Airfield_Pavement_Management_Program.pdf

REQUEST FOR QUALIFICATION

26-054-RFQ

AIRFIELD PAVEMENT MANAGEMENT PROGRAM

ATTENTION: This is not an order. Read all instructions, terms, and conditions carefully.

IMPORTANT: Proposals must be received no later than 2:00 pm Eastern Time (ET) on

Thursday, December 3, 2026.

RFP# 26-054-RFQ DATE ISSUED: November 4, 2026

By participating in this solicitation, you, on behalf of the Vendor, understand and agree that all plans, drawings, maps, specifications, documents, or similar information included in this solicitation (“Protected Information”) may only be used by Vendor for the purpose of this solicitation and no other purpose. Without the written permission of KCAB, Vendor must not reproduce, copy, duplicate, or disclose the Protected Information by any means, except to employees and agents who have a “need to know” for the purpose of this solicitation. All employees and agents of Vendor are bound by these provisions, and Vendor shall inform those employees and agents of these terms. If Protected

Information becomes available to third parties Vendor is responsible for third party compliance with these terms. Vendor shall indemnify and hold KCAB harmless from any liabilities or damages resulting from the unauthorized use or disclosure of Protected Information.

All Protected Information in any form remains the sole property of KCAB. At the request of KCAB Vendor agrees to immediately return Protected Information to KCAB. All

Protected Information in any form must be destroyed upon completion of the purpose above. KCAB has all rights and remedies available by law and equity to enforce these provisions, specifically including injunctive relief to prevent unauthorized use of the Protected Information.

Table Of Contents

1. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

1.2. SCHEDULE OF EVENTS

1.3. BACKGROUND

1.4. SUBMISSION OF RFQS

1.5. RFQ QUESTIONS

1.6. ADDENDA

1.7. SCOPE OF SERVICES

1.8. DISADVANTAGED BUSINESS ENTERPRISE POLICY

1.9. KENTUCKY OPEN RECORDS ACT

1.10. EVALUATION CRITERIA

1.11. ACCEPTANCE PERIOD

1.12. AWARD

1.13. PERFORMANCE AND PAYMENT

1.14. BADGES AND KEYS

1.15. RECORDS/FINANCIALS

1.16. GRATUITIES AND KICKBACKS

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

1.18. RFQ CONDITIONS AND PROVISIONS

2. VENDOR QUESTIONNAIRE

2.1. VENDOR QUESTIONNAIRE

2.2. ATTACHMENTS

Attachments:

A - 26-054-RFQ Airfield Pavement Management -Sample Master Ag Contract

1. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

The Kenton County Airport Board (“KCAB”) will receive proposals for Airfield Pavement Management

Program at the Cincinnati/Northern Kentucky Int’l Airport (“CVG”). Proposals must be received by

Thursday, December 3, 2026 at 2:00 pm. No proposals will be accepted after that time unless such date or time is extended pursuant to an addendum issued by KCAB.

A pre-proposal meeting will be held on Thursday, November 12, 2026 at 11:30 am at

Conference Center D, CVG Centre 77 Comair Blvd. Erlanger, KY 41018. Please RSVP by

November 11, 2026 through KCAB’s online bidding system https://procurement.opengov.com/portal/cvgairport. Select Invitation 26-054-RFQ and provide the name of the person(s) attending. See Attachments for RSVP instructions.

KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

Further information and copies of the Request for Proposal (RFP) may be downloaded from our website www.cvgairport.com/bids - KCAB's e-Procurement Portal.

Lawrence J. Krauter, Chief Executive Officer

CINCINNATI/NORTHERN KENTUCKY INTERNATIONAL AIRPORT

Hebron, Kentucky 41048

1.2. SCHEDULE OF EVENTS

Release Project Date: November 4, 2026

Pre-Proposal Meeting (Non-Mandatory): November 12, 2026, 11:30am

Conference Center D, CVG Centre 77

Comair Blvd. Erlanger, KY 41018

Deadline For Questions To Be

Submitted:

November 19, 2026, 11:59pm

Answers To Questions Issued: November 25, 2026, 11:59pm

Proposals Due: December 3, 2026, 2:00pm

Interviews: December 10, 2026 - December 18, Anticipated Contract Implementation: March 1, 2027

KCAB reserves the right to modify or alter the schedule of events to such extent as may be beneficial to KCAB.

https://procurement.opengov.com/portal/cvgairport https://www.cvgairport.com/bids

PRE-SUBMITTAL MEETING

To facilitate a comprehensive understanding of the scope of services and expectations for the Airfield

Pavement Management Program, a pre-submittal meeting will be held on Thursday, November 12, 2026 at 11:30 am, at Conference Center D, CVG Centre 77 Comair Blvd. Erlanger, KY 41018.

