airport project development: from beginning to...

AVIATION DIVISION

Airport Project Development: From Beginning to End

April 16, 2015 Embassy Suites San Marcos

AVIATION DIVISION

Introductions

Amy Slaughter, CTPM – Grants Harry Lorton, PE – Engineering Ed Mayle, PM - Engineering Bill Macke, MSPM – Planning

5/13/2015 Project Development: From Beginning to End 2

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Mapping the Field • Project development

• TxDOT Aviation Planning Process • TxDOT Aviation Grants Processes • TxDOT Aviation Engineering Processes

• Design • Construction

• Project wrap-up • Questions and discussions • Conclude


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Conceptual Project Path • Stakeholders

• Sponsors • TxDOT Aviation

• Planning • Grants • Engineering

• Consultants / Contractors • FAA • Other Agencies


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Conceptual Project Path


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Project Development

• TxDOT Aviation Planning Process


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PLANNING AND PROGRAMMING Staff (12)

• Greg Miller, Planning Section Director • Bill Gunn, Aviation Ed./Information Coordinator • Bill Macke, Aviation Planner • Daniel Benson, Aviation Planner • Ed Oshinski, PE, Transportation Engineer, Project Scoping • Keith Snodgrass, Planning • Megan McLellan, Aviation Planner • Michelle Hannah, Aviation Planner • Robert Jackson, Environmentalist / Aviation Planner • Scott Bryan, Transportation Specialist • Sophia Bradford, GIS Analyst / GIS Coordinator • Wade Troth, Aviation Planner


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TxDOT Planning Project Contacts Wade Troth, West Texas and Panhandle Bill Macke, Northwest Texas to West Dallas Daniel Benson, Dallas to East Texas Robert Jackson, Southeast Texas Michelle Hannah, Central to South Texas Megan McLellan, Southwest to West Texas


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Pre-Project Elements • Airport Layout Plan

• Set of drawings that provide a graphic representation of the long-term development plan for an airport. The primary drawing in this set is the Airport Layout Plan. (Also referred to as Airport Layout Drawing)

• Other drawings may also be included, depending on the size and complexity of the individual airport.

• Requirement found in 49 USC § 47107(a)(16) General Assurances for Grant Application • Sponsor must maintain a current ALP • Sponsor must not make an alteration to the airport unless

determined that it will not adversely affect the safety, utility, and efficiency of the airport.

• Requirements are met by obtaining an airspace determination and ALP approval to add the project to the airport layout plan


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Pre-Project Elements • Development Worksheet

• Internal document to TxDOT Aviation • List of items to potentially be programmed for

development • Gives idea on funding levels to budget for • Items placed in a 0-5, 6-10, 11-20 year plan • Routine and repetitive items each planning timespan

• Pavement rehab and marking


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Pre-Project Elements (continued)

• Other Elements • 5010 Airport Safety Data site visits • Pavement Studies • Planning and Programming Visits • FAA Notifications


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Launching a Project • Letter of Interest (LOI)

• Letter from airport sponsor indicating desire for participation in a project at airport

• Elements of a good LOI • Letterhead • Brief introduction • A list of the desired project elements • Background information as needed • Attachments

• Sketches, layout locations, and supporting or required documents

• Hard copy mailed to TxDOT Aviation, attn. Dir Planning & Programming • Scanned PDF or FAX, too. • Added to Planning evaluation task lists

• (130 LOIs right now in various stages of review)


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Project Planning - Eligibility • Planner assigned to airport begins LOI review/evaluation • Airport Layout Plan • Project Priority Categories

• Safety/Special Programs • Ensure the continuing safety of persons and property either in the air or on the ground

• Preservation/Reconstruction • Maintain the functional integrity of an existing airport at its current design standard

• Standards • Provide fundamental development or bring airport up to recommended standards

based on the current design standard of the airport • Capacity development is excluded, as is development for the purpose of

accommodating larger aircraft types not included within the current design category of the airport

• Capacity • Accommodate more based aircraft or a higher level of aircraft operations • Improvements do not result in a change to the design standard of airport or permit the

airport to accommodate a more demanding critical aircraft • Upgrade

• Accommodate larger, more demanding aircraft or to permit longer non-stop flights and greater load factors.

