RFP 484-071723

Date Posted

Georgia Department of Transportation

Request for Proposals

To Provide

Aviation Program and Project Management Services

RFP-484-071723

RFP Closing Date: July 17, 2023

Georgia Department of Transportation One Georgia Center

600 West Peachtree Street, NW Atlanta, Georgia 30308

REQUEST FOR PROPOSALS

484-071723, Division of Intermodal Aviation Program and Project Management

I. General Project Information

A. Overview

Georgia Department of Transportation (GDOT or the Department) issues this Request for Proposals (RFP) to seek proposals from qualified contractors to provide Aviation Program and Project Management Services for the Division of Intermodal. This includes the administration of the Federal Aviation Administration (FAA) State Block Grant Program (SBGP) and Georgia State Airport Aid Program for the Department. Duties, SBGP functions, and responsibilities are covered in FAA Advisory Circular 150/5100-21 State Block Grant Program, current edition, and in the FAA/State Memorandum of Agreement for the SBGP. Duties and responsibilities under the State Airport Aid Program are covered in the Department’s Georgia Airport Aid Program Policy and Standards Guide. The Department has the responsibility of assuring that publicly owned airports in Georgia are safe, adequate, and well maintained and serves two primary functions in providing airport aid: Airport Development and Aviation Planning.

GDOT is seeking proposals from qualified firms or teams of firms with the capabilities to successfully complete the scope of services described herein. During the life of the contract, GDOT shall have the right to approve the use of contractor personnel responsible for delivering these services.

B. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR THIS PROJECT.

From the advertisement date of this solicitation until a firm is selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of GDOT including the Commissioner and GDOT Board Members, except for the submission of questions as instructed in the RFP, or with the contact designated in RFP Section V., or as provided by any existing work agreements. For violation of this provision, GDOT reserves the right to reject the submittal of the offending respondent.

C. The Georgia Department of Transportation Board has adopted a 16% overall annual goal for DBE participation on all federally funded projects. This goal is not to be considered as a fixed quota, set aside or preference. The DBE goal can be met by prime contracting, sub-contracting, joint-venture or mentor/ protégé relationship.

Georgia Department of Transportation will monitor and assess each consultant services submittals for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

For more information on the GDOT DBE Program, please contact:

Georgia Department of Transportation Equal Opportunity Division One Georgia Center, 7th Floor 600 West Peachtree Street, NW Atlanta, Georgia 30308 Phone: (404) 631-1972

D. History and Approach

Under the terms of the resulting Agreements, the selected Proposers will provide Division of Intermodal Aviation Program and Project Management, for the GDOT Project identified. The anticipated scope of work for the project(s)/contract(s)is included in Exhibit I.

E. Contract Term and Type

The Department anticipates awarding an Open Agency Contract to a qualified firm which complies with the requirements of this solicitation. The term of the Open Agency Contract will be in effect for up to five (5) years.

However, the Department reserves the right to terminate the contract(s) for any reason during the contract term.

Work will be issued via Task Orders and a Notice to Proceed issued for each Task Order before services may commence.

F. Contract Amount

The contract will be an Open Agency Contract with no minimum or maximum guaranteed amount. Once the contract is executed, the Department will issue Task Orders which will identify the specific work and dollar amounts (based on the winning firms cost proposal). These Task Orders serve to describe the work to be performed along with the total obligation on behalf of the Department and will serve as the Notice to Proceed. Any work performed prior to or without a Notice to Proceed will not be eligible for payment.

II. SCOPE OF SERVICES

A. Proposers shall provide Division of Intermodal Aviation Program and Project Management Services to GDOT as defined in EXHIBIT I, SCOPE OF SERVICES.

III. Schedule of Events

The following Schedule of Events represents GDOT’s best estimate of the Schedule that will be followed. All times indicated are prevailing times in Atlanta, Georgia. GDOT reserves the right to adjust the Schedule as GDOT deems necessary.

IV. Selection Criteria

A. Minimum Requirements

The Offeror must provide a statement which affirms that each of the below are met in their technical proposal (meaning all of the minimum requirements have been met):

1. Cover letter, which must include the following information: The name and title of the person authorized to obligate the proposer, the key principal, and the location of the proposer’s principal office. E-mail address and phone number for the proposer’s representative to which correspondence can be sent. Names of all subcontractor firms and information on their key principal or other contact person, address, phone number, fax number, e-mail address, and website location should also be provided in the cover letter.

