STATE OF ARIZONA ARIZONA DEPARTMENT OF TRANSPORTATION 1739 W. Jackson St., Ste. A Phoenix, AZ 85007
REQUEST FOR QUALIFICATIONS
SOLICITATION NUMBER: BPM003264
DESCRIPTION: Airport Pavement Management System (APMS) Design/Construction and Administrative Management Services
QUESTIONS: Inquiries regarding the solicitation are to be submitted online through the State’s e-Procurement system, Arizona Procurement Portal (APP) (https://app.az.gov/) using the Discussion Forum tab.
OFFERORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION.
Zachary Plichta Procurement Officer Phone: 602-712-8860 Email: [email protected]
This solicitation is issued in accordance with A.R.S. § 41-2578 and A.C.C. R2-7-501 et seq., Procurement of Specified Professional and Construction Services.
“An Equal Opportunity Agency”
The Arizona Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252.42 U.S.C. §§ 2000d-4) and the Americans with Disabilities Act (ADA), hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration for an award.
Persons that require a reasonable accommodation based on language or disability should contact ADOT’s Procurement Office by phone (602) 712-2089. Requests should be made as early as possible to ensure the State has an opportunity to address the accommodation.
Las personas que requieran asistencia (dentro de lo razonable) ya sea por el idioma o discapacidad deben ponerse en contacto con ADOT (602) 712-2089. Rev. 02/2019
TABLE OF CONTENTS
SECTION PAGE
Notice 1
Table of Contents 2
Scope of Work 3
Special Terms and Conditions 11
EXHIBITS
1 - Title VI/Non-Discrimination Assurances Appendix A 22
2 - Title VI/Non-Discrimination Assurances Appendix E 23
3 - Eligible Airports 24
4 - Budget Form 26
5 - MPD Billing Summary and Reimbursement Request Form 27
6 - Quarterly Contract Usage Report 28
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SCOPE OF WORK
1. Statement of Need
1.1. Pursuant to the Arizona Procurement Code, A.R.S. §41-2501 et seq., the State of Arizona Department of Transportation (Department), has a requirement for Airport Pavement Management System (APMS) Design/Construction and Administrative Management Services.
1.2. The Department is seeking the services of a qualified firm or individual (hereinafter referred to as Consultant) to provide APMS design, construction management and inspection services for projects identified at airports within the State of Arizona and APMS administrative, management, and technical services for the APMS program.
2. Introduction and Background
2.1. The Arizona Department of Transportation (ADOT), Multimodal Planning Division, Aeronautics Group (hereinafter referred to as Department) seeks to promote safe airport operations and to ensure all types, kinds, and classes of aeronautical use exists to the benefit of the public. The Aeronautics Group has developed an APMS that includes all paved, public use airports. It is the basis for assigning Pavement Condition Index (PCI) numbers to pavement areas. This system will be managed in the Aeronautics Group with the information in the database available to all airports. APMS covers all of the public use airside pavements of the airports, excluding paved hangar areas. The Airport Pavement Management System (APMS) program aids with maintaining airport facilities across the State and aligns with the vision of the Aeronautics Group to provide an airport system that accommodates demand, supports economic and transportation needs, and maximizes funding resources.
2.2. Public Law 103-305 requires that airports requesting Federal AIP funding for pavement rehabilitation or reconstruction have an effective pavement maintenance management system. To this end, ADOT-MPD-Aeronautics Group has completed and is maintaining an Airport Pavement Management System (APMS) which, coupled with monthly pavement evaluations by the airport sponsors, fulfills this requirement.
2.3. Based on a triennial study of needs, approximately $5.5 million per year is funded to provide pavement maintenance treatments for between eight to twelve airports per year.
2.4. APMS projects consist of the following: 2.4.1. Rubberized asphalt emulsion seal coats with associated crack sealing. 2.4.2. Crack sealing alone (eligible item for porous friction course surfaces). 2.4.3. Portland Cement Concrete (PCC) pavement restoration (joint resealing only). 2.4.4. Thin (no greater than 2.0 in [51 mm]) hot-mix asphalt (HMA) overlays (with associated pre-overlay repair). 2.4.5. Replacement of existing pavement marking on aviation surfaces.
2.5. Airport sponsors that elect to participate in the program, sign a Grant Agreement (GRT) with the Department that dictates who will construct and/or administer the project. The Consultant will
Solicitation No: BPM003264 Available online at Page 3 of 30 https://app.az.gov/
SCOPE OF WORK
perform the design, construction management, inspection, testing, and quality control of each APMS project.
2.6. The APMS program will also require administrative, management, and technical services to support programmatic requirements necessary to manage the assigned projects.
3. Specific Requirements
3.1. Consultant shall be a registered engineer licensed to practice in the State of Arizona. The following tasks are essential to the successful conduct of this program. The Consultant shall perform these tasks in conjunction with the Department, and at the Department’s discretion.
3.2. Project Tasks: The Consultant’s team assigned to this contract shall serve as an extension of the Department staff and administer the resulting APMS construction contracts in accordance with the scope of work, FAA standards, and Department plans, standards and specifications. The Consultant shall provide a thoroughly trained team that is experienced in the required activities to perform the coordination, design, construction management, inspection, technical assistance, testing, and administrative work necessary to manage the assigned projects.
3.3. Program Development: Develop a program plan, agenda and time schedule for all work to be completed in this program in compliance with the most recent Triennial Study, available at https://apps.azdot.gov/Airports/IDEA/Index.html. The program plan shall identify all items necessary for the successful completion of all selected projects. The program plan shall include the following: Creation of the procedures to be followed in the administration of the program; a detailed list of responsibilities and roles of all stakeholders (the Department, Airport Sponsor, Consultant, and Construction Contractor(s) reporting procedures and development of the reports. The Consultant must consider the Department constraints and timing in the creation of the schedule.
