MODOT 0000000397SL_SUPPLIER.pdf

REQUEST FOR PROPOSAL (RFP) MODOT 0000000397SL

If you have any questions, please contact:

Procurement Entity State of Missouri

Buyer MELISSA HARBIAN Location

Phone Fax

E-mail MELISSA.HARBIAN@MODOT.MO.GOV

State of Missouri

Missouri Department of Transportation

Responses are preferred to be submitted electronically via MissouriBUYS, powered by MOVERS.

ATTENTION:

1. After reviewing the solicitation, the vendor must complete and return all necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance

Exhibits herein as explained in the solicitation's Supplier Response Exhibits, suppliers are encouraged to IMMEDIATELY begin securing these verifications.

3. The supplier must be registered in MissouriBUYS (Powered by MOVERS) to be considered for contract award.

INSTRUCTIONS:

1. From the Table of Contents on the left-hand side of this screen, navigate to the Contract Terms section and click the Download Contract button to review the solicitation terms in its entirety.

2. Navigate to the Lines and Requirements sections to review and download any available attachments.

3. Click Create Response to enter your response.

Table of Contents

1 Overview

1.1 General Information

1.2 Schedule

1.3 Additional Information

1.4 Solicitation Controls

1.5 Terms

2 Requirements

2.1 Section 1. Delivery

2.2 Section 2. DocuSign Information

2.3 Section 3. Required Completed Documents

3 Lines

3.1 Line Information

3.2 Line Details

3.2.1 Line 1

3.2.2 Line 2

3.2.3 Line 3

3.2.4 Line 4

3.2.5 Line 5

4 Appendix: Alternate Lines

4.1 Instructions for Alternate Lines

4.2 Alternate Lines Template

5 Contract Terms

1 Overview

1.1 General Information

Title Missouri Aeronautical Chart - Cartographic Design, Layout, and Printing

Synopsis This RFP seeks proposals from prospective qualified Offerors who have experience in printing and delivering the Missouri Aeronautical Charts to the Missouri Highways and Transportation Commission (MHTC), as set forth in this RFP. The Contract Period is from January 1, 2027 through December 31, 2029, with two (2) one-year renewal options. The Missouri Aeronautical Chart is distributed to pilots in Missouri as well as pilots in other states and countries for flight planning purposes. Proposals in the required format provided for in this RFP must be submitted electronically and received on or before 2:00pm Central Time, November 16, 2026.

Buyer MELISSA HARBIAN Outcome Blanket Purchase Agreement

E-Mail MELISSA.

HARBIAN@MODOT.MO.

GOV

1.2 Schedule

Close Date 11/16/2026 2:00 PM Open Date 10/13/2026 2:00 PM Time Zone Central Time

1.3 Additional Information

Pre-Bid/Pre-Proposal Conference Date and Time 00+00:00

Pre-Bid/Pre-Proposal Conference Location Tour Date and Time 00+00:00

Tour Location Tour Contact Name

Tour Contact Phone # Tour Contact Email

1.4 Solicitation Controls

Response Visibility Sealed

Lines Settings Rank Indicator No indicator displayed

Ranking Method Multiattribute scoring

1.5 Terms

Agreement Start Date Agreement End Date Agreement Amount

(USD)

Minimum Release

Amount (USD) Payment Terms Immediate Freight Terms

Shipping Method FOB Solicitation Currency USD (US Dollar)

Price Precision 2

2 Requirements *Response is required

Delivery

The desired delivery is 180 calendar days after receipt of a purchase order.

DocuSign Information

MoDOT utilizes DocuSign as the method to secure electronic signatures for all contract agreements.

Supplier Response Documents

ThesuppliershoulduploadthenecessarydocumentsrequestedbyMoDOTforthesuppliertocomplete.The response documents include:

Exhibit A - Vendor Information / Experience Exhibit B - References Exhibit C - Method of Performance Exhibit D - Cost Analysis Exhibit E - Annual Worker Eligibility Verification Affidavit Exhibit F - Affidavit of Lawful Presence for Sole-Proprietorship or Partnership Exhibit G - Anti-Discrimination Against Israel Act Certification Exhibit H - Domestic Products Procurement Act Preference

2.1 Section 1. Delivery

*1. Will delivery be within 180 days after receipt of a purchase order?

Select one of the following:-

a. Yes

b. No

Comments:

2.2 Section 2. DocuSign Information

*1. Provide the name, e-mail address, and cell phone number of the person(s) authorized to sign an agreement resulting from this solicitation.

2.3 Section 3. Required Completed Documents

*1. Supplier must complete and attach the following Exhibits:

Exhibit A - Vendor Information / Experience Exhibit B - References Exhibit C - Method of Performance Exhibit D - Cost Analysis Exhibit E - Annual Worker Eligibility Verification Exhibit F - Applicant Affidavit for Sole Proprietor or Partnership Exhibit G - Anti-Discrimination Against Isreal Act Exhibit H - Buy America Form

Attachments:

File Name or URL Type Description Exhibit H - Buy American Form.