During the pre-submittal meeting, KCAB staff will provide an overview of the scope of services and expectations of the project and will address questions. The meeting will also provide an opportunity for prospective prime and sub-consulting firms to network. Attendance at the meeting is STRONGLY encouraged.

1.3. BACKGROUND

The Kenton County Airport Board (“KCAB”) is a Kentucky Municipal corporation established pursuant to the provisions of KRS Chapter 183 and is the operator of the Cincinnati/Northern Kentucky

International Airport ("CVG") located in Boone County, Kentucky. KCAB is soliciting an RFQ from qualified firms for the Airfield Pavement Management Program at CVG. KCAB intends to select one qualified consultant, or proposed team of consultants and engineers, to provide the requested services. The Project Overview and descriptions provided in this RFQ are intended to convey a general scope of services so that each respondent might address its experiences and present its expertise in dealing with the services requested in its RFQ.

In compliance with Federal Aviation Administration (FAA) requirements, KCAB has implemented a

Pavement Management System to inventory, inspect, and determine the Pavement Condition Index

(PCI) for airport pavements. This system is used for reporting and programming recommendations for repair or reconstruction, generating budgetary cost estimates, design of construction documents for bidding, and establishing priorities for capital improvement and maintenance projects. The current

PMS has a well-established pavement network, database, and GIS configuration. This RFQ is for airfield pavements only. The pavement conditions are assessed and tracked on a long-term basis, with construction and maintenance projects programmed and budgeted from the corresponding funding source.

1.4. SUBMISSION OF RFQS

Responses to this RFQ must be submitted electronically through KCAB’s online bidding system which can be accessed at https://procurement.opengov.com/portal/cvgairport. Select the project titled Airfield

Pavement Management Program (Invitation #26-054-RFQ) and follow the instructions for submittal.

The completed and signed proposal (together with all required attachments) must be transmitted and received through OpenGov no later than Thursday, December 3, 2026 at 2:00 pm Eastern Time (ET).

Proposers should allow for sufficient time to upload and transmit all required information. Proposer is solely responsible to ensure its submission is transmitted prior to the due date and time. KCAB will not accept submissions after the due date and time and is not responsible for any error in transmission including but not limited to power outage, internet connectivity, unauthorized access, etc.

Individual submittals will not be read in public or available for public inspection until after an award determination has been made.

1.5. RFQ QUESTIONS

KCAB is not bound by, and proposers may not request or rely on any oral interpretation or clarification of this RFQ. Therefore any questions regarding this RFQ are encouraged and should be submitted electronically using the Question and Answer tab of this RFQ on KCAB’s online bidding system, which can be accessed at https://procurement.opengov.com/portal/cvgairport.

Questions received on or before the Deadline to Submit Questions in the Schedule of Events will be posted on the Question and Answer tab of this RFQ on the bidding system per the Schedule of

Events. Answers to questions from any proposer will be available to all proposers.

All communications regarding this solicitation must only be through the Questions and

Answers section of the RFQ or through the Contract and Procurement Administration

Department. No communication is to be directed to any other KCAB personnel unless otherwise instructed by the Contract and Procurement Administration Department. Failure to comply may result in the disqualification of proposer’s submittal.

1.6. ADDENDA

In the event it becomes necessary to revise, change, modify or cancel this RFQ or to provide additional information, addenda will be issued to all recipients of this RFQ.

1.7. SCOPE OF SERVICES

1.7.1. Scope of Services

The Cincinnati/Northern Kentucky International Airport (CVG) is seeking qualified firms to provide professional services for the development and implementation of an Airfield Pavement Management

Program (APMP). The objective of this program is to ensure the longevity, safety, and efficiency of the airfield pavements through systematic evaluation, maintenance, and rehabilitation planning. The selected firm will be responsible for conducting pavement condition assessments, developing a pavement management system, and providing recommendations for maintenance and rehabilitation activities.

The successful proposer ("Consultant") must provide the following services, at a minimum:

•The Consultant shall conduct data gathering, generate pavement management system reports, database management, and owner review. Potential additional services include pavement design, bidding assistance, and construction support.

•The Consultant shall provide project management services needed to organize efforts of the project described herein the Scope of Services. These services include but are not limited to: project management, milestone and coordination meetings, monthly status / progress reports, sub-consultant procurement/coordination (if needed), scheduling, budget/cost control, resource management, inter-agency coordination, document control, and quality assurance/quality control throughout the contract period.

•Inventory – The Consultant shall review and update the established pavement inventory. Priority of pavement branches and sections will be assessed in collaboration with the KCAB prior to the commencement of field inspections.

•Inspection – The Consultant must conduct a network level inspection of the Airfield in accordance with methodologies set in FAA Advisory Circular 150/5380-6C, Airport Pavement Management

Program (PMP). The Consultant shall visually inspect pavement areas and record the distress types, extents, and severities of defects observed. Locations of defects shall be mapped using geospatial data to allow others to locate the defect for further inspection or repair in the field. Inspection of pavements shall be typically conducted by non-destructive methods.

