Airport Letting Process

IDOT oversees and approves the planning, design, and construction of all federally and state assisted capital development projects at publicly owned airports throughout Illinois.

Prior to any airport improvement being made, IDOT works with local airports to program and let their projects. This section of the website outlines the process local airports follow in order to be in compliance with all applicable federal laws.

For your convenience, the information is presented sequentially, but independently to accommodate the information needs of all.

Programming

Whether advertising on the requesting funding assistance for projects to be placed on a state letting or a local letting, IDOT is responsible for directing federal, state, and local funding to maintain, enhance, and expand Illinois’ publicly owned, open to the public airports through its Proposed Airport Improvement Program. Within the Proposed Airport Improvement Program process, the airport sponsor requests financial assistance for airport improvement projects over the next three to five federal fiscal years through the Transportation Improvement Proposal (TIP) request process. In order to meet eligibility requirements, all projects must first be formally requested through the TIP process annually.

Getting Started

The process begins with meetings with IDOT’s Division of Aeronautics representatives (meeting dates are communicated through mass emails) where programming guidance and aid in preparing for submittal packets is discussed. Meetings tend to be scheduled in the fall on an annual basis.

Submit Potential Projects

Airport projects are selected from submittals by the airport sponsors and evaluated based on federal priority rating and need on an annual basis. Due to eligibility, justification, project readiness and funding limitations, not all projects requested in the TIP are included in the three-year Proposed Airport Improvement Programs. The Proposed Airport Improvement Program does not reflect all of the airport needs or deficiencies but simply reflects those projects identified by the airport sponsor as desiring federal and or state financial assistance.

Requirements

Final TIP Submittals Due: December 15, 2017

Incomplete submittals will not be processed and will be rejected. A completed submittal consists of the following materials.

Forms

Required for all project funding assistance requests

  • Sketch depicting projects
  • e-TIPS/Submittal Instructions (AER 101: Transportation Improvement Program: Airports FFY 2018-2022)
  • e-TIP Data Sheet (first fiscal year only) (Transportation Improvement Program (TIP) Data Sheet: AER 104)
  • Estimate of Work (first fiscal year only) (2018 Transportation Improvement Program Estimate of Work: AER 102)

Required for specific scopes of funding assistance requests

Submit to both BJ Murray and Richard Borus by clicking Email Submittal. Normally submittals are due in December, evaluations of the submittals take up to four and a half months, programming of selected projects occurs in the spring. 

If mailing a hard copy send an original copy to each address:

Attn: BJ Murray
Illinois Department of Transportation
Office of Planning & Programming
2300 South Dirksen Parkway
Room 341
Springfield, Illinois 62704
Attn: Richard Borus
Division of Aeronautics
Abraham Lincoln Capital Airport
One Langhorne Bond Drive
Springfield, Illinois 62707-8415

Submittals are evaluated by current condition/need/importance by a committee against other requests submitted throughout the state utilizing Federal Aviation Administration (FAA) guidance (Order 5100.39A)

Next Steps

Successful projects are programmed and each sponsor is notified of the programmed project by letter, which instructs them on the next steps required to move the project to a letting. View Advertisement for more information.

Need Help?

Programming Submittal
Rick Borus
(217) 785-0056
Richard.Borus@illinois.gov
Program Engineer
Division of Aeronautics

     

Project Initiation
Scott Paden
(217) 785-5564
Scott.Paden@illinois.gov
Local Projects Engineer
Division of Aeronautics

Advertisement

If advertising on the state letting, all procurement requirements will be administered through IDOT’s Division of Aeronautics and posted on the Transportation Bulletin.

If advertising on a local letting the Federal Aviation Administration (FAA) provides guidance for local-let projects and procurements in the Airport Improvement Program (AIP) Handbook (FAA Oder 5100.38C). This order provides guidance and sets forth policy and procedures to be used in the administration of the Airport Improvement Program. Several FAA Orders and Advisory Circulars are referred to in this directive before an advertisement can be released a bid proposal package must be submitted.

Guidance

Package

A bid proposal package must be assembled and submitted for review before the advertisement can be released. The sponsor is required to coordinate this activity with the department. Elements of Project Development include, at a minimum:

  • A pre-design meeting to discuss federal requirements, project scope and budgets
  • Engineering Report outlining project methodology
  • An airspace review is required for all projects - submittals are made on Notice Of Proposed Construction Or Alteration: FAA Form 7460
  • Construction Plans
  • Project Specifications
  • Bid Proposal with federal provisions and Schedule of Prices

A project timeline will be discussed at the pre-design meeting where a letting date will be established and deadlines for project deliverables will be determined. 