File

Exhibit G - Anti- Discriminatio

File

Exhibit F - Applicant Affidavi

File

Exhibit E - Annual Worker Elig

File

Exhibit D - Cost Analysis.

docx

File

Exhibit C - Method of Performa

File

Exhibit B - References.

docx

File

Exhibit A - Vendor Information

File

Response attachments are required.

Comments:

3 Lines

3.1 Line Information

Line Estimated Quantity

UOM Response Price

Line Amount

Response Minimum

Release Amount

1-Missouri Aeronautical Chart

THO

USA

ND

2-Additional Orders in increments of 1,000

THO

USA

ND

3-State Agency Required Changes or Alterations to the Proof

HOU

R

4-Remake of Blue-Line Proof Due to State Agency Required Changes or Alterations

PAG

E

5-Remake of Matchprint, or Equivalent Color Proof Due to State Agency Required Changes or Alterations

PAG

E

3.2 Line Details

3.2.1 Line 1 Missouri Aeronautical Chart

To provide an alternate line, see appendix.

Category Name 55101501 - CHARTS

OR MAPS OR

ATLASES

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.2 Line 2 Additional Orders in increments of 1,000

To provide an alternate line, see appendix.

Category Name 55101501 - CHARTS

OR MAPS OR

ATLASES

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.3 Line 3 State Agency Required Changes or Alterations to the Proof To provide an alternate line, see appendix.

Category Name 55101501 - CHARTS

OR MAPS OR

ATLASES

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.4 Line 4 Remake of Blue-Line Proof Due to State Agency Required Changes or Alterations To provide an alternate line, see appendix.

Category Name 55101501 - CHARTS

OR MAPS OR

ATLASES

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.5 Line 5 Remake of Matchprint, or Equivalent Color Proof Due to State Agency Required Changes or Alterations To provide an alternate line, see appendix.

Category Name 55101501 - CHARTS

OR MAPS OR

ATLASES

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

4 Appendix: Alternate Lines

4.1 Instructions for Alternate Lines

Alternate lines are allowed for some solicitation lines. For these lines, you can propose one or more alternatives by entering information for each alternate line in the format given below. Print and insert multiple copies as per your requirement.

4.2 Alternate Lines Template

Solicitation Line (Number and description of the solicitation line for which you have an alternative)

Example:1-xxxxxx where xxxxxx is the line description of first solicitation line.

Alternate Line Number (Enter only numbers in sequence starting with 1 for every alternate line)

Alternate Line Description

Response Price (For a solicitation line with cost factors, enter your line price in the cost factors table)

Response Minimum Release Amount

Note to Buyer

5 Contract Terms

MODOT 0000000397SL

Contract Terms and Conditions

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Solicitation Authority

1.2. Proposals to be Submitted by Officer or Employee

1.3. MHTC Rights Reserved

1.4. Personal Privacy Protection Act Notification

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

2.2. Offeror's Certifications

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

3.2. Background

3.3. Contract Period

3.4. Renewal Period

3.5. Schedule of Events

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1. General Requirements

4.2. Printing Requirements

5. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND SUBMISSION

5.1. Required Elements of Proposal

5.1.1. Offeror's Experience and Reliability

5.1.2. Quality of Printing Samples

5.1.3. Method of Performance

5.1.4. References

5.1.5. Cost Analysis

5.1.6. Proposal Evaluation

5.2. Submission of Proposals

5.2.1. Electronic Proposal Format

5.2.2. Hard Copy Proposal Format

5.2.3. Signatures

5.2.4. Pricing

5.2.5. Submission of All Information Required

5.2.6. Public Inspection

5.2.7. Clarification of Requirements

5.2.8. Initial Screening

5.2.9. Official Position of MHTC

6. MODOT RFP EVALUATION FACTORS AND PROCESS

6.1. Evaluation Factors

6.1.1. Evaluation Criteria

6.1.2. Historic Information

6.1.3. Responsibility to Submit Information

7. MODOT RFP TERMS AND CONDITIONS

7.1. Agreement Components

7.2. RFP Contact

7.3. Assignment

7.4. Amendments

7.5. Disputes

7.6. Successors and Assigns

7.7. Sole Beneficiary

7.8. Cancellation of Resulting Agreement

7.9. Bankruptcy

7.10. Status of Independent Contractor

7.11. Subcontractor

7.12. Nondiscrimination

7.13. Executive Order

7.13.1. Incorporation of Provisions

7.13.2. Failure to Comply

7.13.3. Offeror's Certification

7.14. Non-employment of Unauthorized Aliens

7.14.1. Enrollment in Federal Work Authorization Program

7.14.2. Annual Worker Eligibility Affidavit

7.15. Proof of Lawful Presence for Sole Proprietorships and Partnerships

7.16. Requirements to do Business in Missouri

7.16.1. Registration with Secretary of State

7.16.2. Transient Employer Certificate

7.17. Law of Missouri to Govern

7.18. Venue

7.19. Ownership of Records

7.20. Release to Public/Confidentiality

7.21. Prohibition Against Kickbacks and Gratuities/Non-solicitation

7.22. Preferences

7.23. Conflict of Interest

7.24. Audit of Records

7.25. Indemnification

7.26. Section Headings

7.27. Severability

7.28. No Adverse Inference

7.29. Anti-Discrimination Against Israel Act Certification

7.30. The Domestic Products Procurement Act

7.31. Drug Free Workplace

VENDOR RESPONSIBILITY

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

VENDOR'S INSTRUCTIONS

Submission of Proposals

Vendors should complete and attach all applicable exhibits.