•Evaluation – The Consultant shall provide a pavement condition assessment and determine the corresponding Pavement Condition Index (PCI). Consultant is also asked to perform an analysis of current airside maintenance practices and develop strategies and recommendations for improvement to the Airport Pavement Maintenance System and Program.

Recommendations – The Consultant must make recommendations for maintenance, repair, or reconstruction of pavement areas based on field inspection, evaluation, PCI, and priority.

Recommendations shall be clearly identified as either maintenance needs or rehabilitative/reconstruction measures. Consultant will provide recommendations for prioritization of future Capital Improvement Projects.

• Cost Estimates – The Consultant shall generate cost estimates structured on the maintenance, repair, or reconstruction recommendations identified in the evaluation. Cost estimates must be based on local construction methods, materials, and prices.

• Report – Provide report for Airfield Pavements based on inspections, analysis and recommendations. The reports will program work commensurate with priority and available funding in conjunction with collaboration with KCAB representatives. The reports must include exhibits depicting the pavement network and PCI ratings and others as necessary.

• GIS Interface – KCAB is currently in the process of developing a comprehensive GIS data management system. Selected consultant must provide PCI data in a format that will seamlessly interface with KCAB’s geodatabase for migration into KCAB’s GIS program. Consultant is also expected to conduct inspections in a manner that allows for GIS mapping of all deficiencies.

.• Common Data Environment - create a common data environment, such as dashboards, to serve as a central repository of PMP analytics and easy access for all CVG staff.

• Innovation - Highlight any additional value-added services your team can provide that will improve

CVG’s ability to manage, analyze, communicate, and maximize the long-term performance of its airfield pavement assets.

• Other Services – Provide on call training to KCAB staff on an as needed basis. Topics for training may include inspection procedures, development of PCI data, developing recommendations based on

PCI and projecting future PCIs. In addition, software training may be required such as inspection methodology training, dashboards or common data environment navigation , and training in regard to information sharing between other platforms such as INFOR (KCAB’s asset management software) and PM Web (KCAB’s project management platform).

Potential Additional Scope Items May Include:

• Design Services – Separate design packages may be issued for airfield pavements based on the results of the pavement condition report. Consultant may be required to provide pavement rehabilitation engineering and design services as required for performance of minor to moderate pavement rehabilitation and replacement projects. Services may include, but not be limited to, additional survey, underground utility investigation service, geotechnical testing, pavement testing, specialized pavement investigations, analyses, pavement rehabilitation engineering services, pavement marking and striping design and auditing services, Quality Assurance and Quality Control

Services, and other related pavement design and maintenance support services.

• Development of updated Pavement Condition Numbers for aprons, taxiways and runways.

• The Consultant may be asked to provide bidding services and construction support services. Design services may be retained under this solicitation or a separate RFQ, with this Consultant or others at the discretion of the KCAB.

1.7.2. Specifications and Standards

The selected firm shall adhere to the following detailed specifications and standards:

A. Pavement Condition Assessment o Conduct a comprehensive pavement condition survey of all airfield pavements, including runways, taxiways, and aprons.

o Utilize the Pavement Condition Index (PCI) methodology as outlined in ASTM D5340-12.

o Document and categorize pavement distresses in accordance with FAA Advisory Circular

150/5380-6C.

o Provide high-resolution imagery and geospatial data for all surveyed pavements.

B. Pavement Management System (PMS) o Develop a Pavement Management System (PMS) that integrates with the airport's existing

Geographic Information System (GIS).

o Ensure the PMS is compliant with FAA Advisory Circular 150/5380-7B.

o Include modules for data entry, analysis, reporting, and forecasting.

o Provide training for airport staff on the use and maintenance of the PMS.

C. Maintenance and Rehabilitation Planning o Develop a 5-year maintenance and rehabilitation plan based on the pavement condition assessment and PMS analysis.

o Prioritize maintenance and rehabilitation activities based on pavement condition, usage, and criticality.

o Provide cost estimates for recommended maintenance and rehabilitation activities.

o Ensure all recommendations comply with FAA standards and guidelines.

D. Reporting and Documentation o Prepare a comprehensive final report summarizing the findings of the pavement condition assessment and the recommended maintenance and rehabilitation plan.

o Include detailed maps, charts, and tables to support the findings and recommendations.

o Provide digital copies of all data, reports, and documentation in a format compatible with the airport's systems.

o Access information from all data sets through a dashboard or common data environment.

1.7.3. Minimum Qualifications

Firms submitting a response must show evidence of qualifications and experience related to successfully performing the requested services on 3 similar projects in the last 5 years. Firms must be qualified to work in the State of Kentucky and must be able to stamp the plans by a licensed professional Architect, Engineer, and/or Surveyor registered in the State of Kentucky.