2. Basic Company Information as detailed in RFP Section VI.

3. Statement of Disclosure as required in RFP Section VI.

4. A summary description and contact information of the work to be performed by each subcontracting company proposed for the project, if any.

5. Organizational chart showing the proposed relationships between the prime proposer and all subcontractors (if any).

6. References for the proposer’s experience with similar projects within the last five years. Each reference should include the contact’s name, title, address, phone number and e-mail address, along with an explanation of the services provided, and the years in which such services were provided. GDOT requests a

SCHEDULE DATE TIME

a. GDOT issues public advertisement of RFP-484-071723 6/15/2023 ----------

b. Deadline for submission of written questions and requests for clarification 6/28/2023 2:00 PM

c. Deadline for Submission of Technical/Menu of Services 7/17/2023 2:00 PM maximum of three (3) references.

7. Qualification/Experience and Resumes of Consultant’s Project Manager and other key team members - Provide qualifications and experience, in narrative form including customary information, such as education, experience, relevant projects. Describe why the individual proposed is the best fit to ensure successful delivery of this contract and how the qualifications are relevant to this contract.

B. Technical Evaluation

A Technical Merit Evaluation will be conducted using the evaluation of proposals. A thorough evaluation of the proposals will result in a Technical Merit score, which will be “blind” to any (separately-sealed) fee proposal information and will comprise 80% of the total score of the evaluation of finalists. Criteria for Technical Merit include:

TECHNICAL MERIT – 800 Possible points (80% of Overall Finalist Evaluation) Final Scoring: Points will be derived using the average of point scores assigned to individual Selection Committee Members to Program Sponsorship Proposals:

Criteria for the evaluation of proposals:

120 Points Aviation Program Management As detailed in Exhibit 1, Service Category 1, Describing how the Offeror will provide overall management of the GDOT Aviation Program. Providing a detailed plan, identifying how all functions and tasks set out by the scope of work will be delivered.

80 Points Capital Improvement Program (CIP) for Airports As detailed in Exhibit 1, Service Category 2, Describing how the Offeror will obtain, review and retain Capital Improvement Program CIP submittals from all open-to-the-public airports for accuracy and completeness, ensuring all funding is properly distributed as either federal/state/local or federal/local or state/local and distributed in the correct percentages.

80 Points Annual Applications for State and Federal Assistance As detailed in Exhibit 1, Service Category 3, Describing how the Offeror will review all applications received by the Department for funding assistance for the State’s Airport Aid Program and federal Airport Improvement Program for completeness and accuracy, assign appropriate priority rankings and retain information for tracking purposes.

80 Points State and Federal Airport Aid Projects As detailed in Exhibit 1, Service Category 4, Describing how the Offeror will provide Airport Project Management services to ensure Airport projects selected for state and/or federal funding assistance include Planning and Environmental Studies, Engineering Design, and Construction.

Describing how the Offeror will coordinate with the FAA for Form 7460s and Instrument Approach Procedures.

Describing how the Offeror will review all airport projects for FAA compliance and grant assurance issues.

Describing how the Offeror will conduct thorough reviews of Scopes of Work, to include Professional Services Man-hours Needed to Complete Projects, and Budget Estimates for Planning, Environmental and Design projects in accordance with applicable state and/or federal standards.

Describing how the Offeror will appropriately prepare and execute Department contracts and associated documents.

Describing how the Offeror will arrange or cause to arrange Preconstruction Conferences prior to the actual start of construction or commencement of projects.

Describing how the Offeror will make periodic site inspection visits to ensure compliance with aviation and construction safety during project construction.

Describing how the Offeror will review each monthly or partial pay request for a project.

Describing how the Offeror will schedule and conduct a final inspection of each project upon completion.

Describing how the Offeror will facilitate project close-out.

Describing how the Offeror will review sponsorship information for airports in Georgia.

Describing how the Offeror will facilitate airport sponsor outreach meetings to include administrative tasks, preparation of presentations, agenda preparation, producing meeting minutes, and scheduling.

80 Points Grants and Contracts Management

As detailed in Exhibit 1, Service Category 5, Describing how the Offeror will develop and manage budgets, and associated reports. Describing how the Offeror will maintain detailed information for all fund sources, including federal grants and associated funding, state funding, and local funding.