3.4. Administrative Management Services: Provide assistance completing or processing the Department’s tasks related to APMS. May consist of contract processing, contact management, data entry services, and other general administrative tasks required to run the APMS program.
3.5. Review Project Sites: Conduct site visits to each airport identified by the Department. Meet with the airport sponsor and conduct a visual review of the proposed project site. The purpose of this activity is to ensure that the identified treatment is still appropriate, to identify and provide any additional testing required (such as coring, materials testing, and structural testing) that should be conducted prior to finalizing the project, to discuss the project schedule, and to obtain a better indication of the repair quantities (such as lineal feet of cracks to seal). This information will be used to finalize a cost estimate for each project. Identify access issues that might affect the conduct of the work, and outline how quality control will be accomplished throughout the duration of the project.
3.6. Project Cost Estimates: Prepare the Project Independent Cost Estimates for each project identified by the Department.
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SCOPE OF WORK
3.7. Meet with the sponsor at the airport – during design prior to construction - to assure that the prescribed pavement treatment is prudent and to coordinate the start to finish schedule including how project quality control will be administered.
3.8. Oversee the project construction. The Department will advertise and award the construction project. Once the Department has issued a Purchase Order (PO), to the Construction Contractor, the Consultant will be notified that the PO was issued. The consultant then shall coordinate a preconstruction meeting and subsequently issue a Notice to Proceed Confirmation memo for the project for an agreed upon date.
3.9. Schedule weekly progress meetings as necessary with the Aeronautics Group, the Construction Contractor and the airport sponsor.
3.10. Conduct inspections daily during construction and as necessary including a final inspection with all interested parties participating.
3.11. Assure that the construction contractor’s suppliers and subcontractors are properly paid on time; that the work is completed in a timely fashion; and that all documentation (including "Record Drawings") are properly submitted before final payment is made.
3.12. Project Completion and Acceptance: The Consultant and an airport representative, who is the duly authorized representative of an airport who is responsible for airport operations, safety, and management, will conduct Final inspections for all pavement preservation projects. No project can be closed with final payment made until the Aeronautics Group approves final documents.
3.13. Implement the Program Plan and be responsible for the administration of the program. A project completion time schedule shall be developed and the Construction Contractor, with Department oversight, responsible for the successful completion of all selected projects. Schedules for all work to be completed shall include, but not be limited to: Milestones to assure timely project completion; time, type and location of inspections; key personnel contact information; regular scheduled meeting times and minutes.
3.14. Utilize and revise as necessary the general set of specifications that will cover each of the treatment types included in APMS. The specifications will cover, at a minimum, the following:
3.14.1. Crack sealing using different crack sealing materials. 3.14.2. Asphalt emulsion seal coats using different aggregate gradations as well as rubberized versus non-rubberized. 3.14.3. PCC preservation using different joint sealant materials. 3.14.4. Thin overlays with and without rubber additives. 3.14.5. Aviation surface markings.
3.15. Develop a general set of guidelines outlining when the different variations of pavement preservation activities should be undertaken.
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SCOPE OF WORK
3.16. Create a Project-specific set of plans for each airport for each scheduled project. The plans and specifications, in conjunction with any contractual documentation provided by the Department, will serve as the basis of the bid documents for these projects. The Department will establish the boundaries for each project; the Consultant will show the specific project boundaries on the airport base drawings. The Plans shall include, but not be limited to:
3.16.1. Resource allocations: Materials, labor and equipment; 3.16.2. Project layout: Location, dimensions, typical sections, section profiles, signing and marking, elevations, contour lines, obstructions, blue stake information; 3.16.3. Miscellaneous: Legend, definitions, table of contents, construction safety requirements for access and layout of barricades and other construction safety devices, and restrictions. 3.16.4. Project Phasing plans.
3.17. Use the Arizona Treatment Matrix (subject to change as required by the Department). Pricing associated with each treatment will be provided upon award in advance of first need by the Contractor. PCI numbers and ranges trigger different pavement repairs or treatments (i.e. crack seal/slurry seal; overlays [both thin and thicker]; complete reconstruction [both asphaltic concrete and portland cement concrete]; etc.). Note that not all treatments are APPP eligible because of limited available funding. The Triennial Airport study may contain changes to the treatment mix for future projects.
Treatment Name Treatment Trigger Crack seal and rubberized asphalt emulsion seals (applied together) are considered for asphalt- surfaced pavement Crack Seal and Rubberized sections with a section PCI between 70 and 85 with no Asphalt Emulsion Seal Coat significant weathering and raveling present.
Crack seal with slurry seal (applied together) are considered for asphalt-surfaced pavement sections with a section PCI Crack Seal and Slurry Seal between 70 and 85. Weathering and raveling must be present. Thin asphalt overlays are considered for asphalt- surfaced Thin Rubberized Asphalt pavement sections that have a PCI between Overlay 55 and 70. Mill and replace porous friction course is considered for Mill and Replace Porous existing porous friction course pavement sections Friction Course that have a PCI between 55 and 70.
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SCOPE OF WORK
PCC joint resealing is considered for PCC sections with a PCI above 65 that are exhibiting joint seal damage. If the Portland Cement Concrete majority of the joint seal damage is low severity, the joint (PCC) Joint Resealing and Spall resealing is scheduled for Year 3 of the analysis; if it is Repair medium severity it is scheduled for Year 2; and, if it is high severity it is scheduled for Year 1.
3.18. Provide documents to the Department to support the Construction Contractor solicitation for the Project required materials and services such as Special provisions, general specifications, scope of work, mix designs, bid requirements; assurances and certifications; General Provisions; Technical Provisions; Brand Names or Equivalent products list that meets FAA standards; List of Airport Representatives; Schedule of Pre-Bid Site Visits; Project Work Details, Time to Complete Requirements, and Special Provisions by location including address of worksite; Bid-Tab; Price List; and Contractor Pay Template.