1.7.4. AOA Safety And Security

A. SAFETY

A.1 Contractor and all subcontractors shall comply with their site-specific safety plan and Owner’s recommendations regarding employee safety. Owner may shut down the job site/project if it deems necessary for any single or recurrent safety violation by Contractor or any subcontractor. In the event the job site/project is shut down under this section, Contractor agrees it will not file or pursue any claim including but not limited to a claim for delay against the Owner, in relation to such shutdown;

and, each day elapsing during shutdown is counted as a contract day for purposes of calculating liquidated damages.

The Contractor shall acquaint his supervisors and employees with the activity and operations that are inherent to an active air carrier airport; and shall conduct his construction activities to conform to all routine and emergency air traffic requirements and guidelines on safety as specified in this section of the specification. The applicable safety provisions of the latest FAA Advisory Circular 150/5370 prevail throughout this construction contract.

This information is used by the Contractor as guidance in implementing and administering its own safety program during the term of this Contract. These requirements are minimum. Not all of the specific references may pertain to this Contract.

A.2 Construction Activity and Aircraft Movements

During the time the Contractor is performing the work under this Contract, existing terminal aprons, taxiways, and runways at the Airport will remain in use by aircraft, except as provided herein. To the extent feasible and convenient, in the opinion of the Engineer and to the extent permitted by the

Federal Aviation Administration, the access by aircraft of runways and use of taxiways adjacent to areas where the Contractor is working will be routed as to reduce disturbance to the Contractor's operations. Aircraft operations, unless otherwise specified in the Contract Specifications, shall always have priority over any and all of the Contractor's operations, and the Contractor shall not allow his employees, subcontractors, material suppliers, or any other persons over whom he has control to enter or remain upon or allow any plant or materials to be brought or to remain upon any part of the

Airport which, in the opinion of the Engineer, would be a hazardous location. Should aprons, runways, or taxiways be required for use by aircraft, and should the Engineer deem the Contractor to be too close to the portion used by aircraft for safety, he may, in his sole discretion, order the

Contractor to suspend his operations; remove his personnel, plant, equipment, and materials to a safe distance; and stand by until the runway and taxiways are no longer required for use by aircraft.

The Contractor shall not allow his/her employees, subcontractors, material suppliers, or any other persons under the Contractor's control to cross any active runway or taxiway without an escort by authorized Airport personnel. The Contractor shall pay a fine of up to Ten Thousand Dollars

($10,000) per occurrence for any unauthorized crossing of an active runway or taxiway by any such person under the Contractor's control. Any breach of security requirements is subject to a fine of up to Ten Thousand Dollars ($10,000).

If any portion of the work area under this Project is contained within the Aircraft Operations Area

(“AOA”), then these areas of work are considered critical areas. Work will be performed in the proximity of and directly adjacent to active taxiways, therefore, the Contractor shall become familiar with the Obstacle Free Areas and Safety Areas associated with active areas of the Airport.

A.3 Airfield Safety Requirements

The Contractor shall adhere to the following requirements when working in close proximity to aircraft:

a. Brief each equipment and vehicle operator to thoroughly acquaint him with the absolute necessity of exercising discretion and proper judgment while in the vicinity to aircraft operations.

b. Assist the Engineer and the Airport Security Personnel in monitoring the conduct of each vehicle and equipment operator.

c. Require all operators to maintain a safe and reasonable speed and to utilize equipment strictly in accordance with prevailing weather conditions.

d. At the direction of the Engineer, dismiss from the project any person operating unauthorized vehicles or equipment in an unauthorized area, or operating vehicles or equipment in a reckless and unreasonable manner.

e. Shall not allow trash or debris to accumulate in his work or operations area. Extreme caution will be taken to keep all trash and debris from taxiways, runways, and apron areas.

f. Shall not allow his vehicles or equipment to be operated within 130 feet of the centerline of an active taxiway or within 250 feet of the centerline of an active runway, unless they are using a designated haul route or have the express consent of the Engineer.

g. Immediately cease and remove his operations from any operations or work area at any time he is instructed to do so by the Engineer, the FAA Control Tower, or by the Airport Staff. These instructions will be issued by radio or other means, if appropriate. The Contractor will not allow his operations to return to the area until he has received permission to do so by the

Engineer.

h. Shall provide, erect, and maintain all necessary barricades, signs, danger signals, and lights for the protection of the work and the safety of the public for both land and air traffic. Obstructions shall be illuminated as required by the Engineer.

i. Tall but relatively low visibility units such as cranes, drills and the like must have appropriate obstruction lighting mounted and operational in accordance with FAA Advisory Circular

70/7460-1. Booms are also required to have an orange checkered flag attached to the top of the boom when elevated.

a. In the event of poor weather, visibility, emergency issue, the equipment operator may be requested to lower the boom upon request until conditions allow for the equipment to be elevated. Under no circumstances shall booms be permitted to remain elevated while not in use or overnight.

j. Brief all employees, suppliers, etc. concerning work in areas of potential jet blast from aircraft. Maintain safe conditions when using construction materials in these areas.

