CTR075328__Contract_Documents.pdf

Procurement

ATTACHMENT ONE (1)

OFFER AND ACCEPTANCE

Solicitation No: BPM006517 Available online at https://app.az.gov

Rev 09/2022

OFFER

TO THE STATE OF ARIZONA:

The undersigned hereby offers and agrees to perform in compliance with all terms, conditions, specifications and amendments of this solicitation and any written exceptions in the offer. Signature also acknowledges receipt of all pages indicated in the Table of Contents.

Offeror (Company) Name Signature of Person Authorized to Sign Offer

Applied Pavement Technology, Inc.

Address Printed Name Date 1908 South First Street, Suite 201 Kyle Potvin, P.E. 10/25/2024

City State Zip Title

Champaign Illinois 61820 Vice President

Email Address Phone Number kpotvin@appliedpavement.com 217-398-3977

Company Email Address Fax Number marketing@appliedpavement.com 217-398-4027

By signature in the Offer section above, the Offeror certifies that the submission of the Offer did not involve collusion or other anticompetitive practices.

ACCEPTANCE OF OFFER (FOR DEPARTMENT USE ONLY)

The Contractor is now bound to perform based upon Contract Number _________________________________including all terms, conditions, specifications, amendments, etc., and the Contractor's offer as accepted by the state.

The Contractor is hereby cautioned not to commence any billable work or provide any material, service or construction under this contract until contractor receives a purchase order document.

State of Arizona

Effective this day of 20

Procurement Officer Awarded Date

Docusign Envelope ID: 00FE1888-D1ED-476A-86AE-0B637E413D21

1/8/2025

8 January 25

CTR075328

Rev. 05/2023

STATE OF ARIZONA

ARIZONA DEPARTMENT OF TRANSPORTATION

1655 W. Jackson St., MD 100P Phoenix, AZ 85007

REQUEST FOR QUALIFICATIONS

SOLICITATION NUMBER: BPM006517

DESCRIPTION: Airport Pavement Management System (APMS) Triennial Study of Airport System Layouts and Pavement Condition

QUESTIONS: Inquiries regarding the solicitation are to be submitted online through the State’s e-Procurement system, Arizona Procurement Portal (APP) (https://app.az.gov/) using the Discussion Forum tab.

OFFERORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION.

Stacy Wiesner Procurement Officer Phone: 602.712.6939 Email: swiesner@azdot.gov

This solicitation is issued in accordance with A.R.S. § 41-2578 and A.A.C. R2-7-501 et seq., Procurement of Specified Professional and Construction Services.

“An Equal Opportunity Agency”

The Arizona Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252.42 U.S.C. §§ 2000d-4) and the Americans with Disabilities Act (ADA), hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration for an award.

Persons that require a reasonable accommodation based on language or disability should contact ADOT’s Procurement Office by phone (602) 712-7466. Requests should be made as early as possible to ensure the State has an opportunity to address the accommodation.

Las personas que requieran asistencia (dentro de lo razonable) ya sea por el idioma o discapacidad deben ponerse en contacto con ADOT (602) 712-7466.

https://app.az.gov/ mailto:swiesner@azdot.gov

TABLE OF CONTENTS

Solicitation No: BPM006517 Available online at

SECTION PAGE

Notice 1

Table of Contents 2

Scope of Work 3

Special Terms and Conditions 17

Uniform Terms and Conditions 34

EXHIBITS

1 - Title VI/Non-Discrimination Assurances Appendix A 52

2 - Title VI/Non-Discrimination Assurances Appendix E 53

3 - Eligible Airports 54

4 - MPD Billing Summary and Reimbursement Form 56

SCOPE OF WORK

1. Statement of Need

1.1. Pursuant to the Arizona Procurement Code, A.R.S. §41-2501 et seq., the State of Arizona Department of Transportation (Department), has a requirement for Triennial Study of Pavement Condition and Airport System Layouts throughout the State of Arizona, for the Arizona Pavement Management System (APMS) program.

1.2. Anticipated Schedule

1.2.1. Procurement Schedule Date

Pre-Offer Conference October 16, 2024

Statement of Qualifications Due October 25, 2024

Final List November 15, 2024

Post Award Meeting January 20, 2025

2. Introduction and Background

2.1. The Department conducted triennial studies in 2000, 2003, 2006, 2010, 2013, 2017 and 2022 to update the Department’s existing APMS.

2.2. The overall objective of the project is to update the existing APMS database, reports, and web application, and to provide sound pavement repair recommendations based upon an objective, repeatable and accepted assessment of pavement condition, best practices and Department priorities.

