of applications and funding amounts: Aviation Review Committee Tie Breaking Process In prioritizing applications submitted for COAR funds, the ARC may consider the following factors: (a) Applicant that is able to bear the most cost. (b) Projects related to safety or infrastructure. (c) Quantity of projects applied for at an airport, within the same grant cycle. (d) Regional significance. Tie Breaking in Priority I Discussion on applications submitted in accordance with OAR-738-124-0035(8)(a)(A), “Priority 1”: The Aviation Review Committee first reviewed applications submitted in accordance with OAR- 738-124-0035(8)(a)(A), “Priority 1”. The Aviation Review Committee discussed the tie breaking for the following projects: COAR-2021-4S1-00046, Gold Beach Municipal Airport (4S1), Apron Reconstruction COAR-2021-6S2-00013, Florence Municipal Airport (6S2), AWOS Replacement The ARC recommended breaking the tie as follows: COAR-2021-6S2-00013 then COAR-2021- 4S1-00046. Application COAR-2021-6S2-00013 provides more local match than COAR-2021-4S1- 00046. Tie Breaking in Priority I There were two applications that scored negative points. COAR-2021-DLS-00068, Columbia Gorge Regional Airport, South Apron Rehabilitation: Phase I –Design COAR-2021-S03-00026, Ashland Municipal Airport, Parallel Taxiway Rehabilitation - Phase 1 Tie Breaking in Priority I The Aviation Review Committee found that during the review of the statutory considerations the above named projects were graded in error in two areas. The first error, found in both applications, was that the airport was providing 0-25% of the project funding through sources other than Connect Oregon or ODA funds. The accurate selection for both of these applications is 76-100% of funding outside Connect Oregon or ODA. The second grading error occurred in application COAR-2021-SO3-0026. The project readiness was marked as over 24 months, when according to the application it should have been 0-6 months. Had the errors not occurred, both applications would have received marks high enough for their ACT score to be positive. As a result, the Aviation Review Committee is recommending approval for those two projects. Aviation Review Committee Recommendation: The Aviation Review Committee recommended approval of all applications submitted in accordance with OAR-738-124-0035(8)(a)(A), “Priority 1” as listed in appendix A. Tie Breaking in Priority II Discussion on applications submitted in accordance with OAR-738-124- 0035(8)(a)(B), “Priority 2”: The Aviation Review Committee first reviewed applications submitted in accordance with OAR-738-124-0035(8)(a)(B), “Priority 2”. There were no ties. Aviation Review Committee Recommendation: The Aviation Review Committee recommended approval of all applications submitted in accordance with OAR-738-124-0035(8)(a)(B), “Priority 2” as listed in appendix A. Tie Breaking in Priority II Discussion on applications submitted in accordance with OAR-738-124- 0035(8)(a)(C), “Priority 3”: The Aviation Review Committee first reviewed applications submitted in accordance with OAR-738-124-0035(8)(a)(C), “Priority 3”. The Aviation Review Committee discussed the tie breaking for the following projects: Tie Breaking in Priority III Tie #1 COAR-2021-9S3-00014, Lakeside Airport, Lakeside Airport Fencing Project COAR-2021-BNO-00042, Burns Municipal Airport, Public Water Supply Well & Water Distribution System The ARC recommended breaking the tie and approving as follows: COAR-2021-9S3-00014 then COAR-2021-BNO-00042. Application COAR-2021-9S3-00014 was a Safety Project and the applicant only submitted one application. Tie Breaking in Priority III Tie #2 COAR-2021-LGD-00029, La Grande/Union County Airport, Fuel Recovery COAR-2021-6K5-00051, Sisters Eagle Airport, Infrastructure for Growth - Jet A Fuel Tank COAR-2021-BNO-00043, Burns Municipal Airport, Jet Fuel Storage Tank The ARC recommended breaking the tie and approving in the following order: COAR-2021-LGD- 00029, COAR-2021-6K5-00051 and COAR-2021-BNO- 00043. The tie breaking was primarily based on percentage of the project funded as well as the overall project costs. The applicant for COAR-2021- LGD-00029 only had one application submitted, which was another factor in the tie breaking process. Tie Breaking in Priority III Tie #3 COAR-2021-AST-00030, Port of Astoria Regional Airport, Fuel Farm Generator and Transfer Switch COAR-2021-8S4-00022, Enterprise Municipal Airport- 8S4, Airport Safety Improvements Project The ARC recommended breaking the tie and approving as