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azdot.gov
1801 W. Jefferson St., RM B05
MD426M
Phoenix, AZ 85007
October 15, 2025
Matt Smith
Airport Administrator
City of Glendale
6801 N. Glen Harbor Blvd., Ste 201
Glendale, AZ 85307
Subject: Airport Development Reimbursable Grant Agreement
Dear Mr. Smith:
On June 20, 2025 the State Transportation Board approved Arizona Department of
Transportation (ADOT) grant number E6M4G01P for State Share portion of $19,296.00 for
Fiscal Year 2026 funding. This FSL Grant (Federal State Local Grant) is for the following
project: Update Master Plan.
Enclosed is a PDF of an Airport Development Reimbursable Grant Agreement including Exhibits
A through C and Schedules One through Three. DocuSign requires that the forms be filled out
in their entirety including appropriate dates, cost details, committed local funds, and
identification of the person authorized to receive grant funds. DocuSign also requires the upload
an ALP-based drawing which clearly depicts the project location and scope. Completed and
signed Agreements must be finalized in DocuSign no later than February 15, 2025, or sooner.
It is the Sponsor's responsibility to understand and abide by the requirements of the Grant
Agreement. Please reference the ADOT grant number, as well as the Federal Aviation
Administration’s AIP number (if applicable) on all correspondence and/or documents related to
this project.
As soon as possible, please send ADOT a PDF copy, via email, of your General Services
Agreement (or other contract for professional and/or construction services) including the scope
of work or task order for this project.
If
you
have
any
questions,
please
contact
Grant
Manager
James
McEvoy
at
jmcevoy@azdot.gov or (520) 607-0361.
Sincerely,
James McEvoy
Airport Grants Manager
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 1 of 19
Arizona Department of Transportation
Multimodal Planning Division
Aeronautics Group
Airport Development Reimbursable Grant Agreement
Part I
THIS AGREEMENT is entered into _________________________________, between the STATE OF ARIZONA,
acting by and through its DEPARTMENT OF TRANSPORTATION, through its Multimodal Planning Division (the
“State”) and the City of Glendale a political subdivision of the State of Arizona (the “Sponsor”), for a grant of
State funds for the purpose of aiding in financing a Project of Update Master Plan (the “Project”), for the
improvement of the Glendale Regional Airport (the “Airport”).
WITNESSETH
Recitals:
1) The Sponsor desires, in accordance with the authority granted by Arizona Revised Statutes (A.R.S.) Section 28-8413,
funds from the State for the purpose of airport planning and/or development.
2) The Arizona State Transportation Board, as approved on June 20, 2025 and the Director of the Arizona Department
of Transportation, in accordance with the authority granted by Sections 28-304, 28-363, and 28-401 and A.R.S. Title
28, Chapter 25, have authorized reimbursement to the Sponsor of funds expended for airport planning and/or
development.
Now, therefore, in consideration of the foregoing recitals and of the covenants and agreements made by the parties
herein to be kept and performed, the parties agree as follows:
Sponsor’s Responsibility
1) The Sponsor shall accept this Agreement within 4 months of the date of the grant offer cover letter: October 15,
2025. This Grant offer, if not accepted by the Sponsor, shall expire at the end of the 4-month period.
2) The Sponsor shall commence the Project within 6 months of the date the grant was executed by the State. This
Project will consist of the airport improvements as described in Exhibit C. The Sponsor shall proceed with due
diligence and complete the Project in accordance with the provisions of this Agreement. The Sponsor shall provide
and maintain competent supervision to complete the Project in conformance with the plans, specifications and work
completion schedule incorporated as part of this Agreement.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 2 of 19
3) The Sponsor shall submit completed Project Reimbursement and Milestone schedules, which shall be attached
hereto, as Exhibit C, Schedules Two and Three respectively and shall complete the Project within that schedule. Any
change to the schedule shall be submitted in writing and be approved by the State. A time extension beyond the
State's obligation to provide funds herein must be reflected by formal Amendment to this Agreement.
4) The Sponsor shall comply with the Sponsor Assurances and abide by and enforce the General Provisions and Specific
Provisions incorporated herein as Exhibits A, B and C respectively.
Obligations
1) The minimum funding participation from the Sponsor shall be Two Point Five Percent (2.5%) as determined by the
State.
2) The maximum reimbursement available from the State to the Sponsor for this Agreement shall be Nineteen
Thousand Two Hundred Ninety Six Dollars ($19,296.00)
3) Except as otherwise provided herein for the State’s obligation to provide funds hereunder expires upon completion
of the project required herein or
whichever is earlier.
4) The State may, after agreeing to provide said funds to the Sponsor, withdraw/terminate the grant if the Project has
not been initiated as evidenced by a Notice to Proceed within 6 months of the date the grant was executed by the
State or has not progressed as scheduled over a period of 12 months or if the State determines that Sponsor is not
otherwise complying with the terms of this Agreement. If it becomes necessary to terminate a grant at any time,
the State will reimburse expenses of the Sponsor, approved by the State, up to the time of notification of
cancellation provided Sponsor is not in default hereunder.
5) Sponsor acknowledges that in the event of a late payment or reimbursement by the State, the State shall have no
obligation to pay a late payment fee or interest and shall not otherwise be penalized.
6) Notwithstanding anything to the contrary herein, in the case where funds are no longer available or have been
withdrawn or not appropriated, or the Project is no longer in the State’s best interest, the State shall have the right
of termination at its sole option. The State shall not reimburse any costs incurred after receipt of the notice of
termination. The Governor pursuant to A.R.S. Section 38-511 hereby puts all parties on notice that this Agreement
is subject to cancellation.
