RFP: 26-06-4174DB NDOT Equipment and Data Collection

Navajo Division
of
Transportation
Request for Proposal
Equipment and Data Collection
Bid Number: 26-06-4174DB
16 Old Coalmine Road
Mentmore, New Mexico 87319
(505)371-8301

Navajo Division of
Transportation (Compliance)
Department
RFP
Equipment and Data Collection
INTRODUCTION
Navajo Division of Transportation (Navajo DOT) is interested in receiving proposals for the
following equipment:
- Trueview 539 Traditional incl. Software (LP360 Drone) and 1 Payload interface.
- Smart dovetail to Alphaport adapter (modified skyport version)
- Hoodman Launch Pad 3ft.
- Astro Max
- Astro Max Isolator
- Vibration Isolator Cartridge (Astro Max)- 70A
- SL8 Fast Charger
- SL8 Travel Case
- Colorado Drone Chargers Freely SL8 PRCS
- SL8- Air Battery
- Optional FPV System for Astro
- Perpetual Strip Align for LP360 Drone
- Full Day of In-Person UAB Hardware Training- Hardware Training to include:
1) Basic Knowledge of the UAV and Battery.
2) Flight planning and evasive maneuvers.
3) Conducting Flights.
4) Travel cost included
- Full Day of Remote LP360 Software Training- Basic training for LP360 include:
1) Correction and Generation of LAS files.
2) Point Cloud QA/QC Methods.
3) Point Cloud Refinement.
- 4hrs Remote Trimble Business Center with Software Training - Basic Training for TBC include:
1) Filtering of LAS Point Clouds,
2) Surface creation and QA/QC Methods,
3) Contour Creation and Light
- Annual UAB Support
- Shipping and Handling Charges
- Navajo Nation Tax 6%
Navajo DOT is not necessarily interested in obtaining the lowest price. The quality of the product,
performance, delivery, maintenance, service, and other factors will be taken into consideration in
the evaluation of this RFB.
Bid Packets/Bid Specifications will be available June 8, 2026 and for download on our website:
www.navajodot.org.

Sealed proposals will be received by the Navajo Division of Transportation on closing date: June 17,
2026 until 3:00 P.M. local prevailing time:
Anjanette Owens, Department Manager 1
Navajo Division of Transportation
Navajo Transportation Complex
16 Old Coalmine Road
Mentmore, New Mexico 87319
The supplier is to supply all necessary equipment, freight, and manuals as further described in this
RFP.
INTENT SUMMARY
The Navajo Division of Transportation (Navajo DOT) is facing a critical equipment shortage that
hinders its ability to complete numerous road projects and daily operational duties across Arizona,
Utah, and New Mexico.
To resolve this, the Navajo DOT Compliance Department is seeking a preferred vendor capable
of supporting a large region spanning Colorado and New Mexico. This equipment is urgently
needed to support recently increased staffing and onboarding personnel across both
administration and field operations.
Acquiring these surveying and data collection resources is of the utmost importance to the entire
Navajo DOT. The equipment will enable staff to professionally complete essential tasks-including
legal surveying, archaeological assessments, and environmental reviews-for both Federal
Highway Administration (FHWA) and non-FHWA projects. Vendors responding to the RFP must
provide comprehensive cost information encompassing all expected expenses.
PRELIMINARY CALENDAR
* Request for Proposal is Issued by Navajo Division of Transportation - June 08,
2026
* Closing Date: local prevailing time on 3:00 P.M. (MDT) June 17, 2026
* Proposed bid opening - June 19, 2026.
Navajo DOT reserves the right to change any or all the dates above, with due notice posted on the
website at http:/ / www.navajodot.org