2.3. All work conducted will also satisfy the applicable Federal requirements. Please refer to the most current versions of Federal Aviation Administration’s (FAA) Pavement Maintenance Management Program (PMMP), Advisory Circular (AC) 150/5380-7B and FAA Guidelines and Procedures for Maintenance of Airport Pavements, Advisory Circular 150/5380-6C. Both documents are available via the FAA website: https://www.faa.gov/regulations_policies/advisory_circulars/

3. General Requirements

3.1. The Department requires the Contractor team (consisting of the submitting prime Contractor and its subcontractors); to represent the full range of expertise required to successfully complete this Triennial Study.

3.2. Schedule – The Triennial Study will be completed on or before twelve (12) months from date of issuance of Notice to Proceed.

3.3. Work Plan

3.3.1. The following work tasks will be completed during this project:

Task 1 – Kick off Meeting https://www.faa.gov/regulations_policies/advisory_circulars/

Task 2 – Inventory Update

Task 3 – Network Definition Update

Task 4 – Map Update

Task 5 – Pavement Inspection

Task 6 – PAVER Database Update

Task 7 – APMS Customization

Task 8 – Pavement Condition Index (PCI) Data Analysis

Task 9 – Generation of 8-Year Maintenance and Rehabilitation Program

Task 10 – Report Generation

Task 11 – Geographic Information Systems (GIS) Link

Task 12 – Executive Overview/Training

Task 13 – Web-Based Application

Task 14 – Pavement Classification Rating (PCR) Determinations of Selected Runways

4. Specific Requirements

4.1. At the completion of the project, the Department will have detailed inventory and condition information on the project eligible airports from Exhibit 3 in the form of an APMS database. In addition, the Department will receive a Statewide Report presenting an 8-year plan for pavement projects, as well as Individual Airport Reports, an APMS Procedures Manual, and an Executive Summary.

4.2. The executive summary will be provided to the Department both in printed, bound versions and with PDF files. All remaining reports will be provided to the Department with PDF files. Further, the updated APMS database will be installed on the Department’s computers and uploaded to the web application, and comprehensive training in the use of the web-application will be provided to the Department and to each participating airport.

4.3. The airports to be included in this project are listed in Table 1. (Alphabetical by Airport Name)

Table 1 – Airports included in the project

Ak Chin Regional (Maricopa) Glendale (Glendale) Ryan Field (Tucson)

Avi Suquilla (Parker) Grand Canyon National (Tusayan) Safford Regional (Safford)

Bagdad (Bagdad) Grand Canyon West (Peach Springs) San Carlos Apache (Globe)

Benson Municipal (Benson) Greenlee County (Clifton) San Manuel (San Manuel)

Bisbee-Douglas Intl (Douglas) H.A. Clark (Williams) Scottsdale (Scottsdale)

Bisbee Municipal (Buckeye) Holbrook Municipal (Holbrook) Sedona (Sedona)

Buckeye Municipal (Buckeye) Kayenta (Kayenta) Seligman (Seligman)

Casa Grande ( Casa Grande) Kearny (Kearny) Sells (Sells)

Chandler (Chandler) Kingman (Kingman) Show Low Regional (Show Low)

Chinle Municipal (Chinle) Lake Havasu (Lake Havasu City) Sierra Vista Municipal (Libby Army Airfield)**

Cochise College (Douglas) Laughlin/Bullhead Intl (Bullhead) Springerville Municipal (Springerville)

Cochise County (Wilcox) Marana Regional (Marana) St. Johns Industrial Air Park (St. Johns)

Colorado City Municipal (Colo. City) Nogales (Nogales) Superior (Superior)

Coolidge Municipal ( Coolidge) Page Municipal (Page) Taylor (Taylor)

Cottonwood Municipal (Cottonwood)

Payson (Payson) Tombstone Municipal (Tombstone)

Douglas Municipal (Douglas) Phx-Deer Valley (Phoenix) Tuba City (Tuba City)

Eloy Municipal (Eloy) Phx-Goodyear (Phoenix) Tucson International (Tucson)*

Eric Marcus Municipal (Ajo) Phx-Mesa Gateway (Mesa) Whiteriver (Whiteriver)

Ernest A. Love Field (Prescott) Phx-Sky Harbor (Phoenix)* Wickenburg Municipal (Wickenburg)

Falcon Field (Mesa) Pinal Airpark (Marana) Window Rock (Window Rock)

Flagstaff (Flagstaff) Polacca (Polacca) Winslow-Lindbergh Regional (Winslow)

Gila Bend (Gila Bend) Rolle Airfield (san Luis) Yuma International (Yuma Airport Authority)**

* If the agency makes their database available, it will be included in overall statistics **These joint-use airports will only include pavements exclusively owned and operated by the airport.

4.4. Task 1 – Kick Off Meeting

4.4.1. The project shall begin with a virtual kick-off meeting and shall include key staff from the

Department. During this meeting, the scope of work and work schedule shall be discussed and approved to ensure that the update of the APMS meets the needs and timeline of the Department. Each deliverable shall be discussed in detail, so that everyone shall leave the meeting with an understanding of the final products expected from this project.