MODOT SECTION NUMBERING

Section Numbering

All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

SOLICITATION REQUIREMENTS

Instructions for Submitting a Response

The Missouri Department of Transportation advertises all bid solicitation documents on the MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri's web-based statewide eProcurement system. To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the "Supplier Register" button at the top of the page, and completing the Vendor Registration.

IMPORTANT NOTICE TO ALL VENDORS:

The Missouri Department of Transportation prefers receipt of all bid responses as electronic submissions. Hard copy submissions may be permitted based on the circumstances and content of the relevant solicitation with the approval of the buyer five (5) business days prior to the solicitation close date.

The solicitation as it appears digitally on the MissouriBUYS website is the official document of record. It is incumbent on the Vendor to inspect and ensure any downloaded or printed version of https://www.mo.gov/privacy-policy/ the solicitation contains all information, terms and conditions contained in the solicitation as it appears digitally on the MissouriBUYS website. In the event of any dispute regarding the contents of the solicitation, the solicitation as it appears digitally on the MissouriBUYS website shall take precedence and priority over any other downloaded or printed version of the solicitation.

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Solicitation Authority

The solicitation for the procurement of services referenced therein, is being issued under, and governed by, the provisions of Title 7 Missouri Department of Transportation, Division 10 Missouri Highways and Transportation Commission, Chapter 11 Procurement of Supplies, of the Code of State Regulations. The Missouri Highways and Transportation Commission (MHTC/Commission), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Offeror's attention to said 7 CSR 10-11 for all the provisions governing solicitation and receipt of proposals and the award of the contract pursuant to this solicitation.

1.2. Proposals to be Submitted by Officer or Employee

All proposals must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3. MHTC Rights Reserved

MHTC reserves the right to reject any and all proposals for any reason whatsoever. Time is of the essence for responding to the RFP within the submission deadlines.

1.4. Personal Privacy Protection Act Notification

MHTC and MoDOT comply with all provisions in the Personal Privacy Protection Act found in section 105.1500, RSMo, and follow practices to keep confidential and sensitive information secure. Bidders acknowledge that submission of information is voluntary and that MHTC is not asking or requiring the submission of "personal information" as defined in the act. By submitting a bid, Bidders and Contractors agree to not to bring a suit against MHTC, or any employees, under section 105.1500, RSMo.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

The Offeror shall provide a fee proposal to MHTC in accordance with the terms of this Request for Proposal (RFP). All services shall be performed at the fees offered and in accordance with the terms of this RFP.

2.2. Offeror's Certifications

By submission of the proposal, each Offeror, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief:

1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or any competitor.

2. Unless otherwise required by law, the proposed prices have not been knowingly disclosed by the Offeror prior to the opening, directly or indirectly, to any other Offeror or to any competitor.

3. No attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

4. The Offeror certifies this proposal is made without any connection with any other person, firm, organization or business entity making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other member, officer or employee or person whose salary is payable in whole or in part from the MHTC/MoDOT is directly or indirectly interested therein, or in any portion of the profits thereof.

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

This document constitutes a RFP from prospective qualified Offerors who have experience to print and deliver the Missouri Aeronautical Charts (hereinafter referred to as charts) to the MHTC, as set forth in this RFP. It is the intent of this RFP to have the successful Offeror enter into an Agreement with MHTC (hereinafter Resulting Agreement), to supply said services as outlined herein.

3.2. Background

The Missouri Aeronautical Chart is distributed to pilots in Missouri as well as pilots in other states and countries for flight planning purposes.

MoDOT operates as a customer focused and results driven, state agency under a decentralized organization structure with headquarters in Jefferson City, Missouri and is governed by the MHTC, a six (6) member Commission appointed by the Governor. The Central Office provides oversight and support to seven

(7) geographical districts primarily responsible for delivery of MoDOT's mission and tangible results. Each district contains approximately fifteen percent (15%) of the total road mileage in the state highway system.

MoDOT employs approximately five thousand one hundred (5,100) full-time employees. About eighty percent (80%) of those employees work in the seven (7) districts with the remainder working in the various divisions within the Central Office facility.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is January 1, 2027 through December 31, 2029. The successful Offeror shall perform any and all the services listed herein as often as requested by MHTC for the entire duration of the Contract Period as defined herein at the Guaranteed- Not-To-Exceed Prices submitted by the successful Offeror in response to this RFP.