Describing how the Offeror will manage the full lifecycle of all Aviation Program grants and contracts in accordance with requirements.

70 Points Environmental Reviews As detailed in Exhibit 1, Service Category 6, Describing how the Offeror will review, manage and maintain environmental documents as required in accordance with National Environmental Policy Act (NEPA) and FAA’s Environmental Handbook.

30 Points Federal Aviation Administration ASSET Initiative As detailed in Exhibit 1, Service Category 7, Describing how the Offeror will provide guidance to Aviation Program Staff, airport sponsors, and aviation consultants regarding FAA’s ASSET Initiative.

60 Points Airport Layout, Master Plans, And Other Planning Documents As detailed in Exhibit 1, Service Category 8, Describing how the Offeror will administer and manage all required planning activities, documents and studies.

Describing how the Offeror will lead, manage and direct Department Aviation related studies.

70 Points State Airport Licensing and Inspection Program and FAA 5010 Safety Data Program As detailed in Exhibit 1, Service Category 9, Describing how the Offeror will, in accordance with OCGA and FAA provisions, administer the state airport licensing program, including inspections of each Georgia open-to-the-public airport biennially.

70 Points Advanced Air Mobility Program Management, Service Category 10, Describing how the Offeror will develop, manage and lead the Department’s AAM Program, which is inclusive of Unscrewed Aviation Systems (UAS).

30 Points Independent Fee Estimates As detailed in Exhibit 1, Service Category 11, Describing how Offeror will prepare and provide IFEs in accordance with FAA AC 150/5100-14E, Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects as requested by the Department.

30 Points Special Projects and Intermodal Program Support As detailed in Exhibit 1, Service Category 12, Describing how the Offeror will be available to provide support to all Intermodal programs, to include Aviation, Rail, State Safety Oversight, Transit and Waterways on an ad hoc basis. This includes performing specialized tasks, producing reports, performing assessments, or other requested ad hoc items as needed at the direction of Division leadership.

Describing how the Offeror will identify and add subconsultants as needed for these specialized items.

C. Cost Evaluation (200) Points)

A/B x 800 = C

Where: A = Technical score of the proposal being adjusted.

B = Original technical score of the highest-ranking technical proposal.

C = Assigned points for proposal being adjusted.

Cost Proposals (Attachment 2) will be opened only upon completion of the final scoring of proposals by the Selection Committee. A Cost Evaluation will ensue, and the resulting Cost Score will comprise 20% of the evaluation of the finalist firms.

1. Final Evaluation

1. Technical Score Adjustment: Scores for the proposals will be adjusted to maintain the (80% / 20%) balance between the technical and cost phases. The proposal with the highest technical score will be adjusted up to 800 points. All other proposals will receive a prorated technical score calculated using the following formula:

2. Cost Score Adjustment: The cost proposal with the lowest total cost for term of the agreement will be awarded 200 points. All other cost proposals deemed to be acceptable will receive a prorated score calculated using the following formula:

L/R x 200 = Z

Where: L = (Grand Total) Total of the four Extended Prices with Lowest Cost R = (Grand Total) Total of the four Extended Prices being scored.

Z = Assigned points for the fee proposal being scored.

D. Basis for Award

The resulting Fee proposal scores will be added to the corresponding adjusted technical proposal scores to identify the apparent successful offeror(s). Apparent awardee will be determined based on the sum of adjusted total scores from the technical evaluation and the fee evaluation. The Department may enter into negotiations with the apparent awardee, may ask the apparent awardee to provide a best and final offer or may conduct interviews if deemed advantageous to the Department. If an agreement cannot be reached with the apparent awardee, the next highest- scoring firm will be invited to either enter into negotiations, provide a best and final offer or interview with the Department as deemed advantageous to the Department.

V. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION, AND EXTENSIONS

It is the responsibility of each Proposer to examine the entire RFP, seek clarification in writing, and review its submittals for accuracy before submitting. Once the submission deadline has passed, all submissions will be final.