4.5. Task 2 – Inventory Update

4.5.1. The objective of the inventory update task is to obtain information on the construction and maintenance history of the airports, as well as information pertaining to the physical layout of the pavement areas. The Contractor shall update the existing systems inventory as necessary to incorporate information on pavement maintenance and rehabilitation projects conducted since the 2022 update of the APMS was completed. The information to be collected includes the type of work undertaken (such as an overlay or reconstruction), the date the work was completed, and the work boundaries. Also, during this task, airports shown on Table 1 shall be given the opportunity not to be inspected but to provide their own PAVER databases if they have conducted their own inspections.

These airports shall be identified and coordinated with as appropriate by the Contractor.

4.6. Task 3 – Network Definition Update

4.6.1. During this task, the existing definition of branches, sections and sample units at the airports shall be reviewed and modified as necessary to account for pavement rehabilitation and construction work completed since the initial APMS implementation.

The definition of branches, sections and sample units shall be completed in accordance with the Department’s philosophy toward network definition and with consideration of the American Society for Testing and Materials’ (ASTM’s) Standard D5340, Standard Test Method for Airport Pavement Condition Index Surveys and the most current version of FAA’s Advisory Circular 150/5380-6C Guidelines and Procedures for Maintenance of Airport Pavements.

4.7. Task 4 – Map Update

4.7.1. The existing network definition maps that show the locations of the branches, sections and sample units at each airport will be updated. After the airports are inspected, these maps shall be modified as necessary to reflect actual field conditions. The standards for the drawing files shall be consistent with the current Department version of the software and the previous studies file drawing sizes, line styles, etc.

4.8. Task 5 – Pavement Inspection

4.8.1. The pavements at the project airports will be inspected using the Pavement Condition

Index (PCI) procedure. The PCI procedure is the standard used by the aviation industry and the military to visually assess pavement condition. The procedure is described in the most current version of FAA AC 150/5380-6C and ASTM D5340 in a manner that fully complies with requirements by the FAA pertaining to acceptable means for collecting and analyzing PCI data.

4.8.2. The PCI was developed to provide airports with a numerical indication of overall pavement condition. During a PCI survey, visible signs of deterioration within a selected sample unit are recorded and analyzed. Distress type, severity and quantity are all identified and recorded and analyzed. The final calculated PCI value is a number from 0 – 100, with 100 representing a pavement in excellent condition. The Contractor shall provide an experienced pavement engineer to lead each survey team.

4.8.3. The Contractor must coordinate inspections with airport sponsors at least one (1) week in advance of the scheduled inspection. If the airport cannot be reached to approve and accommodate the inspection schedule, the Contractor may have to reschedule to provide sufficient coordination. During inspections, the Contractor must monitor the Common Traffic Advisory Frequency (CTAF) frequency at uncontrolled airports and must be in communication with the tower personnel or work with operations personnel at controlled fields. Normal aircraft traffic shall not be disrupted during field inspections. Additionally, field inspections must be performed and completed during daylight hours only. It is anticipated that escorts will be provided by the airport if required.

4.8.4. An extensive photographic log (at a minimum one (1) digital photograph per section), as well as, inspectors’ field comments, shall be maintained. The photographs shall be labeled and incorporated into the individual reports, and the web application.

4.8.5. The airports listed in Table 1 shall be inspected using the sampling rate provided in Table

2. All inspections shall be coordinated with the airport sponsors prior to the inspection and the Department shall be kept informed of the schedule at all times consistent with the requirements and needs for a network level pavement inspection and pavement management system.

4.8.6. Table 2 Inspection sampling rate for airfield pavement sections

Table 2 Inspection Sampling Rate for Airfield Pavement

PCI Pavements N PCI Pavements n AC Pavements N AC Pavements n

1 - 3 All 1 - 3 All

4 3 4 3

5 – 7 4 5 – 9 4

8 – 10 5 10 – 20 5

11 – 16 6 21 – 30 6

17 – 28 7 31 – 70 7

29 – 64 8 > 70 10%, but < 17

65 – 90 9

> 90 10%, but < 32

**N = total number of sample units in section *n = number of sample units to inspect

4.9. Task 6 – PAVER Database Update

4.9.1. The Contractor shall enter the data collected during the inventory update and the pavement inspection tasks into PAVER. This shall include updating the inventory and pavement condition portions of the database. The most recently available PAVER databases for any airport opting out of the inspections portion of this study shall be added to the Department’s APMS database as they become available. The Contractor shall seek and coordinate inclusion of this separate data.

