Committees SAF-27-01 - RWY 15-33 REHAB AND RSA - CONSTRUCTION

Extracted text

City of Santa Fe
200 Lincoln Ave, Santa Fe, NM 87501 I santafenm.gov
Michael J. Garcia, Mayor
DATE: September 3, 2026
TO: Public Works, Finance Committee and Governing Body
FROM: John Dickinson, Airport Director Jo'!;;;K,NsoN
VIA: Paulette Ortiz, Grant Administrator
ITEM AND ISSUE:
Request For Approval to Accept the New Mexico Department of Transportation Aviation
Division Grant# SAF in the Amount of $58,335 for Construction for the Runway Safety Area
33.
1. Request For Approval of a Budget Amendment Resolution (BAR) in the Total Amount
of $58,335 to Increase WIP Construction using New Mexico Department of
Transportation Aviation Division Funding for the Runway Safety Area 33.
(John Dickinson, Airport Director, jxdickinson@santafenm.gov; Paulette Ortiz Grant
Administrator pkortiz@santafenm.gov)
BACKGROUND AND SUMMARY:
. The New Mexico Department of Transportation Aviation Division has been awarded Grant# in
the Amount of $58,335 for Construction for the Runway Safety Area 33.
ACTION:
1. Approval to Accept the New Mexico Department of Transportation Aviation Division
Grant# SAF- in the Amount of $58,335 for Construction for the Runway Safety Area 33.
COMMITTEE REVIEW:
Public Works: 9/21/2026
Finance Committee: 09/28/2026
Governing Body: 09/30/2026
City Council ---------------------------------------
Alma G. Castro, District 1
Patricia Feghali, District 1
Elizabeth "Liz" Barrett, District 2
Paul C. Bustamante, District 2
Lee Garcia, Mayor Pro Tem, District 3
Pilar F.H. Faulkner, District 3
Jamie Cassutt, District 4
Amanda Chavez, District 4

Signature: <Z:::\,,,
""J""'oH""N,.,.D!!';la;,;CK?!!l~Ns""'o"""N.,..,(""Se-p"""9""', 2'""0""'26'"'1"='7:""'2a=-:1.,.,.1.,.M""o'='""T)
Email: jxdickinson@santafenm.gov
f5'RIKALUi7AN S 1o 2026ERIKA LUJAN (Sep 10, 202616:05:09 MDT) ep '
Grants Manager

A-1330
Updated:07/2025
Aviation
Project Location
NEW MEXICO DEPARTMENT OF TRANSPORTATION
Aviation Grant Agreement Form
Date ISep 2, 2026
isAF- SANTA FE MUNICIPAL AIRPORT
Sponsor~' __________S_A_N_T_A_F_E_, C_I_T_Y_O_F_____~~--~
Address PO BOX 909
City SANTA FE NM 87504
Participation Funding Breakdown IF AA/STAiil
Project No. l~_SA_F_-_2_7-_0_l_~
iooooos4360 Expiration Date_____
Purchase Order No:-------------
1 REVISED 01-2023

A VIATI ON GRANT AGREEMENT
This Agreement is between the New Mexico Department of Transportation, acting through its Aviation Division
(Department), and the Sponsor. This Agreement is effective pursuant to Section 7, below.
Now Therefore, pursuant to the New Mexico Aviation Act, NMSA 1978, Section 64-1-11 et seq., and the New Mexico
Municipal Airport Law, NMSA 1978 Sections 3-39-1 et seq., the parties agree as follows:
1. Purpose.
The purpose of this Agreement is to provide funding, authorized in Section 64-1-13, NMSA 1978, to the Sponsor, to assist
in fmancing an aviation project.
a. Project Description :
RWY 1533 Rehab & RSA- CONSTRUCTION
$
b. Site of Development.The site of development is identified on the ropeiity map, attached as Exhibit A.
c. Funding.Below is the funding for the Project. The State's contribution 1s the maximum amount that the Department
will contribute. Attached as Exhibit B is the engineer's cost estimate.
State Sponsor Other Total
58,335 $ $ 1,385,473 $ 1,458,392
2. The Sponsor Shall:
a. Pay all costs, perform al labor, and supply all material, except as described in the Engineers Estimate attached
as EXHIBIT B.
b. Provide a representative from its organization who shall serve as the single point of contact for the
Department.
c. Establish and maintain a resolution by which the Sponsor agrees to establish an airport maintenance program
and appo·nt an individual to be responsible for management of the program.
d. Initiate engineering, survey, and all other design activities, inspect Project construction and, coordinate all
meetings.
e. Be responsible for all design and pre-construction activities.
f Initiate and cause to be prepared all necessary documents including plans, specifications, estimates (PS&E),
reports for this Project.
g. ssure that all design and PS&E are performed under the direct supervision of a Registered New Mexico
Professional Engineer.
h. Design the Project in accordance with State and Federal guidelines and/or advisory circulars, hereby
incorporated into this Agreement. Construction projects will be accomplished in accordance with the
Federal Aviation Administration's Standards for Specifying Construction of Airports (Advisory Circular
150/5370-10, current edition).
2