3.19. Work with the Department to establish a list of qualified construction contractors within the state that are approved by the Department for providing the types of services identified.
3.20. Prepare required Project-Specific Design and Engineering reports, including cost estimates used in the contracting and procurement processes. The materials and applications recommended shall meet the FAA requirements as defined in "Standards for Specifying Construction of Airports", Advisory Circular (AC) 150/5370-10 (or most current version), Final Design and Engineering (view at): http://www.faa.gov/airports/engineering/construction_standards/
3.20.1. Design criteria shall be reviewed and approved by the Department prior to project construction.
3.21. Program Management: Responsible for completing the following activities for each APMS project:
3.21.1. Attend kickoff meetings annually and regular progress meetings with the Department for program coordination.
3.21.2. Create and distribute, then coordinate completion of Opt-In letters with Airport Sponsors. Signed Opt-In letters shall be posted to the Department’s computer drive as designated by the Department and emailed to [email protected].
3.21.3. Review projects and scopes for appropriateness in accordance with related Department and FAA program guidance. Include site visit for scope and quantity verification.
3.21.4. Prepare design and bidding documents, coordinate reviews and approvals. Submit documents in PDF format to the Department.
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SCOPE OF WORK
3.21.5. Coordinate and assure the Construction Contractor has obtained any and all necessary permits/approvals.
3.21.6. Assist in review of bids for materials and services received through the procurement process including participation in the pre-bid meetings.
3.21.7. Schedule the start time and duration of all projects. Coordinate schedules with the Department and Airport Sponsor.
3.21.8. Conduct a pre-construction meeting at each airport with the Airport Sponsor, Department, Construction Contractor and others deemed required by the Department.
3.21.9. Inspect all of the work performed to ensure compliance with specifications. Each item delivered shall be subject to a complete inspection by the Consultant. Inspection criteria shall include, but not be limited to, conformity to the specifications, workmanship, quality and materials. If the delivered product is not accepted and returned for corrective action, an additional fifteen (15) calendar days shall be allowed for inspection of the corrected or replacement product.
3.21.10. Perform a final inspection, in conjunction with representatives from the airport and the Department. Create and distribute, then coordinate signature of a Construction Completion letters with Airport Sponsors. Signed Construction Completion letters shall be posted to the Department’s computer drive as designated by the Department and emailed to [email protected].
3.21.11. Issue suspension of work operations at any time, when in the Consultant judgment, present or impending weather conditions are such that the work cannot be carried out in a safe and effective manner and/or when work performance is observed in violation of safety rules, regulations or practices.
3.21.12. Assure that each Project complies with the Advisory Circulars from the U.S. Department of Transportation Federal Aviation Administration, 150/5370-2F, Operational Safety on Airports During Construction AND 150/5210-5D, Painting, Marking, and Lighting of Vehicles on an Airport, shall be incorporated into this solicitation. The FAA Advisory Circulars can be obtained from the following website:
https://www.faa.gov/regulations_policies/advisory_circulars/
3.21.13. Work with the airport managers to file Notices to Airmen (NOTAM) and to file a 7460 with each airport project prior to the start of construction to ensure proposed construction activity will not interfere with safety on the airport.
3.21.14. Schedule and attend meetings with the Department, various contractors, and the airport sponsor. These meetings will serve several purposes, including but not limited
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SCOPE OF WORK
to, tracking project progress, identifying and resolving any problems that arise, and obtaining appropriate input and documentation in order to improve project quality.
3.21.15. Perform task activities which shall include, but not be limited to, project administration, record keeping, progress reporting, project scheduling and coordination of all project related meetings.
3.21.16. Identify and include cost estimates for materials and services which would be required by the projects. Create design and technical portions of the solicitation package for the Department to advertise. These items will be acquired through the state’s normal procurement process.
3.21.17. Perform the initial review of Construction Contractor invoices for completeness of work covered by the invoice. This review shall take no longer than 48 hours from Consultant’s receipt of invoice. The Consultant shall provide an excel spreadsheet template titled “Application and Certificate of Payment - ADOT APMS Program” to each Construction Contractor. This template shall be used for all payment applications submitted to the Department for APMS projects. The Consultant will provide supplemental instruction of its use as requested.
3.21.18. Verify and approve the Construction Contractor’s Daily Work Reports
3.21.19. The Consultant shall provide technical and administrative assistance as designated by the Department to aid in program and project management activities.
3.22. Assure the accuracy, quality, and timeliness of information and product being provided. Acquire all outside data, literature, equipment, etc., needed for projects.
3.23. Coordinate closely with the Department to review the progress to date, evaluate findings, and solicit input that could lead to revisions to the project approach.
3.24. Be available to participate in various meetings at the request of the Department.
3.25. Ensure that all documentation (including any record drawings) is properly submitted to the Department.
3.26. Submit weekly progress reports for on-going work. The report shall include as a minimum:
3.26.1. Current status of each task 3.26.2. Work to be accomplished during the next two weeks 3.26.3. Problems encountered, proposed solutions and effect, if any on the milestones 3.26.4. Deliverable products
3.27. Prepare State-fiscal-year based annual progress reports within 30 days of the end of each State fiscal year. The report shall include as a minimum:
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SCOPE OF WORK
3.27.1. Aggregated costs of actual construction completed by type of construction and by unit cost.
3.27.2. Report shall also show costs for the fiscal year by airport.
3.27.3. Aggregated costs of design services, construction services and program administration services. These costs will be presented showing actual amounts billed by airport and type construction. Report shall also show the percentage of these three services’ costs compared with construction costs by type construction and by airport.