Preliminary Work Provision
Any preliminary work, for which costs for this Project were incurred after December 1, 2024 shall be considered eligible
for reimbursement provided that said costs are directly related to the Project on which this Agreement is written. The
State shall review related records and determine eligibility at its sole discretion.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 3 of 19
Part II
The Sponsor shall approve and attach to this agreement a resolution, or Motion, or Board Action by its governing body
that certifies as follows:
1)
The Sponsor has the legal power and authority:
a)
to do all things necessary, in order to undertake and carry out the Project;
b)
to accept, receive and disburse grant funds from the State in aid of the Project.
2)
The Sponsor now has on deposit, or is in a position to secure
dollars
($
___ ), or an equivalent amount represented by Sponsor’s proposed labor and equipment costs, for use
in defraying Sponsor’s share of the costs of the Project. The present status of these funds is as follows:
____________________________________________________________________________________
(Enter local funding type and location)
3) The Sponsor hereby designates __________________________________, _______________________________
Name Title
to receive payments representing the State’s share of project costs.
_____________________________________________
__________________________________________
Signature of Sponsor’s Representative
Title of Representative
4) The Sponsor has on file with ADOT the following vendor identification and address for project payments:
Sponsor Vendor Id #: IV0000003854
Sponsor Vendor Address:
City of Glendale
5850 W. Glendale Ave.
Glendale, AZ 85301
Exhibits
The following Exhibits are incorporated herewith and form a part of this Agreement.
Exhibit A - Sponsor Assurances
Exhibit B - General Provisions
Exhibit C - Specific Provisions and Project Schedules
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
IN WITNESS WHEREOF, the parties hereto have executed th.is Agreement as of the date and year set
forth above.
"City"
"Contractol'
City of Glendale, an Arizona
municipal corporation
an
By:
Patrick S. Banger, City Manager
By:
Name:
Title:
ATTEST:
Julie K. Bower
City Clerk
(SEAL)
APPROVED AS TO FORM
Michael D. Bailey
City Attorney
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 4 of 19
STATE:
SPONSOR:
State of Arizona
City of Glendale
Department of Transportation
Glendale Regional Airport
Multimodal Planning Division
By:
_________________________
By:
_________________________
Title:
MPD Division Director
Title: _________________________
Date: _________________________
Date: _________________________
WITNESSED BY:
Signature: ________________________
Print Name: ________________________
Date: ________________________
WITNESSED BY:
Signature: ________________________
Print Name: ________________________
Date:
________________________
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Julie Bower, City Clerk
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 5 of 19
EXHIBIT A
Sponsor Assurances
Upon acceptance of the grant offer by the Sponsor, these assurances will become a part of this Agreement. The
Sponsor hereby covenants and agrees with the State as follows:
General
1) That the Project is consistent with plans (existing at the time of approval of the Project) of political jurisdictions
authorized by the State to plan for the development of the area surrounding the Airport and has given fair
consideration to the interest of communities in or near where the Project is to be located. In making a decision to
undertake any airport development Project under this Agreement the Sponsor insures that it has undertaken
reasonable consultation with affected parties using the Airport at which the Project is proposed. All appropriate
development standards of Federal Aviation Administration (FAA) Advisory Circulars, Orders, or Federal Regulations
shall be complied with. All related state and federal laws shall be complied with.
2) That these covenants shall become effective upon execution of this Agreement for the Project or any portion
thereof, made by the State and shall remain in full force and effect throughout the useful life of the facilities or the
planning project’s duration developed under the grant, but in any event, not less than twenty (20) years from the
date of acceptance of the grant offer by the Sponsor.
3) The Sponsor certifies in this Agreement that it is a political subdivision of the State and is the public agency with
control over a public-use Airport and/or on behalf of the possible future development of an Airport and is eligible to
receive grant funds for the development or possible development of an Airport under its jurisdiction.
4) The Sponsor further agrees it holds good title, satisfactory to the State, to the landing area of the Airport or site
thereof, or will give assurance satisfactory to the State that good title will be acquired.
5) That the Sponsor is the owner or lessee of the property or properties on which the Airport is located and that the
lease guarantees that the Sponsor has full control of the use of the property for a period of not less than twenty (20)
years from the date of this Agreement. All changes in airport ownership or to an airport lease shall be approved by
the State.
6) The Sponsor agrees that it has sufficient funds available for that portion of the project costs which are not to be paid
by the State (or the United States).
7) The Sponsor agrees to provide and maintain competent supervision to complete the Project in conformance with
this Agreement.
8) Preserving Rights and Powers: The Sponsor agrees it shall not take or permit any action which would operate to
deprive it of any of the rights and powers necessary to perform any or all of the terms, conditions and assurances in
this Agreement without written permission from the State, and shall act promptly to acquire, extinguish or modify
any outstanding rights or claims of right by others which would interfere with such performance by the Sponsor.
This will be done in a manner acceptable to the State. The Sponsor shall not sell, lease, encumber or otherwise
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 6 of 19
transfer or dispose of any part of its title or other interests in the property shown on the airport property map
included in the most recent FAA-approved Airport Layout Plan, or to that portion of the property upon which State
funds have been expended, for the duration of the terms, conditions and assurances in this Agreement without
approval by the State. If the transferee is found by the State to be eligible under Title 49, United States Code, to
assume the obligations of this Agreement and to have the power, authority and financial resources to carry out such
obligations, the Sponsor shall insert in the contract or document transferring or disposing of Sponsor’s interest and
make binding upon the transferee all the terms, conditions and assurances contained in this Agreement.