i. Notify the Department when the plans and specifications are sufficiently complete for review.
j. Make no changes in design or scope of work without documented approval of the Department.
k. Advertise for and contract for the construction of the Project in accordance with federal and state laws or local
ordinances.
l. Require the Engineer to prepare a final detailed estimate of the work, indicating the bid items, the quantity in
each item, the unit bid price and cost of the items based on low acceptable bid prices. Progress estimates shall
be submitted to the Department in acceptable form so that details of quantities allowed on various items of
work shall be shown on each progress payment.
m. The Sponsor shall submit to the Department one complete set of plans and specifications which incoq~ora e all
comments and recommendations received during pre-bid activities and which have been fully executed by a l
involved parties.
n. The Sponsor shall take all steps, including litigation if necessary, to recover State funds spe tin violation of
state laws and rules. The Sponsor shall return any recovered state funds to the Depart ent. Its all furnish to
the Department, upon request, all documents and records pertaining to the determination of t1ie amount of the
state's share of any settlement, litigation, negotiation, or the efforts taken to recover such f1 nds. All settlements
or other final dispositions by the Sponsor, in court or otherwise, involving the ecovery of such state funds shall
be approved in advance by the Department.
o. The Sponsor shall, upon reasonable notice, allow the Department the right to ins ect the Project for the
purposes of determining if it is being constructed in a good and work anlike manner, and if the approved
plans and specifications are being complied with satisfactorily. I a inspection discloses a failure to
substantially meet such requirements and standards the Depart ent may terminate payment or payments until a
mutually satisfactory remedy is reached.
3. The Department Shall:
a. Assign a contact person for this project.
b. Provide timely reviews of all submittals of scopes, plans, specifications, investigations or other documents.
c. The Department shall not provide an extensive chei.:k of any plans submitted by the Sponsor. The
Department's concurrence of the Project Ian does not relieve the Sponsor or its Consultant of their
responsibility for errors and omissions.
4. Both Parties Agree:
a. The allowable costs of this Project snail not include costs determined by the Department to be ineligible for
consideration under the Aviation Act.
b. The expenditure of any tate money is subject to approval by the Department.
c. Funds granted under; the ocal Governments Road Fund, NMSA 1978 Section 67-3-28.2, shall not be used to
administer this Project o used to meet the local match.
5. Method of Payment - eimbursement.
The Department shall re· burse the Sponsor in accordance with the terms of this agreement. Claims for reimbursement
shall be completed on orm A-1159, Request for Reimbursement. Each request for reimbursement shall contain proof of
payment for valid expenciitures for services rendered by a third party or items of tangible property received by the Sponsor
for the implementation of the Project. The Department reserves the right to withhold reimbursement on requests that are
incorrect and/or incomplete. The Final reimbursement request must be received no later than thirty (30) days after
efon of the project or the expiration of this Agreement.
rionsor shall not be reimbursed for any costs incurred prior to the full execution of the Agreement, after the
expiration of the Agreement or in excess of the maximum dollar amount of the agreement unless the maximum dollar
amount is duly amended prior to incurring the service or deliverable. Any unexpended portion of funds subject to this
Agreement shall revert to the State Aviation Fund.
6. Accountability of Receipts and Disbursements.
There shall be strict accountability for all receipts and disbursements. The Sponsor shall maintain all records and
documents relative to the Project for a minimum of three (3) years after completion of said Project. The Sponsor shall
furnish the Department or State Auditor, upon demand, all records which support the terms of this Agreement.
3