The Department will not request clarification from any single individual Proposer regarding their submission, but reserves the right to ask, collectively, all parties that have submitted proposals for additional information. Questions about any aspect of the RFP, or the service, shall be submitted in writing (via e-mail) to:

Trina E. Williams, Contract Specialist

E-mail: TrWilliams@dot.ga.gov

The deadline for submission of questions relating to the RFP is the time and date shown in the Schedule of Event, Section III – Schedule of RFP Events. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled and answered in writing and issued to all Proposers via posting to the Georgia Procurement Registry (GPR). Any Proposer exceptions to the RFP requirements or requests for deadline extensions must also be communicated to the Department via email to TrWilliams@dot.ga.gov by the deadline to be properly considered. Any requests for proposal deadline extensions must include the reason(s) for such a request. The Department reserves the right to approve or reject such requests as the Department deems necessary.

VI. INSTRUCTIONS FOR PREPARING TECHNICAL PROPOSALS

The Technical Proposals submittal must be submitted in accordance with the instructions provided in Section

VII, and must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information.

For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations.

A table of contents must be included to identify each major section. For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations. Any exhibits, affidavits, or other enclosure information called for may be included in an appendix and will not count toward the page limit. Submittals that include proposals of more than one firm shall not exceed the page limit. Such submittals shall be prepared with careful consideration to the page limit.

To expedite the review of submittals, it is essential that Proposers follow the format and instructions outlined below.

The content of all Technical Proposals must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information.

Technical Proposals MUST be limited to a maximum of one hundred (100) pages, excluding the Cover Page and Administrative Documentation. Technical Proposals that exceed the maximum one-hundred (100) page limit will be disqualified from further consideration. Proposers may submit a maximum of one (1) Technical Proposal as listed in “General Project Information.”

Cover page – Each submittal must have a separate cover page for each copy of each submittal, and each must list the RFP#, RFP Title, proposing firm’s full legal name and the specific project contract being submitted on to include the Project Numbers, PI Numbers, County(ies), and Description.

A. Administrative Documentation

It is required to submit the information below for each copy of each submittal. This is general information and will not be scored but may be used to determine eligibility for selection. Under Administrative Requirements section, only submit the information requested; additional information will be subject to disqualification of your firm.

1. Basic company information:

a. Company name.

b. Company Headquarter Address.

c. Contact Information – Name and all contact information (telephone number(s) and e-mail address) of primary proposing contact (this will be the individual with whom the Department will direct all communications).

d. Company website (if available).

e. Georgia Addresses – Identify and provide addresses for the offices located in the State of Georgia.

f. Staff – List the number and disciplines of staff members employed in each office in the State of Georgia.

g. Ownership – Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Proposer a sole proprietorship, partnership, corporation, limited liability Corporation, or other structure?

h. Location, size and description of the firm.

i. Identify the office from which services will managed and proximity to the service site

j. Certification Form –Complete the Certification Form (Exhibit III enclosed with RFP), and provide a notarized original within the firm’s Request for Proposals. This is to be submitted for the Prime ONLY

k. Georgia Security and Immigration Compliance Act Affidavit–Complete the form (Exhibit IV enclosed with

RFP), and provide a notarized original within the firm’s Request for Proposals. This is to be submitted for the Prime ONLY

2. Statement of Disclosure

Provide a statement of disclosure to allow the Department to evaluate any possible conflicts of interest.

Respondents must provide, in their own format, a statement of all potential legal or other significant conflicts of interests possibly created by the respondents being considered in the selection process or by the respondent’s involvement in the opportunity. Respondents should provide information as to the nature of relationship(s) with parties in such potential conflict. In cases where there are no apparent conflicts in the respondent’s general participation in the procurement process but where perceived or questionable potential conflicts may arise in the execution of aspects of the scope of services, the burden of disclosure shall remain with the proposing respondent, and the respondent must address such potential conflicts in submittal. Because the scope of work in this solicitation may not be fully defined until an actual agreement is reached, minor or less-significant conflicts of interest anticipated in performance of scope may possibly be resolved through contractual terms at GDOT’s sole discretion. However, all submittals from respondents which GDOT perceives there to be any conflict of interest are subject to possible rejection.

B. Aviation Program Management

1. Summary- Please provide a Concise summary of the Offeror’s history (i.e. form of the Offeror, years of experience, headquarters location, experience in providing services to similar clients; nature of services provided, begin and end dates of service, estimated budget, and contact information for clients).

2. Experience and Qualifications – Please describe your Firm’s Experience and qualifications and provide resumes for Consultant’s assigned project manager and other applicable team members to include contact information, educational background and professional experience.

