RFP: 26-07-4228DB Equipment Trade in and Equipment Purchase

Request for Proposal
Bid Number: 26-07-4228SB
The Navajo Nation Office of the Controller - Purchasing Department and the Navajo Division of
Transportation (Navajo DOT) are soliciting proposals and sealed bids for "Bid #26-07-4228SB: Equipment
Trade in and Equipment Purchase with attachments."
Contacts for a bid packet are:
1) Joe Peterman, Department Manager, Navajo Division of Transportation - Roads,
jpeterman@navajodot.org; (or (505) 481-7099.
2) Valerie Bitsilly, Accounting Manager Navajo Nation Purchasing Department, vbitsilly@navajo-
nsn.org, (928) 871-6316.
The closing date is August 07, 2026, at 3:00 p.m. Mountain Daylight Saving Time (M.D.T.). Any proposal(s)
received after this date and time will not be accepted and will be returned to the sender. No faxed or email
proposals or bids will be accepted.
The RFP can be found on the Navajo DOT website.

PROPOSAL SUBMITTAL
All proposals MUST have the Prospective Respondent's name and contact information on the outside of the
Sealed Proposal Packet and Proposal Cost (envelopes). If not included, it will be considered "non-
Responsive."
All proposals are to be submitted to:
Mailing Address: Physical Address:
Navajo DOT - Dept of Roads Navajo DOT - Dept of Roads
Attention: Joe Peterman, Dept. Manager III Attention: Joe Peterman, Dept Manager III
P.O. Box 4620 #16 Old Coal Mine Road
Window Rock, AZ 86515 Mentmore, NM 87319
Phone: (505) 481-7066 Phone: (505) 481-2018
Hand Delivery: Driving Instructions from Gallup, New Mexico
Take Exit 20 from I-40. Take US491 from Gallup, New Mexico to Yatahey, NM, which is approximately
5.5 miles. Approach a Y-Intersection. Take US264 and go about 15 miles. The Navajo Division of
Transportation Complex will be on the left side of US491 on Indian Route 54.
All proposals and bid forms shall be sent in sealed envelope, clearly marked with the following information:
RFP Bid Number: 26-07-4228SB
Description or Title: "Equipment Trade In with Equipment Purchase with attachments"
Contact Persons: Sharon Belone, Buyer
Navajo Nation Purchasing Department
Phone: (928) 871-6316
Email: sbelone@navajo-nsn.gov
Sheila Clyde, Program Supervisor III
Navajo Division of Transportation - Department of Roads
Cell: (928) 551-7108
Email: jpeterman@navajodot.org
Alec Wood, Fleet Service Manager
Navajo Division of Transportation - Department of Roads
Cell: (928) 619-6355
Email: alecw@navajodot.org
Joseph Peterman, Department Manager III
Navajo Division of Transportation - Department of Roads
Phone: (505) 481-7099
Cell: (928) 797-0150
Email: jpeterman@navajodot.org
Please submit an Original and three (3) copies of proposals.

PART I
INFORMATION ONLY - NO RESPONSE TO THIS SECTION IS REQUIRED
A. This Request for Proposal (RFP) provides the prospective respondents with sufficient information
that will enable them to prepare and submit a proposal for consideration.
B. This RFP contains the instructions governing the proposals to be submitted and the materials to be
included. These are mandatory requirements which must be met to be eligible for consideration.
Failure to adhere will result in a "Non-Responsive" Status.
C. SCHEDULE OF ACTIVITIES AND TIMELINES:
Schedule of Activities Timelines
Prospective respondents "Inquiry Monday, July 27, 2026, at 5:00 p.m.
Timeline." All inquiries and questions MDT
will be answered prior to this date.
Questions must be submitted in writing
only. If needed, an Addendum will be
issued to all vendors who requested a copy
of the RFP to ensure they all received the
same information. No questions accepted
after this date.
Due date for all proposals Friday, August 07, 2026, at 3:00 p.m.
Bid Opening of proposals and evaluations Monday, August 10, 2026
by the Review Panel
Award of Purchase - It takes at least three Monday, August 10, 2026
to ten business days for PO to be issued.
D. INQUIRIES: Prospective respondents may contact Navajo Division of Transportation (DOT) -
Department of Roads staff via phone call or email in reference to this RFP in obtaining clarification
of requirements. No inquiries will be accepted after the inquiring date listed in Section C.
E. ADDENDUM OR SUPPLEMENT TO THIS REQUEST FOR PROPOSALS: In the event it
becomes necessary to revise any part of this RFP, an addendum will be issued. Any respondents that
have already submitted a proposal will be notified.
F. PROPOSALS SUBMISSION: Proposal must be received on Friday, August 07, 2026, by 3:00 p.m.
Mountain Daylight Saving Time (M.D.T). Respondents who are mailing their proposals should allow
sufficient time for mail delivery to ensure receipt by the time specified. If mailed, it is recommended
that proposals be sent by certified mail to the address indicated on Page 2 of this RFP.
G. NUMBER OF PROPOSALS TO BE SUBMITTED: In the submission of all proposals, one original
and three (3) copies must be enclosed in one sealed envelope. The outside of the envelope should be
clearly marked with 1) Respondent's Contact information, and 2) the "Bid Number #26-07-4227SB,
Equipment Trade in and Equipment Purchase with attachments"
H. LATE RECEIPT OF PROPOSALS: Late proposal will not be accepted. It is the responsibility of
the respondent to ensure that the proposal arrives at the Navajo Division of Transportation -
Department of Roads on or before the date/time specified.
I. REJECTION OF PROPOSALS: The Navajo Division of Transportation (Navajo DOT) -
Department of Roads reserves the right to reject any or all proposals and to waive informalities and
minor irregularities in the proposals received.