3.27.4. Prepare visuals of each report element.
4. Consultant’s Responsibilities
4.1. The Contractor shall be diligent in maintaining open communications with the Department, and especially the ADOT project manager, MPD Contracts, and MPD Finance, as necessary. Work shall be completed in a responsible and professional manner and in accordance with the specifications, schedules, work plan, performance indicators, and operating standards as designated in the project.
4.2. In the event that this project is located within tribal land or includes tribal involvement as a stakeholder, ADOT-MPD and the Contractor must exercise tribal consultation and coordination protocol when providing related services. The purpose for this provision is to ensure compliance with "ADOT's Tribal Consultation Policy" and Arizona Revised Statute Section 41-2051, Subsection C - Responsibilities of state agencies located at: https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/41/02051.htm. An ADOT Tribal Transportation Consultation Online Training Course and Handbook are available to the Contractor and shall be reviewed upon selection. For an understanding of what that protocol entails, refer to Module 4 of the Course which is located on the Arizona Tribal Transportation website at: http://www.aztribaltransportation.org.
4.3. The Consultant and Consultant’s employees are strictly prohibited from operating or advertising any commercial enterprise or activity on any projects’ premises, except as may be provided under other contracts to which the Department is a signatory, per ARS § 28-7053.
4.4. All persons engaged in performance of work under this contract shall be, unless otherwise approved by the Department, direct bona fide employees of the consultant and shall not be leased employees, sub-contractors, or independent contractors. The Department may require verification of the nature of employment of the employees. This requirement is not intended to preclude the use of sub-contractors for specialty services such as traffic control services.
4.5. The Consultant shall provide mentally alert, physically fit, adequately trained and qualified employees to ensure contracted services progress in a safe, orderly and timely manner.
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SCOPE OF WORK
4.6. When on-site the Consultant shall possess a means of communications with the Department or the Department’s Representative, the individual delegated responsibility to manage the construction projects under this Contract who may be an the Department employee or a contracted Construction Manager, in advance of and while performing any work under this contract. This form of communication may be cellular telephone or mobile radio.
5. Department’s Responsibilities
5.1. Assign a project manager who is responsible for directing, reviewing, and approving Contractor's work products and invoices.
5.2. The Department or Department’s Representative shall decide all questions, which may arise as to the quality and acceptability of any work performed under the contract.
5.3. Make available all required manuals, statutes, written policies and procedures, contact information, and records.
5.4. Provide access to the Department personnel and APMS program information.
5.5. Provide Airport Layout Plan (ALP) showing the location of pavement areas at each of the project airports.
5.6. Review and approve Consultant’s documents and reports, including the plans and specifications prepared as part of each project.
5.7. Manage the development of airport / sponsor agreements and secure funding for each project.
5.8. Procure and pay contractors for materials and construction services or provide funding to airport sponsors for the procurement of materials and construction services.
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SPECIAL TERMS AND CONDITIONS
1. CONTRACT TERM
1.1 The term of any resultant contract shall commence on the effective date of award and shall continue for a period of twelve (12) months thereafter, unless terminated, cancelled or extended as otherwise provided herein.
2. CONTRACT EXTENSION
2.1 By mutual written contract amendment, any resultant contract may be extended for supplemental periods of up to a maximum of forty-eight (48) months.
3. ELIGIBLE AGENCIES
3.1 This contract shall be for the exclusive use of the Arizona Department of Transportation.
4. NON-EXCLUSIVE CONTRACT
4.1 This contract shall be for the sole convenience of the Department. The Department reserves the right to obtain like goods or services from another source when necessary. The Off-Contract Purchase Authorization and subsequent procurement shall be consistent with the Arizona Procurement Code.
5. ORDERING PROCESS
5.1 For each APMS cycle, the Department will provide to the Consultant a list of approved projects for design services and a list of approved projects for construction management services. Upon receipt of a Request for Project Quote, the Contractor shall provide a quote for each project and service requested in the specified format and using the specified forms. The pricing provided Budget Form (Exhibit 4) will result in a fixed-fee plus approved direct costs and travel for both design and construction management services by airport. If miscellaneous support services are requested, those may result in a fixed-fee, a not-to-exceed budget, or a time and materials project, based on the Request for Project Quote. The quotes will be submitted to [email protected]. MPD Contracts shall verify that pricing used on the Budget Form complies with negotiated rates on the Contract, and the ADOT MPD Project Manager shall determine if the allocation of hours to the project/tasks are reasonable.
5.2 Once the response to the Request for Project Quote is accepted, the Department shall issue a purchase order to the Consultant.
5.3 Any attempts to represent any material and/or service not specifically awarded as being under contract is a breach of the contract and a violation of the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the State inclusive of but not limited to contract cancellation, suspension and/or debarment of the Consultant.
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SPECIAL TERMS AND CONDITIONS
6. INVOICING REQUIREMENTS
6.1 Invoices must be submitted no more than monthly and no less than quarterly. The MPD Billing Summary and Reimbursement Request Form (BSR) [Exhibit 5] must be used to submit invoicing. The BSR Billing Report must be completed in its entirety and must be signed. The BSR may be submitted with a typed name in the signature field or it must be converted to a PDF with a minimum 300 dpi. The BSR is a cover for any invoice submission and must include other required forms or documentation as required by the Department. Training for properly completing a BSR is available by request to [email protected]. The BSR, invoice, and other documents must be sent by e-mail as a single PDF to the Department Representative for review, who will then forward invoices to the Department for approval and processing for payment. Invoices are required for each shipment of product or delivery of service and shall include at a minimum:
● Department Location’s Name and Address ● Vendor Name, Remit to Address and Contact Information ● Contract Number ● MPD Tracking Number and Aeronautics ‘E’ Number ● Purchase Order Number ● Invoice Number and Date ● Date the items were shipped to the Department ● Contract Line Item Number ● Line Item Description or Item or Service ● Quantity Purchased ● Line Item Unit of Measure ● Price per Unit and Total per Unit ● Catalog or Other Discount (if applicable) ● Net Unit Price and Total per Unit (if applicable) ● Applicable taxes ● Applicable Shipping/Freight Charges ● Total Invoice Amount Due
6.2 Invoices not sent to [email protected] or not containing the necessary and required information may delay payment. A Consultant whose payments are delayed due to improper invoicing shall make no claim against the Department or the State for late or finance charges.
