Pavement Management Plan, Westchester County Airport

Category: Engineering Services

Preliminary Assessment, Database Implementation, Condition Surveys, Capital Improvement Planning, and Training for Pavement Management Plan (PMP) Implementation at Westchester County Airport, New York.

Description:

Notice is hereby given that the County of Westchester is seeking to retain an engineering firm to provide services for implementing a Pavement Management Plan (PMP) for the airside pavements, including runways, taxiways, and aprons at Westchester County Airport (HPN). The services shall include condition evaluation, database implementation, multi-year capital improvement planning, and staff training, with the additional tasks as detailed below.

The consultant shall provide comprehensive engineering services with deliverables acceptable to the County. These services will also include maintaining all compliance and reporting requirements associated with Federal Aviation Administration (FAA) Airport Capital Improvement Program (ACIP) funding and Passenger Facility Charges requirements.

The consultant’s responsibilities in delivering services shall be submitted in the following phases for review by the County:

• Initiation and Network Definition: Define the airside pavement network and associated components to support PMP goals.
• Database Implementation: Populate and customize the PMP database using PAVER software (or equivalent).
• Evaluation and Analysis: Conduct functional and structural evaluations of airside pavements.
• Capital Improvement Planning: Develop a multi-year Capital Improvement Plan (CIP) with recommendations for maintenance, rehabilitation, and preservation.
• Training: Provide training for HPN staff on PAVER (or equivalent) software usage.

Each phase shall include presentations by the consultant, discussions and County reviews.  The consultant shall incorporate review comments into each phase and shall commence to develop and update plans, specifications, cost estimates and CIP schedules.

Either through sub-consultants or with in-house capabilities, the consultant shall be responsible to perform all survey, geotechnical investigation and any other testing normally required for a Pavement Management Plan.

Specific Components of the Project:

Proposers are strongly encouraged to review findings of existing conditions as well as proposed changes.  The availability of existing information DOES NOT excuse the consultant from performing any survey, geotechnical investigation or any other testing required to prepare a complete project.

This project will encompass the following –

            Functional Areas of Work:

• Define an airside pavement network for HPN in support of a PMP
• Implement and customize PMP database using the PAVER software
• Conduct a functional and structural evaluation of the airside pavements.
• Development of a multi-year pavement Capital Improvement Plan (CIP) that includes preservation, maintenance, and rehabilitation recommendations.

            Technical Tasks:

• Task 1 – Project Initiation and Kickoff Meeting
• Task 2 – Records Review
• Task 3 – Network Development
• Task 4 – PAVER Database (or equivalent) Implementation
• Task 5 – Field Investigations
• 5a – Conduct Pavement Surveys
• 5b – Coordinate Non-Destructive Testing and Borings
• Task 6 – Provide Fleet Mix and 20 year forecast
• Task 7 – Analyze Distress Data
• Task 8 – Develop PCR Values and Allowable Loads
• Task 9 – PAVER Database (or equivalent) Customization
• Task 10 – Maintenance and Repair (M&R) Budget Analysis
• Task 11 – CIP Development
• Task 12 – Draft Report/Address Comments and Submit Final
• Task 13 – Coordinate PAVER (or equivalent) Training

General guidelines:

It is mandatory to use the most current versions of the following Federal Aviation Administration (FAA) guidelines / Advisory Circulars (AC), for the collection and design of geospatial airport, aeronautical data, and operational safety funded under Federal grant assistance programs.

• 150/5380-7B – Airport Pavement Management Program (PMP)
• 150-5380-6C – Guidelines and Procedures for Maintenance of Airport Pavements
• 150/5320-6G – Airport Pavement Design and Evaluation
• 150-5335-5D – Standardized Method of Reporting Airport Pavement Strength – PCR
• 150-5370-11B – Use of Nondestructive Testing in the Evaluation of Airport Pavements
• ASTM D5340 – 20 Standard Test Method for Airport Pavement Condition Index Surveys

Data providers should make maximum use of existing data for the airport which is traceable to the source to meet the requirements before undertaking additional data collection. Data collected or proposed for use in a project must meet the tolerances specified in the above Advisory Circulars at the 95 percent confidence level (RMSE) before being used in the project or as part of the required deliverables.

