Date: June 7,2013 To: All Proposers Subject: Consisting of Seven (7) Pages RFQ Title: RFQ No.: Owner: Request for Qualifications for Professional On-Call Engineering Services 13-054064WJ Proposer shall make note of and/or incorporate all changes listed below into the requested Request for Qualifications (RFQ): The Navajo Nation Division of Transportation (Navajo DOT) has received the following questions regarding this RFQ and thereby issues the following responses: 1. Does the firm selected have to encompass the entire package of services or can a firm submit a proposal for only items of the firm's choice? [Navajo DOT Response]: The selected firm must have a complete and comprehensive team to provide the entire package of engineering services. The Navajo DOT will not be selecting firms for individual engineering services. 2. Is it the intent of Navajo DOT to select a firm that can provide ALL of the services outlined, or can a firm just propose on specific categories (e.g. construction management)? [Navajo DOT Response}: The selected firm must have a complete and comprehensive team to provide the entire package of engineering services. The Navajo DOT will not be selecting firms for individual engineering services. 3. Will the airport planning and engineering projects be tied to Federal Aviation Administration (FAA) Airport Improvement Program (AIP) money? [Navajo DOT Response]: No. The Airport Maintenance activities will be funded by Navajo Nation's Fuel Excise Tax and Federal Highway Administration's Direct Funding. However, the selected firm will be required to coordinate with the selected FAA-Funded AIP projected Firm, as well as with the New Mexico Department of Transportation (NMDOT) and potentially Arizona Department of Transportation (ADOT) funded projects as well. Page 1
4. In accordance with FAA Advisory Circular 150/5100-14D, "Architectural, Engineering and Planning Consulting Services for Airport Grant Projects", paragraph 2-11 Scope of Services, subparagraph b, "The scope of service(s) must be sufficiently detailed so that the consultant can make a reasonable fee estimate." The RFQ released by Navajo DOT does not include a detailed scope of services. [Navaio DOT Response/: That is correct; the Navajo DOT On-Call RFQ does not include a detail scope of services, per the FAA Advisory Circular. This RFQ does not conform to Advisory Circular 150/5100-14D, "Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects". Consulting firm(s) selected using this solicitation process would not be eligible for AIP funded projects. As Navajo DOT submits AIP Grant Applications, we will follow the selection criterion for each FAA-funded AIP project. As the FAA does not have oversight regarding the use of Navajo Nation's Fuel Excise Tax and Federal Highway Administration's funds, therefore Navajo DOT-Airports Management will coordinate with the Federal Highway Administration on eligible airfield maintenance activities. 5. In reference to Section 1 Overview, Item #15 in the Navajo DOT RFQ, the paragraph appears to be requesting that the consultant include Contract Billing Rates in their Statement of Qualifications. In accordance with FAA AC 150/5100-14D, paragraph 2-6 Policy for Selection, subparagraph a, "The consultant is selected using the qualifications based selection procedures described in paragraph 2-8". Contract Billing Rates are unable to be part of the selection process, according to FAA guidelines. Will there be reconsideration of this requirement by the Navajo DOT? INavajo DOT Response]: The Airport Maintenance activities will be funded by Navajo Nation's Fuel Excise Tax and Federal Highway Administration's Direct Funding. Consulting firm(s) selected using this solicitation process would not be eligible for AIP funded projects. As Navajo DOT submits AIP Grant Applications, we will follow the selection criterion for each FAA-funded AIP project. 6. Will you be choosing three firms to serve as On-Call Engineers or will you only be choosing one? (This is in reference to Section 2.C.2 on pages 5 & 6)? INavajo DOT Response]: The Navajo DOT plans to select one (1) consulting firm to comprehensive team to provide all requested engineering services. Page 2
7. The RFQ has ten different tasks with each task having several points of discussion. Please consider more than 30 pages to address the tasks and provide examples of the various tasks. INavajo DOT Response/: The consultants will need to present their proposals within the 30 page limit 8. Would Navajo DOT give consideration to selecting multiple firms based on their qualifications in the different specialties outlined rather than award everything to one firm? Example would be selecting more than one firm with expertise in highway design which would give Navajo DOT greater flexibility in assigning work to the firms best qualified in the areas outlined. [Navajo DOT Response/: The Navajo DOT plans to select one (1) consulting firm to comprehensive team to provide all requested engineering services. 