Submittals should be sent to: Scott.Paden@illinois.gov or via mail to:

Attn: Scott Paden
Division of Aeronautics
Abraham Lincoln Capital Airport
One Langhorne Bond Drive
Springfield, Illinois 62707-8415

Advertising

The sponsor publicly advertises the project for a minimum of 30 days and provides the department with proof of advertisement. The sponsor may advertise the project in any number of ways, including publications with major circulations, such as newspapers or periodicals. Proof must be provided. It can be a scan of the advertisement or the actual newspaper clipping. Please send to: Scott.Paden@illinois.gov or via mail to:

Attn: Scott Paden
Division of Aeronautics
Abraham Lincoln Capital Airport
One Langhorne Bond Drive
Springfield, Illinois 62707-8415

Need Help?

Airspace Assistance
Robert Hahn
(217) 524-1580
Robert.Hahn@illinois.gov
Airspace Specialist
Division of Aeronautics

      

Project Development & Advertisements
Scott Paden
(217) 785-5564
Scott.Paden@illinois.gov
Local Projects Engineer
Division of Aeronautics

Selection

Selection for state let projects are awarded to the lowest responsive, responsible bidder per 30 ILCS 500/20-10(g).

Selection for local let projects are based on low bid per the U.S. Department of Transportation Federal Aviation Administration Order 5100.38C, which advises that “the contract must be awarded to the lowest responsive, responsible bidder.” The sponsor solicits, opens, and reviews bids in comparison to the engineer’s estimate. Based on the low bid comparison with the engineer’s estimate (within five percent), the sponsor requests concurrence from IDOT to award the low bidder. If the low bid is beyond the five percent, the sponsor must identify anomalies with the bid/estimate and determine whether rejecting/re-letting will mitigate differences. The sponsor will submit requests, in writing, for the Department’s concurrence to award to lowest responsive bidder to the following:

Attn: Steven J. Long, P.E.
Acting Chief Engineer
Illinois Department of Transportation
Division of Aeronautics
1 Langhorne Bond Drive
Springfield, IL 62707

Need Help?

Scott Paden
(217) 785-5564
Scott.Paden@illinois.gov
Local Projects Engineer
Division of Aeronautics

Compliance and Administration

Compliance and Administration for state let projects can be found under the Construction webpage. The following is compliance and administration for local let projects:

Agency Agreement

IDOT initiates a limited agency agreement. The Agency Agreement is a contract between the sponsor and the Division of Aeronautics. The Agency Agreement gives the legal authority for the division to act as agent for the sponsor and is a required obligation document to reimburse funds.

The sponsor issues a Notice to Proceed (NTP) and sends a copy to IDOT:

Attn: Scott Paden
Illinois Department of Transportation
Division of Aeronautics
1 Langhorne Bond Drive
Springfield, IL 62707

State Reimbursement

Unlike state lettings, in local lettings the contract is between the contractor and the airport (sponsor). Therefore, IDOT cannot pay the contractor directly, but the sponsor must pay the contractor. With that being said, the following must be utilized for local-let projects and supplied:

The sponsor makes monthly payments to the contractor and consultants (if utilizing), and reimbursement requires that every month, the sponsor to compile a progress payment reimbursement request package, which consists of the following:

REQUIREMENTS

  • Sponsor Payment Invoice: AER 1961, submitted with each reimbursement request. The “Local-let” box is for contractor reimbursements and if one check is used for multiple payments, an explanation of these payments must be included with the reimbursement application.
  • Contractor invoice
  • Verification of payment (canceled check or photocopy of same from bank – both sides)
  • Properly executed applicable FAA/IDA checklists certifying collection of all required paper work (payrolls, certifications, etc…) or acceptance.

FORMS

FYI: Sponsors are reminded that the checklists are not comprehensive and ALL GRANT TERMS AND CONDITIONS ARE THE RESPONSIBILITY OF THE SPONSOR AND MUST BE MET.

The package and any questions should be submitted via email to: Christina.Pearce@illinois.gov 

Or ground delivery:

Attn: Lesa Schaive
Illinois Department of Transportation
Division of Aeronautics
1 Langhorne Bond Drive
Springfield, IL 62707

Contract Changes

If there are any contract changes/additions/reductions to the contract the Authorization of Contract Changes (Local Let): AER 51L must be filled out and submitted to: Scott.Paden@illinois.gov

Project Closeout

Sponsor: (1) conducts final inspection of project (2) ensures compliance with contractual items has been made (3) provides letter of final acceptance mailing a copy to:

Attn: Steven J. Long, P.E.
Illinois Department of Transportation
Division of Aeronautics
1 Langhorne Bond Drive
Springfield, IL 62707

Contact Us

Scott Paden
(217) 785-5564
Scott.Paden@illinois.gov
Local Projects Engineer
Division of Aeronautics