3. Training History – Please provide a Description of training history for each of the key individuals named in the proposal, including the type of training, dates of training, frequency, and extent of training over the past five years, including any professional certifications held and date of certifications for the past 5 years.

4. Program Management Resource Plan – Please describe how the overall management of the GDOT Aviation Program will be provided, identifying adequate leadership SMEs and resources to manage the program, including a Business Support Analyst and/or Administrative Specialist, and other value-added positions. If full-time dedicated resources are identified, each shall be detailed accordingly.

5. Travel and Training Plan for Training, Conferences and Presentations – Describe how your Firm will ensure SMEs and other resources receive ongoing training, obtain required certifications, and attend relevant conferences, representing and/or presenting on behalf of the Department as needed. Describe annual travel plan that identifies training and upcoming conferences relevant to the program, including how the plan will be developed and managed.

C. Capital Improvement Program (CIP) for Airports

1. CIP Submittals – Describe a relevant plan to obtain and review CIP submittals from all open-to-the-public airports for accuracy and completeness ensuring all funding is properly distributed as either federal/state/local or federal/local or state/local and distributed in the correct percentages. Described applicable plan to update project and airport info in database. Exemplified experience with CIPs for airports.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to perform the task.

D. Annual Applications for State and Federal Assistance

1. Funding Assistance – Describe the Offeror’s thorough plan to review and prioritize applications received by the Department for funding assistance for the State’s Airport Aid Program, Federal Airport Improvement Program, and other programs as pertinent, for completeness and accuracy.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

E. State and Federal Airport Aid Projects

1. Airport Project Management – Please describe how Airport Project Management services will be provided to ensure Airport projects selected for state and/or federal funding assistance include Planning and Environmental Studies, Engineering Design, and Construction.

2. Describe how the Offeror will coordinate with the FAA for Form 7460s and Instrument Approach Procedures.

3. Describe how the Offeror will review all airport projects for FAA compliance and grant assurance issues.

4. Describe how the Offeror will conduct thorough reviews of Scopes of Work, to include Professional

Services Man-hours Needed to Complete Projects, and Budget Estimates for Planning, Environmental and Design projects in accordance with applicable state and/or federal standards

5. Describe how the Offeror will appropriately prepare and execute Department contracts and associated documents.

6. Describe how the Offeror will arrange or cause to arrange Preconstruction Conferences prior to the actual start of construction or commencement of projects.

7. Describe how the Offeror will make periodic site inspection visits to ensure compliance with aviation and construction safety during project construction.

8. Describe how the Offeror will review each monthly or partial pay request for a project.

9. Describe how the Offeror will schedule and conduct a final inspection of each project upon completion.

10. Describe how the Offeror will facilitate project close-out.

11. Describe how the Offeror will review sponsorship information for airports in Georgia.

12. Describe how the Offeror will facilitate airport sponsor outreach meetings to include administrative tasks, preparation of presentations, agenda preparation, producing meeting minutes, and scheduling.

13. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

F. Grants and Contracts Management

1. Aviation Program Grants and Contracts Management – Please describe how budgets will be developed and managed, and how information for all fund sources will be maintained, including federal grants and associated funding, state funding, and local funding. Describe how the full lifecycle of all Aviation Program grants and contracts in accordance with requirements will be managed.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

G. Environmental Reviews

1. Environmental Documents – Please describe your experience reviewing draft environmental documents to include Environmental Assessments and Categorical Exclusion Checklists submitted by airport sponsors.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

H.. Federal Aviation Administration ASSET

1. Asset Initiation – Please describe your Firm’s thorough plan to provide guidance to GDOT staff, airport sponsors, and aviation consultants regarding FAA’s ASSET Initiative. Bi-annually the FAA conducts a review of based aircraft and the Consultant shall contact airports that meet or are within 10% of the based aircraft numbers that shall cause an airport to be determined as “unclassified”.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

I. Airport Layout, Master Plans, And Other Planning Documents

1. Airport Planning Management – Please describe your experience reviewing airport layout plans (ALP), master plans and other airport planning documents.

2. Describe how the Offeror will lead, manage and direct Department Aviation related studies.

3. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

J. State Airport Licensing and Inspection Program and FAA 5010 Safety Data Program

1. Airport Project Management – Please describe your experience administering State Airport licensing and inspection programs, and FAA 5010 Safety Data Programs, in accordance with OCGA and FAA provisions.