• Generally, upgrade projects will bring the airport to a higher design standard


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Project Planning – Eligibility (continued)

• History and Previous Projects • Support, Eligibility, and Justification

• Programming and Funding Guidelines • FAA AIP Handbook • TxDOT Aviation Policies and Standards • Advisory Circulars

• Supporting Documentation • Based aircraft counts

(www.basedaircraft.com) • Operations • Lease agreements • Letters of support from users


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Project Planning – Eligibility (continued)

• Design Review • Resolve complex issues and conflicting details

• Scoping Review • In house first-look at project scale • Recommendations on design/layout • Draft project created • Estimate costs figures for budgeting • Funding source capacity

• Environmental Input • Potential impact and mitigation options • National Environmental Policy Act (NEPA) documentation • Adjust draft project if needed

• Sponsor Input • Review gathered evaluation data with airport sponsor

• Scope of work and cost summaries • Proposed budgeting and programming timelines


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Project Planning – Programming • Aviation Capital Improvement Program (CIP)

• Draft project moves to Pending • Work with Grants Section on funding availability • Generally programming three to five years out

• FY 2017/FY2018 • Engineering and Design first year • Construction following year • Project implementation time frame and project scope may be

adjusted based on the priority needs in comparison with other airport requirements across the state

• Placement in the CIP does not obligate TxDOT or the Sponsor for funding at this time

• No commitment on the part of TxDOT Aviation Division until the project is approved by the Texas Transportation Commission

• Final programming is based on the availability of funds


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Project Planning – Programming • LOI Closeout

• Notify sponsor of the project details • Advise of the next steps

• Planning and Implementation Meeting (PIM) • Archive documents

Pass to GRANTS


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Project Development

• TxDOT Aviation Grants Process


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Grant Management

Amy Slaughter, CTPM TxDOT Aviation Division


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Grant Management Staff

Kari Campbell

Manager

Allison Martin Budget Manager

Amy Slaughter, Contract

Compliance & Procurement

Sheri Quinlan

Contracts

Trudy Hill DBE/HUB

Beverly Longfellow Contracts

Kelle Chancey Contracts

Rose Pankhurst Certified Payroll

Becky Vick Grant Manager

Megan Caffall RAMP

Judy Barnes Business Analyst

Laura Gonzales Receptionist


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Project Timeline • Month 1-5 (Grant)

– Project kickoff meeting (PIM) – Commission Approval

• Month 3-8 (Contract) – Solicitation published (RFQ)* – Consultant selected – Sponsor share due – Contract executed – Notice to Proceed

• Month 8-20 (Contract and Project Manager) • Project Designed • Planning services performed

• Month 20-36 (Contract and Project Manager) • Project under construction • Project Closeout and refund


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Grant Management • Month 1-3 (Becky Vick)

– Project Implementation Meeting (PIM) – Project Scope – Estimated sponsor share – Lots of paperwork

– Commission approval – Grant Executed (APPA)

– Month 3-5 (Contract) – Solicitation published (RFQ) – *Future work will reduce time by 2 months


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Grant Management • Month 6-8 (Contract)

– Consultant selected – Fees negotiated – Sponsor share due – Notice to Proceed


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Grant Management • Month 8-20 (Contract and Project Manager)

– Design phase – Planning services – Amendments processed – Construction funding availability?

• Month 20-36 (Contract and Project Manager) – Sponsor share due – Commission approval for construction – Bid Opening – Notice to Proceed – Project Closeout – Final Audit


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Grant Management Staff • We are here to assist you along the way to

make a successful project – Becky or Allison (Grant)

• PIM, APPA, billing, questions on SEFA – Sheri, Bev, Kelle, Trudy, Rose and Laura (Contract)

• Depending on location: procurement, contract execution, payments to vendors

• DBE/HUB, Davis Bacon compliance • Copies of payments

– Amy • Final audit and refund


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Project Development

• TxDOT Aviation Engineering Process • Design • Construction


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THE DESIGN PROCESS

Harry Lorton, PE TxDOT Aviation Division

Project Manager


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ENGINEERING SECTION • Bijan Jamalabad, PE – Director • Ed Mayle - PM • Stephanie Kleiber, PE - PM • Ryan Hindman, PE - PM • Robert Johnson, PE - PM • Paul Slusser – PM • Eusebio Torres, PE - PM • ???? – Land Acquisition