J. PROPRIETARTY INFORMATION: Any restriction on the use of the information, data, contents
contained within the proposals must be clearly stated in the proposal itself. Each and every page of
the propriety material must be labeled or identified with the word "Proprietary." Proprietary
information submitted in response to this RFP will be handled in accordance with applicable
procurement regulations.
K. PROPOSAL MATERIAL OWNERSHIP: All material submitted in reference to this RFP shall
become the property of the Navajo Nation and will not be returned to the respondent. Responses
received will be retained by the Navajo DOT - Department of Roads and may be reviewed by any
person(s) after the final selection has been made, subject to Section J. The Navajo DOT - Department
of Roads has the right to use any or all systems, ideas presented in this RFP, subject to limitations in
Section J. Disqualification or non-selection of a respondent does not eliminate this right.
L. INCURRING COSTS: The Navajo DOT - Department of Roads is not liable for any cost incurred
by the Respondent prior to issuance of service contract or a purchase order.
M. ACCEPTANCE OF PROPOSAL CONTENT: The contents of the proposal of the successful
Respondent will become contractual obligation if acquisition action ensues. Failure of the successful
Respondents to accept this obligation may result in cancellation of the award and such respondents
may be removed from consideration for future solicitation.
N. ACCEPTANCE TIME: The Navajo DOT - Department of Roads, in coordination with the Navajo
Nation Business Regulatory Department and the Navajo Nation Office of the Controller, intends to
select the successful Respondent in the time specified in Section C, after the closing date of receipt
of proposals.
O. AWARD OF SERVICE CONTRACT: Upon selection, Navajo DOT - Department of Roads will
initiate the Service Contract and License Agreement in the name of the successful respondent; and
the contents of the proposal submitted by the respondent will become part of the contract.
P. JOINT PROPOSALS: Nothing in this RFP shall be construed to prohibit respondents from entering
a consortium for the purpose of offering a proposal in response to this RFP. Parties to a consortium
will not be permitted to submit independent proposals in response to this RFP.
Q. EVALUATION PROCEDURE AND CRITERIA:
a. Review Panel: A Review Panel, with specific related technical background, will be selected
and evaluate the proposals received in accordance with the general criteria used herein. The
review panel may request a meeting for purposes of proposal clarification and the respondent
should be prepared to provide any additional information the Review Panel feels necessary
for a fair evaluation of the proposals.
b. Failure of a respondent to provide any information requested in this RFP may result in the
proposal being disqualified. All proposals must be endorsed with the signature of a
responsible official having the authority to bind the respondent in the execution of a contract.
c. The sole objective of the review panel is to select the respondent most responsive to the needs
of the Navajo Nation, Navajo DOT, and the Department of Roads. The specification in this
RFP represents the minimum performance necessary for a response. Based on the evaluation
criteria established in this RFP, the Review Panel will select and recommend the respondent
who best meets the objective in the Scope of Work in Part II.

d. The Technical Proposal Factors will be used to evaluate the proposal(s) based on a 100 points-
scale system, with 10 additional points for Navajo Nation Priority #1 Businesses, and five (5)
additional points for Navajo Nation Priority #2 Businesses.