6.3 Invoicing shall be submitted using the provided MPD Billing Summary and Reimbursement (BSR) form in such a way that payment may be completed no more than monthly and no less than quarterly as agreed upon in the Work Plan. A single PDF package, assembled in the order with the Billing Report as the first page in landscape format, followed by all required forms of the BSR and then with all other support documentation, and named according to the file naming convention: AgencyName INVxxxx MPDXXXX-FY DateSubmitted.pdf shall be submitted to [email protected]. Line items entered on the BSR must reflect the same line item numbering as are on the Purchase Order.
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SPECIAL TERMS AND CONDITIONS
6.4 Submitting an Hours Contribution Table (a tab in the BSR) does not indicate this is a time and materials contract. The Hours Contribution Table is used by the ADOT Project Manager to verify that the effort expected for each scoped work task coincides with the effort expended by the supplier.
6.5 Prompt Payment: Pursuant to 49 CFR 26.29 prime suppliers must pay Sub-Contractors for satisfactory performance (i.e., all the tasks called for in the subcontract for the invoicing period have been accomplished and documented as required by ADOT and any deliverables are approved by ADOT) of their contracts no later than 7 days from receipt of each payment ADOT makes to the prime supplier. The prompt payment provision applies to Sub-Contractors at all tiers. This applies to all Sub-contractors, not just DBEs. Primes are herein notified they are prohibited from holding retainage from Sub-Contractors on this Project pursuant to 49 CFR 26.29.b(1). In the event the Prime fails to invoice ADOT according to its scheduled invoicing activities, and in any case where a Prime’s invoice has been rejected through no fault of the sub-contractor’s performance, the Prime shall pay the sub-contractor for satisfactory work completed in no more than 30 calendar days from receipt of invoice for that work.
6.6 Direct Costs: All direct costs must be supported by receipts indicating payment information and date paid, and other suitable and appropriate documentation. Travel expenses will be reimbursed in accordance with the State Travel Policy. The State travel policy may be accessed via the internet at the State of Arizona, General Accounting Office’s website at (https://gao.az.gov/travel/welcome-gao-travel). Specifically, vendor travel is addressed under the State of Arizona Accounting Manual (SAAM), Section 50: Travel, Sub-Section 65.
6.7 Travel - Advance Authorization: MPD does not use a travel approval form or formal advance approval process except that use of rental vehicles must be approved by ADOT FMS in advance. Travel indicated in the scope and identified in the awarded work plan is considered authorized to be reimbursed in accordance with the AZ State Policy with total actual costs not to exceed the budget established. As with all changes, if travel must be added subsequent to award, the change order process must be completed prior to incurring charges or those expenditures will not be reimbursable.
6.8 Fiscal Year End: The budgeting process and procurement portal process requires that purchase orders be closed out at the end of the State Fiscal Year (June 30th). An invoice for any billable amounts for completed/accepted items through the period ending June 30th should be submitted no later than July 10th each year. Work should not be stopped when the purchase order is closed for the fiscal year ending unless specifically notified to do so. The new replacement purchase order will be generated as soon as the remaining balances for the project are verified, subject to resource availability.
6.9 Final Invoice: When submitting the Final Invoice on the Project, make sure to pay attention to any DBE requirements. A close-out form Certification of Final DBE Payments (210PS) is required for every participating DBE and must be signed by the Prime and the DBE. Final certification forms may be obtained from https://www.azdot.gov/business/business-
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SPECIAL TERMS AND CONDITIONS
engagement-and-compliance/dbe-compliance/adot. An invoice marked "final" triggers closeout of the work project, purchase order, and funding. No further retainage or payments may be made on the project after the final invoice is received. A financial closeout letter may be requested by the Department to verify payment receipts and that the Contractor’s financial office agrees the project is ready to close.
6.10 The Department will make every effort to process payment within thirty (30) calendar days after acceptance of services. Delivery of the service to the Department does not constitute acceptance.
6.11 The date the Department accepts delivery of services shall be the valid date for starting the thirty (30) calendar day payment period.
6.12 Payment due dates, including discount periods, will be computed from the date of acceptance or date of correct invoice (whichever is later) to the date the Department’s warrant is mailed.
7. ESTIMATED USAGE
7.1 The Department anticipates considerable usage under this contract. The Department reserves the right to increase or decrease actual quantities ordered as circumstances may require. No guarantees are made concerning actual purchases under this contract.
8. PRICE REDUCTION
8.1 A price reduction adjustment may be offered at any time during the term of the contract and shall become effective upon notice through a written contract amendment.
9. PRICE INCREASE
9.1 The Department will review fully documented requests for price increases for any contract which will or has been in effect for twelve (12) months. The request shall be submitted no less than 60 days prior to the contract renewal date. The Consultant shall provide fully documented information which supports the price increase request. Fully documented means that the request shall present detailed information and calculations that make it clear how the claimed increase has an impact on the contract unit prices. All assumptions regarding cost factors that have an impact on the requested increase shall also be clearly identified and justified. The requested price increase must be based upon a cost increase that was clearly unpredictable at the time of the offer and can be shown to directly affect the price of the item concerned. Any price increase adjustment request prior to the time of contract extension will be a factor in the extension review process. The Department will determine whether the requested price increase or an alternate option, is in the best interest of the State.