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Pre-selection of Engineering Consultant 1. Attend Project Implementation Meeting, if scheduled

• The PIM is scheduled by Grant Management, and also includes the assigned planner, property acquisition (ROW) specialist and approach coordinator (if appropriate), and the AVN engineer who scoped the project. Its purpose is to identify not only the preliminary scope of work elements, but to brief the sponsor on funding and grant issues. When land will be required, the ROW specialist will provide the sponsor with the necessary forms and direction to proceed. If the airport is already familiar with the process through a number of previous projects, this meeting may not be conducted.

2. Develop an Independent Fee Analysis

3. Obtain approval of the fee from the Director of Engineering

4. Provide the approved fee to the assigned grant manager

• The independent fee is utilized by Grants to set the DBE/HUB requirements, if any, and those requirements will be stipulated in the Request for Proposals (RFP).

• The engineer is usually selected by the sponsor’s Selection Committee. Interested engineers utilize Form 550 to respond to the RFP, and the Committee selects an engineering firm based on a previously announced scoring matrix. The process is verified by Grants. Occasionally, the airport sponsor requests that AVN selects the engineer.


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Post-selection of Engineering Consultant 1. Enter estimated project design schedule into the Texas Airport Development System

(TADS)

2. Mark-up Attachment B of the Professional Services Agreement (PSA), for the specific project, and provide to the Grant Manager.

3. Negotiate the final fee and establish the schedule for deliverables

• Typically the schedule (Attachment C in the PSA) should be derived from the information provided in the engineer’s Form 550.

4. Obtain Director of Engineering approval prior to agreeing with the consultant if the fee varies more than 10% from the approved independent fee analysis

5. Create a negotiation log, briefly summarizing issues and rationale leading to the final agreement

6. File the negotiation log, and the Director of Engineering approval if required, in the permanent project file

7. Provide the approved fee and schedule to the grant manager for PSA preparation and execution


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Preliminary Engineering Report (PER) Phase 1. Schedule a pre-design meeting on site with the engineer and designated sponsor representative

2. Attend and conduct the pre-design meeting with a prepared agenda and project scope as defined in TADS

3. Issue a Notice to Proceed (NTP) for the PER

4. Provide a copy of the NTP to the grant manager for reference and filing in the permanent project file

5. Coordinate as required to ensure that the engineer is on schedule for issuing the draft PER

6. Provide a copy of the draft PER to the assigned planner for review and coordinate with the approach coordinator if appropriate

7. Confirm that the engineer has provided an additional copy of the draft PER to the sponsor for review

8. Review the draft PER and the preliminary Engineer’s Opinion of Probable Cost (OPC)

9. Consult with the ROW specialist and approach coordinator as appropriate

10. Incorporate any AVN and sponsor comments into items to be discussed with the engineer

11. Meet with the engineer and sponsor, if necessary, to clarify remaining issues and available budget that define the project scope


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Preliminary Engineering Report (PER) Phase (continued) 12. Request a revised copy of the PER that incorporates any changes

13. Place a copy of the revised PER in the permanent project file

14. Confirm scope and estimated budget changes with Grants, Planning, and the sponsor for funding considerations and changes to TADS

15. Confer with AVN ROW if necessary regarding the TADS acquisition schedule and any changes to the ROW footprint, if appropriate

• Be aware that land acquisition changes can significantly impact schedule. Typically projects cannot bid until property is acquired. Confer with AVN ROW and the Director of Engineering if acquisition will significantly delay the project bid date.

16. Consider the impact of any improvement to existing or planned future runway approaches and confirm course of action with the approach coordinator

• Airports with existing approaches can be severely impacted by improvements that will require the establishment of new approach procedures. Additionally, the need for a new procedure can initiate a requirement to meet all of the latest surface design standards. These implications need to be thoroughly evaluated internally with Planning and the approach coordinator, and then with the sponsor. A 7480, as well as a 7460 may need to be prepared by the engineer.