A.4 Airport Safety Requirements

a. To work at the Airport, the Owner requires that the general contractor and subcontractors strictly adhere to and enforce all OSHA regulations. In addition, they shall follow KDOT Safety standards for working in roadways. Workers that are in obvious violation of these standards will be required to be removed from the work site.

b. Prior to working at the Airport, the Contractor must submit a Site-specific safety plan for this project, in accordance with work to be done on the Airport. The Contractor shall appoint an individual to be their on-site “Safety Manager” that will be in charge of enforcing safety standards on the project.

Please refer to SAFETY EVALUATION AND PLANS, for additional safety requirements.

c. Maximum construction traffic speed on all Airport property is 15 mph.

d. No personnel, equipment, or vehicles will be permitted to travel across existing turf, except within the Contract limits as shown on the Drawings. Under no circumstances will Contractor personnel, equipment, or vehicles travel outside the circumscribed work areas and

Construction limits.

e. The Contractor shall arrange for employee parking at a location approved by the Project

Manager and Airport Authorities.

f. No propane or kerosene type heaters are permitted on Airport property.

g. The OSHA Confined Space Requirements shall be adhered to when working on this Project.

h. The OSHA lockout/tag out procedures for electrical work shall be adhered to when working on this Project.

i. There is no smoking inside the AOA.

A.5 Marking of Required Clearances

A.5 The Contractor shall establish and install a system for marking and delineating the limits of required clearances adjacent to active taxiways, other operational surfaces, and NAVAIDS during the process of construction under this contract utilizing extruded polymer safety or snow fence materials, and or lighted barricades as shown on the plans or as directed by the Engineer. The system shall be easily distinguishable during both day and nighttime work. A detailed plan of materials and procedures the Contractor proposes to use will be submitted to the Engineer for approval prior to the start of any work under the Contract. Any deviations from the plan must be requested and approved by the Engineer. The Engineer may request changes to the established plan whenever it is necessary for the protection of Airport operations. The approved system of marking and delineation shall be installed, maintained, and protected at all times.

A.6 If a concrete batch plant on the Airport is required by the Contractor and allowed by the Airport, it shall be obstruction lighted in accordance within current version of FAA Advisory Circular AC

70/7460-1, and so placed as to be out of runway and taxiway obstacle free zones and avoid penetrations of any CFR Part 77 surface. The maximum height of any batch plant component shall be 40 feet above ground level.

B. SECURITY

B.1. A large portion of the work on this Project will occur inside the AOA or security area. For Project work in the AOA, all Contractor vehicles and personnel must be escorted by personnel trained in the rules and regulations of performing work in the AOA. Contractor must furnish, at its expense, all escorts required for the Project including any vehicle traffic inside the AOA for the Project. At all times the Contractor, its subcontractors, or Owner’s consultants are working in the AOA for the Project, Contractor must also furnish, at its expense, gate guards and guard houses (or a vehicle to serve in lieu of a guard house) at all access gates for the Project.

i. Contractor must ensure all escorts and gate guards on the Project possess sufficient skill, training, materials, and resources to perform these tasks, including but not limited to communications equipment and training required by Owner. Owner reserves the right to independently review and approve the credentials of the Contractor or subcontractor, including personnel, who will perform escorting or gate guard services for the Project. Contractor must arrange for personnel performing escorting and gate guard services to receive Owner-required training prior to performing any escorting or gate guard services for the Project.

ii. Only Owner-approved persons may serve as escorts for Project work occurring on the

Taxiways, Runways, and other areas at the Airport that are under the control of the FAA Air

Traffic Control Tower (“Movement Area”). If the Project involves work in the Movement Area, Contractor must obtain potential escort candidates from the Owner. The Contractor, or its subcontractor, as a separate and independent employer must pay these Movement Area escorts by a W-2 wage statement and NOT by 1099.

iii. Owner training and approval in no way serve as representations, warranties, or guarantees as to the sufficiency of Contractor’s chosen escorts and gate guards. Contractor remains fully liable for complying with all Owner rules and regulations related to performing Project work in the AOA.

iv. The Contractor must supply all radios, equipment, and vehicles for escort and gate guard services that are properly equipped for use within the Movement and/or Non-Movement Area in accordance with Owner's standards, as determined by the Chief Operating Officer. The

Contractor must include the per unit cost for each vehicle it will provide for the escort or gate guard services in its verified breakdown of costs submitted after award.

B.2 The Contractor shall comply with all requirements of the Airport Security Plan and with security requirements specified in this Contract. The Contractor shall designate to the Engineer in writing the name of his "Contractor Security Officer" (“C.S.O.”). The C.S.O. shall represent the Contractor on the security requirements for the Contract. The C.S.O. is responsible for briefing all Contractor personnel on these requirements. Contractor shall brief all new Contractor employees on these requirements prior to working in the construction area.