4.10. Task 7 – APMS Customization

4.10.1. In order for an APMS to be a useful tool, it must reflect the policies, practices, and procedures of the agency using it. These factors must be taken into account during the analytical system development in order for the final product to be reflective of the decision process used by the agency. During this task, the Department’s APMS shall be modified to more accurately reflect the conditions and policies under which Arizona airports operate. This work shall include updating the pavement performance models, the prioritization guidelines, the maintenance and rehabilitation policies, and the maintenance and rehabilitation treatment options and unit cost information.

4.10.2. Performance Model Development

4.10.2.1. Many methods for predicting conditions are available. The Department’s APMS uses an advanced modeling technique that involves organizing the pavement network into “families” of pavements that perform in a similar manner. For example, asphalt runway pavement sections that have never received an overlay, are subjected to heavy traffic, and are located at high elevations may be grouped into a family. A constrained regression (set to the degree that the user feels appropriate) is then applied to the data set (pavement age versus PCI value) to develop a deterioration curve for that family of pavements. The performance of an individual section can then be predicted by using a sections relative position to the family curve that represents it.

4.10.2.2. At a minimum the following factors shall be assessed to determine their impact on the performance of Arizona airport pavements: pavement surface type, pavement use (runway, taxiway, apron and environmental region).

4.10.3. Prioritization Guidelines

4.10.3.1. Prioritization guidelines within the Department’s APMS are used to rank pavement projects according to the practices of the Department when there is not enough funding for all identified projects.

4.10.4. Maintenance Policies

4.10.4.1. The maintenance policies for Portland cement concrete and hot mix asphalt concrete pavements currently in the Department’s APMS shall be reviewed by the Contractor in coordination with the Department and updated as necessary.

4.10.5. Treatment Options and Unit Cost Information

4.10.5.1. The treatment options to be considered by the APMS during analysis as well as the unit cost information pertaining to those options shall be updated by the Contractor in coordination with the Department.

4.10.5.2. A meeting shall be held at the completion of this task to obtain the

Department’s approval for the customization.

4.11. Task 8 – Pavement Condition Index (PCI) Data Analysis

4.11.1. Three (3) aspects of the pavement condition data shall be analyzed: the PCI, the type of distress and the rate of deterioration.

4.11.1.1. PCI - The PCI for each inspected sample unit shall be calculated and section PCI values shall be extrapolated based upon the sample unit information. The PCI provides a general sense of the pavement condition and the magnitude of work that will be required to rehabilitate the pavement.

4.11.1.2. Types of Distress – The types of distress identified during the surveys shall also be analyzed. The types of distress present provide insight into the cause of the pavement deterioration. Distress types are characterized as load-related (such as alligator cracking), climate related (such as weathering and raveling) and materials related (such as durability cracking). Understanding the cause of the distress allows a treatment to be selected that corrects the cause of deterioration.

4.11.1.3. Pavement Deterioration Rate – The deterioration rate helps identify those pavement sections failing faster than normal. Sections exhibiting higher than normal deterioration rates warrant close monitoring and further evaluation.

4.11.2. In addition to evaluating these aspects of pavement condition, the overall condition levels shall be broken out by pavement use, surface type, geographic region, and by category of airport. Further, the overall pavement conditions shall be evaluated as to how the PCI’s have changed since the implementation of the APMS.

4.12. Task 9 – Generation of 8-Year Maintenance and Rehabilitation Program and Integration with

Airport Pavement Preservation Program (APPP)

4.12.1. Once the Department’s APMS software has been updated to reflect current conditions at

Arizona’s airports, the collected information shall be used to identify maintenance and rehabilitation needs. The pavement condition information shall be analyzed to determine which pavement sections warrant pavement repair during each program year and to prioritize the work according to pavement use and condition. Budget scenarios shall be analyzed: no funding, unlimited funding and a funding level established by the Department. The different funding levels shall show the impact to the condition of the overall network and the individual airports. Tucson International and Phoenix Sky Harbor International Airports will not be included in this analysis.

4.13. Task 10 – Report Generation

4.13.1. During this project, the Contractor shall produce and supply the following reports:

monthly report, individual airport reports, statewide report, executive summary report, and APMS procedures manual will be provided. In all cases cited below, all reports shall be provided to the Department in PDF format, in addition to the other required deliverables.

The format and content of the reports must be consistent with the descriptions below and the existing previous study documents on file at the Department.

4.13.2. Monthly Report – Monthly progress reports shall be submitted to the Department that summarize the activities completed during the month, propose activities for the upcoming month, and discuss any problems encountered along with proposed solutions to the problems.

4.13.3. Individual Airport Reports – Individual Airport reports for the airports listed in Table 1 shall be prepared. These reports shall document the current and historical pavement evaluation results and shall include network definition maps, PCI maps, and photographs taken during the pavement inspections. These reports shall also include a list of recommended projects for the airport from the unlimited budget scenario and a list of the projects to be funded by the Department under the limited budget scenario as a part of the APMS program. A chapter describing regular maintenance and inspection to be performed by the airport shall be included. The report in PDF format shall be delivered to the Department. A PCN Report shall be prepared. These reports shall be provided to the Department in PDF format.

