Template revised September 22, 2016.
COMMISSION
AGENDA MEMORANDUM
Item No.
6e
ACTION ITEM
Date of Meeting
November 14, 2017
DATE: November 7, 2017
TO: Dave Soike, Interim Executive Director
FROM: Michael Ehl, Director, Airport Operations
Wayne Grotheer, Director, Aviation Project Management Group
Clare Gallagher, Director, Capital Project Delivery/Public Affairs
SUBJECT: Flight Corridor Safety Program – Phase 1
Amount of this request:
$2,600,000
Total estimated project cost:
$5,806,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to (1) increase the project budget
for the Flight Corridor Safety Program – Phase 1 by $2,600,000 for a new total of $5,806,000 (2)
execute change order(s) in excess of $300,000 as necessary to complete the tree removal work
and (3) advertise and execute a major works construction contract to remove invasive species
and complete revegetation for Flight Corridor Safety Program Phase 1 at Seattle-Tacoma
International Airport.
EXECUTIVE SUMMARY
Based upon additional community input, the plan and methodology for the removal of trees
and replanting of trees and shrubs at Sites P-4 and P-5 has been modified to selectively remove
current obstructions in the flight corridor. In addition, again based on community input, a site
located to the immediate south of Site P-5 has been identified for additional planting with tall-
growing conifers. Obstruction removal on Site P-4 is being completed in the current contract.
Staff recommends completing the tree removal work on Site P-5 as part of the existing contract
so that all obstructions are removed in a timely manner. The remaining work of invasive
species removal, revegetation of Sites P-4 and P-5, and planting of tall growing trees at the
additional site will be included in a subsequent contract. Additional funds are needed to
complete the removal of obstructions, remove invasive species, and provide the additional
planting on Port property. The proposed change order raises the current contract value to
approximately 146% of the initial award of $1,671,037.50.
COMMISSION AGENDA – Action Item No. __6e__ Page 2 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
JUSTIFICATION
This project is part of a multi-year program approved in November 2016 by the Commission to
manage obstructions consisting of trees and other vegetation at and around Seattle-Tacoma
International Airport, and replant lower-height vegetation on or near the removal sites. Work
in two sites (P-4 and P-5) along South 200th Street was deferred at the request of the
Commission to allow for additional public input and for Port staff to further evaluate the
removal and replanting approach for these sites based upon the input received. Staff briefed
Commission on the outcome of the additional public input and a recommended approach for
the two sites plus an additional planting of an off-site location just south of Site P-5 on July 25,
2017. Subsequent to the Commission briefing, the project team developed detailed plans and
specifications for tree removal work, invasive species removal and extensive replanting work
(on-site replanting, vegetation barriers and off-site replanting). The tree removal work will be
accomplished by selectively removing the trees in a systematic manner in order to protect as
much native understory vegetation as possible. The change in approach to tree removal and
replanting as well as the additional off-site planting area have increased the cost from the
original scope of work.
Staff recommends that the deferred tree removal be performed by change order to the existing
contract. This will result in the early removal of obstructions, to facilitate safe aircraft
operations. The invasive species removal work and revegetation will be completed in a
subsequent major works construction contract. It will also allow the work to be performed
outside of annual constraints for tree removal and replanting. The Migratory Bird Act prohibits
tree removal between March 1 and July 15. The window for planting non-irrigated tree and
shrubs is October 1 to February 28.
Project Objectives
Program objectives are as follows:
(1) Remove obstructions to facilitate safe aircraft operations
(2) Communicate with transparency to the surrounding communities
(3) Comply with local, state, and federal regulatory requirements
(4) Revegetate with native low-growth vegetation and re-plant native trees in appropriate
locations
(5) Prevent any net loss of vegetation
DETAILS
Scope of Work
Scope of work for Phase 1 of the program, which is exclusive to Port-owned property, includes
removing trees/vegetation on and around the Airport and replanting tree and shrub vegetation.
This scope also includes environmental review and permitting in compliance with applicable
federal and state requirements. The work includes installation of temporary erosion and
sediment control devices, removal of trees/vegetation, removal of invasive species, extensive
COMMISSION AGENDA – Action Item No. __6e__ Page 3 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
tree replanting, and extensive shrub replanting and restoration. This request is to complete
Phase 1 work and to accommodate the changes to removal and replanting specific to Sites P-4
and P-5, and planting taller growing conifers in the additional off-site location.
Schedule
Execute Construction Contract 4
th
Quarter 2016
Construction Completion 4
th
Quarter 2018
Activity
Commission design authorization
Design start
Commission construction authorization
Additional Funds Authorization
Cost Breakdown
This Request
Total Project
Design
$664,000
$1,533,914
Construction
$1,936,000
$4,272,086
Total
$2,600,000
$5,806,000
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Constrain the project to the current authorized budget
Cost Implications: ~$250,000 remaining budget
Pros:
(1) Under this option there is no near-term use of additional 2017 expense funds
Cons:
(1) Doesn’t adhere to communications made to the Public regarding additional planting and
selective removal for site P-5.