B.3 The C.S.O. is responsible for all safety precautions prior to the commencement of the work. The

C.S.O. shall provide the Engineer an outline of a proposed accident and fire protection plan for all work contemplated under the Contract and conduct at least one safety meeting each month for each shift and require the attendance of all supervisors at such meetings. Copies of the minutes of safety meetings shall be kept on file in the Contractor's field office and be available upon demand by the

Engineer.

B.4 The Contractor is responsible for the security of its equipment and materials.

1.8. DISADVANTAGED BUSINESS ENTERPRISE POLICY

A. Policy. It is the policy of the United States DOT that Disadvantaged Business Enterprises

(DBE) as defined in 49 CFR Part 26 have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. Consequently, the

DBE requirements of 49 CFR Part 26 apply to this Contract.

B. Contract Assurance (§ 26.13). The consultant, subrecipient, or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The Consultant shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT assisted contracts. Failure by the Consultant to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the recipient deems appropriate, which may include, but is not limited to:

1. Withholding monthly progress payments;

2. Assessing sanctions;

3. Liquidated damages; and/or

4. Disqualifying the Consultant from future bidding as non-responsible.

C. Prompt Payment (§ 26.29). Consultant agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than thirty (30) days from the receipt of each payment the contractor receives from the Owner. The prime contractor agrees further to return retainage payments to each subcontractor within thirty (30) business days after the subcontractor's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Owner. This clause applies to both DBE and non-DBE subcontractors.

D. Termination of DBE Subcontracts (49 CFR § 26.53(f)). Consultant must not terminate a DBE subcontractor listed in its proposal (or an approved substitute DBE firm) without prior written consent of KCAB. This includes, but is not limited to, instances in which the Consultant seeks to perform work originally designated for a DBE subcontractor with its own forces or those of an affiliate, a non-DBE firm, or with another DBE firm. Consultant shall utilize the specific

DBEs listed to perform the work and supply the materials for which each is listed unless the

Consultant obtains written consent KCAB. Unless KCAB’s consent is provided, Consultant is not entitled to any payment for work or material unless it is performed or supplied by the listed

DBE. KCAB may provide such written consent only if KCAB agrees, for reasons stated in the concurrence document, that the Consultant has good cause to terminate the DBE firm. For purposes of this paragraph, good cause includes the circumstances listed in 49 CFR § 26.53.

Before transmitting to KCAB its request to terminate and/or substitute a DBE subcontractor, Consultant must give notice in writing to the DBE subcontractor, with a copy to KCAB, of its intent to request to terminate and/or substitute, and the reason for the request. Consultant must give the DBE five days to respond to Consultant's notice and advise KCAB and

Consultant of the reasons, if any, why it objects to the proposed termination of its subcontract and why KCAB should not approve Consultant's action. If required in a particular case as a matter of public necessity (e.g., safety), KCAB may provide a response period shorter than five days. In addition to post-award terminations, the provisions of this section apply to pre-award deletions of or substitutions for DBE firms put forward by offerors in negotiated procurements.

E.

1.9. KENTUCKY OPEN RECORDS ACT

Each proposer must specifically identify any portion of its proposal which it deems confidential, or which contains proprietary information, patents, copyrights or trade secrets. Proposer should provide justification of what material should not be disclosed, upon request, by KCAB to a third party. All documents received by KCAB are subject to general inspection under the provisions of Kentucky

Revised Statutes Chapter 61.870 et seq, the “Kentucky Open Records Act”, subject to very narrow exceptions. These statutes may require disclosure of documents a proposer deems confidential. KCAB may otherwise use or disclose the data submitted by each proposer for any purpose, unless such data is so identified as confidential or proprietary by the proposer. The proposer’s opinion of proprietary information is not binding upon KCAB.

1.10. EVALUATION CRITERIA

The following evaluation criteria will be used to assess each Firm’s qualifications and proposal. At

CVG’s sole discretion, follow-up interviews may be conducted with one or more Firms. During these interviews, Firms may be required to present their qualifications and provide detailed responses to questions from the Evaluation Committee. Firms selected for interviews will be notified in advance regarding the date, time, and format.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm's Qualifications &

Experience

KCAB will evaluate/assess the

Firm’s and it's key team members in providing Airfield

Pavement Management

Program (APMP) services, including any relevant experience working at CVG.

Points Based 15 (15% of Total)

2. Key Staff Experience &

Availability

KCAB will evaluate the experience, technical expertise, and proposed roles of the Firm's key team members on comparable airport Airfield

Pavement Management projects within the last five (5) years, Points Based 30 (30% of Total)

3. Project Execution

KCAB will evaluate the team's thorough understanding of the objectives, requirements, and best practices associated with an Airfield Pavement

Management Program (APMP) or similar projects.