4.13.4. Statewide Report – A Statewide report that contains detailed information on the project scope and findings shall be prepared. It shall present the 8 year maintenance and rehabilitation programs developed under the different funding scenarios. It shall contain a historical analysis of pavement conditions and program funding. PDF format shall be delivered to the Department.

4.13.5. Executive Summary Report – An Executive Summary report shall be prepared. This report shall be approximately 12 pages in length and shall utilize color and durable paper. This report shall highlight the findings of the project in a manner comprehensible to a layperson. One hundred-twenty (120) copies of this report and one (1) report in PDF format shall be delivered to the Department.

4.13.6. APMS Procedures Manual – a manual containing detailed information on the structure and the customization of the APMS shall be prepared. This will greatly facilitate the

Department’s use of the APMS after the completion of the project. In PDF format shall be delivered.

4.14. Task 11 – Geographic Information Systems (GIS) Link

4.14.1. The Department’s APMS supports the establishment of a GIS link between the PAVER database and airport maps. This link greatly increases the accessibility of the information stored in the APMS and facilitates the communication of the pavement management data and analysis results to others. Tucson International and Phoenix Sky Harbor International Airports are not included in this activity.

4.15. Task 12 – Executive Overview/Training

4.15.1. The Contractor shall provide an executive overview of the PCI procedure and use of the

APMS software and airport sponsor access, use the web application and use of the individual airport report. The executive overview of the PCI procedure shall be one (1) day in length.

4.15.2. Training shall be conducted virtually. For above may be delivered by use of Webinar, PowerPoint, conference presentation, or other efficient means of communication.

4.16. Task 13 – Web-Based Application

4.16.1. An interactive web application (hosted externally and not part of the ADOT website or network) shall be developed for the Department and shall combine the use of maps, photographs, and hypertext links to provide a tool that conveniently displays the current airport pavement conditions, the types of distresses found at each airport, and photographs of the types of deterioration that were identified. Color coded maps of each airport shall also be provided so airport managers can quickly identify areas of concern.

4.16.2. The web application is an HTML-based interactive web application that is used to present network summary information as well as specific information about each individual airport included in the Arizona airport network.

4.16.2.1. Development of Site Structure – In this stage, the style and the means of presenting the collected information is established. An outline of site hierarchy is developed and includes the creation of frames, introduction and summary pages, PCI reviews, maintenance information, troubleshooting, help and module interactions.

4.16.2.2. Creation of Standard Templates/Images – Templates are utilized to outline the general structure of the detail and summary pages for each airport as outlined below. Additionally, many images are developed as sources for the creation of banners and buttons. Each airport will also have multiple, exclusive buttons for each of the pages outlines below.

4.16.2.3. Airport System Map – This includes the creation of a hot spot image map and table links to each individual airport’s pages. The map outlines an entire state/region containing the network of facilities and allows the user to directly access an individual airport’s information by clicking on its image or title.

4.16.2.4. Individual Airport PCI Maps – Individual airport interactive PCI maps are incorporated as MicroStation web-enabled (DWF) drawings. Updated MircroStation maps will be saved in the DWF format and linked to the appropriate airport summary HTML pages.

4.16.2.5. Section Level Inventory and Inspection Data – The inventory and inspection data will be updated for all the sections included in the network. Examples of specific data items that will be included are: date of last inspection, PCI at last inspection, extrapolated distresses, percent PCI deduct by category and links to photos taken in that section. The number of sections has yet to be determined.

4.16.2.6. Individual Photo Pages – HTML pages will be created to display each section related overview or distress photos in a large photo format (i.e. 650 x 480 pixels). Each section inspected will typically have multiple images.

4.16.2.7. Airport Level Photo Summary Pages – An HTML document containing a photo summary of all photos taken at an airport is created to facilitate a visual review by the user. Each airport in the network will have a summary page. Each airport photo summary sheet is comprised of photo thumbnails (smaller images) that are linked to the individual photo pages. Each summary sheet contains all of the photos (divided into categories of runways, taxiways and aprons/ramps) associated with a given airport.

4.16.2.8. Section Level Photo Thumbnails – Each of the survey sections may have associated overview or distress-related photos. Photo thumbnails (and associated photo page links) will also be developed at this section level.

4.16.2.9. Statewide and Individual Airport Maintenance Option Tables – The web-application presents the airport maintenance option data in 1) a statewide summary table and 2) by individual airport.

4.16.2.10. Statewide Inventory and Condition Summary Pages – The Statewide Inventory

Summary and Statewide Condition Summary web-application sections will contain the data collected during the PCI inspections. This section will include tabular data and charts.

4.16.2.11. Web-Based Application – The produced interactive pavement management data access shall be made accessible by the Department’s website.