9. Will the selected firm be the sole source provider for all Navajo DOT project services including the design and construction administration of the small FET projects currently underway or backlogged at this time? fnavajo DOT Response/: Those FET projects that already have a consulting firm under contract to complete the design and construction administration will be completed by the respective firm in accordance with their contract. Any FET projects that are not under contract with a consulting firm will be considered as a potential task assignment by the selected consulting firm to complete under this On- Call Engineering Services contract. 10. Do dividers, tabs and covers count towards the 30 page limit? fnavajo DOT Response]: The cover will not count towards the 30 page limit. Neither will dividers and/or tabs, as long as there is nothing on them. 11. It is my understanding from reading the RFQ that the Navajo Nation intends to select one firm, and one firm only to provide all of the services set forth in the RFQ3 and that all of these services are need to be provided (if requested) within the states of Arizona, New Mexico, and Utah. Is this correct? [Navajo DOT Response]: Yes, this is correct. The Navajo DOT plans to select one (1) consulting firm to provide all requested engineering services. The consulting firm must provide a comprehensive team to provide all requested engineering services. Page 3
12. Would the consider the selection of multiple consultants, who may be able to better focus upon specific engineering specialties and geographic areas? [Navajo DOT Response]: The Navajo DOT plans to select one (1) consulting firm to comprehensive team to provide all requested engineering services. 13. Page 1: Section 1 - Overview, funding source. 1) Will there be any FAA Airport Improvement Program (AIP) funding used? Also 2) NMDOT-Aviation Division, ADOT - Aeronautics or Utah Aeronautics funds? 3) If the NDOT anticipates FAA funding, the RFP does not comply with FAA requirements contained in FAA Advisory Circular (AC) 150/5340-14D and will not be eligible for FAA funding. 4) If FAA funding will be used, will there be follow up RFP's based on assignments under the scope provided that will seek FAA funding per the referenced AC? ^Navajo DOT Response]: 1) No FAA AIP Funds will be used; only Navajo Fuel Excise Tax and Federal Highway Administration's funds will be used. FAA does not have oversight regarding the use of Navajo Nation's Fuel Excise Tax and Federal Highway Administration's funds, therefore Navajo DOT-Airports Management will coordinate with the Federal Highway Administration on eligible airfield maintenance activities. 2) Currently, Arizona Tribes are not eligible sponsor to participate in ADOT's Aviation Fund Program. Funds used under this On-Call Engineering Services contract will be from Navajo Nation's Fuel Excise Tax and Federal Highway Administration funds. The selected on-call consulting firm will work cooperatively with Navajo and NMDOT to prepare projects for NMDOT State Grant Agreement. 3) See above-mentioned response for Item 1. 4) See above-mentioned response for Item 1. 14. Page 12: Airport Planning and Engineering. Does NDOT want the airport work to be designed in accordance with Federal Aviation Administration (FAA) Advisory Circulars? [Navajo DOT Response]: Yes. 15. Page 12: Section 3 (10) (Q) Airport Planning and Engineering. Does the NDOT want an actual journeyman electrician to hands on perform airfield maintenance work? [Navajo DOT Response]: Yes. 16. Page 14: Section C. Experience. Does NDOT want ONLY three (3) On-Call Engineering Services contracts listed in the proposals or do you want 3 on-calls and additional rural project examples that are not related to on-calls? Page ] 4
RFQ TITLE; On-Call Engineering Services [Navajo DOT Response]: The Navajo DOT is requesting that interested firms provide three (3) references for which your firm provided On-Call Engineering Services for in the last five (5) years. If interested firms have not performed On-Call Engineering Services over the last five (5) years, then project-specific references can be submitted. The Navajo DOT is requesting that the firm provide at least three (3) On-Call Engineering Services or additional rural project examples to highlight the firm's capabilities and experience. However, this is an On-Call Engineering Services contract with ten (10) as-needed engineering service areas requested which the Navajo DOT will strongly considered as part of the evaluation process to select a firm that meets all of these service areas. Individual projects could highlight many of the services requested under this On-Call Engineering Services contract. 17. Are front/back covers and tabs included in the 30-page limit for this RFQ for On-Call Engineering Services? [Navajo DOT Response}: The front/back covers will not count towards the 30 page limit. Neither will dividers and/or tabs, as long as there is nothing on them. 18. We are not registered individually or as a firm in New Mexico, Colorado or Utah. Would this preclude us? fnavajo DOT Response/: The Navajo Nation covers three states: Arizona; New Mexico; and Utah. There are no portions of the Navajo Nation within the State of Colorado. Engineering and survey services may occur within the three states and therefore, require a professional engineering seal and/or registered land surveyor seal on documents prepared for individual projects within each state. Therefore, the Navajo DOT strongly encourages consulting firms to have professionals on staff or part of the consultant team that can seal documents in all three states. 