(2) Site P-5 obstructions removal and off-site replanting would need to be authorized,
funded and completed in subsequent phases
(3) FAA could consider the Airport to be non-compliant with Federal rules and regulations
due to additional delay. The FAA would have a number of options on how to address
the non-compliance. The FAA’s options would include:
(a) Consider approach and/or departure procedures to be unsafe, and limit their use;
(b) Consider approach and/or departure procedures to be unsafe, and potentially
affect operations;
(c) Limit or eliminate FAA grant funding until the obstructions are removed. FAA
entitlement grant funding is estimated to be ~$6.6 million in 2016 and up to ~$7.1
million in 2021.
(d) Require airlines to take weight penalties.
(4) Does not meet the Airport’s strategic goal of ensuring safe and secure operations.
COMMISSION AGENDA – Action Item No. __6e__ Page 4 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
This is not the recommended alternative.
Alternative 2 – Terminate portions of the existing contract and procure a new contract to
perform the work for site P-5 and the additional off-site location.
Cost Implications: ~$2,500,000
Pros:
(1) Complies with RCW 39.04.010, which requires “public works” projects of this nature to
be competitively bid out.
(2) Revegetation follows shortly after tree removal.
Cons:
(1) Conflicts with the Port’s previous communications to the Public regarding timeline for
performance of the work.
(2) Delayed Phase 1 work would likely be accomplished in 2018-2019, in addition to Phase 2
work
(3) FAA could consider the Airport to be non-compliant with Federal rules and regulations.
The FAA would have a number of options on how to address the non-compliance, as
noted in Alternative 1 description.
(4) Does not meet the Airport’s strategic goal of ensuring safe and secure operations.
This is not the recommended alternative.
Alternative 3 – Increase project budget to issue change orders to the existing contract and
complete the project
Cost Implications: $1,900,000
Pros:
(1) Honor’s the Port’s commitment to the Public to re-establish a low-growing forest
(2) Allows more time for taller growing conifers to begin establishing themselves in an off-
site location
(3) Revegetation best management practices will be met with border trees planted
immediately following tree removal and infill revegetation occurring in Q4 2014
(4) All Port property exiting obstructions will be removed
(5) Increases the SCS subcontractor’s work by approximately 82%
Cons:
(1) Does not comply with RCW 39.04.010, which requires “public works” projects of this
nature to be competitively bid out.
(2) Requires additional expense funds
(3) Extends contract duration
This is not the recommended alternative.
COMMISSION AGENDA – Action Item No. __6e__ Page 5 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
Alternative 4 – Increase project budget to issue change order to the existing contract and
complete the tree removal work on P-5. Design, advertise and execute a separate contract to
complete the invasive species removal and revegetation work.
Cost Implications: $2,600,000
Pros:
(1) All Port property existing obstructions will be removed, addressing FAA safely issues.
(2) Complies with RCW 39.04.010, which requires “public works” projects of this nature to
be competitively bid out.
Cons:
(1) Revegetation will not occur immediately following the tree removal work. Revegetation
will be included in a subsequent contract and this work will occur in Q4 2018.
(2) Requires additional expense funds
(3) Potential for claims from current contractor
(4) Removes approximately 20% of work from the current SCS subcontractor
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
COST ESTIMATE
Original estimate
$0
$2,731,000
$2,731,000
Previous changes – net
0
$475,000
$475,000
Current change
0
$2,600,000
$2,600,000
Revised estimate
0
$5,806,000
$5,806,000
AUTHORIZATION
Previous authorizations
0
$3,206,000
$3,206,000
Current request for authorization
0
$2,600,000
$2,600,000
Total authorizations, including this request
0
$5,806,000
$5,806,000
Remaining amount to be authorized
$0
$0
$0
Annual Budget Status and Source of Funds
The Flight Corridor Safety Program costs are accounted for as expense costs. The costs are
charged to the Airfield Movement Area cost center and recovered through landing fees charged
COMMISSION AGENDA – Action Item No. __6e__ Page 6 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
to airlines. As such, all costs will be paid for out of the Airport Development Fund. The
additional $2.6 million will be spread between 2017 and 2018. At this time, staff anticipates
that these costs can be absorbed within existing annual budgets. The $2.6 million increase, if
incurred in one year, would cause CPE to increase by $0.08.