10. CONTRACT ADMINISTRATION
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SPECIAL TERMS AND CONDITIONS
10.1 The Consultant shall contact the Procurement Officer for guidance or direction in matters of contract interpretation or questions regarding the terms, conditions or scope of the contract.
11. NOTICES
11.1 All notices, requests, demands, consents, approvals, and other communications which may or are required to be served or given hereunder (for the purposes of this provisions collectively called “Notices”), shall be in writing and shall be sent by certified United States mail, return receipt requested, or by any other method that provides evidence of receipt, addressed to the party or parties to receive such notice as follows:
a. If intended for the State, to: Arizona Department of Transportation, Procurement Group 1739 W. Jackson Street, MD 100P Phoenix, Arizona 85007-3276
b. If intended for the Consultant, to the address as identified in the Consultant’s electronic vendor profile.
11.2 Or to such other addresses as either party may from time to time furnish in writing to the other by notice hereunder. Any notice so mailed shall be deemed to have been given as of the date such notice is received as shown on the return receipt. Furthermore, such notice may be given by delivering personally such notice, if intended for the State, to the Arizona Department of Transportation, Procurement Officer and, if intended for the Consultant, to the person named on the Offer & Contract Award of this contract, or to such other person as either party may from time to time furnish in writing to the other by notice hereunder. Any notice so delivered shall be deemed to have been given as of the date such notice is personally delivered to the other party.
12. CANCELLATION FOR POSSESSION OF WEAPONS ON ADOT PROPERTY
12.1 This Contract may be cancelled if the Consultant or any subcontractors or others in the employ or under the supervision of the Consultant or subcontractors is found to be in possession of weapons.
12.2 Possession of weapons (firearms, explosive devices, knives or blades of more than three (3) inches, or any other instrument designed for lethal or disabling use) is prohibited on ADOT property.
12.3 Further, if the Consultant or any subcontractors or others in the employ of under the supervision of the Consultants or subcontractors, are asked by an ADOT official to leave the ADOT property, they are advised that failure to comply with such a request shall result in cancellation of the Contract and anyone who refuses, whether armed or not, is subject to prosecution under A.R.S. §13-1502, “Criminal trespass in the third degree: classification.”
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SPECIAL TERMS AND CONDITIONS
13. REVIEW OF CONSULTANT’S WORK
13.1 Work performed by the Consultant shall be subject to periodic reviews and partial acceptance at various stages. The Department reserves the right to make such reviews and pass upon the acceptability of the Consultant’s work. Partial acceptance shall not relieve the Consultant’s obligation to correct, without charge, any errors in the work performed under this contract.
14. ACCURACY OF WORK
14.1 The Consultant shall be responsible for the accuracy of the work and shall promptly make all the necessary revisions or corrections resulting from errors and omissions on the part of the Consultant without additional compensation. Acceptance of the work by the Department shall not relieve the Consultant of the responsibility for subsequent correction of any such errors and clarification of ambiguities.
15. INDEMNIFICATION
15.1 To the fullest extent permitted bylaw, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that the Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona. This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona.
16. INSURANCE
16.1 The Consultant shall furnish Certificate(s) of Insurance inclusive of the following requirements to the Department. Certificate(s) shall be received within five (5) calendar days of notification of contract award by the Procurement Officer.
16.2 Insurance Requirements
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SPECIAL TERMS AND CONDITIONS
16.2.1 Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
16.2.2 The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.
16.3 Minimum Scope and Limits of Insurance
16.3.1 Contractor shall provide coverage with limits of liability not less than those stated below.
16.3.2 Commercial General Liability (CGL) – Occurrence Form 16.3.2.1 Policy shall include bodily injury, property damage, and broad form contractual liability coverage. Policy shall be endorsed to include airports.
● General Aggregate $5,000,000 ● Products – Completed Operations Aggregate $5,000,000 ● Personal and Advertising Injury $5,000,000 ● Damage to Rented Premises $50,000 ● Each Occurrence $5,000,000
a. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.
b. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.
16.3.3 Business Automobile Liability 16.3.3.1 Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract. Policy shall be endorsed to include airports.
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SPECIAL TERMS AND CONDITIONS
● Combined Single Limit (CSL) $5,000,000
a. Policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor.
b. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.
16.3.4 Workers’ Compensation and Employers' Liability ● Workers' Compensation Statutory ● Employers' Liability o Each Accident $1,000,000 o Disease – Each Employee $1,000,000 o Disease – Policy Limit $1,000,000
a. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.
b. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor).
16.3.5 Professional Liability (Errors and Omissions Liability) ● Each Claim $2,000,000 ● Annual Aggregate $2,000,000
a. In the event that the Professional Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised, for a period of two (2) years beginning at the time work under this Contract is completed.
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SPECIAL TERMS AND CONDITIONS
b. The policy shall cover professional misconduct or negligent acts for those positions defined in the Scope of Work of this contract.
16.4 Additional Insurance Requirements
16.4.1 The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions:
16.4.1.1 The Contractor's policies, as applicable, shall stipulate that the insurance afforded the Contractor shall be primary and that any insurance carried by the Department, its agents, officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41-621 (E).
16.4.1.2 Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the indemnification provisions of this Contract.
16.5 Notice of Cancellation
16.5.1 Applicable to all insurance policies required within the Insurance Requirements of this Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially changed for any reason without thirty (30) days prior written notice to the State of Arizona. Within two (2) business days of receipt, Contractor must provide notice to the State of Arizona if they receive notice of a policy that has been or will be suspended, canceled, materially changed for any reason, has expired, or will be expiring. Such notice shall be sent directly to the Department and shall be mailed, emailed, hand delivered or sent by facsimile transmission to (Procurement, 1739 West Jackson Street, Phoenix AZ 85310 & 602.712.3717).