7. Term.
The Agreement becomes effective upon signatures of all parties. The Agreement's effective date is the date opposite of the
NMDOT Cabinet Secretary or Designee's signature on the signature page. This agreement shall expire two (2) years from
the effective date, unless terminated pursuant to Sections 8 and 17, below.
8. Termination for Cause.
The Department has the option to terminate this Agreement if the Sponsor fails to comply with any provision of this
Agreement. A written notice of termination shall be given at least thirty (30) days prior to the intended date of termination
and shall identify all of the Sponsor's breaches on which the termination is based.
The Department may provide the Sponsor a reasonable opportunity to correct the breach. If within ten (10) days after
receipt of a written notice of termination, the Sponsor has not corrected the breach or, in the case of a breach which cannot
be corrected in ten (10) days, the Sponsor has not begun and proceeded in good faith to correct the breach, t~ D~artment
may declare the Sponsor in default and terminate the Agreement. The Department shall retain any and a I other remedies
available to it under the law.
By such termination neither party may nullify obligations already incurred for performance or failure to perform for the
work rendered prior to the date of termination. However, neither party shall have any obligation to perform services or
make payment for services rendered after such date of termination.
9. Disposition of Property.
a. Upon termination of this Agreement, the Sponsor shall account for any rema·ning property, materials
or equipment belonging to the Department and dispose of them as directed I:, the Department.
b. Any equipment, materials or supplies procured under this Agreemen s iall be used solely for aviation
purposes maintained according to the manufacturers guidelines and stored at the airport.
10. Representations and Certification.
The Sponsor, by signing this Agreement, represents and certifies t e following:
a. Legal Authority - The Sponsor has the legal po er and authority to: (I) do all things necessary in order to
undertake and carry out the Project in conformrty with the provi sions stated in the New Mexico Aviation Act
and Rules and Regulations pursuant thereto; (2) accept, receive and disburse grant funds from the State of New
Mexico in aid of the Project; and (3) carry out all rovisions stated in this Aviation Grant Agreement.
b. Defaults - The Sponsor is not in de ault on any obligation to the State of New Mexico relative to the
development, operation or maintenance of any airport or aviation project.
c. Possible Disabilities - T e Sponsor states, by execution of this Agreement, there are no facts or circum stance
(including the existence o effect ive or proposed leases, use agreements, or other legal instruments affecting use
of the airport or the existence of pending litigation or other legal proceedings) which in reasonable probability
might make it impossible for the Sponsor to carry out and complete the Project.
d. Land - T e ROnsor holds the property interest in the areas of land which are to be developed or used as part of
or in co ection with the Project and is identified in a current Airport Property Map. The Sponsor further
certi 1es that tHe aforementioned is based on a title examination by a qualified attorney or title company who has
detennined that the Sponsor holds the stated property interests.
11. Assura ces.
The Spons0r, y signing this Agreement, covenants and agrees to the following Assurances:
a. That it will operate the airport for the use and benefit of the public on fair and reasonable terms and without
unjust discrimination.
b. That it will keep the airport open to all types, kinds and classes of aeronautical use without discrimination
between such types, kinds, and classes. The Sponsor shall establish fair, equal and not unjustly discriminatory
conditions to be met by all users of the airport as may be necessary for the safe and efficient operation.
4