9) Public Hearings: In Projects involving the location of an Airport, an airport runway or a major runway extension, the
Sponsor has afforded the opportunity for public hearings for the purpose of considering the economic, social and
environmental impacts of the Airport or runway location and its consistency with goals and objectives of such
planning as has been carried out by the community and it shall, when requested by the State, submit a copy of such
hearings to the State.
Financial
Pursuant to A.R.S. 35-326, the Sponsor may elect to utilize the Local Government Investment Pool (“LGIP”) maintained
by the state treasurer. The Sponsor shall request written approval from the State to use the LGIP. Thereafter, the State
may deposit the funds authorized by the grant into the Sponsor’s account. After approval of the reimbursements by the
state, the funds shall be disbursed through the LGIP account to the Sponsor. The disbursements shall be made pursuant
to the applicable laws and regulations.
The Sponsor shall establish and maintain for each Project governed by this Agreement, an adequate accounting record
to allow State personnel to determine all funds received (including funds of the Sponsor and funds received from the
United States or other sources) and to determine the eligibility of all incurred costs of the Project. The Sponsor shall
segregate and group project costs into cost classifications as listed in the Specific Provisions of Exhibit C.
Record Keeping
The Sponsor shall maintain accurate records of all labor, equipment and materials used in this Project and that upon
reasonable notice, shall make available to the State, or any of their authorized representatives, for the purpose of audit
and examination all records, books, papers or documents of the recipient relating to work performed under this
Agreement. For airport development Projects, make the Airport and all airport records and documents affecting the
Airport, including deeds, leases, operation and use agreements, regulations and other instruments, available for
inspection by any duly authorized agent of the State upon reasonable request.
Airport Based Aircraft Reporting
The Sponsor shall furnish to the State on a quarterly basis, a current detailed listing (including: Registration/N Number,
Name, Address and Phone Number of Owner) of all based aircraft on the Airport in a form approved by the State.
Airport Layout Plan
1) The Sponsor shall maintain a current signed/approved Airport Layout Plan (ALP) of the Airport, which shows building
areas and landing areas, indicating present and planned development and to furnish the State an updated ALP of the
Airport as changes are made.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 7 of 19
2) The Sponsor shall be required to prepare an ALP for update or revalidation in accordance with current FAA and State
standard guidelines. The ALP will indicate any deviations from FAA design standards as outlined in current FAA
Advisory Circulars, orders or regulations. A copy of the signed/approved ALP in electronic format shall be forwarded
to the State after authentication by FAA or the State.
3) The Sponsor shall assure that there are no changes to the airport property boundaries, together with any off-site
areas owned or controlled by the Sponsor which support the Airport or its operations as a part of this project.
4) If a change or alteration is made at the Airport which the State determines adversely affects the safety, utility or
efficiency of the Airport, or any State funded property on or off Airport which is not in conformity with the ALP as
approved by the State, the Sponsor will, if requested by the State, eliminate such adverse affect in a manner
approved by the State.
Immediate Vicinity Land Use Restriction
The Sponsor shall restrict the use of land, adjacent to or in the immediate vicinity of the Airport, to activities and
purposes compatible with normal airport operations and to take appropriate action including the adoption of
appropriate zoning laws. In addition, if the Project is for noise compatibility or to protect the 14 CFR Part 77 imaginary
surfaces of the Airport, the Sponsor will not cause or permit any change in land use, within its jurisdiction, that will
reduce its compatibility, with respect to the Airport, of the noise compatibility program measures or the imaginary
surfaces of the Airport upon which State funds have been expended.
Airport Operation
1) The Sponsor shall promote safe airport operations by clearing and protecting the approaches to the Airport by
removing, lowering, relocating, marking and/or lighting existing airport hazards and to prevent, to the extent
possible, establishment or creation of future airport hazards. The Sponsor shall take appropriate action to assure
such terminal airspace as is required to protect instrument and visual operations to the Airport (including
established minimum flight altitudes) will be adequately cleared and protected by preventing the establishment or
creation of future airport hazards. The Sponsor shall promptly notify airmen of any condition affecting aeronautical
use of the Airport.
2) The Sponsor further agrees to operate the Airport for the use and benefit of the public and to keep the Airport open
to all types, kinds and classes of aeronautical use without discrimination between such types, kinds and classes;
provided that the Sponsor shall establish such fair, equal and nondiscriminatory conditions to be met by all users of
the Airport as may be necessary for the safe and efficient operation of the Airport; and provided further, that the
Sponsor may prohibit any given type, kind or class of aeronautical use of the Airport if such use would create unsafe
conditions, interfere with normal operation of aircraft, or cause damage or lead to the deterioration of the runway
or other airport facilities.
3) In any agreement, contract, lease or other arrangement under which a right or privilege at the Airport is granted to
any person, firm or corporation to conduct or engage in any aeronautical activity for furnishing services to the public
at the Airport, the Sponsor shall insert and enforce provisions requiring said person, firm or corporation:
a) to furnish services on a reasonable and not unjustly discriminatory basis to all users thereof and charge
reasonable and not unjustly discriminatory prices for each unit or service;
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 8 of 19
b) and be allowed to make reasonable and nondiscriminatory discounts, rebates or similar types of price
reductions to volume purchasers;
c) each Fixed Based Operator (FBO) and Air Carrier at the Airport shall be subject to the same rates, fees, rentals
and other charges as are uniformly applicable to all other FBOs and Air Carriers making the same or similar uses
of the Airport and utilizing the same or similar facilities;
d) each Air Carrier using such Airport shall have the right to service itself or to use any FBO that is authorized or
permitted by the Airport to serve any Air Carrier at the Airport.