17. Process monthly engineer invoices

18. Assess timing with respect to schedule (Attachment C of the PSA), and share the available time status with the engineer

19. File the PER in permanent project file

20. Update TADS (“PER Accepted”)


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Preliminary Design Phase 1. Issue a NTP for the Preliminary Design Phase

2. Provide a copy of the NTP to the GM for reference and filing in the permanent project file

3. Coordinate as required to ensure the engineer is on schedule for delivery of draft plans (typically at least 50% complete)

4. Review plans as to conformance with appropriate design standards and the PER

5. Provide a copy of draft plans to the Planning Environmental Coordinator for comments, if appropriate

6. Ensure that the engineer has provided plans to the sponsor for review

7. Review plans with the engineer and sponsor, and provide mark-ups to engineer for revision

8. Request that the engineer prepare and provide the FAA Airport Data Form and the FAA Design Standards IAP Form, if applicable; coordinate with the approach coordinator as necessary

9. Transfer the Approach Forms, if applicable, to the approach coordinator for processing

10. Accept preliminary design plans when satisfied with the product

11. Assess timing with respect to schedule (Attachment C of the PSA), and share status with the engineer

12. Update ROW needs with AVN ROW if needs have changed; confirm whether necessary ROW has been acquired


14. If appropriate, considering certainty of schedule and funding, request that GM place the project on the Commission agenda for approval


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Final Design Phase 1. Issue a NTP for the Final Design Phase


3. File the Final Design NTP in the permanent project file

4. Coordinate as required to ensure the engineer is on schedule for delivery of draft final PS&E

5. Review final plans, specs and the Engineer’s Opinion of Probable Cost for conformance to preliminary design, budget and readiness for bidding

6. Confirm that environmental issues have been addressed. The plans need not be returned to the AVN environmental coordinator, unless the scope has changed.

7. Request a Construction Management Plan from the Engineer

8. Provide a copy of the final bid document to the GM for review of the proposal

9. Request that Grants place the construction project on the Commission agenda, if this has not been done during the preliminary design phase

10. Ensure that engineer has provided plans and specs to the sponsor for review


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Final Design Phase (continued) 11. Repeat previous steps until PS&E are accepted by AVN for bidding

12. Update TADS (“Final Design Accepted”)

13. Request that the engineer prepare and provide a FAA 7460

14. Transfer the 7460 to the approach coordinator for processing

15. Update TADS (“7460 to P&P”)

16. Request that the consultant complete the RPR Cost Analysis Form and negotiate fees for testing and RPR services based on approval of the Construction Management Plan (assuming that fees have already been negotiated for the Construction and Close-out phases)

17. Provide the Engineer’s Opinion of Probable Cost to GM for establishment of DBE/HUB goals for the construction contract

18. Request that the GM circulate the Bid Approval Checklist form



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Bidding Phase 1. Issue a NTP for the Bidding Phase


3. Coordinate the advertisement of the project with the GM

4. Ensure a second PSA has been executed for Construction Phase, Close-out Phase, materials testing and RPR services

5. Attend pre-bid conference

6. Coordinate any required addenda within seven days prior to bid opening

7. Request bid tab and recommendation from engineer

8. Provide Conditional Award Memo and total construction cost estimate to the Director of Engineering for approval

9. Provide the approved Conditional Award Memo to the GM

10. Approve the conditional award

11. Monitor construction contract execution

12. Receive confirmation from Grants to proceed with construction phase



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“Nine women cannot have a baby in one month.”


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PER

CIP

Ideas & Wishes

Scope

Budget

Funding

Costs

Engineering

Standards

FD

BID

Review

Review

Plan & Specification Development Detailed Engineering

Level/Cost of

Refinement

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THE PROCESS • Pre & Post Selection of Engineering Consultant • Preliminary Engineering Report Phase (PER) • Preliminary Design Phase (PD) • Final Design Phase (FD) • Bidding Phase • Construction Phase • Close Out Phase


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Pre Selection of Engineering Consultant

• Independent Fee Analysis • Request for Qualifications (RFQ) from

Engineers. – Form 550 – Selection by TxDOT Aviation? – Selection by Sponsor?