ADDITIONAL BACKGROUND
Obstructions are any objects penetrating FAA-designated approach and departure paths at or
around an airport posing a potential risk to safe aircraft operations. Obstruction studies and
the related publication of obstruction charts were completed every ten years by the FAA until
approximately 1994. In preparing for the activation of the Third Runway, the FAA performed an
obstruction analysis in 2005 that led to the removal of trees in 2006-2008. An aerial
obstruction analysis was conducted by the Port in 2015 that identified approximately 1,600
obstruction data points consisting of trees and other vegetation. Subsequent field work was
performed by a third party to verify the aerial obstruction analysis data. The field verification of
the aerial obstruction data resulted in identifying approximately 2,800 tree obstructions at or
around the airport.
The Port has developed a comprehensive Flight Corridor Safety Program that will address the
removal of obstructions in several phases and span multiple years:
Phase 1: 2016 - 2018 - Port-Owned property
Phase 2: 2018/2019 – Public agency-owned properties including Highline Public School
District, Washington State Department of Transportation, Seattle Public Utilities and public
right of way within the cities of Burien, Des Moines and SeaTac.
Phase 3: 2019/2020 - Residential and Commercial properties
Community Engagement
The Port hosted a Public Workshop on June 5, 2017 to seek public input on the removal and
replanting approaches for sites P-4 and P-5. The preferred alternative by the majority of the
attendees was:
(1) Recommended Removal Approach
Remove existing obstructions only (protect potential obstructions and protect
understory to the maximum extent feasible)
(2) Recommended Replanting Approach
Replant on-site at a 1:1 minimum replacement ratio with higher densities as
needed to re-establish a low-growing forest, replant in off-site location with
taller growing conifers, provide vegetation barrier adjacent to residential
properties and road frontage
In conjunction with the June 5 workshop at McMicken Heights Elementary School, the Port also
initiated an online open house workshop to engage members of the community who were
COMMISSION AGENDA – Action Item No. __6e__ Page 7 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
unable to attend the live meeting and allowed for comments and feedback to be submitted to
the Port.
Port staff also visited, in person, the approximately 65 homes immediately adjacent to site P-5,
to talk with homeowners, gather feedback and leave information.
The project team updated the Commission on July 25 regarding the public workshop and other
engagement, and confirmed the updated approach for the work on Sites P-4 and P-5. Since
then, the full scale of work has commenced on P-4. Planting on the off-site location is partially
funded with the existing appropriation and has been planned. Substantive work on P-5 and off-
site planting will commence when the additional funds are authorized.
ATTACHMENTS TO THIS REQUEST
(1) Site Map
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
July 25, 2017 – Commission briefing on Flight Corridor Safety Program Sites P-4 and P-5. The
briefing provided a summary of the public engagement workshop that was held on June 5,
2017 to identify a preferred removal and replanting approach with the communities input.
February 21, 2017 – Commission authorized for the Chief Executive Officer to prepare
environmental, design and contract bid documents for the Flight Corridor Safety Program
now-combined Phase 2 and Phase 3 at Seattle-Tacoma International Airport for $2,373,000.
The total estimated project cost is $7,227,000.
November 22, 2016 – Commission authorized (1) to award and execute a major works
construction contract to the lowest responsible bidder, notwithstanding the low bid
exceeding the engineer’s estimate by more than 10 percent; (2) change the contract
duration as necessary and include additional scope that may be identified, including
deferral of work on selected sites; (3) increase the project budget by an amount not to
exceed $475,000 for a total new project cost of $3,206,000.
November 1, 2016 – Commission public meeting and briefing on the Flight Corridor Safety
Obstruction Management program. The briefing provided an overview of state and federal
laws/requirements, and staff’s recommendation of options to modify the current program.
The public meeting also included an extensive public comment period.
COMMISSION AGENDA – Action Item No. __6e__ Page 8 of 8
Meeting Date: November 14, 2017
Template revised September 22, 2016; format updates October 19, 2016.
October 25, 2016 – Commission considered authorization to award the irregular bid exceeding
10 percent of the engineer’s estimate to the lowest responsible bidder but took no action.
October 11, 2016 – Commission considered authorization to award the irregular bid exceeding
10 percent of the engineer’s estimate to the lowest responsible bidder but took no action.
August 23, 2016 – A special announcement to Commission by Aviation Operations Director,
Michael Ehl, in regards to the Port issuing the final environmental Mitigated Determination
of Non-Significance (MDNS) for tree removal and replanting as part of the Flight Corridor
Safety Program in Phase One.
August 9, 2016 – Commission authorized to advertise and execute a major works construction
contract in the amount of $1,831,000 for a total project cost of $2,731,000.
February 9, 2016 – Commission authorized to design, advertise and execute a major works
construction contract in the amount of $750,000 for a total estimate project cost of
$900,000.
November 24, 2015 – Commission briefed on the Flight Corridor Safety Obstruction
Management program. The briefing provided an overview of state and federal
laws/requirements, and staff’s recommendation of a phased delivery approach to complete
the program.