4) The Sponsor shall not exercise or grant any right or privilege which operates to prevent any person, firm or
corporation operating aircraft on the Airport from performing any services on its own aircraft with its own
employees (including but not limited to maintenance, repair and fueling) that it may choose to perform. In the
event the Sponsor itself exercises any of the rights and privileges referred to in this assurance, the services involved
will be provided on the same conditions as would apply to the furnishing of such services by a commercial
aeronautical operator authorized by the Sponsor under these provisions.
5) The Sponsor shall suitably operate and maintain the Airport and all facilities thereon or connected therewith which
are necessary for airport purposes and to prohibit any activity thereon which would interfere with its use for
aeronautical purposes and to operate essential facilities, including night lighting systems, when installed, in such
manner as to assure their availability to all users of the Airport; provided that nothing contained herein shall be
construed to require that the Airport be operated and maintained for aeronautical uses during temporary periods
when snow, flood or other climatic conditions interfere substantially with such operation and maintenance.
6) The Sponsor shall not permit an exclusive right for the use of the Airport by any person providing, or intending to
provide, aeronautical services to the public. For purposes of this paragraph, providing services at an Airport by a
single FBO shall not be construed as an “exclusive right” if:
a) it would be unreasonably costly, burdensome or impractical for more than one FBO; and
b) if allowing more than one FBO to provide such services would require a reduction of space leased pursuant to an
existing agreement between a single FBO and the Airport.
Note: Aeronautical activities that are covered by this paragraph include, but are not limited to: charter flights, pilot
training, aircraft rental, sightseeing, air carrier operations, aircraft sales and services, aerial photography, agricultural
spraying, aerial advertising and surveying, sale of aviation petroleum products whether or not conducted in
conjunction with any other aeronautical activity, repair and maintenance of aircraft, sale of aircraft parts, and any
other activities which because of their direct relationship to the operation of aircraft can be regarded as an
aeronautical activity.
7) The Sponsor shall terminate any exclusive right to conduct an aeronautical activity now existing at the Airport before
any grant of assistance from the State. However, there shall be no limit on the duration of the assurances regarding
Exclusive Rights and Airport Revenue so long as the Airport is used as an Airport. There shall be no limit on the
duration of the terms, conditions, and assurances with respect to real property acquired with State funds.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 9 of 19
8) Airport Pavement Preservation Program: The Sponsor certifies that they have implemented an effective pavement
preservation management program at the Airport in accordance with Public Law 103-305 and with the most current
associated FAA policies and guidance for the replacement, reconstruction or maintenance of pavement at the
Airport. The Sponsor assures that it shall use and follow this program for the useful life of the pavement
constructed, reconstructed or repaired with financial assistance from the State and that it will provide such reports
on pavement condition and pavement management programs as may be required by the State.
Sponsor Transactions
The Sponsor shall refrain from entering into any transaction which would deprive the Sponsor of any of the rights and
powers necessary to perform any or all of the covenants made herein, unless by such transaction the obligation to
perform all such covenants is assumed by another public agency eligible to assume such obligations and having the
power, authority and financial resources to carry out such obligations; and, if an arrangement is made for management
or operation of the Airport by an agency or person other than the Sponsor, the Sponsor shall reserve sufficient powers
and authority to insure that the Airport will be operated and maintained in accordance with these covenants or insure
that such an arrangement also requires compliance therewith.
Airport Revenues
The Sponsor shall maintain a fee and rental structure for the facilities and services at the Airport which will make the
Airport as self-sustaining as possible under the circumstances existing at the particular Airport, taking into account such
factors as the volume of traffic and economy of collection. All revenues generated by the Airport (and any local taxes
established after Dec 30, 1987), will be expended by it for the capital or operating costs of the Airport; the local airport
system; or the local facilities which are owned or operated by the owner or operator of the Airport and which are
directly or substantially related to the actual air transportation of passengers or property, on or off the Airport.
Disposal of Land
1) For land purchased under a grant for airport development purposes (it is needed for aeronautical purposes,
including runway protection zones, or serve as noise buffer land; and revenue from the interim use of the land
contributed to the financial self-sufficiency of the Airport), the Sponsor shall apply to the State and FAA for
permission to dispose of such land. If agreed to by the State and/or FAA, the Sponsor shall dispose of such land at
fair market value and make available to the State and FAA an amount that is proportionate to the State and FAA’s
share of the cost of the land acquisition. That portion of the proceeds of such disposition, which is proportionate to
the share of the cost of acquisition of such land, shall be (a) reinvested in another eligible airport development
Project or Projects approved by the State and FAA or (b) be deposited to the Aviation Trust Fund if no eligible Project
exists.
2) Disposition of such land shall be subject to the retention or reservation of any interest or right therein necessary to
ensure that such land will only be used for purposes which are compatible with noise levels associated with
operation of the Airport.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 10 of 19
EXHIBIT B
General Provisions
Employment of Consultants
The term consultant, as used herein, includes planners, architects and/or engineers. If a consultant is to be used for this
Project, the Sponsor agrees to consider at least three (3) consultant firms. If the Sponsor has contracted with or will
contract with a consultant on a retainer basis, the Sponsor assures to the State that prior to entering such a contract, at
least three (3) consultants were or will be considered. The Sponsor shall submit to the State, for review and approval, a
copy of the request for proposals and/or request for qualifications, and the proposed consultant contract prior to its
execution and upon award of the contract, a fully executed copy. All requests for qualifications and requests for
proposals shall be in accordance with A.R.S. 34, Chapters 1, 2 and 6, and shall include a list of projects and project
locations to be awarded project contracts.