4.17. Task 14 – Pavement Classification Rating (PCR) Determinations of Selected Runways

4.17.1. The Department requests, Pavement Classification Rating (PCR) analysis, to further aid the

Department and Arizona airports in pavement management and maintenance decisions.

4.17.2. The airport runways to be included in this project are:

Airport Name Runway

Flagstaff RW321

Grand Canyon National Park RW321

Phoenix-Mesa Gateway RW12C30C

Phoenix-Mesa Gateway RW12L30R

Phoenix-Mesa Gateway RW12R30L

Page Municipal RW1533

Page Municipal RW725

Grand Canyon West RW1735

Ernest A. Love Field RW1230

Ernest A. Love Field RW3L21R

Ernest A. Love Field RW3R21L

Show Low Regional RW422

Show Low Regional RW725

4.17.3. Records Review – Information regarding the existing pavement cross section materials and thicknesses is essential to a Pavement Classification Rating (PCR) analysis. Work history records and past coring records will be reviewed to obtain pavement layer details for the sections included in this project. No coring will be undertaken as part of this project.

4.17.3.1. Additionally traffic information is required to determine PCRs. The types of aircraft traffic data that are needed for PCR calculation include the aircraft type/model, departure weights, number of annual departures and arrivals, and anticipated changes in aircraft types and volumes over the evaluation period (20 years). These traffic details should reflect the traffic using the selected. It is assumed that detailed traffic information will be provided by the airport for all airports with Air Traffic Control Towers (ATCT). If the airport does not have an

ATCT, traffic information shall be determined using the data available for the airport in the current airport’s approved Master Plan, the airport’s 5010 record, and the airport’s quarterly based aircraft report.

4.17.3.2. The consultant will develop the 20-year aircraft traffic data needed for the PCR determination. This includes aircraft types, weights (if operating at reduced weight), and departure volumes for each runway. Traffic data will derive from the FAA data using their Traffic Flow Management System Counts (TFMSC) and the Terminal Area Forecast (TAF) data.

4.17.4. PCR Analysis – The projected traffic information, pavement cross sections, and pavement subgrade and layer properties as determined during previous Department APMS updates.

For pavements constructed after the previous APMS updates, layer properties will use assumed strength values to calculate the PCR for the selected pavements. The PCR of each pavement section will be determined in accordance with the current version of FAA Advisory Circular 150/5335-5, Standardized Method of Reporting Airport Pavement Strength – PCR.

4.17.4.1. The analysis results will be presented in a detailed technical memorandum. This memorandum will document the work completed during the project, describe the analysis procedures used, and present the PCR results for the selected pavements. This memorandum will become a part of the airport details tab in the web application and will be included in the individual airport report.

5. Contractor’s Responsibilities

5.1. The Contractor shall reference this project on all communications as MPD0433-24 E4F1X01P

Triennial Study.

5.2. Invoicing shall be submitted using the provided MPD Billing Summary and Reimbursement (BSR) form in such a way that payment may be completed on any active purchase order no more than monthly and no less than quarterly. A single PDF package, assemble in the order with the Billing Report as the first page in landscape format, followed by all required forms of the BSR and then with all other support documentation, and named according to the file naming convention:

AgencyName INVxxx MPD433-24 E4F1X01P DateSubmitted.pdf shall be submitted to AEROInvoice@azdot.gov . The BSR will be emailed to the Contractor once the purchase order(s) have been generated via an NTP Confirmation Email. Assistance completing the BSR may be obtained by requesting training at MPDContracts@azdot.gov .

5.3. Direct Costs – All direct costs must be supported by receipts indicating payment information and date paid, and other suitable and appropriate documentation. Travel expenses will be reimbursed in accordance with the State Travel Policy. The State travel policy may be accessed via the internet at the State of Arizona, General Accounting Office’s website at https://gao.az.gov/state-arizona-accounting-manual-saam. Specifically, vendor travel is addressed under the State of Arizona Accounting Manual (SAAM), Section 50: Travel, Sub-Section 65.

mailto:AEROInvoice@azdot.gov mailto:MPDContracts@azdot.gov https://gao.az.gov/state-arizona-accounting-manual-saam https://gao.az.gov/state-arizona-accounting-manual-saam

5.4. Travel – Advance Authorization: MPD does not use a travel approval form or formal advance approval process except that use of rental vehicles must be approved by ADOT FMS in advance.

Travel indicated in the scope and identified in the awarded work plan is considered authorized to be reimbursed in accordance with the AZ State Policy with total actual costs not to exceed the budget established. As with all changes, if travel must be added subsequent to award, the change order process must be completed prior to incurring charges or those expenditures will not be reimbursable.

5.5. Final Invoice – When submitting the final invoice on the project. An invoice marked “final” triggers closeout of the work project, purchase order and funding. No further retainage or payments may be made on the project after the final invoice is received. A financial closeout letter may be requested by the Department to verify payment receipts and that the Contractor’s financial office agrees the project is ready to close.