3.4. Renewal Period

The contract shall not bind, not purport to bind, the MHTC for any contractual commitment in excess of the original contract period. The Commission shall have the right, at its sole option, to extend the contract for two (2) additional one-year renewals, or any portion thereof. In the event the Commission exercises its options to extend the contract, such extension must be accomplished by a formal contract amendment approved and signed by representatives of the Offeror and Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Offeror and Commission, respectively.

3.5. Schedule of Events

Below is the schedule that will be followed. Unless otherwise specified, the time of day will be 7:30 a.m.

to 4:00 p.m. Central Time. MHTC reserves the right at its sole discretion to expand this schedule, as deemed necessary, without any notification except for the deadline date for submitting a proposal.

1. 10/13/2026 - Issuance of RFP

2. 10/22/2026 - Deadline for Offerors to submit written questions and requests for clarification to the

MHTC Representative

3. 10/28/2026 - Issuance of Amendment with resolution to any questions submitted.

4. 11/16/2026 at 2PM Central Time - Deadline for submission of proposals.

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1. General Requirements

The successful Offeror agrees to provide to MHTC the following services for cartographic design, layout, and printing of 2027-2028 Missouri Aeronautical Charts. This is not a print only contract.

4.1.1 The contractor shall print and deliver the Missouri Aeronautical Chart (hereinafter referred to as charts), for the Missouri Department of Transportation (MHTC), in accordance with the provisions and requirements stated herein. Unless otherwise stated, the contractor shall not deviate from the stated specifications.

4.1.2 Immediately after contract award, MHTC shall identify a MHTC contact person and provide the telephone number of the MHTC contact person for the contractor. The contractor must obtain the contact person's approval for printing of the charts as specified herein and shall agree and understand that all services performed shall be to the sole satisfaction of the MHTC contact person. In addition, within five (5) business days of the contract award, the contractor shall provide the MHTC with the name, address, and telephone number of the contractor's representative servicing the contract.

4.1.3 The contractor shall have experience in producing aeronautical charts.

4.1.4 Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

4.1.5 The contractor shall perform all services to the sole satisfaction of the MHTC.

4.2. Printing Requirements

Chart shall conform to Federal Aviation Administration (FAA) sectional chart scale (1:500,000) printed on 60 pound synthetic paper with folding endurance of 4,000, opacity minimum 91% average thickness

100mm, gloss not to exceed 25%. Paper must meet U.S. Government printing office spec for JCP O-91 or equivalent.

4.2.1 Prepress Materials: By no later than sixty (60) calendar days after the effective date of the contract, the MHTC shall provide the contractor with the following prepress material.

4.2.1.1 Legend

4.2.1.2 Flight Service Station (FSS) locations and telephone numbers

4.2.1.3 Aviation Weather Reporting Stations

4.2.1.4 Disclaimer notice

4.2.1.5 Missouri Highways and Transportation Commission members

4.2.1.6 Aviation Advisory Committee members

4.2.2 The contractor shall use a press that shall print a minimum of four (4) colors in one pass, or other 4C printing process. The contractor shall provide all necessary artwork, including negatives.

4.2.3 Within ten (10) business days of receipt of the prepress material, the contractor shall provide the MHTC with one set of blue-line proofs for the MHTC's review and approval. The blue-line proofs shall be folded and trimmed to size. In addition, the contractor shall provide one set of Matchprint, or equivalent, color proofs to the MHTC.

4.2.3.1The MHTC will require a minimum of two weeks to review the proofs.

4.2.4 The contractor shall make all revisions, changes, and alterations requested by the MHTC. In addition, the contractor shall make corrections and revisions to the proofs that are necessary due to contractor error. The contractor shall submit the revised proofs to the MHTC.

4.2.5 Upon receipt of the MHTC's written approval of the proofs, the Governor's photo and letter, and the cover face photo, the contractor shall print the charts as specified below:

4.2.5.1 Quantity: The contractor shall print 15,000 copies of the Missouri Aeronautical Charts. The MHTC shall not accept an underrun. In the event the MHTC elects to renew the contract, the number of copies of the charts required for the renewal period shall be comparable to the number of copies required for the original contract period.

4.2.5.2 If requested by the MHTC, the contractor shall print additional charts at a later date. All orders will be in increments of 1,000.

4.2.5.3 Size: The trim size shall be 23" x 49".

4.2.5.4 Paper Stock: The charts shall be printed on 60 lb. synthetic paper with a folding endurance of 4,000, opacity a minimum of 91%, average thickness of 100mm, and gloss not to exceed 25%. The paper must meet U.S.

Government Printing Office paper specifications for JCP O-91 or equivalent

4.2.5.5 Ink: The contractor shall use soybean-based ink.

4.2.5.6 Construction of Cartography:

4.2.5.6.1 The map portion of the chart shall conform to the FAA Sectional Chart scale (1:500,000). The chart shall be printed on two sides with approximately one-half of the state on each side, with an approximate ½" overlap. The chart shall be printed in FAA colors. The state boundary shall be highlighted with an approximate 1/8" wide aero-magenta line. The boundary of the State of Missouri shall be printed in the usual "green" background color of sectional charts. All map content, detail, type size, and line weights shall adhere to FAA Sectional Chart Details.