Describe airport inspection plan.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

K. Advanced Air Mobility Program Management

1. Advanced Air Mobility (AAM) Leadership – Please describe your Firm’s experience administering and developing AAM programs. Describe how your Firm will address emerging AAM technology.

2. Uncrewed Aircraft Systems (UAS) Management - Please describe your Firm’s provision of leadership to UAS operators; oversight of inventory and acquisitions, training, and coordination with FAA.

Address providing coverage at the State Operations Center during emergency activation to provide support to the Department’s emergency operations manager.

3. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

L. Independent Fee Estimates

1. IFE Specific Projects – Please describe how Independent Fee Estimates (IFE) for specific projects will be prepared in accordance with FAA AC 150/5100-14E, Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects.

2. Resource Plan- Please describe how the Offeror will identify adequate Consultant resources or SMEs to

M. Special Projects and Intermodal Program Support

1. Intermodal Subconsultants – Please describe how support will be provided to other Intermodal Programs as needed, including identifying and adding subconsultants as needed.

2. Resource Plan- Describe how the Offeror will identify and add subconsultants as needed for these specialized items.

VII. Instructions for Preparing Menu of Services

The Menu of Services must be submitted in accordance with the instructions provided in Section VIII, and must be organized, categorized using the same headings (in red), and numbered and lettered exactly as outlined below, and must be responsive to all requested information. For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the Department to ensure compliance with the page limitations.

Menu of Services Cover page – Each submittal must have a separate cover page for each copy of the Menu of

Services submittal and each must indicate the response is for Menu of Services, list the RFP#, RFP Title, proposing firm’s full legal name and the specific project contract being submitted on to include the Project Numbers, PI Numbers, County(ies), and Description.

A. Menu of Services

Menu of Services shall be submitted in a separate electronic submittal and shall not include any technical proposal information. Proposers which include technical proposal information in their Menu of Services may be disqualified from further consideration. Exhibit II, shall be utilized for submission of all Menu of Services.

VIII. Instructions for Submittal of Technical and Menu of Services

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VI and VII, entitled INSTRUCTIONS FOR PREPARING TECHNICAL PROPOSALS and Instructions for Preparing Menu of Services, see Attachment 1 for a summary of how the submittals should be prepared.

B. Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered; however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Proposal shall be prepared simply and economically as indicated above. Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification.

Technical Proposal submittals must be a PDF document for each District/contract. Each PDF document must follow the naming convention for electronic records as follows: the proposing firm’s full legal name, RFP#, RFP Title, District number and the specific project contract number being submitted on. If a firm is responding to multiple projects/contracts, each submittal must be uploaded separately using the naming convention for electronic records.

Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail to the sender. If you do not receive an email receipt confirmation for your submittal within one (1) hour of your submittal, please contact Trina E. Williams, at TrWilliams@dot.ga.gov.

To submit your Technical Proposal, click the following Link: https://solicitation.dot.ga.gov/

NOTE: The Technical Proposals (PDF) and Consultant Scores template (Excel Spreadsheet) must be uploaded separately

To review the manual for solicitation Submittal click the following Link:

https://dotauthoring.dot.ga.gov/GDOT/Pages/SolicitationTraining.aspx

If a firm is responding to multiple projects/contracts, each submittal must be uploaded separately using the naming convention for electronic records, and submission link provided. Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail the sender. If you do not receive an email receipt confirmation for your submittal within one (1) hour of your submittal, please contact Trina E. Williams, at TrWilliams@dot.ga.gov.

No submittals will be accepted after the time and date set for receipt.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT.

Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

GDOT reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the State.

IX. Instructions for Submittal for Menu of Services

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VI, entitled Instructions for Preparing Menu of Services.

B. Exhibit II, shall be utilized for submission of all Menu of Services.

NOTE: Additional pages other than what has been specified above should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VI. Instructions Menu of Services only, Hyperlinks or embedded video are not allowed.

C. Menu of Services submittals must be an Excel document for each District/contract. Please see Exhibit II MENU OF

SERVICES (Attached to RFP Posting on the GPR). Please note, the Menu of Services is attached as an Excel file and must be completed, signed, and uploaded as a pdf file. Additionally, the Excel file must be completed and uploaded in order to enable the Department to verify the formulas and calculated amounts are correct.