16.6 Acceptability of Insurers
16.6.1 Contractor’s insurance shall be placed with companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an “A.M. Best” rating of not less than A- VII. The State of Arizona in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.
16.7 Verification of Coverage
16.7.1 Contractor shall furnish the State of Arizona with certificates of insurance (valid ACORD form or equivalent approved by the State of Arizona) evidencing that Contractor has the insurance as required by this Contract. An authorized representative of the insurer shall sign the certificates.
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SPECIAL TERMS AND CONDITIONS
16.7.1.1 All such certificates of insurance and policy endorsements must be received by the State before work commences. The State’s receipt of any certificates of insurance or policy endorsements that do not comply with this written agreement shall not waive or otherwise affect the requirements of this agreement.
16.7.1.2 Each insurance policy required by this Contract must be in effect at, or prior to, commencement of work under this Contract. Failure to maintain the insurance policies as required by this Contract, or to provide evidence of renewal, is a material breach of contract.
16.7.1.3 All certificates required by this Contract shall be sent directly to the Department. The State of Arizona project/contract number and project description shall be noted on the certificate of insurance. The State of Arizona reserves the right to require complete copies of all insurance policies required by this Contract at any time.
16.8 Subcontractors
16.8.1 Contractor’s certificate(s) shall include all subcontractors as insureds under its policies or Contractor shall be responsible for ensuring and/or verifying that all subcontractors have valid and collectable insurance as evidenced by the certificates of insurance and endorsements for each subcontractor. All coverages for subcontractors shall be subject to the minimum Insurance Requirements identified above. The Department reserves the right to require, at any time throughout the life of the Contract, proof from the Contractor that its subcontractors have the required coverage.
16.9 Approval and Modifications
16.9.1 The Contracting Agency, in consultation with State Risk, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action will not require a formal Contract amendment but may be made by administrative action.
16.10 Exceptions
16.10.1 In the event the Contractor or subcontractor(s) is/are a public entity, then the Insurance Requirements shall not apply. Such public entity shall provide a certificate of self-insurance. If the Contractor or subcontractor(s) is/are a State of Arizona agency, board, commission, or university, none of the above shall apply.
17. USAGE REPORT
17.1 The Contractor shall furnish the Department a quarterly report showing purchasing activity under this contract. This usage report shall be provided in a form substantially equivalent to
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SPECIAL TERMS AND CONDITIONS
Exhibit 6. Usage reports shall be submitted to the Procurement Officer no later than 30 days after the end of each quarter.
17.2 Usage report quarters shall be defined as follows:
● January through March – Report due April 30 ● April through June – Report due July 30 ● July through September – Report due October 30 ● October through December – Report due January 30
18. KEY PERSONNEL
18.1 It is essential that the Contractor provides adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract. The Contractor must agree to assign specific individuals to the key positions.
18.2 The Contractor agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to the Procurement Officer. The Contractor shall immediately notify the Procurement Officer of key personnel changes. Replacement personnel shall be of substantially equal ability and qualifications. All key personnel changes are subject to the written concurrence of the Procurement Officer prior to any billable work being performed.
19. SUBCONTRACTORS
19.1 It is essential that the Contractor provides adequate experienced subcontractors, capable of and devoted to the successful accomplishment of work to be performed under this contract.
19.2 The Contractor agrees that, once assigned to work under this contract, subcontractors shall not be removed or replaced without written notice to the Procurement Officer. The Contractor shall immediately notify the Procurement Officer of subcontractor changes. Replacement subcontractors shall have substantially similar qualifications and experience. All subcontractor changes are subject to the written concurrence of the Procurement Officer prior to any billable work being performed.
20. REMOVAL OF CONTRACTOR’S EMPLOYEES
20.1 The Contractor agrees to utilize only experienced, responsible and capable personnel in the performance of the work. The Department may require that the Contractor remove from the job covered by this contract, employees who endanger persons or property or whose continued employment under the contract is inconsistent with the interest of the Department.
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SPECIAL TERMS AND CONDITIONS
21. PROJECT ADMINISTRATION
21.1 The Project Manager shall be designated at the time of project assignment. The Project Manager will provide general direction as necessary and be responsible for decisions pertaining to work under this Contract.
22. TRAVEL
22.1 Travel expenses authorized in advance and incurred at off-site assignments will be reimbursed at cost, in accordance with the State of Arizona Travel Policy and the ADOT Travel Authorization Policy and Procedure hereby incorporated herein. State travel policy includes the travel reimbursement schedules. Actual receipt for travel must be submitted for reimbursement of allowable direct costs (lodging, automobile, meals, etc.). The travel policies may be accessed via the internet at the State of Arizona, General Accounting Office's website (http://www.gao.az.gov/travel/) and State of Arizona, Department of Transportation’s website (http://www.azdot.gov/business/Procurement).
23. LICENSES, PERMITS, CERTIFICATIONS
23.1 Contractor, at their expense, shall maintain in current status without any violations, complaints, or suspensions during the term of this contract all Federal, State and Local licenses, permits and certifications required for the operation of a business conducted by the contractor.
24. POST AWARD MEETING
24.1 At the discretion of the Department, the Contractor, at their expense, shall attend and participate in post award meetings as scheduled by the Procurement Officer.
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EXHIBIT 1 Title VI/Non-Discrimination Assurances
Appendix A
During the performance of this contract, the Consultant, for itself, its assignees, and successors in interest (hereinafter referred to as the "Consultant") agrees as follows:
1. Compliance with Regulations: The Consultant (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Non-discrimination in Federally-assisted programs of the U.S. Department of Transportation, the Federal Highway Administration, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.
2. Non-discrimination: The Consultant, with regard to the work performance by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Consultant will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21.
3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the Consultant for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the Consultant of the Consultant's obligations under this contract and the Acts and Regulations relative to Non-discrimination on the grounds of race, color, or national origin.