5.6. The Contractor shall be responsible for purchasing the PAVER software and may be considered a direct cost.

5.7. The Contractor shall be diligent in maintaining open communications with the Department, and especially the Department Project Manager (DPM), MPD Contracts, and MPD Finance, as necessary. Work shall be completed in a responsible and professional manner and in accordance with the specifications, schedules, work plan, performance indicators and operating standards as designated in the project.

5.8. In the event that this project is located within tribal land or includes tribal involvement as a stakeholder, ADOT-MPD and the Contractor must exercise tribal consultation and coordination protocol when providing related services. The purpose for this provision is to ensure compliance with “ADOT’s Tribal Consultation Policy” and Arizona Revised Statute Section 41-2051, Subsection C – Responsibilities of State agencies located at: An ADOT Transportation Consultation Online Training Course and Handbook are available to the Contractor and shall be reviewed upon selection. For an understanding of what that protocol entails, refer to Module 4 of the Course which is located on the Arizona Tribal Transportation website at:

http://www.aztribaltransportation.org.

5.9. The Consultant and Consultant’s employees are strictly prohibited from operating or advertising any commercial enterprise or activity on any projects’ premises, except as may be provided under other contracts to which the Department is a signatory, per ARS § 28-7053.

5.10. All persons engaged in performance of work under this contract shall be, unless otherwise approved by the Department, direct bona fide employees of the Consultant and shall not be leased employees, subcontractors, or independent Contractors. The Department may require verification of the nature of employment of the employees. This requirement is not intended to preclude the use of subcontractors for specialty services such as traffic control services.

5.11. The Consultant shall provide mentally alert, physically fit, adequately trained and qualified employees to ensure contracted services progress in a safe, orderly and timely manner.

http://www.aztribaltransportation.org/

5.12. When on-site Consultant shall possess a mean of communications with the DPM, in advance of and while performing any work under this contract. This form of communication may be cellular telephone or mobile radio.

5.13. Assure the accuracy, quality and timeliness of information and product being provided. Acquire all outside data, literature, equipment, etc., needed for projects.

5.14. Coordinate closely with the DPM to review the progress to date, evaluate findings and solicit input that could lead to revisions to the project approach.

5.15. Be available to participate in various meetings at the request of the Department.

5.16. Ensure that all documentation (including any record drawings) is properly submitted to the DPM.

5.17. Submit monthly progress reports for on-going work. The report shall include at a minimum:

5.16.1. Current status of each task

5.16.2. Work to be accomplished during the next two (2) weeks

5.16.3. Problems encountered, proposed solutions and effect, if any on the milestones

5.16.4. Deliverable products

6. Department’s Responsibilities

6.1. Assign a Department Project Manager (DPM) who is responsible for directing, reviewing and approving Contractor’s work products and invoices.

6.2. Make available all pertinent documents, information, maps, plans and electronic files required manuals, statutes, written policies and procedures, contact information and records.

6.3. Review and approve Contractor’s documents and submittals.

6.4. Assist with Tribal consultation.

SPECIAL TERMS AND CONDITIONS

1. Contract Term

The term of any resultant contract shall commence on the effective date of award and shall continue for a period of twelve (12) months thereafter, unless terminated, cancelled or extended as otherwise provided herein.

2. Contract Extension

By mutual written contract amendment, any resultant contract may be extended for supplemental periods of up to a maximum of forty-eight (48) months.

3. Eligible Agencies

This contract shall be for the exclusive use of the Arizona Department of Transportation.

4. Non-exclusive contract

This contract shall be for the sole convenience of the Department. The Department reserves the right to obtain like goods or services from another source when necessary. The Off-Contract Purchase Authorization and subsequent procurement shall be consistent with the Arizona Procurement Code.

5. Ordering Process

The Department shall issue a purchase order to the Contractor. Each purchase order must cite the contract number. This purchase order shall be the only document required for the Department to order and the Contractor to deliver the material and/or service.

Any attempts to represent any material and/or service not specifically awarded as being under contract is a breach of the contract and a violation of the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the State inclusive of but not limited to contract cancellation, suspension and/or debarment of the Contractor.

6. Invoicing Requirements

Separate invoices are required for each delivery of service and shall include at a minimum:

Department Location’s Name and Address

Vendor Name, Remit to Address and Contact Information

Contract Number

Purchase Order Number

Invoice Number and Date

Date the items were shipped to the Department

Contract Line Item Number

Line Item Description or Item or Service

Quantity Purchased

Line Item Unit of Measure

Price per Unit and Total per Unit

Catalog or Other Discount (if applicable)

Net Unit Price and Total per Unit (if applicable)

Applicable Taxes

Applicable Shipping/Freight Charges

Total Invoice Amount Due

Invoices not sent to AEROInvoice@azdot.gov or not containing the necessary and required information may delay payment. A Contractor whose payments are delayed due to improper invoicing shall make no claim against the Department or the State for late or finance charges.