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Post Selection of Engineering Consultant

• Fee submission and negotiation • Schedule for project • Engineering Professional Services Contract


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Preliminary Engineering Phase (PER)

• PreDesign Meeting • Project geotechnical and surveying • Consultant evaluation of original scope and

budget • Preliminary Engineering Report

– Recommendations on proceeding into design


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Preliminary Design Phase (PD)

• Consultant preparation of preliminary (75%) project plans & specifications

• Submission of FAA Approach Forms – Approach Design Forms – 7480

• Submission of FAA OEAAA (7460)


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Final Design Phase (FD)

• Consultant preparation of final design (95%) plans & specifications

• Land & Environmental Clearance • Funding Availability

- Sponsor funds needed prior to Commission • Texas Transportation Commission Approval


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Bidding Phase • Bidding plans & specifications (100%) • Pre-Bid and Bid dates established • Addendum to the plans & specifications? • Bid

– Bid tabulations – Recommendation of award – Conditional award – Contract preparation


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THE CONSTRUCTION PROCESS

Ed Mayle, PM TxDOT Aviation Division

Project Manager


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Construction Phase • Pre-Construction Meeting

– Notice To Proceed – Resident Project Representative (RPR)

• Daily & Weekly Reporting – Quality Assurance Testing

• Pre-Pave Meeting • Weekly Construction Progress & Safety

Meetings • Pre & Final Punch-list


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Construction Phase

• PM Issues a NTP for the Construction Phase to the Engineer

• PM advises Engineer to schedule/conduct the pre-construction conference, attendees should include; Sponsor, TxDOT-AVN, Contractor, Sub-contractors, QC & QA labs, RPR (Inspector), and airport users

• PM issues Contractor a NTP (at pre-con)

• PM facilitates transmittal of engineer-prepared Notice of Intent (NOI) to the Texas Commission on Environmental Quality (TCEQ)

• Engineer confirms contractor has filed his/her NOI with the TCEQ

• PM maintains administrative oversight of submittals, testing, and RPR weekly summary reports

• Visits the project as needed during critical activities, or to address significant changes to the plans

• Remain accessible to both the contractor and engineer to provide guidance as necessary 5/13/2015 Project Development: From Beginning to End 59

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“When things are going well, something can / will go wrong.”


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Like…

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Construction Phase (continued)

• Attend a pre-pave meeting if either P-401 or P-501 are to be placed

• Coordinate with the engineer and GM for any required change orders or supplemental agreements

• Process monthly engineer and contractor pay requests

• Attend the final inspection

• Ensure that punch-list items (if any) are satisfactorily addressed

• Request and evaluate the engineer’s analysis and recommendation for the application of liquidated damages and PWL calculations (for Items P-401/P-501, if any)

• Approve the contractor’s final pay request

• Provide engineer prepared a Notice of Termination (NOT) to TCEQ

• Confirm engineer has verified contractor’s filing of their NOT


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Close Out Phase

• Record Drawings • Final Test & Quality Control Report • NOT’s to TCEQ • Final Pay Requests (PWL’s & LD’s if applicable) • RPR Diaries • Warranty Inspection (within 30 days of expiration)


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Close-out Phase

• Issue NTP to Engineer for Close Out Phase, copy to the GM and permanent Airport file

• Review and approve the Final Test and Quality Control Report

• Request a CD of record drawings for entry into Plans on Line

• Approve Engineer Final Pay Request upon Close-out Phase completion per Attachment B of the PSA

• Provide Grants with a copy of the consultant’s letter of project completion including expiration date of the one-year warranty

• If required, follow-up on necessary remedial work noted by the engineer as a result of the one-year warranty observation

• Document required action(s) to address warranty work for permanent project file


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Project Development

• Project Wrap-up Back To Planning


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Wrapping Up a Project • Finished Project reflected on the ALD if there is

a design change – When ‘Ultimate’ becomes ‘Existing’ – Minor changes to ALD done in-house

• Update of publications – FAA Master Record and National Flight Data Center – AFD / TxDOT Airport directories

• Development Worksheet updated • Archive documents


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Questions and Discussion


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Thank You


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