Points Based 25 (25% of Total)

4. Innovation and Value-Added

Services

KCAB will evaluate/assess innovative practices, technologies, approaches, or value added services in the delivery of Airfield Pavement

Management Program (APMP) services or similar projects.

Points Based 30 (30% of Total)

1.11. ACCEPTANCE PERIOD

Proposals in response to this RFQ must indicate it is valid for a period no less than one hundred twenty

(120) days from the closing date.

1.12. AWARD

1. KCAB intends to award a contract or contracts resulting from this solicitation to the responsible proposer(s) whose proposal represents the best value after evaluation in accordance with the criteria included in this RFQ.

2. KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

3. KCAB intends to evaluate proposals and may award a contract without discussions with proposers. Therefore, the proposer’s initial proposal should contain the proposer’s best terms from a cost or price and technical standpoint.

4. KCAB reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered.

5. KCAB reserves the right to make multiple awards if, after considering the proposals submitted, it is in KCAB’s best interest to do so.

6. The successful proposer will be required to enter into a contract substantially in the form of the contract included under the ATTACHMENTS Tab and incorporated by reference. All proposers are required to note any exception(s) to the attached contract and are required to specifically state the exception(s) and the reason(s) for the exception(s). No exceptions will be recognized to the Government Clauses section of the proposed contract. If no exceptions to the contract are included in the proposer’s response, the proposer is expected to execute the contract in the form set forth herein. Final acceptance of a proposal and contract is contingent upon reaching a mutually satisfactory agreement regarding noted exceptions. If an acceptable and timely agreement is not reached, KCAB reserves the right to disqualify the proposer and to reevaluate the remaining proposals. KCAB reserves the right to refuse to negotiate with a successful proposer on any item not specifically excepted in its submittal.

7. KCAB will have the right, at its sole election, to alter the specifications and/or frequencies of services required and tailor the contract price to said change (increase or decrease).

8. The term of the agreement will be for 3 years with an option to renew for Three (3) additional one-year terms.

1.13. PERFORMANCE AND PAYMENT

The successful proposer shall issue an invoice on a monthly basis for work performed along with supporting data. KCAB will pay submitted invoices on a net 30 basis subject to the terms of the attached agreement.

1.14. BADGES AND KEYS

1. Contractor shall badge a sufficient number of employees to satisfactorily complete its obligations under this contract regardless of circumstances. This will require a background check made through a fingerprint process. When determining the number of employees to badge, Contractor must consider absent employees due to illness, vacation, employment termination, or other reasons, emergency/on call situations, and supervisors who need access for inspection/supervision visits.

2. Contractor is responsible for the cost of badging. The current fee for identification badges is

$44.00 per badge for the badge, security threat assessment, and for fingerprinting.

https://procurement.opengov.com/portal/cvgairport/projects/304102/document?section=2918703

3. Contractor shall return all badges upon expiration or termination of the contract whichever is earlier. Additionally, Contractor shall immediately return an employee’s badge when that employee is no longer employed by Contractor. Contractor shall pay $100.00 per badge for each badge not returned within ninety (90) days from the date the Contractor is required to return the badge(s).

4. Contractor is responsible for all keys or badges issued to Contractor’s employees. Such keys or badges may not be duplicated. Contractor shall return any or all keys or access cards to KCAB when requested by KCAB. If the loss of keys or access cards requires changing the combination of locks or changing other access equipment, the cost of such labor and material may be charged to Contractor at the discretion of KCAB. Replacement of lost or damaged keys or badges will be provided at Contractor’s expense. Any fines or civil penalties assessed to KCAB caused by Contractor negligence is the responsibility of Contractor.

5. Badge replacement is at the sole discretion of KCAB. A $100.00 fee will be assessed per lost badge. In the event a Contractor’s employee loses a second badge, the Contractor shall pay

$200.00. If a third badge is lost, the badge will only be renewed with permission of the Airport

Security Coordinator and the Contractor shall pay $300.00.

6. If necessary, KCAB will provide initial supply of keys after receipt of a $500.00 deposit from

Contractor. In the event Contractor loses or duplicates a key(s), KCAB will charge the cost of rekeying the lock(s) of the corresponding area against the $500.00 deposit. Contractor shall be responsible for the full cost of rekeying if Contractor loses or duplicates a key. Any funds remaining of this $500.00 deposit upon termination of the contract will be returned to contractor upon KCAB’s receipt of all keys.

1.15. RECORDS/FINANCIALS

In submitting proposals on any item to be purchased by KCAB, the proposer hereby agrees to make available any and all records, books of account, correspondence, or other information reasonably necessary to enable KCAB or its designated agents to investigate the responsibility of the proposer in terms of its financial status, capacity to produce, sources of supply, performance record in the business or industry, and any other matter reasonably related to the proposer’s probable ability to perform adequately under a contract if it is awarded to the proposer.