The contracted surveyor will validate airport geodetic control use existing PACS (PID: LX7500), SACS (PID: AE2411) and SACS (PID:  AJ8916).  If the existing PACS/SACS are determined to be damaged, the project will establish temporary geodetic control as required.

To ensure safety, all survey data collected by the contracted surveyor must meet the accuracy requirements in FAA Advisory Circulars 150/5300-16, 17, & 18. All data must be in the proper format in order for the National Geodetic Survey (NGS) to validate the accuracy and approve the collected data.

For further information on how to comply with the requirements of the FAA Airport Survey-GIS Program, seehttps://www.faa.gov/airports/planning_capacity/airports_gis_electronic_alp .

No imagery will be collected or submitted for this project.

The project survey will collect and provide as-built information for all required attributes for relevant features as listed in -18B.

The Consultant must provide data in the following 3D geospatial vector file format:  Shapefile (ESRI format), referenced to North American Datum 1983 New York State Plane East Zone in feet and 3 North American Vertical Datum 1988.  Each feature must have corresponding metadata in accordance with Federal Geographic Data Committee (FGDC) metadata standards.

Site Visit:

There is no site visit required for this Request for Qualifications. Questions can be sent to Christopher Prashad, Westchester County Airport, via e-mail at ckqp@westchestercountyny.gov. 

Consultant Selection:

The County of Westchester will select the most highly qualified firm according with the following criteria, listed in order of decreasing importance:

1. Demonstrated expertise in airport pavement management, including PMP implementation
2. Demonstrated understanding of the project Work;
3. Quality of staff for Work to be delivered;
4. Approach and schedule;
5. Experience with similar scope of projects and/or Work at Airports;
6. Familiarity with the procedures for Federal Aid Projects;
7. Logistics and familiarity with the project area; and
8. Demonstrated knowledge of requirements and experience using FAA   ACs listed in this document.

Interested firms should submit four (4) hard copies of their Expression-of-Interest (EOI) to the address below and a PDF version to the e-mail address below, no later than 4:00 pm on Tuesday, September 23, 2025. An EOI shall be composed of a GSA Standard Form 330 (“Architect-Engineer Qualifications”) for the prime consultant and all proposed sub-consultants. Instructions provided for completing the form must be followed.

Special Project Requirements: The selection and retention of a consultant will be contingent upon the availability of the proposed key staff, unless substitutes are approved by the County during negotiations. The top ranked firms may be requested to prepare and give oral presentations before the County selection committee.

All qualified proposers not selected for this project, will be considered on future projects at the Westchester County Airport. 

Minority Business Enterprises and Women Business Enterprises are encouraged to submit proposals in response to this solicitation. Other proposers are encouraged to submit MWBE sub-consultants, where appropriate.

Designated firms must submit proof of authority to practice engineering / land surveying in NYS immediately upon designation.

Subconsultants, Subcontracting and/or joint ventures are permitted.

Disadvantaged Business Enterprise (DBE) Goal: 6%

Proposal Due:   September 23, 2025 by 4:00pm

Contract Term: March 2026 – August 2026

        Location:    Westchester County, New York

        Contact 1:    Christopher Prashad

                            Westchester County Airport

                            240 Airport Road Suite 202

                            White Plains New York 10604

                             (914) 995-5721

                             e-mail: ckqp@westchestercountyny.gov

 Submit to:      Christopher Prashad

                        Westchester County Airport

                         240 Airport Road Suite 202

                         White Plains New York 10604

                         (914) 995-5721

                         e-mail: ckqp@westchestercountyny.gov