Each Excel document must follow the naming convention for electronic records as follows: the proposing firm’s full legal name, RFP#, RFP Title, District number and the specific project contract number being submitted on. If a firm is responding to multiple projects/contracts, each submittal must be uploaded separately using the naming convention for electronic records. Upon successful receipt of the electronic submittal, the system will send a receipt confirmation e-mail to the sender. If you do not receive an email receipt confirmation for your submittal within one (1) hour of your submittal, please contact Trina E. Williams, at TrWilliams@dot.ga.gov.

To submit your Menu of Services, click the following Link: https://solicitation.dot.ga.gov/

NOTE: The Menu of Services template (Excel Spreadsheet) must be uploaded separately

To review the manual for solicitation Submittal click the following Link:

https://dotauthoring.dot.ga.gov/GDOT/Pages/SolicitationTraining.aspx

No submittals will be accepted after the time and date set for receipt.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. GDOT is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of GDOT.

Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award. GDOT reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the State.

X. GDOT Terms and Conditions

A. Statement of Agreement

With the submission of a RFP, the respondent agrees that he/she has carefully examined the Request for Proposal and agrees that it is the respondent’s responsibility to request clarification on any issues in any section of the Request for Proposal with which the respondent disagrees or needs clarified. The respondent also understands that failure to mention these items during the question period or in the RFP will be interpreted to mean that the respondent is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a RFP, the respondent hereby certifies: (a) that this RFP is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that respondent has not directly or indirectly included or solicited any other respondent to put in a false or insincere RFP; (c) that respondent has not solicited or induced any person, firm, or corporation to refrain from sending a RFP.

The respondent also understands that failure to provide required information may result in disqualification. Failure to provide administrative information may not result in disqualification. At the Department’s discretion, the Department may notify the respondent that administrative information is not provided or there was an error in the information provided, and the Department will allow a respondent to provide an update to the administrative information. However, the exception to this is the provision of the required GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT, which by Georgia Law requires disqualification of the response.

The above changes mentioned to administrative information would be considered allowable as these would be limited to changes which do not affect the information which the evaluators use to score the respondents. Failure of a respondent to provide the specific administrative information as required in the notice will result in disqualification. Any respondent who provides changes in addition to the information requested in the notice shall be subject to disqualification. Failure of a respondent’s RFP to provide any information pertaining to a respondent and its teams qualifications, of any type, will subject the RFP to disqualification. The Department will not allow updates to qualifications to be provided to avoid disqualification as this would allow a respondent to modify its RFP and alter the information which evaluators would score. The above changes related to qualifications would not be allowable as these would allow changes which do affect the information which the evaluators use to score the respondents RFP.

B. Joint-Venture Proposals, Sub-Consultants, and Vendors

GDOT does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two (2) or more firms desire to “joint-venture,” it is strongly recommended that one firm propose and maintain status as the Division of Intermodal Aviation Program and Project Management provider with the remaining firms participating as sub-providers.

Sub-Consultants shall generally be considered any team member which is performing any service which typically requires prequalification, which is subject to the Audit and Accounting System Requirements, and whose services are billed as costs. Sub-Consultant Team Members must be written into the resulting Agreement and are subject to all terms and conditions in the Agreement. Vendors shall be considered any team member which is performing any service which typically does not require prequalification, which is not subject to the Audit and Accounting System Requirements, and whose services are billed as direct expenses. Vendors may not be written into the resulting Agreement and may not be subject to all terms and conditions in the Agreement.

C. Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the respondent submitting the response.

The Department is not obligated to any respondent to reimburse such expenses. All submittals upon receipt become the property of the Department. Labeling information provided in submittals as “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until a final award.

D. Award Conditions

This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the Department and does not obligate the Department to procure or contract for any services. Neither the Department nor any respondent submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Department and a respondent containing such terms and conditions as are negotiated between those parties. The Department reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon review of responses, the Department will determine the respondent(s) proposal that in the sole judgment of the Department is in the best interest of the Department (if any is so determined), with respect to the evaluation criteria stated herein. The Department then intends to conduct negotiations with such respondent(s) to determine if an acceptable contract may be reached.