7. Estimated Usage

The Department anticipates considerable usage under this contract. The Department reserves the right to increase or decrease actual quantities ordered as circumstances may require. No guarantees are made concerning actual purchases under this contract.

8. Price Reduction

A price reduction adjustment may be offered at any time during the term of the contract and shall become effective upon notice through a written contract amendment.

9. Contract Administration

The Contractor shall contact the Procurement Officer for guidance or direction in matters of contract interpretation or questions regarding the terms, conditions or scope of the contract.

10. Notices

All notices, requests, demands, consents, approvals, and other communications which may or are required to be served or given hereunder (for the purposes of this provisions collectively called “Notices”), shall be in writing and shall be sent by certified United States mail, return receipt requested, or by any other method that provides evidence of receipt, addressed to the party or parties to receive such notice as follows:

a. If intended for the State, to:

Arizona Department of Transportation, Procurement Group 1655 W. Jackson Street, MD 100P

Phoenix, Arizona 85007-3276

b. If intended for the Contractor, to the address as identified in the Contractor’s electronic vendor profile.

mailto:AEROInvoice@azdot.gov

Or to such other address as either party may from time to time furnish in writing to the other by notice hereunder. Any notice so mailed shall be deemed to have been given as of the date such notice is received as shown on the return receipt. Furthermore, such notice may be given by delivering personally such notice, if intended for the State, to the Arizona Department of Transportation, Procurement Officer and, if intended for the Contractor, to the person named on the Offer & Contract Award of this contract, or to such other person as either party may from time to time furnish in writing to the other by notice hereunder. Any notice so delivered shall be deemed to have been given as of the date such notice is personally delivered to the other party.

11. Cancellation for Possession of Weapons on ADOT Property

The Contractor or any subcontractors are prohibited from having weapons in their possession or on their person within the building. Weapons shall be stored securely, consistent with A.R.S. § 13-3118, in the Contractor’s or any subcontractor’s vehicle if there are no storage amenities available at the ADOT facility. This contract may be cancelled if Contractor or any subcontractors or others in the employ or under the supervision of the Contractor or subcontractors is found to be in possession of weapons.

Possession of weapons (firearms, explosive device, knife or blade of more than three inches, or any other instrument designed for lethal or disabling use) is prohibited on ADOT property except in the manner stated above.

Further, if the Contractor or any subcontractors or others in the employ or under the supervision of the Contractors or subcontractors are asked by an ADOT official to leave the ADOT property, they are advised that failure to comply with such a request shall result in cancellation of the contract and anyone who refuses, whether armed or not, is subject to prosecution under A.R.S. § 13-1502, "Criminal trespass in the third degree; classification.”

12. Review of Contractor’s Work

Work performed by the Contractor shall be subject to periodic reviews and partial acceptance at various stages. The Department reserves the right to make such reviews and pass upon the acceptability of the Contractor’s work. Partial acceptance shall not relieve the Contractor’s obligation to correct, without charge, any errors in the work performed under this contract.

13. Accuracy of Work

The Contractor shall be responsible for the accuracy of the work and shall promptly make all the necessary revisions or corrections resulting from errors and omissions on the part of the Contractor without additional compensation. Acceptance of the work by the Department shall not relieve the Contractor of the responsibility for subsequent correction of any such errors and clarification of ambiguities.

14. Indemnification

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that the Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona.

This indemnity shall not apply if the Contractor or subcontractor(s) is/are an agency board, commission or university of the State of Arizona.

15. Insurance Requirements

The Contractor shall furnish Certificate(s) of Insurance inclusive of the following requirements to the

Department. Certificate(s) shall be received within five (5) calendar days of notification of contract award by the Procurement Officer.

Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

A. Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

1. Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

General Aggregate $2,000,000

Products – Complete Operations Aggregate $1,000,000

Personal and Advertising Injury $1,000,000

Damage to Rented Premises $50,000

Each Occurrence $1,000,000

a. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

2. Business Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract. Policy shall be endorsed to include airports.

Combined Single Limit (CSL) $1,000,000

a. Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor.

b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, work performed by or on behalf of the Contractor.

3. Workers’ Compensation and Employers’ Liability

Workers’ Compensation Statutory

Employers’ Liability Each Accident $1,000,000 Disease – Each Employee $1,000,000 Disease – Policy Limit $1,000,000

a. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, work performed by or on behalf of the Contractor.

b. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver from (Sole Proprietor or Independent Contractor).

4. Professional Liability (Errors and Omissions Liability)

Each Claim $2,000,000

Annual Aggregate $2,000,000

a. In the event that the Professional Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised,…