c. Neither it nor any person or organization occupying space at the airport will discriminate against any person
or class of persons by reason of race, color, creed, or national origin in the use of the facility and, further that
any person, firm or corporation rendering service to the public on the airport will do so on a fair, equal and
not unjustly discriminatory basis.
d. Operate and maintain in a safe and serviceable condition the airport and all facilities which are necessary to
serve the aeronautical users and will not permit any activity which would interfere with its use for airport
purposes.
e. By acquisition of land interest, acquisition of easements, airspace zoning, or other accepted means Qrotect the
runway approaches and the airspace in the immediate vicinity of the airport from the construction al erahon,
erection or growth of any structure which would interfere with the use or operation of the airgort.
f. Comply with the New Mexico Aviation Act and associated provisions, NMSA 1978 Sections 64-1-
and the New Mexico Municipal Airport Law, NMSA 1978 Sections 3-39-1 et seq.
g. That it shall not award the contract nor give bidding documents to any contractor who ·s su ~ect to suspension
or debarment by the U .S. Department of Transportation or the Department at the time of the bidding or award
of the contract. Violation of this provision shall void this Agreement.
12. Third Party Beneficiaries.
It is not intended by any of the provisions of any part of this Agreement to create in t e public or any member thereof a
third party beneficiary or to authorize anyone not a party to the Agreement to maintain a suit(s) for wrongful death(s),
bodily and/or personal injury(ies) to person(s), damage(s) to property(ies), aiidJo an/4ther claim(s) whatsoever pursuant
to the provisions of this Agreement.
13. New Mexico Tort Claims Act.
As between the Department and the Sponsor, neither party shall be esponsible for liability incurred as a result of the other
party's acts or omissions in connection with this Agreement. Any lia iJity incurred in connection with this Agreement is
subject to the immunities and limitations of the New Mezjco Tort Claims Act, NMSA 1978, Section 41-4-1 , et seq. This
paragraph is intended only to define the liabilities betwee the arties and it is not intended to modify, in any way, the
parties' liabilities as governed by common law or the ew Mexico Tort Claims Act.
14. Scope of Agreement.
This Agreement incorporates all the agreements covenants, and understandings between the parties concerning the subject
matter. All such covenants, agreements, ano understandings have been merged into this written Agreement. No prior
Agreement or understandings, verbal or otherwise, of the parties or their agents shall be valid or enforceable unless
embodied in this Agreement.
15. Terms of this Agreeme t.
The terms of this Agreement are la ful ; performance of all duties and obligations shall conform with and do not
contravene any state, local, or federal statutes, regulations, rules, or ordinances.
16. Equal Oppo unity <Compliance.
The parties agree to abioe by all federal and state laws and rules and regulations, and executive orders of the Governor of
the State of New Mexico, pertaining to equal employment opportunity. In accordance with all such laws and rules and
regulations, and executive orders of the Governor of the State of New Mexico, the parties agree to assure that no person in
the nitecl S ates shall, on the grounds of race, color, national origin, ancestry, sex, sexual preference, age or handicap, be
excl ded from employment with, or participation in, any program or activity performed under this Agreement. lf the
parties are found to not be in compliance with these requirements during the term of this Agreement, the parties agree to
take appropriate steps to correct these deficiencies.
5

17. Appropriations and Authorizations of State and Federal Funds.
The terms of this Agreement are contingent upon sufficient appropriations and authorizations being made by the governing
board of the Sponsor, the Legislature of New Mexico, or the Congress of the United States if federal funds are involved,
for performance of the Agreement. If sufficient appropriations and authorizations are not made by the Sponsor, Legislature
or the Congress of the United States if federal funds are involved, this Agreement shall terminate upon written notice
being given by one party to the other. The Department and the Sponsor are expressly not committed to expenditure of any
funds until such time as they are programmed, budgeted, encumbered, and approved for expenditure.
18. Severability.
In the event that any portion of this Agreement is determined to be void, unconstitutional or otherwise une
remainder of this Agreement shall remain in full force and effect.
19. Applicable Law.
The Laws of the State of New Mexico shall govern this Agreement, without giving effect to its c oice 0f law provisions.
Venue shall be proper only in a New Mexico court of competent jurisdiction in accorda ith NMSA 1978, Section
38-3-l(G).
20. Principal Contacts and Notices.
The principal contacts for this Agreement are listed below. Except as otherwise specified, all notices shall be in writing
(including notice by facsimile or E-mail) and shall be given to the principal c ta~ts tis ed below.
Address:
General Office:
Fax:
E-mail:
Name
Title
Sponsor
Address
City
Offic
New Mexico Department of Transportation - A:viation Division
3501 Access Rd C.
Albuquerque, NM 87106
(505) 795-1401
(505) 244-1790
A viation.Division@dotmm.goY"+
IJOHNDIC
IAIRPOR
I YOF
I
18'ANTAFE
+ 1 (505) 955-2901 Fax
INM
jxdickinson@santafenm.gov
Zip Codel 87504
21. Amendment.
This Agreement shall not be altered, modified, or amended except by an instrument in writing and executed by the parties.
6

In witness whereof, each party is signing this Agreement on the date stated opposite of that party's signature.
NEW MEXICO DEPARTMENT OF TRANSPORTATION
By:____________ Date: _______
Cabinet Secretary or Designee
Recommended by:
By:____________
Aviation Division Director
or Designee
Approved as to form and legal sufficiency by the New Mexico Department of Transportation's Office of General Counsel
By:__A_s-si-sta_n_tG-en_e_r-al_C_o_u_n_s-el---
0«; Date: -------
SPONSOR ~~
Date:_______
Title: ---------------
7

IN WITNESS WHEREOF, the City of Santa Fe has executed this Agreement as of the date of
the signature by the required approval authorities below.
CITY OF SANTA FE:
BRIAN MOYA, INTERIM CITY MANAGER
DATE:--------
ATTEST:
GERALYN CARDENAS, CITY CLERK
CITY ATTORNEY'S OFFICE:
KtV!N L. NAULTKEVIN L. NAULT (Sep 8, 2026 13:12:41 MDT)
KEVIN NAULT, ASSISTANT CITY ATTORNEY
APPROVED FOR FINANCES:
Sep 11, 2026
MONICA MAESTAS, FINANCE DIRECTOR