Information relating to the FAA referenced herein may be obtained by contacting the following:

FAA Mission Support Services AJV-372

AeroNav Products Logistics Group

10201 Good Luck Road

Glenn Dale, MD 20769

Phone: 800-638-8972

4.2.5.6.2 The front side of the chart shall be the southern half of the State of Missouri. The front side shall contain the cover photo and the Governor's photo with the Governor's letter. The top outside border shall contain the message "Scale 1:500,000". The bottom outside border shall contain the message "For corrections and additions noted in using this chart, please notify the Missouri Department of Transportation, Aviation Section, Post Office Box 270, Jefferson City, Missouri 65102, (573) 526-2169".

4.2.5.6.3 The back side of the chart shall be the northern half of the State of Missouri with insets of (1) Missouri Highways and Transportation Commission members, (2) Aviation Advisory Committee, (3) aviation weather reporting stations, (4) legend, and (5) disclaimer notice. The legend shall be produced in all colors, and with all information shown, as used in FAA Sectional Charts.

4.2.5.6.4 A border scale shall be incorporated on both sides of the chart, as indicated in the sample, showing statute and nautical miles.

4.2.5.6.5 OMNI locations shall be indicated by compass roses.

4.2.5.6.6 Aeronautical information shall be portrayed in a manner similar to FAA Sectional Charts. The contractor shall obtain accurate, current information to be portrayed in the chart.

4.2.5.6.7 The most recent version of FAA Sectional Charts must be utilized as the source for all aeronautical and obstruction towers, cities, railroads, drainage, power lines, towers, etc.

4.2.5.6.8 The front cover photo shall include the applicable two-year period. For example, the first two-year period shall contain the date 2027-2028.

4.2.5.7 Binding: The printed chart shall contain nine (9) 5" vertical folds with overlap and one (1) horizontal fold to a finished folded size of 5" x 11-1/2".

4.2.5.8 Margins: The border size shall be approximately 3/8" on all sides with the exception of the top part on the front side and the bottom part on the back side, which shall be printed as indicated herein.

4.2.5.9 Bleeding: Only the cover face photo shall be of full bleed.

4.2.5.10 Quality: The quality of the chart shall be excellent, top quality with uniform line widths, faces, and symbols. The contractor shall provide maximum fidelity of reproduction and accuracy of information.

4.2.6 Packaging, Loading, and Delivery Requirements:

4.2.6.1 Packaging Requirements: The contractor shall package the charts in groups of twenty-five (25). The contractor shall place eight (8) packages in each carton. The cartons must be packed to fill any excess space in the carton. The contractor may use padding if necessary.

4.2.6.1.1 The contractor shall label two opposite sides or ends of the outside of each carton with the quantity per carton, the name of the publication "Missouri Aeronautical Chart", and the applicable two-year period. The cartons shall have no other printed material on the outside of the carton.

4.2.6.2 Loading Requirements: The contractor shall load the cartons on Type #1, single-face, nonreversible wooden warehouse pallets that measure between 40" to 48" in width and between 46" to 50" in length, with a lift clearance of between 4' to 6'. The cartons shall not be stacked on the pallets in excess of 48 inches in height. The carton labeling must be visible when stacked on the pallets. The contractor shall securely wrap or bind the cartons to the pallet to avoid spillage. The total filled pallet weight must not exceed 1,600 pounds.

4.2.6.3 Delivery Requirements: By no later than one hundred eighty (180) calendar days after the contractor's receipt of the Governor's photo and letter, and the cover face photo, the contractor shall deliver the charts to the MHTC address specified herein on page one. For additional orders, the contractor shall deliver the charts by the date, or within the timeframe, specified by the MHTC at the time of placing such order; however, such date or timeframe shall be no greater than one hundred eighty (180) calendar days from the date of the MHTC's order.

4.2.6.3.1 The contractor shall notify the MHTC at least three (3) business days prior to delivery of the charts.

4.2.6.3.2 The contractor shall deliver the charts any weekday, excluding holidays, between 8:00 a.m. and 11:30 a.m.

or 12:00 p.m. and 3:30 p.m.

4.2.7 Liquidated Damages:

4.2.7.1 The contractor shall agree and understand that the printing, construction, packaging, loading, and delivery of the charts in accordance with the requirements stated herein are considered critical to the efficient operations of the MHTC. However, since the amount of actual damages would be difficult to establish in the event the contractor fails to comply with the printing, construction, packaging, loading, and delivery requirements, the contractor shall agree and understand that the amount identified below as liquidated damages shall be reasonable and fair under the circumstances.

4.2.7.1.1 In the event the contractor does not package or load the cartons or pallets in accordance with the requirements specified herein, the MHTC shall have the right to return the entire shipment to the contractor for repackaging or reloading. However, if delivery is critical as determined by the MHTC and the MHTC elects to accept the shipment, the contractor shall be assessed liquidated damages in the amount of $1,000.00 for that shipment.