Contracts
1) The Sponsor as an independent entity and not as an agent of the State may obtain the services required in order to
fulfill the work outlined in the Project Description as approved by the State for funding in the Airport Capital
Improvement Program. All contracts awarded to accomplish the project work described in this Agreement shall
state:
a) The name of the consultant authorized to perform the work and to communicate on behalf of the Sponsor;
b) The Sponsor must insure that contracts issued under this Agreement comply with the provisions of Arizona
Executive Order 75-5 as amended by Arizona Executive Order 2009-9, relating to equal opportunity;
c) The terms for termination of the contract either for failure to perform or in the best interest of the Sponsor;
d) The duly authorized representatives of the State shall have access to any books, documents, papers and records
of the consultant and/or contractor which are in any way pertinent to the contract for a period of five years, in
accordance with A.R.S. 35-214, for the purpose of making inspections, audits, examinations, excerpts and
transcriptions.
2) All contracts shall stipulate and make clear:
a) The responsibilities of the consultant to gain authorization for changes on the Project which may have an affect
on the contract price, scope, or schedule;
b) That all construction contractors and sub-contractors hired to perform services, shall be in compliance with A.R.S.
32, Chapter 10.
c) That any materials, including reports, computer programs or files and other deliverables created under this
Agreement are the sole property of the Sponsor. That these items shall be made available to the public. The
Contractor/Consultant is not entitled to a patent or copyright on these materials and may not transfer the
patent or copyright to anyone else.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 11 of 19
d) That any travel shall be reimbursable by the State only within the rules and costs in accordance with the State of
Arizona Travel Policy.
3) Liability of Subcontractors
1) It shall be the responsibility of the Sponsor to ensure through contractual agreement that any independent
contractor, subcontractors, or sub consultants utilized by the Sponsor, defend, indemnify, save, and hold
harmless the State and any of their departments, divisions, agencies, officers, or employees who may be
obligated to pay by reason of any liability imposed upon any of the above for damages arising out of any error,
negligence, omissions, or act of the independent contractor, subcontractor, or sub consultant.
Conflict of Interest
Each consultant submitting a proposal shall certify that it shall comply with, in all respects, the rules of professional
conduct set forth in Arizona Administrative Code R4-30-301. In addition, a conflict of interest shall be cause for
disqualifying a consultant from consideration; or terminating a contract if the conflict should occur after the contract is
made. A potential conflict of interest includes, but is not limited to:
1) Accepting an assignment where duty to the client would conflict with the consultant's personal interest, or interest
of another client.
2) Performing work for a client or having an interest which conflicts with this contract.
Reports
1) Reimbursement Requirements
a). The Sponsor shall submit quarterly Grant Reimbursement Requests (GRR’s) to the Aeronautics Grant
Manager after the date of the grant agreement has been signed by both Sponsor and State.
b). The Sponsor shall prepare quarterly (GRR) forms with the appropriate invoices attached which clearly
indicate the project’s progress to date and the amount of reimbursement due by virtue of that progress. All
GRR’s for payment shall be for work completed unless otherwise agreed to by State.
(i). The State has the right to withhold reimbursement payments if the Sponsor does not fill out the
State GRR form correctly. If the State does decide to withhold payments to the Sponsor for any reason,
it must provide written notification and an explanation to the Sponsor within ten (10) days of the date of
the invoice submitted.
c). The State has the right to suspend any current or future grants should the Sponsor neglect to make a grant
reimbursement request after 180 days as stated on the Projected Reimbursement Requests / State Cash
Flow section of the grant agreement under Exhibit C, Schedule 2.
d). An Airport may be awarded a pavement management agreement through the State’s Airport Pavement
Management System (APMS Program). Sponsors receiving APMS treatment will be responsible for 10% of the
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 12 of 19
eligible construction cost. Outstanding balances after final costs reconciliation shall be paid to the State upon
written notice. Any unpaid balance by the Sponsor can result in suspension of participation in the State’s Airport
Pavement Management System and State/Local Grants.
2) The Sponsor shall submit quarterly status reports during planning, shall submit quarterly status reports during design,
and shall submit weekly reports during construction. All reports shall reflect, at a minimum, the progress accomplished
in relation to the Grant and Project schedules and milestones, the reasons for any changes, and the recommended
corrections of problems encountered. Upon completion of the Project, the Sponsor shall submit a letter to the State
specifying that the Project has been completed to their satisfaction and that the consultant and the contractor have
completed their contractual responsibilities.
Changes
Any changes to the consultant contract, authorized by the Sponsor, that include additional funds, time and/or scope,
shall be by amendment and shall be approved by the State prior to being made in order to be eligible for
reimbursement. Approval of a change by the State shall not obligate the State to provide reimbursement beyond the
maximum funds obligated by this Agreement. Any increase to the amount of funds authorized hereunder, to the
expiration date of this agreement, or to the scope of work included in this agreement must be by formal amendment,
and signed by all parties.
Any changes to the contract documents, authorized by the Sponsor, must be approved by the State prior to any changes
being made in order to be eligible for reimbursement.
Audit
Upon completion of the Project, the Sponsor agrees to have an audit performed. The audit examination may be a
separate project audit or in accordance with the Single Audit Act of 1984 (Single Audit). If the Sponsor is required under
law to have a Single Audit, this Project shall be considered for inclusion in the scope of examination.
The Sponsor shall keep all project accounts and records which fully disclose the amount and disposition by the recipient
of the proceeds of the grant, the total cost of the Project in connection with which the grant is given or used, and the
amount or nature of that portion of the cost of the Project supplied by other sources, and such other financial records
pertinent to the Project. The accounts and records will be kept in accordance with A.R.S. 35-214.