SANTA
REMARKS:
1. QUAD. - 7.5 MIN.
TURQUOISE HILL.
MUNICIPAL AIRPORT (SAF)
SANTA FE
RIVER
I
I
_________ _J
HIL~½ /
+/
SITE NO. 14728.A
LOC
w
1000' 2000'
I I
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EXHIBIT B PROJECT COST
Project Location lsAF - SANTA FE MUNICIPAL AIRPORT
Project Description
RWY 1533 Rehab & RSA - CONSTRUCTION
State Sponsor Other
1,458,392
8

Log # {Finance use Q!1fi} :
Journal # {Finance use Q!1fi} :
City of Santa Fe, New Mexico
BUDGET AMENDMENT RESOLUTION (BAR)
DEPARTMENT/ DIVISION NAME
Airport
ITEM DESCRIPTION ORG OBJECT PROJECT INCREASE
EXPENDITURES {enter as positive #}
WIP Construction 5450407 572970 AIR2754502 58,335
REVENUES {enter as negative #}
NMDOT 5450407 490150 AIR2754502 (58,335)
JUSTIFICATION: /use additional page if needed/
-Attach supporting documentation/me1:70 $ -0
NMDOT has awarded Samia Fe Regional airport a grant in the amount of $58,335. This will be a 41/o state match to the FAA
DATE
9/3/2026
DECREASE
{enter as negative #}
{enter as positive #}
$ -
federal {Complete section below if BAR results
in a net chan~e to ANY Fund}
award of 1,385,473 at 95% and 1% local match of $14,584 Fund Balance
Fundis) Affected lncrease/(Decrease)
545 14,584
TOTAL: 14,584
{Use this form for Finance Committee/
Andrew J Hopki11J Sep 11,2026
Paulette Ortiz 9/312026 City Council agenda items ONLY}
Prepared By {print name} Date Budget Officer Date
CITY COUNCIL APPROVAL
Division Director Signature {optional} Date
City Council IApproval Date Finance Director {:; $5,000) Date
~
JOHN DICKINSON (Sep 9, 2026 14:19:12 MDT) Agenda ffem #: IDepartment Director Signature Date City Manager { 5 $60,000} Date

City of Santa Fe New Mexico
Finance Department
Project Ledger Request Form
Date of Request: _9_!2_1_20_2_6______ Project ID: _A_IR_27_5_45_0_2_______
Project Title: Runway Safety Area (RSA) 33 Grant ID: FAA G68 (F2705) / SAF 27-01 (S2713)
Approved By: Erika Lujan 9.3.2026
Project Type: I ✓ ICIP l ✓ I Grant D Internal Tracking C I<' (Finance Use Only)
Department:_A_ir_p_o_rt________ Project Manager: Paulette Ortiz Ext: ---
Project Date Range: 9/1/2026 to 09/1/2030 Ocreate Fixed Asset
D Multi-Funding (complete all funding sources, should equal 100%)
Funding Source: USDOT-FM Grant 68 % of Funding: _9_5_0
1c_o___________
MUNIS ORG: 5450407 MUNIS OBJ: 490550 Awarded Amount: $1,385,473
-------- --------
Funding Source: NMDOT SAF 27-01 % of Funding: 4%
-------------- -------------
MUNIS ORG: 5450407 MUNIS OBJ: 490150 Awarded Amount: $58,335
-------- -------- -------
Expense String Phase:
A project must have at least one phase identified, this can be used as an additional level of tracking, for example,
CIP - Design, Construction, etc. For Grants can be used as reimbursable types, such as transportation, salaries.
(You can create more than one phase and you can default MUNIS ORGs and OBJs, optional)
Phase: WI P Construction MUNIS ORG: 5450407 MUNIS OBJ: 572970------- --------
Grants Only (list all grants if applicable):
GrantorName: Awarded Amount:
------------------ --------
AR Charge Code: _____________ D Grant funds multiple projects(Complete a form for each project)
Grantor Id: ___________Federal CFDA (if applicable): ____________
GrantorName: Awarded Amount:------------------ --------
AR Charge Code: _____________ D Grant funds multiple projects
(Complete a form for each project)
Grantor Id: ___________Federal CFDA (if applicable): _2_0_.1_17__________
(If grants please provide all grant award documents with form) D Attached Grant Documentation