4.2.7.1.2 In the event the contractor fails to deliver the charts (1) in accordance with the delivery schedule specified herein or (2) by the date specified by the MHTC in the event of an extension to the delivery date or (3) the delivery dates specified by the MHTC for any additional orders, the contractor shall be assessed liquidated damages in the amount of $200.00 for each business day that elapses after the required delivery date until actual delivery of the charts.

4.2.7.1.3 In the event the printed charts or the quality of the printing in the charts or the construction of the charts either fails to comply with the printing and construction requirements specified herein or is not consistent with the quality of printing in the samples submitted with the contractor's awarded proposal, the MHTC shall have the right to reject all or part of the completed printing. If requested by the MHTC, the contractor shall re-print the charts at no additional cost to the MHTC. However, if delivery of the charts is critical, as determined by the MHTC, and the MHTC elects to accept the printed charts, the contractor shall be assessed liquidated damages in an amount not to exceed 10% of the total amount invoiced. The MHTC shall have the final decision concerning (1) the acceptability of the printing and construction, (2) the rejection of the printing and re-printing of the charts versus the assessment of liquidated damages, and (3) the amount of the liquidated damages.

4.2.8 The contractor shall also agree and understand that such liquidated damages shall either be deducted from the contractor's invoices pursuant to the contract or paid by the contractor as a direct payment to the MHTC at the sole discretion of the MHTC.

4.2.9 The contractor shall understand that the liquidated damages described herein shall not be construed as a penalty.

4.2.10 The contractor shall agree and understand that all assessments of liquidated damages shall be within the discretion of the MHTC and shall be in addition to, not in lieu of, the rights of the MHTC to pursue other appropriate remedies.

5. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND SUBMISSION

5.1. Required Elements of Proposal

Each Offeror shall provide a cover letter signed by an authorized firm representative stating he/she has read and understands all of the terms and conditions of doing business with MHTC in response to this request for proposal. The proposal must be divided into sections corresponding to the list of elements described below.

5.1.1. Offeror's Experience and Reliability

Experience and reliability of the vendor's organization will be considered subjectively in the evaluation process. Therefore, the vendor is advised to submit information concerning the vendor's organization and information documenting the vendor's experience in past performances, especially those performances related to the requirements of this RFP. If the vendor is proposing an entity other than the vendor to perform the required services, the vendor should also submit the information requested for such proposed subcontractor.

5.1.1.1 Vendor Information - The vendor should provide information about the vendor's organization on Exhibit A.

5.1.1.2 Experience - The vendor should provide information related to previous and current services/contracts of the vendor or any proposed subcontractor where performance was similar to the required services of this RFP. The information may be shown on Exhibit B or in a similar manner.

5.1.1.2.1 As part of the evaluation process, the MHTC may contact the vendor's references, including references not listed or identified within the vendor's proposal but who have current or previous experiences with the vendor.

5.1.1.2.2 The vendor shall agree and understand that the MHTC is not obligated to contact the vendor's references.

5.1.2. Quality of Printing Samples

The vendor should submit samples of some of the vendor's previous aeronautical chart printing jobs that are representative of the service/product required herein. However, if the vendor is proposing another entity to provide the services, the vendor should submit samples of some of the proposed entity's previous aeronautical chart printing jobs that are representative of the service/product required herein. In addition, the vendor should submit a labeled sample of all the paper proposed for the printing of the charts. The label should include the brand name, weight, recycled content, post-consumer content, the PPI, NPH, etc.

1. If samples are not submitted with the proposal, the MHTC may request the samples. The MHTC must receive the samples by no later than the date specified by the MHTC at the time of the request. The vendor shall agree and understand that samples shall be submitted at the vendor's expense.

2. At the request and expense of the vendor, the MHTC will return samples not destroyed during the evaluation process. Any samples remaining after ten (10) days following award of the contract or cancellation of the RFP may be destroyed. However, the MHTC reserves the right to retain samples submitted in order to conduct a comparison of the service/product proposed and the service/product actually received.

5.1.3. Method of Performance

Proposals will be subjectively evaluated based on the vendor's plan for performing the requirements of the RFP. Therefore, the vendor should present information which demonstrates the method or manner in which the vendor proposes to satisfy these requirements and which confirms the vendor's ability to satisfy the requirements. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of action. The vendor should provide information about the vendor's method of performance on Exhibit C.

1.

Description of Proposed Services – Exhibit C is provided for the vendor's use in providing information about the proposed method of performance. In addition, each paragraph within the Contractual Requirements should be addressed by providing a description of how the vendor proposes to perform or comply with the requirement and otherwise detailing the vendor's understanding and ability to successfully perform the requirement. When responding to the appropriate provisions in the Contractual Requirements, the vendor should identify the paragraph or subparagraph number and then provide additional elaboration describing the vendor's plans for performing or meeting the requirement.

5.1.4. References

Provide all references for which the Offeror firm provided services which are similar in nature to the services requested in this proposal over the past three (3) calendar years. MHTC reserves the right to determine which references to call and whether or not to call all references for all Offerors. The reference list should include:

1. The reference firm name, address, telephone number, and fax number.

2. List of reference firm owners names and addresses.

3. A brief description of services provided and location of work performed.

4. Dates of contract and/or performance of service.

5. A contact person familiar with the services provided including their name, address, email address and telephone number.