In any case in which an independent audit is made of the accounts of a Sponsor relating to the disposition of the
proceeds of a grant relating to the Project in connection with which the grant was given or used, it shall file a certified
copied of such audit with the State not later than six (6) months following the close of the fiscal year in which the audit
was made.
The Sponsor shall make available to the State or any of their other duly authorized representatives, for the purpose of
audit and examination, any books, documents, papers and records of the recipient that are pertinent to the grant. The
Sponsor further agrees to provide the State a certified copy of the audit report. The State is to determine the
acceptability of this audit.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 13 of 19
Suspension
If the Sponsor fails to comply with any conditions of this Agreement, the State, by written notice to the Sponsor, may
suspend participation and withhold payments until appropriate corrective action has been taken by the Sponsor. Costs
incurred during a period of suspension may not be eligible for reimbursement by the State.
Failure to Perform
If the Sponsor fails to comply with the conditions of this Agreement the State, may by written notice to the Sponsor,
terminate this Agreement in whole or in part. The notice of termination will contain the reasons for termination, the
effective date, and the eligibility of costs incurred prior to termination. The State shall not reimburse any costs incurred
after the date of termination.
Termination for Convenience
When the continuation of the Project will not produce beneficial results commensurate with the further expenditure of
funds or when funds are not appropriated or are withdrawn for use hereunder, the State may terminate this Agreement.
In the case where continuation of the Project will not produce beneficial results, the State and the Sponsor shall
mutually agree upon the termination either in whole or in part. In the case where funds are no longer available or have
been withdrawn or not appropriated, or the Project is no longer in the State’s best interest, the State shall have the right
of termination as its sole option. The State shall not reimburse any costs incurred after receipt of the notice of
termination. The Governor pursuant to A.R.S. Section 38-511 hereby puts all parties on notice that this Agreement is
subject to cancellation.
Waiver by State
No waiver of any condition, requirement or right expressed in this Agreement shall be implied by any forbearance of the
State to declare a default, failure to perform or to take any other action on account of any violation that continues or
repeats.
Compliance with Laws
The Sponsor shall comply with all Federal, State and Local laws, rules, regulations, ordinances, policies, advisory
circulars, and decrees that are applicable to the performance hereunder.
Arbitration
In the event of a dispute, the parties agree to use arbitration to the extent required by A.R.S. Section 12-1518.
Jurisdiction
Any litigation between the Sponsor and the State shall be commenced and prosecuted in an appropriate State court of
competent jurisdiction within Maricopa County, State of Arizona.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 14 of 19
Excess of Payments
If it is found that the total payments to the Sponsor exceed the State's share of allowable project costs, the Sponsor shall
promptly return the excess to the State. Final determination of the State's share of allowable costs shall rest solely with
the State. Any reimbursement to the Sponsor by the State not in accordance with this Agreement or unsubstantiated by
project records will be considered ineligible for reimbursement and shall be returned promptly to the State.
State Inspectors
At any time and/or prior to final payment of funds for work performed under this Agreement, the State may perform an
inspection of the work performed to assure compliance with the terms herein and to review the workmanship of the
Sponsor's contractors and/or consultants. No inspector is authorized to change any provisions of this Agreement or any
provisions of Agreements between the Sponsor and the Sponsor's contractor and/or consultant.
Indemnification
The State of Arizona, acting by and through the Arizona Department of Transportation, does not assume any liability to
third persons nor will the Sponsor be reimbursed for the Sponsor's liability to third persons resulting from the
performance of this Agreement or any subcontract hereunder.
The Sponsor shall indemnify and hold harmless the State, any of their departments, agencies, officers and employees
from any and all liability, loss or damage the State may suffer as a result of claims, demands, costs or judgments of any
character arising out of the performance or non-performance of the Sponsor or its independent contractors in carrying
out any provisions of this Agreement. In the event of any action, this indemnification shall include, but not be limited to,
court costs, expenses of litigation and reasonable attorney's fees.
Required Provisions Deemed Inserted
Each and every provision of law and clause required by law to be inserted in this Agreement shall be read and enforced
as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not
correctly inserted, then upon the application of either party, this Agreement shall forthwith be physically amended to
make such insertion or correction.
Property of the Sponsor and State
Any materials, including reports, computer programs or files and other deliverables created under this Agreement are
the sole property of the Sponsor. The Contractor/Consultant is not entitled to a patent or copyright on these materials
and may not transfer the patent or copyright to anyone else. The Sponsor shall give the State unrestricted authority to
publish, disclose, distribute and otherwise use at no cost to the State any of the material prepared in connection with
this grant. At the completion of the project, the Sponsor shall provide the State with an electronic copy, in a format
useable by the State, and one hard copy in a format useable by the State, of final plans, specifications, reports, planning
documents, and/or other published materials as produced as a result of this project.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 15 of 19
Title VI List of Pertinent Nondiscrimination Authorities
During the performance of this Agreement, the Sponsor, for itself, its assignees, and successors in interest (hereinafter referred to as
the “Sponsor”) agrees to comply with the following non-discrimination statutes and authorities, Including but not limited to:
1) Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of
race, color, national origin);
2) 49 CFR part 21 (Non-discrimination In Federally-Assisted Programs of The Department of Transportation –Effectuation
of Title VI of The Civil Rights Act of 1964);
3) The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C § 4601), (prohibits
unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid
programs and projects);
4) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the
basis of disability); and 49 CFR part 27;
5) The Age Discrimination Act of 1975, as amended, (42 U.S. C. § 6101 et seq.), (prohibits discrimination on the basis of
age);
6) Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination
based on race, creed, color, national origin, or sex);
7) The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of
the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by
expanding the definition of the terms “programs of activities” to include all the programs or activities of the Federal-aid
recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);
8) Titles II and III of the Americans with Disabilities Act of 1990, which prohibit discrimination on the basis of disability in
the operation of public entities, public and private transportation systems, places of public accommodation, and
certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49
CFR parts 37 and 38;
9) The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C § 47123) (prohibits discrimination on the
basis of race, color, national origin, and sex);
10) Executive Order 12898, Federal Actions to Address Environmental justice in Minority Populations and Low-Income
Populations, which ensures discrimination against minority populations by discouraging programs, policies, and
activities with disproportionately high and adverse human health or environmental effects on minority and low-income
populations;
11) Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency
guidance, national origin, discrimination includes discrimination because of limited English proficiency (LEP). To ensure
compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your
programs (70 Fed. Reg. at 74087 to 74100);
12) Title IX of the Education Amendments of 1972, as amended, which prohibits you from discrimination because of sex in
education programs or activities (20 U.S.C 1681 et. Seq.).