19. Should the Addendum(s) be included as part of the SOQ document, if so, will they be included as part of the 30 page limit? fnavajo DOT Response]: The addendum(s) do not need to be included as part of the SOQ document. However, the consulting firm should acknowledge receipt and review of the addendum(s) under the Letter of Interest. 20. We're unclear on what the services under the Traffic Engineering section are to be. Task "a" under traffic Engineering says: "Review the Navajo DOT's traffic data and reporting system and provide recommendations on utilizing context-sensitive design principles in performance of tasks such as reconnaissance and conceptual studies, traffic forecasting, traffic impact analysis, safety reviews and analyses, and road safety assessments." Can you please clarify this task in relation to the following? Page 5
Does this task include reviewing the Navajo DOT's current traffic data and reporting system and providing recommendations on changes/improvements to the systeml [Navaio DOT Response]: Yes. Is the performance of reconnaissance and conceptual studies, traffic forecasting., traffic impact analysis, safety reviews and analyses, and road safety assessments part of this task or is it only a review of the Navajo DOT's current data and reporting system? [Navajo DOT Response]: Yes. The Navajo DOT would like the consulting firm to also perform the reconnaissance and conceptual studies, traffic forecasting, traffic impact analysis, safety reviews and analyses, and road safety assessments as part of this task. Context-sensitive design principles don't appear to apply to this task since it's more of a planning task rather than a design task. Can we assume that context-sensitive design principles are not intended to be part of this task? /Navajo DOT Response}: No. The Navajo DOT would like to consider Context Sensitive Design (CSD) ideas and principles as part of a collaborative, interdisciplinary approach during the transportation planning process that involves stakeholders to develop a transportation facility that fits its physical setting and preserves scenic, aesthetic, historic, and environmental resources, while maintaining safety and mobility as promoted by the Federal Highway Administration (FHWA). 21. In Section 4 - Proposal Content and Evaluation Criteria (Page 14 of the RFQ), under item B. Native American Personnel, is the following request: "Evidence that the consultant has made a good faith effort to meet Disadvantaged Business Enterprise (DBE) goals (49 CFR, 26.53) such as hiring of Native Americans to accomplish the proposed SOW." Could you explain what kind of evidence is needed to demonstrate adherence to the requirement? /Navaio DOT Response/: Please refer to 49 CFR, 26.53, including Appendix A to Part 26, to obtain requirements on the good faith efforts procedures recipients follow in situations where there are contract goals. This On-Call Engineering Services contract will not stipulate a percentage goal, but points (Refer to Section 5 - Rating System on Evaluation Criteria) will awarded to the consulting firm that utilize Native American Personnel as described under Section 4, Part B. Page 6
RFQ TITLE: On-Call Engineering Services 22. How many consultants will be selected for the On-Call Services contract? [Navajo DOT Response]: The Navajo DOT plans to select one (1) consulting firm to comprehensive "earn to provide all requested engineering services. 23. Can RFQ responses be limited to only certain portions of the RFQ scope (for example, not including geotechnical services)? [Navajo DOT Response]: The selected firm must have a complete and comprehensive team to provide -Jie entire package of engineering services. The Navajo DOT will not be selecting firms for individual engineering services. 24. Is there a guaranteed minimum value of the On-Call Services contract? INavajo DOT Response/: The Navajo DOT has budgeted $750,000 for this On-Call Engineering Sen ices contract. The amount of money spent on this contract will depend on the task assignments issued under this contract, scope of work and negotiated fee for each assignment. 25. Will NDOT provide a Non-Taxable Transaction Certificate (NTTC) form to exclude itself from payment of New Mexico Gross Receipts tax? INavajo DOT Response]: No. This will be the responsibility of the consulting firm to research and determine if this is needed for work performed on the Navajo Nation within the State of New Mexico. 26. Can we use the NDOT logo on the RFQ cover or anywhere else? [Navajo DOT Response I: Yes. End of Questions Regarding RFQ Thank you for your interest! ArdanieTBegay Project Contact Navajo Division of fransportation Page 7