5.1.5. Cost Analysis

Offerors must complete Exhibit D providing cost analysis information.

5.1.6. Proposal Evaluation

The proposals will be evaluated based on the adequacy of the Offerors response in addressing each of the Required Elements of the Proposal listed above as well as any other evaluation methods referenced in this RFP. The contract will be awarded tot he lowest and best proposal.

5.2. Submission of Proposals

5.2.1. Electronic Proposal Format

If an Offeror (referred to here as registered vendor or vendor) is responding electronically through the MissouriBUYS System website, in addition to completing the on-line pricing, the registered vendor should submit completed exhibits, forms, and other information concerning the proposal as an attachment to the electronic proposal. The registered vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing. Instructions on how a registered vendor responds to a bid on-line are available on the MissouriBUYS System website at: https://missouribuys.mo.gov/bidboard.html.

In the event that the vendor is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an RFP, such vendor may submit a proposal which contains a list of statutory limitations and identification of those prohibitive clauses. The vendor should include a complete list of statutory references and citations for each provision of the RFP, which is affected by this paragraph. The statutory limitations and prohibitive clauses may (1) be requested to be clarified in writing or (2) be accepted without further clarification if the statutory limitations and prohibitive clauses are deemed acceptable. If MHTC determines clarification of the statutory limitations and prohibitive clauses is necessary, the clarification will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the RFP.

1. The exhibits, forms, and Pricing Page(s) provided herein can be saved into a word processing document, completed by a registered vendor, and then sent as an attachment to the electronic submission. Other information requested or required may be sent as an attachment. Additional instructions for submitting electronic attachments are on the

MissouriBUYS System website. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any electronic attachments. Electronic copies of the proposal and electronic attachments should be searchable.

2. In addition, a registered vendor may submit the exhibits, forms, Pricing Page(s), etc., through mail or courier service. However, any such submission must be received prior to the specified end date and time.

3. If a registered vendor submits an electronic and hard copy proposal response and if such responses are not identical, the vendor should explain which response is valid. MHTC will consider the response with the terms most favorable to MHTC.

5.2.2. Hard Copy Proposal Format

If the vendor is submitting a proposal via the mail or a courier service or is hand delivering the proposal, the vendor should include completed exhibits, forms, and other information concerning the proposal (including completed Pricing Page(s) with the proposal. The vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing.

1. The proposal should be page numbered and the signed page one from the original RFP and all signed addendums should be placed at the beginning of the proposal.

2. The vendor should include one (1) original proposal. The front cover of the original proposal should be labeled original.

5.2.3. Signatures

Any form containing a signature line in this RFP and any amendments, pricing pages, etc., must be manually signed and returned as part of the proposal.

5.2.4. Pricing

The Offeror is required to specify the pricing associated with this RFP as a firm fixed price. The successful Offeror will be responsible for performing all services listed in this RFP at the prices submitted. MHTC will not be liable for any charges beyond those detailed in the proposal.

1. MHTC shall not make any payment to the successful Offeror in advance of the services rendered by the successful Offeror.

2. Each Offeror is responsible for its own expense in preparing, delivering or presenting a proposal, and for subsequent interviews or negotiations with MHTC, if any, as provided for in this RFP.

5.2.5. Submission of All Information Required

The Offerors must respond to this RFP by submitting all the information required herein for its proposal to be evaluated and considered for award. Failure to submit all the required information shall be deemed sufficient cause for disqualification of a proposal from consideration.

5.2.6. Public Inspection

The Offerors are hereby advised that all proposals and the information contained in or related thereto are subject to Missouri Open Records Act and after contract award and execution of the Resulting Agreement shall be open to public inspection and may be viewed and copied by any member of the public; therefore, MHTC does not assume any responsibility whatsoever in the event that such information is used or copied by individual persons or organizations.

1. Offerors claiming a statutory exception to the Missouri Open Records Act must clearly identify any confidential documents. The Offeror must also specify which statutory exception provision applies. MHTC reserves the right to make determinations of confidentiality. If MHTC does not agree that the information designated is confidential under one of the disclosure exceptions to the Missouri Open Records Act, it may either reject the proposal or discuss its interpretation of the allowable exceptions with the Offeror. If agreement can be reached, the proposal will be considered. If agreement cannot be reached, MHTC will remove the proposal from consideration for award and return the proposal to the Offeror.

2. MHTC will not consider prices to be confidential information.

3. The Offeror must submit its proposal based on the conditions contained in this paragraph without reservations.

5.2.7. Clarification of Requirements

It shall be the Offerors responsibility to ask questions, request changes or clarification, or otherwise advise MHTC/MoDOT if any language, specifications or requirements of the RFP appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source.

1. Any and all communication from Offerors regarding specifications, requirements, competitive proposal, etc., must be directed to the RFP Contact listed herein, unless the RFP specifically refers the Offerors to another contact. Such communication shall be received by the date noted in the Schedule of Events.