13) All parties shall comply with all applicable federal, state, county, cities, and local laws, rules, regulations, and
assurances in addition to all applicable provisions of Title 14 (Aeronautics and Space Chapter 1 – Federal Aviation
Administration, Department of Transportation) and Title 49 (United States Department of Transportation) and other
applicable Codes of Federal Regulations where and when relevant.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 16 of 19
EXHIBIT C
Specific Provisions and Project Schedules
Provisions for Planning
Financial Cost Categories
The Sponsor shall segregate and group project costs in categories as follows:
1) “Planning” (as applicable), including consulting services.
2) “Sponsor Administration” directly associated with this Project (not to exceed 5% of planning consulting services).
3) “Sponsor Force Account” contribution (if applicable).
4) “Other” with prior approval of the State.
Planning Documents
1) The Sponsor shall include in all published material in connection with the planning Project a notice that the material
was prepared under a grant provided by the State. The Sponsor shall give the State unrestricted authority to
publish, disclose, distribute and otherwise use any of the material prepared in connection with this grant.
2) The Sponsor shall make planning material available for examination by the public and agrees that no material
prepared with funds under this Project shall be subject to copyright. That approval of this Project grant or approval
of the planning material developed as a part of this grant does not constitute or imply assurance or commitment on
the part of the State to approve pending or future application for a State grant or funding.
3) The Sponsor shall appoint a Planning Advisory Committee (PAC) for this Project, which will have the opportunity to
furnish information, and review the plan as it is developed. Members of the PAC shall be as deemed appropriate to
address the special issues of the Project, except that at least one member shall be a non-aviation citizen of the area,
and one shall be a representative of the ADOT Aeronautics Group. An invitation will be given to the affected military
installations and the Arizona State Land Department (as appropriate) to participate on the Planning Advisory
Committee. The Sponsor shall hold a minimum of three meetings throughout the Project, including a minimum of
two meetings between the Sponsor, the consultant, and the PAC. A minimum of one public meeting shall be held
during the Project. The Sponsor may not accomplish the final acceptance of the plan until the State has reviewed
and commented on the work performed. The comments provided by the State shall not be construed as approval of
the planning document.
4) If the planning performed under this Agreement covers an existing or future airport not located on properties
owned or leased by the Sponsor, the Sponsor agrees to obtain full control of the property for a period of not less
than twenty (20) years. All changes to airport ownership or to any airport lease shall be approved by the State.
5) At the completion of the Project, the Sponsor agrees to provide an electronic copy, in a format usable by the State,
of final plans, planning documents, and/or other published materials produced as a result of this planning Project.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 17 of 19
Project Schedules for Planning
The Schedule Forms are intended to identify and monitor project scope, costs, and basic milestones that will be
encountered during various phases of the Project. The Sponsor shall complete these three schedules showing the
project description and total costs, project reimbursements (cash flow) schedule and project milestones.
Schedule One shows the total Project estimated costs associated with each share - State and Federal and Local.
Schedule Two shows a projected cash flow for State funds only. The Sponsor is to estimate requests to the State for
Project reimbursement. Schedule Three shows anticipated dates of Project milestones. These schedules will be used to
keep track of the Project’s progress. Be sure to develop realistic schedules.
As the project progresses, and the original reimbursement schedule and or milestone dates change, the Sponsor must
submit a revised Schedule to the State for approval.
Schedule One
Project Description and Funding Allocation
Detailed Project Description:
Update Master Plan
3-04-0064-038-2025
Project Cost Category
Total
Estimated
Project Cost
Estimated
Local Share
Estimated
Federal Share
Estimated
State Share*
Design/Engineering Services
$
$
$
$
Construction
$
$
$
$
Construction Engineering
$
$
$
$
Sponsor Administration**
$
$
$
$
Sponsor Force Account Work***
$
$
$
$
Contingencies
$
$
$
$
Total Project Costs
$
$
$
$
*Total of this column to be used in Schedule Two.
** Sponsor Administration is not eligible for reimbursement above 5% of the project costs.
*** All force account work is to be approved by the State prior to the grant agreement being signed.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Sponsor approval of Schedule One
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 18 of 19
Schedule Two
Planning Project Reimbursement Schedule
The Sponsor must complete this Project Reimbursement Schedule showing the projected cash flow of State grant funds only for this
Project. Projections must include all consultant and contractor services. The reimbursement schedule should be a realistic schedule
and will be used to keep track of a project’s progress. Reimbursement requests must be submitted regularly by the Sponsor while
the grant is active. The cash flow should reflect when a request is submitted to the State, not when invoices are paid by the Sponsor.