Evaluation Sheet: 26-07-4228SB
Proposal Factors Requirements Maximum
Points Awarded
Proposal Format 15 single sided pages and spiral-bind proposal 5
Scope of Work Vendor to describe equipment, provide equipment 80 points
specification data sheets and any other documents
indicating the adequacy of equipment to meet
NDOT specifications. Describe in detail what
equipment is being proposed, field use
capabilities, equipment capacities, engine,
hydraulic and other pertinent specifications. This
will include how vendors will provide training,
warranties and guarantees. This scope should
include the appraisal price several motor graders
Certifications Certificate of Insurance. Including: NN 5
debarment and suspension form, Affidavit of
Non-Collusion, W9, and other documents.
Communication How will company communicate with Navajo 5
DOT regarding the procurement process.
References List four (4) references of companies that your 5
company has provided similar services to.
TOTAL 100
Certified Navajo Nation PRIORITY #1 10
Business Owner - 100%
Certified Navajo Nation PRIORITY #2 5
Business Owner - 51%
TOTAL Total for Priority #1 110
Total for Priority #2 105
Total for Non-Priority 100
R. Per the NAVAJO NATION PROCUREMENT CODE, 12 N.N.C., Section 332, Letter "e", in the
event all proposal in a Procurement exceeds available funds by 5%, a re-solicitation for work or a
reduced scope may be authorized.
S. STANDARD CONTRACT: Navajo DOT will use the template Service Contract reviewed and
approved by the Navajo Nation Department of Justice.
T. RETURN PROPOSAL: The Navajo Nation and Navajo DOT have no obligation in returning any of
the proposal received in response to this RFP.
U. TERM: The term of the Service Contract will be a period of one year from the date of Notice to
Proceed, with an option to renew the contract for continued services, which will be based upon the
availability of funds. Renewal of the contract will be made only upon mutual agreement of both
parties.
V. COMPLIANCE WITH THE NAVAJO NATION BUSINESS OPPORTUNITY ACT: Proposal will
be opened and evaluated in compliance with the Navajo Nation's Business Opportunity Act, 5 N.N.C.,
Chapter 2, and Subsection 201 - 215 and the Navajo Nation Procurement Rules and Regulations.

Part II - Scope of Work
Bid Number 26-07-4228SB - Equipment Purchase to include attachments
Navajo DOT, Department of Roads, will be purchasing Nineteen (19) - New Caterpillar 150 AWD Motor
Graders completely equipped this will include cutting edges for each of the new machinery as attachments:
* Serrated Cutting Edges (19 sets)
* Cutting Edges (19 sets)
This purchase will be with trade in several motor graders, to be appraised and applied to the overall cost of
bid for Motor Graders.
NEW CATERPILLAR 150 AWD MOTOR GRADER STANDARD EQUIPMEMT
POWERTRAIN OPERATOR ENVIRONMENT (continued)
Air cleaner, dual stage dry type radial Throttle control, electronic
seal with service indicator and Windows laminated glass:
automatic dust ejector -Fixed front with intermittent wiper
Air-to-air after cooler (ATAAC) -Door with intermittent wipers (3)
Belt, serpentine, automatic tensioner Windows tempered:
Brakes, oil disc, four-wheel, hydraulic Cab storage
Demand fan, hydraulic
Differential, lock/unlock, Automatic TECHNOLOGY PRODUCTS
Drain, engine oil, ecology RADIOS
Electronic over-speed protection Authorization varies by country,
Parking brake, multi-disc, sealed and please contact your Cat marketing
oil cooled. representative with questions or
Sediment drain, fuel tank. click on the link below:
Transmission, 8 speed forward and https://catdealer.com/Certification 6
speed reverse, power shift, direct PRODUCT LINK
drive Availability varies by country,
VHP Plus (Variable Horse Power Plus) please contact your Cat marketing
representative with questions or
ELECTRICAL click on the link below:
Alarm, back-up https://catdealer.com/Certification
Alternator, 150 ampere, sealed
Batteries, maintenance free, heavy SAFETY AND SECURITY
duty, 1125 CCA Clutch, circle drive slip
Breaker panel, ground accessible Doors, 2 engine compartment, (two left
Electrical hydraulic valves hand, two right hand) locking
Electrical system, 24V Doors, 2 service, left and right locking