4. Information and Reports: The Consultant will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the Federal Highway Administration to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a Consultant is in the exclusive possession of another who fails or refuses to furnish the information, the Consultant will so certify to the Recipient or the Federal Highway Administration, as appropriate, and will set forth what efforts it has made to obtain the information.
5. Sanctions for Noncompliance: In the event of a Consultant's noncompliance with the Non-discrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the Federal Highway Administration ,may determine to be appropriate, including, but not limited to:
a. withholding payments to the Consultant under the contract until the Consultant complies; and/or b. cancelling, terminating, or suspending a contract, in whole or in part. 6. Incorporation of Provisions: The Consultant will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The Consultant will take action with request to any subcontract or procurement as the Recipient or the Federal Highway Administration may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the Consultant becomes involved in, or is threatened with litigation by a subcontractor or supplier because of such direction, the Consultant may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the Consultant may request the United States to enter into the litigation to protect the interests of the United States.
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EXHIBIT 2 Title VI/Non-Discrimination Assurances
Appendix E
During the performance of this contract, the Consultant, for itself, its assignees, and successors in interest (hereinafter referred to as the "Consultant") agrees to comply with the following non-discrimination statutes and authorities; including but not limited to:
Pertinent Non-Discrimination Authorities: • Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin): and 49 CFR Part 21.
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;
• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and Consultants, whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;
• The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);
• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;
• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); • Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1687 et seq.).
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EXHIBIT 3 Eligible Airports
Airport Name City/Town County Elevation Ak Chin Regional Maricopa Pinal 1300 Avi Suquilla Parker LaPaz 458 Bagdad Airport Bagdad Yavapai 4136 Benson Airport Benson Cochise 3824 Bisbee Municipal Airport Bisbee Cochise 4783 Bisbee-Douglas International Airport Douglas-Bisbee Cochise 4151 Buckeye Municipal Airport Buckeye Maricopa 1024 Casa Grande Municipal Airport Casa Grande Pinal 1561 Chandler Municipal Airport Chandler Maricopa 1234 Chinle Chinle Apache 5550 Cibecue Cibecue Navajo 5037 Cochise College Airport Douglas Cochise 4124 Cochise County Airport Willcox Cochise 4181 Colorado City Municipal Airport Colorado City Mohave 4871 Coolidge Municipal Airport Coolidge Pinal 1587 Cottonwood Airport Cottonwood Yavapai 3550 Douglas Municipal Airport Douglas Cochise 4173 Eloy Municipal Airport Eloy Pinal 1513 Eric Marcus Municipal Airport Ajo Pima 1458 Ernest A Love Field Prescott Yavapai 5042 Falcon Field Mesa Maricopa 1392 Flagstaff - Pulliam Airport Flagstaff Coconino 7012 Gila Bend Municipal Airport Gila Bend Maricopa 778 Glendale Municipal Airport Glendale Maricopa 1066 Grand Canyon National Park Airport Grand Canyon Coconino 6606 Grand Canyon West Peach Springs Mohave 4813 Greenlee County Airport Clifton/Morenci Greenlee 3811 H.A. Clark Memorial Field Williams Coconino 6680 Holbrook Municipal Airport Holbrook Navajo 5257 Kayenta Kayenta Navajo 5688 Kearny Airport Kearny Pinal 1828 Kingman Municipal Kingman Mohave 3446 Lake Havasu City Airport Lake Havasu City Mohave 483 Laughlin/Bullhead International Airport Bullhead City Mohave 547 Marana Regional Airport Marana Pima 2025
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EXHIBIT 3 Eligible Airports
Nogales International Airport Nogales Santa Cruz 3932 Page Municipal Airport Page Coconino 4310
Airport Name City/Town County Elevation Payson Airport Payson Gila 5156 Phx - Deer Valley Municipal Airport Phoenix Maricopa 1476 Phx - Goodyear Municipal Airport Goodyear Maricopa 968 Phx - Mesa Gateway Airport Mesa Maricopa 1380 Polacca Polacca Navajo 5573 Rolle Airfield Somerton Yuma 163 Ryan Field Tucson Pima 2415 Safford Municipal Airport Safford Graham 3176 San Carlos Apache Globe Gila 3261 San Manuel Airport San Manuel Pinal 3275 Scottsdale Municipal Airport Scottsdale Maricopa 1478 Sedona Airport Sedona Yavapai 4827 Seligman Seligman Yavapai 5235 Show Low Regional Airport Show Low Navajo 6411 Sierra Vista Municipal Sierra Vista Cochise 4600 St. Johns Industrial Airpark St Johns Apache 5733 Taylor Airport Taylor Navajo 5600 Tombstone Municipal Airport Tombstone Cochise 4743 Springerville Municipal Airport Springerville Apache 7052 Tuba City Tuba City Coconino 4513 White River Whiteriver Navajo 5153 Wickenburg Municipal Airport Wickenburg Maricopa 2386 Window Rock Window Rock Apache 6742 Winslow - Lindberg Regional Winslow Navajo 4938 Yuma International Yuma Yuma 213
Airports may be added or removed at the sole discretion of The Department.
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EXHIBIT 4 Budget Form
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EXHIBIT 5 MPD Billing Summary and Reimbursement Request Form
(BSR)
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EXHIBIT 6 Quarterly Contract Usage Report
Department reserves the right to make additions, deletions and changes as deemed necessary.
Reporting Period:
Contract ID/Code: Contact Name: Alternate Contact Name: Contract Contact Phone Alternate Contact Phone Label/Description: Number: Number: Contractor: Contact Email: Alternate Contact Email: Contractor Address:
PO Number or Contract Contract Contract Customer Delivery Order Contract Item Unit of Invoice Agency/Org/Unit Identify as “P- Item Quantity Unit Extended Name Address Date Description Measure Number Card” Number Price Price
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