follows: COAR-2021-AST-00030 then COAR-2021-8S4-00022. Application COAR- 2021-AST-00030 provided more match as a portion of percentage than COAR-2021-8S4-00022. Aviation Review Committee Recommendation: The Aviation Review Committee recommended approving all applications submitted in accordance with OAR-738-124-0035(8)(a)(C), “Priority 3” as listed in appendix A. Other action items from the Aviation Review Committee: In addition, it was determined by the Aviation Review Committee that the grading process specifically related to the quantitative questions needs to be reviewed. The Aviation Review Committee requested some additional details be provided in the COAR Instructions to Reviewers documentation that would further illustrate what the Oregon Administrative Rules provide. The Aviation Review Committee also asked staff to look into the overall grading process and develop recommendations for a new process. Other action items from the Aviation Review Committee cont: Staff provided options to the Aviation Review Committee as follows: - Option 1: Keep current process - Option 2: Each ARC member reviews all applications and an aggregate score is calculated as the final ACT Grade. In addition, all comments would or could be considered in the Aviation Review Committee meeting - Option 3: Cohorts of the ARC group would meet and grade the materials, providing more than one set of eyes to create substantive comments and thorough grading. One grade sheet would be completed with the cohort’s collective comments and final evaluation scores. Other action items from the Aviation Review Committee cont: Staff polled the Aviation Review Committee and the ARC overwhelmingly supported Option 3. Staff will be developing the process for creating the ARC Cohorts for review of applications submitted under the ASAP program. Additionally, staff will be revising the Instructions to Reviewers to support the ARC Cohort process and include some additional explanatory statements on review criteria as requested. Staff Discussion and Recommendations: Discussion on applications submitted in accordance with OAR-738-124-0035(8)(a)(A)-(C): Staff would like to specifically call out two projects for Staff report and detailed recommendation in addition to the ARC recommendations as further described below. There are two applications submitted for more than the typical $150,000. COAR-2021-MFR-00011 Rogue Valley International-Medford 2021 AIP Projects, submitted in accordance with OAR-738-124-0035(8)(a)(A), “Priority 1” for $176,079.50. COAR-2021-MFR-00012 Rogue Valley International-Medford 2021 Pavement Maintenance, in accordance with OAR-738-124- 0035(8)(a)(B), “Priority 2” for $500,000. Discussion on applications submitted in accordance with OAR-738-124-0035(8)(a)(A)-(C): OAR 738-124-0040(1)(d) gives sole discretion to the State Aviation Board in awarding amounts greater than the $150,000 in OAR 738-124-0040(1)(a). The rule states: “(d) Notwithstanding the maximum grant amounts listed in this section, the Board may award a larger grant if it makes a finding that a larger grant awarded to a particular project would serve the purposes of the program. If an Applicant applies for a grant amount above the maximum amount listed in this section, the application must include a detailed statement of how the grant amount in excess of the maximum listed in this section would serve the purposes of the respective program as described in OAR 738-124-0010.” Discussion on applications submitted in accordance with OAR-738-124-0035(8)(a)(A)-(C): In the discussion of the projects, the State Aviation Board may award all, some, or none of the applicants request for monies exceeding OAR 738-124-0040(1)(a), or $150,000. If the State Aviation Board chooses to fund an amount exceeding the $150,000, staff requests that specific information from the application be cited as to “how the grant amount in excess of the maximum listed in this section would serve the purposes of the respective program as described in OAR 738-124-0010.” • Appendix C is provided for additional background related to application COAR-2021-MFR-00012. Staff Recommendation for COAR-2021-MFR-00011 and COAR-2021-MFR-00012: Staff recommends funding COAR-2021-MFR-00011, 2021 AIP Projects, submitted in accordance with OAR-738-124-0035(8)(a)(A), “Priority 1” for $176,079.50 as it is consistent with the COAR program funded projects and otherwise beneficial to the Statewide System plan as a Capital Improvement Project.
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