Instructions:
1) For “Total State Funds” below, enter the Total Project Costs/Estimated State Share from Schedule One.
2) For each month/year, indicate the projected reimbursement request amount for State Funds Only (use whole dollars only, e.g.
$540 or $1,300).
3) Continue the process by entering a Zero (Ø) in the month/year for which no reimbursement is anticipated and/or a dollar
amount of the reimbursement, until the total State funds are accounted for in the cash flow.
Total State Funds: $19,296.00
Projected Reimbursement Requests / State Cash Flow
Calendar
Year
Jan
Feb
Mar
Apr
May
Jun
2024
$
$
$
$
$
$
2025
$
$
$
$
$
$
2026
$
$
$
$
$
$
2027
$
$
$
$
$
$
2028
$
$
$
$
$
$
Calendar
Year
Jul
Aug
Sep
Oct
Nov
Dec
2024
$
$
$
$
$
$
2025
$
$
$
$
$
$
2026
$
$
$
$
$
$
2027
$
$
$
$
$
$
2026
$
$
$
$
$
$
Grants expire 4 years from the date of the grant offer. The Sponsor shall schedule the work to be
completed within the 4 years.
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Sponsor approval of Schedule Two
Grant Number E6M4G01P
City of Glendale
Glendale Regional Airport
3-04-0064-038-2025
Page 19 of 19
Schedule Three
Planning Project Milestones
Milestone Duration Guidelines
The below duration periods are intended to provide guidelines for you to consider. These are average time periods (in
calendar days), but it is understood these periods may vary by Sponsor and Project, and are subject to modification. If
an entry on the form is not applicable write N/A.
1) The Consultant Selection Phase for all Projects, regardless of type, is approximately ninety (90) days but should not exceed one
hundred eighty (180) days.
2) The Planning Phase is subject to the type and complexity of the Project, however, most planning projects can be accomplished
within seven hundred thirty (730) days.
3) State review periods should be fifteen (15) days.
Milestones
Duration
# of Days
Start Date
Completion Date
Proposed
Proposed
Consultant Selection Phase
mm/dd/year
mm/dd/year
Submit Scope for State Review/Approval*
Submit Contract for State Review/Approval
Award Consultant Contract
Planning Phase
Sponsor Issue Notice to Proceed
Submit Aircraft Forecasts to FAA
First Planning Advisory Committee Meeting
Public Workshop
Final Planning Advisory Committee Meeting
Submit Final Draft to FAA and State
Final Phase
Master Plan Approval of Board/Council
Submit Final Report and Draft ALP
Submit Approved ALP to State
Submit Final Reimbursement Request and Sponsors Closeout Letter
* The solicitation for qualifications and the resulting service agreements must contain a list of projects, including this grant project,
per A.R.S. 34, Chapter 6
Docusign Envelope ID: 16B08193-68D3-42BD-929F-3B9E32122859
Sponsor approval of Schedule Three
Certificate Of Completion
Envelope Id: 16B08193-68D3-42BD-929F-3B9E32122859
Status: Sent
Subject: ADOT Aeronautics Planning Grant Agreement (E6M4G01P)
Source Envelope:
Document Pages: 20
Signatures: 0
Envelope Originator:
Certificate Pages: 5
Initials: 0
James McEvoy
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-07:00) Arizona
206 S 17th Ave
Phoenix, AZ 85007
jmcevoy@azdot.gov
IP Address: 136.226.64.91
Record Tracking
Status: Original
10/15/2025 2:01:01 PM
Holder: James McEvoy
jmcevoy@azdot.gov
Location: DocuSign
Signer Events
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Timestamp
Matthew Smith
MSmith3@glendaleaz.com
Security Level: Email, Account Authentication
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Sent: 10/15/2025 2:06:44 PM
Viewed: 10/15/2025 2:14:42 PM
Electronic Record and Signature Disclosure:
Accepted: 10/15/2025 2:14:42 PM
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Matt Quick
mquick@coffmanassociates.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 5/9/2025 10:22:59 AM
ID: 716efe42-76c7-417d-a012-70cd6eb07a3c
Matthew Smith
MSmith3@glendaleaz.com
Security Level: Email, Account Authentication
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Electronic Record and Signature Disclosure:
Accepted: 10/15/2025 2:14:42 PM
ID: 494474e5-6413-4dfb-bbaf-8c211822f3cc
Kevin Phelps
Kphelps@glendaleaz.com
Security Level: Email, Account Authentication
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Electronic Record and Signature Disclosure:
Accepted: 8/29/2025 12:05:35 PM
ID: e68ec5de-5f7d-4bde-ba54-8f50a901898a
Michael Bailey
Mbailey@glendaleaz.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 8/29/2025 10:46:23 AM
ID: 147ee18c-5497-4c0a-bd6c-6ca43c21de40
Julie Bowers
jbowers@glendaleaz.com
Security Level: Email, Account Authentication
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James McEvoy
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Electronic Record and Signature Disclosure
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Electronic Record and Signature Disclosure created on: 9/27/2016 10:03:17 AM
Parties agreed to: Matthew Smith, Matt Quick, Matthew Smith, Kevin Phelps, Michael Bailey
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I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
•
Until or unless I notify Arizona Dept of Transportation as described above, I consent to
receive from exclusively through electronic means all notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be
provided or made available to me by Arizona Dept of Transportation during the
course of my relationship with you.