1.16. GRATUITIES AND KICKBACKS

It is a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any KCAB employee, the proposal shall be disqualified and shall not be reinstated.

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

By the submission of this proposal, the proposer certifies that:

1. The proposal has been arrived at by the proposer independently and has been submitted without collusion with any other vendor.

2. The contents of the proposal have not been communicated by the proposer, or, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the proposer or its surety on any bond furnished herewith and will not be communicated to any such person prior to the official opening of the proposal.

3. No proposer may submit more than one proposal for this purchase. It shall be the responsibility of each proposer to obtain the prior written permission of KCAB before proposal opening in every situation in which the proposer, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

1.18. RFQ CONDITIONS AND PROVISIONS

The terms and conditions of this request for qualifications (RFQ) include all general and special conditions as enumerated herein.

All participating proposers agree to comply with all of the conditions, requirements and instructions of this RFQ as stated or implied herein. Any alteration, erasure or interlineation by the proposer in this proposal constitutes cause for rejection by KCAB. Should KCAB omit anything from this RFQ which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall notify the Contract and Procurement Administration Department prior to the deadline for question submissions as per the time and date shown in the Schedule of Events.

Typographical errors in entering quotations on this proposal may result in the disqualification of this proposal.

All proposers are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of proposal.

Unit price for each item must be shown for the unit of measurement indicated. In case of error in extension of prices, the unit price governs.

Each proposer shall fully acquaint and familiarize themselves with the conditions as they exist and the character of the operations to be carried on under the proposed contract and make such investigations as the proposer may see fit so that the proposer shall fully understand the facilities, physical conditions and restrictions associated with the services.

The successful proposer shall comply with all of the specifications, terms and conditions of this RFQ.

KCAB is not liable for any costs incurred by proposer in the preparation of proposals or for any work performed in connection therein.

2. VENDOR QUESTIONNAIRE

2.1. VENDOR QUESTIONNAIRE

1. Cover Letter (Limit 1 page)*

Include a cover letter which serves to introduce the firm or team and highlights the overall approach philosophy. This should include the name, address, email address, and telephone number of the primary representative(s) to be contacted regarding your response. The letter should be signed by a person who is authorized to negotiate terms, render decisions, and commit the firm/individual resources. The cover letter may not exceed 1 page and does not count toward the page limit.

*Response required

2. Firm's Qualifications & Experience (Limit 5 pages)*

Discuss the experience and qualifications of the firm and key team members in providing Airfield

Pavement Management Program (APMP) services, including any relevant experience working at

CVG Airport. Summarize the team's ability to provide the services identified in the Scope of Services and describe any specialized expertise, resources, or capabilities that support successful program delivery.

Describe up to three (3) APMP projects completed within the last five (5) years that are similar in scope, complexity, size, and objectives. Project examples may include APMP services performed at other airports. For each project, discuss the services provided, unique project complexities or challenges encountered, the methods used to address those challenges, and the outcomes achieved.

Comparative project information may be provided in Appendix A, including project descriptions, client information, design fees, and construction costs, as applicable.

Describe the methods used to coordinate and communicate among team members, airport staff, stakeholders, project partners, contractors, and regulatory agencies throughout project delivery.

Include discussion of quality control measures, decision-making processes, and strategies used to maintain project schedules and objectives.

Additionally, describe the firm's experience coordinating with the Federal Aviation Administration

(FAA) and other regulatory agencies, including support for pavement inspections, Pavement

Condition Index (PCI) evaluations, asset management systems, capital improvement planning, grant funding and administration, regulatory compliance, and implementation of airfield pavement management initiatives.

Specific references may be provided in Appendix B and should include the contact's name, organization, address, telephone number, email address, and the specific project or experience for which the reference is being provided.

*Response required

3. Staff Experience (Limit 5 pages)*

Concentrating on the proposed key team members for the Airfield Pavement Management Program

(APMP), identify your team's experience with projects of similar scope, complexity, and objectives.

Experience descriptions should emphasize relevant work performed within the last five (5) years.

Identify the proposed Project Manager, Assistant Project Manager (if applicable), and key personnel responsible for each major discipline and component of the work. For each individual, including personnel from the prime consultant and any subconsultants, describe their qualifications, relevant experience, specific role on this contract, and the services they will perform.

The Project Manager shall be a Registered Professional Engineer in the State of Kentucky and shall demonstrate experience managing similar airport planning, engineering, or airfield pavement management assignments. Discuss the Project Manager's approach to coordination, planning, scheduling, and stakeholder engagement, including coordination with Airport Operations, FAA representatives, Field and Facilities Maintenance, and other airport stakeholders necessary to minimize impacts to airport operations and support successful program implementation.

Provide at least three (3) references from projects completed within the last five (5) years for the proposed Project Manager and Assistant Project Manager (if applicable).