8
ELECTRICAL (continued) SAFETY AND SECURITY (continued)
Grade control ready (Cab harness, Ground level engine
shutdown software, electrical hydraulic valves, Hammer (emergency
exit) bosses and brackets) Horn, electric
Lights, reversing Lockout, hydraulic implement
(for Lights, roading, roof-mounted, roading and servicing)
stop and tail, LED Seat belt, retractable 76.2
(3") Starter, electric Secondary steering
Tandem walkway/guards
OPERATOR ENVIRONMENT
Air Conditioning with heater TIRES, RIMS, AND WHEELS
Articulation, automatic return to center A partial allowance for tires on
Centershift pin indicator 254mm x 609.6mm (10" x 24") multi-
piece Display, digital speed and gear rims is included in the base machine
Doors, left and right side with wiper price and
weight. Gauge, machine level
Gauges (analog) inside the cab FLUIDS
(includes fuel, articulation, engine Antifreeze
coolant temp, engine RPM, Extended life coolant -35C/-
30F and hydraulic oil temp, DEF/AdBlue)
Joystick, adjustable armrests OTHER STANDARD EQUIPMENT
Joystick gear selection, hydraulic Accumulators -brake -dual
certified power steering hydraulic controls Fluid check, ground level
(right/left, blade lift w/ float Fuel tank, 398 liters (105
gallon) position, blade sideshift and tip, Ground level fueling
circle drive, centershift, front wheel DEF/AdBlue Tank, 21 liters (5.5
gallon) lean and articulation and steering) Hydraulic lines for base functions
Lights, night time cab Pump, hydrailic, high
capacity Messenger operator information system (98cc / 15 cu in)
Meter, hour, digital Radiator, cleanout access
Mirror, inside rearview, wide angle (both sides with swing
doors) Power Port, 12V SOS ports - engine -
hydraulic
Radio Ready, Entertainment -transmission -coolant -fuel
ROPS cab, sound suppressed Tool box
69dB(A) - ISO 6394 Debris
guard Seat,cloth-covered, comfort suspension
Storage area for cooler/lunchbox
Tinted Windows

9
Warranty: Caterpillar Premier Warranty for 7 years or 7,000 hours, whichever occurs first. Twelve (12)
months of travel time and mileage cost for warrantable repairs are included.
Trade In/Buy Back Guarantee: Caterpillar to provide appraisals for the trade in of Motor Graders to
include the buy back program.
Training: On-site operating and safety training provided by CAT certified product specialist to ensure
machine is run properly to reduce operating costs, reduce unnecessary machine wear and tears,
maximize productivity, and increase safety awareness.
ATTACHMENTS:
* Serrated Cutting Edges (19 sets)
* Cutting Edges (19 sets)

10
Part III
FORMAT AND ORGANIZATION
Requirements: This section of the RFP specifies the format and organization of the proposal (not listed in
priority or in any order).
A. NUMBER OF COPIES: Submit an Original and three (3) copies of proposal.
B. PROPOSAL FORMAT: Appearance of the proposal is important and professionalism in the
proposal presentation should not be neglected. The proposal standards are as follows:
a. The proposal shall not exceed 15 single-sided pages (maximum 8 1/2" x 11"). Submissions
exceeding the 15 single-sided page limit will be considered non-responsive and will be un-
rated. All pages include dividers, proposals, photos, charts, graphs, exhibits, letter of
interest, etc. are counted toward the 15 pages.
b. Proposals submittal should be plastic or metal spiral-bound only. Please do not submit
loose paper, these will be considered unresponsive and will be unrated. No folders
required, just spiral-bound proposals.
C. LETTER OF INTEREST: Letter of Interest must be on a Company Letterhead and signed by the
president, executive director, or owner of the company/organization.
D. PROOF OF CERTIFICATIONS: Provide a copy of Certificate of Insurance, SAMS.GOV
document, Bonding information, W9, Affidavit of Non-Collusion, and NN Debarment &
Suspension Form.
E. SCOPE OF WORK: Respondent's approach to the scope of work, including the following:
a. Describe equipment.
b. Equipment Specifications data sheets
c. Describe training, warranty and guarantee.
d. Training needs.
F. COMMUNICATION: Describe communication methods with Navajo DOT.
G. REFERENCES: List four references that your company currently rents trucks too. Be sure to
provide name, title, company name, address, phone number, and email address. See sample
attached.
H. CERTIFIED NAVAJO BUSINESS: If claiming Navajo Business Owner, provide proof that
business is currently certified by the Navajo Nation - Business Regulatory Department and
prioritized under Navajo Nation Council Resolution CAP-37-02 and also under the Section
204 (A) (1) and (2) of the revised Navajo Nation Business Opportunity Act.
I. TAXES: All performance under this Contract within the territorial jurisdiction of the Navajo Nation
is subject to the six percent (6%) Navajo Sales Tax (24 N.N.C. 601 et seq.).