2. Every attempt will be made to ensure that the Offeror receives an adequate and prompt response. However, in order to maintain a fair and equitable proposal process, all Offerors will be advised, via the issuance of an addendum to the RFP, of any relevant or pertinent information related to the procurement. Therefore, Offerors are advised that unless specified elsewhere in the RFP, any questions received after the listed date may not be answered.

5.2.8. Initial Screening

After an initial screening of the written proposals, any, or all of the Offerors submitting a proposal in response to this RFP may be required to give an oral presentation of their proposal. Additional technical information may be requested for clarification purposes, but in no way to change the original written proposal submitted. MHTC reserves the right, in its sole discretion, to decide to conduct interviews with any or all of the Offerors. MHTC reserves the right, in its sole discretion, to determine the interview method, format and location. If an interview is conducted, it is preferred that the interviewed Offeror's personnel to be assigned to the work, as well as key representatives, be present at and participate in the interview.

5.2.9. Official Position of MHTC

Offerors are cautioned that the only official position of the MHTC and MoDOT is that which is issued by MHTC in the RFP or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement.

6. MODOT RFP EVALUATION FACTORS AND PROCESS

6.1. Evaluation Factors

The following factors shall be considered in the evaluation of the proposals:

6.1.1. Evaluation Criteria

Any agreement for services Resulting from this RFP shall be awarded to the Offeror providing the best proposal to MHTC. After determining responsiveness, proposals will be evaluated in accordance with the following criteria and maximum points per each criterion:

1. Offeror's Experience and Reliability - 30 Maximum Points

2. Quality of Printing Samples - 10 Maximum Points

3. Method of Performance - 20 Maximum Points

4. Cost - 40 Maximum Points

6.1.1.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use both objective analysis and subjective judgement in conducting a comparative assessment of the proposal in accordance with the evaluation criteria stated below.

6.1.2. Historic Information

MHTC reserves the right to consider historic information and facts, whether gained from the Offeror's proposal, presentations or interviews as applicable, references, or other sources, including but not limited to the listed subcontractors, in the evaluation process.

6.1.3. Responsibility to Submit Information

Each Offeror is cautioned that it is the Offeror's sole responsibility to submit information related to the evaluation criteria and MHTC is under no obligation to solicit such information if it is not included with the Offeror's proposal. Failure of the Offeror to submit such information may cause an adverse impact on the evaluation of the Offeror's proposal.

7. MODOT RFP TERMS AND CONDITIONS

7.1. Agreement Components

The Resulting Agreement between MHTC and the successful Offeror shall incorporate by reference as its components the following: the RFP and any written amendments thereto and the proposal submitted by the successful Offeror in response to the RFP. In case of a conflict between or inconsistency in the terms contained in the RFP and the proposal submitted by the Offeror in response to the RFP, the terms of the RFP shall govern. In the event of a conflict between or inconsistency in the terms of the RFP and the Resulting Agreement, the terms of the Resulting Agreement shall govern. MHTC reserves the right, in its sole discretion, to clarify any relationship in writing and such written clarification shall govern in case of any conflict with or inconsistency in the applicable requirements stated in the RFP and the successful Offeror's proposal.

7.2. RFP Contact

The Multimodal Operations Director is designated as MHTC's representative with authority to act on behalf of MHTC for the purpose of administering the Resulting Agreement. MHTC's representative may designate by written notice other persons having the authority to act on behalf of MHTC in furtherance of the performance of the Resulting Agreement. Each Offeror shall fully coordinate its activities with the designated representative and shall consult the MHTC representative regarding any problem arising out of the provision of the services to the MHTC pursuant to this RFP and the Resulting Agreement. As the work of the successful Offeror progresses, advice and information on matters covered by the Resulting Agreement shall be made available by the successful Offeror to the designated representative throughout the effective period of the Agreement. MHTC reserves the right to limit the authority of MHTC's representative provided herein as it deems necessary in its sole discretion at any time and from time to time throughout the duration of the RFP process and the Contract Period.

7.3. Assignment

The successful Offeror shall not assign, transfer, or delegate any interest in the services to be provided under this RFP and the Resulting Agreement without the prior written consent of the MHTC representative.

The successful Offeror may at its own expense employ clerical or technical assistance in the performance of the services under this RFP and the Resulting Agreement, such clerical and technical assistance provider being as fully bound as the Offeror to all confidentiality and work product provisions of this RFP and the Resulting Agreement.

7.4. Amendments

Any change in the Resulting Agreement, whether by modification or supplementation, must be accomplished by a formal contract amendment approved and signed by representatives of the successful Offeror and Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the successful Offeror and Commission, respectively.

7.5. Disputes

Disputes Under the RFP and Resulting Agreement: The MHTC representative, as applicable, will decide all questions which may arise as to the quality, quantity, and acceptability of any Offeror's proposals submitted in response to this RFP, and of the services under this RFP and the Resulting Agreement performed by the successful Offeror and as to the rate of progress of the services; all questions which may arise as to the interpretation of the services to be performed under this RFP and the…