E. Joint-Venture Proposals GDOT does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two (2) or more firms desire to “joint-venture,” it is strongly recommended that one firm propose and maintain status as the Division of Intermodal Aviation Program and Project Management provider with the remaining firms participating as sub-providers.

F. Small and Minority Business Enterprise It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process. Therefore, the Department encourages all small businesses, female-owned businesses and minority-owned businesses to compete for contracts to provide services and encourages consultant to solicit female-owned businesses and minority-owned businesses in procuring sub-providers and suppliers. This desire on the part of the Department is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Department supports a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. Consultants and sub-providers who utilize qualified minority sub-providers may qualify for a Georgia state income tax credits for qualified payments made to minority sub-providers-. See Official Code of Georgia Annotated (O.C.G.A.) O.C.G.A. Section 48-7-38.

G. Statement of Agreement

With submission of a proposal, the Proposer agrees that he/she has carefully examined the Request for Proposal, and the Proposer agrees that it is the Proposer’s responsibility to request clarification on any issues in any section of the Request for Proposal with which the Proposer disagrees or needs clarified. The Proposer also understands that failure to mention these items in the proposal will be interpreted to mean that the Proposer is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a proposal, the Proposer hereby certifies: (a) that this proposal is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that Proposer has not directly or indirectly included or solicited any other Proposer to put in a false or insincere proposal; (c) that Proposer has not solicited or induced any person, firm, or corporation to refrain from sending a proposal.

H. Bid Substitutions, Alternates, Exceptions, and Extensions

No substitutions or alternates will be accepted for this bid. Any bidders submitting substitutions or alternates will be considered non-responsive and will not be considered for award.

EXHIBIT I-1

SCOPE OF SERVICES

A. Objective

The Georgia Department of Transportation (Department or GDOT) Division of Intermodal is soliciting proposals from qualified contractors to provide Aviation Program and Project Management for the Division of Intermodal over the life of this contract. This includes the administration of the Federal Aviation Administration (FAA) State Block Grant Program (SBGP), inclusive of the Airport Improvement Program (AIP) and the Bipartisan Infrastructure Law (BIL), Georgia State Airport Aid Program, and any other Aviation related programs, including Advanced Air Mobility (AAM), Urban Air Mobility (UAM), for the Department. All work associated with this solicitation must be completed in accordance with all applicable state and federal regulations, including FAA advisory circulars and super circular.

Duties, SBGP functions, and responsibilities are covered in FAA Advisory Circular 150/5100-21 State Block Grant Program, current edition, and in the FAA/State Memorandum of Agreement for the SBGP. Duties and responsibilities under the State Airport Aid Program are covered in the Department’s Georgia Airport Aid Program Policy and Standards Guide. The Department has the responsibility of assuring that publicly owned airports in Georgia are safe, adequate, and well maintained and serves two primary functions in providing airport aid: Airport Development and Aviation Planning.

During the life of the contract, GDOT shall have the right to approve the use of contractor personnel responsible for delivering these services.

The Georgia Department of Transportation Board has adopted a 15% overall annual goal for Disadvantaged Business Enterprise (DBE) participation on all federally funded projects. The DBE goal can be met by prime contracting, sub-contracting, joint-venture, or mentor/protégé relationship. GDOT will monitor and assess each consultant services submittal for their DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the state of Georgia, Department of Transportation Disadvantage Business Program Plan.

GDOT plans to authorize work under this contract using Task Orders describing the specific type of services to be provided by the successful contractor, along with a time of performance for providing the services, and the associated budget. It is expected that the successful contractor will possess the necessary capital items and equipment to carry out the services described in this Scope of Work. All information and data gathered, developed, reported, and maintained during the life of the Project by the successful contractor is the property of GDOT and will be made available at the request of GDOT during the life of the Project and will be released to GDOT in its entirety at the end of the Project. The successful contractor shall not use the data outside the limits of this contract without the written consent of GDOT. Opportunity and Title VI Programs) and (4) Americans with Disabilities Act (ADA) Programs. GDOT is seeking proposals from qualified firms or teams of firms with the capabilities to successfully complete the scope of services described herein.

The Department may require that team members from the successful proposer work in an extension of staff capacity to ensure delivery of the Division of Intermodal’s Aviation Program’s responsibilities. The firm may also be required to assist the Department in other program and/or administrative areas of the Division of Intermodal.

This section describes the type of services being…