RFP COORDINATOR
Upon release of this Request for Proposal (RFP), all vendor communications concerning this
acquisition must be directed to the RFP Coordinator listed below:
Anjanette Owens,
Department Manger
for Navajo Division of
Transportation
aowens@navajodot.org
Unauthorized contact regarding the RFP with other Navajo Division of Transportation employees
may result in disqualification. Any oral communications will be considered unofficial and non-
binding on the Navajo Nation. Vendors should rely only on written statements issued by the RFP
Coordinator.
VENDOR QUESTIONS
All questions must be submitted in writing via e-mail to the RFP Coordinator named above.
Questions must be received by June 17, 2026.
GENERAL CONDITIONS
PROPOSAL RESPONSE DATE AND LOCATION
Navajo Division of Transportation must receive the vendor's proposal, in its entirety, no later than
3:00 p.m., Mountain Daylight Time in Window Rock, Arizona, on June 17, 2026 Proposals arriving
after the deadline will not be considered. All proposals and accompanying documentation will
become the property of the Navajo Division of Transportation and will not be returned.
Vendors assume the risk of the method of dispatch chosen. The Navajo Division of Transportation
assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will
not substitute for the actual proposal receipt. Late proposals will not be accepted or considered, nor
will additional time be granted to any vendor. Proposals may not be delivered by facsimile
transmission or other telecommunication or solely by electronic means.
RFP CERTIFICATION
Vendors must certify in writing that all proposal terms, including prices, will remain in effect for a
minimum of sixty (60) days after the Proposal Due Date, that all proposed capabilities can be
demonstrated by the vendor, and that the proposed equipment is currently marketed and sold.
ADDITIONAL FEATURES
Vendors may propose additional features and must be specifically identified as "additional features" if
in their judgment and experience the additional features would add value beyond current costs and
buyback value.

STANDARD COMMERCIAL PRODUCT
Vendors must provide a minimum of five (5) references from their current customers where the
proposed equipment has been purchased and used. The practical experience of other customers is a
crucial factor in evaluating competing proposals.
EQUIPMENT AVAILABILITY
A survey of vendor references will be made to determine the availability of equipment currently
purchased at those sites. If availability levels are found to be less than those contracted for at any
of the sites, the proposal may be eliminated from further consideration.
EQUIPMENT BRAND AND
TYPE
All equipment proposed through this RFP must be new 2025/2026 equipment.
ADJUSTMENTS
Navajo Division of Transportation reserves the right to select and exclude any equipment for the
actual acquisition regardless of the proposal submitted by the vendor. The vendor will be consulted
on any such adjustments to determine that the adjustment will not adversely impact the purchase
of the equipment. Any change in selection or exclusion will be negotiated between the Navajo
Division of Transportation and the selected vendor.
THIRD PARTY VENDOR
Navajo Division of Transportation will accept proposals that include third party equipment only if
the proposing vendor agrees to act as prime contractor and guarantor of warranties and
performance for all proposed equipment. Vendors must disclose the use of any third-party vendor,
indicate willingness to assume prime contractor responsibility, define limitations/extent of
guarantee, and be authorized to sublicense such third-party equipment.
MULTIPLE AND ALTERNATE PROPOSAL OFFERS
Vendors interested in submitting more than one proposal may do so, provided each proposal stands
alone and independently complies with the instructions, conditions, and specifications of this RFP.
Vendors submitting multiple proposals must submit each proposal separately and in their own discrete
submittal packet. Submittals including multiple proposals within one packet may be rejected at the sole
discretion of the Navajo Division of Tran sport at ion.

WAIVER OF MINOR ADMINISTRATIVE IRREGULARITIES
Navajo DOT reserves the right, at its sole discretion, to waive minor administrative irregularities
contained in any proposal.
SINGLE RESPONSE
Receipt of fewer than three RFP responses may, at the Navajo DOT's sole discretion, be deemed a
failure of competition. In such an instance the Navajo DOT may elect to cancel or re-bid the RFP.
PROPOSAL REJECTION
Navajo DOT reserves the right at its sole discretion to reject any or all proposals at any time prior to
award without penalty.
WITHDRAWAL OF PROPOSALS
Vendors may withdraw a proposal that has been submitted at any time up to the proposal closing
date and time. To accomplish this, a written request signed by an authorized representative of the
vendor must be submitted to the Navajo DOT RFP Coordinator. The vendor may submit another
proposal at any time up to the proposal closing date and time.
NON-ENDORSEMENT
As a result of the selection of a vendor to supply equipment to the Navajo Division of Transportation,
the Navajo Nation is neither endorsing nor suggesting that the vendor's product is the best or only
solution. The vendor agrees to make no reference to the Navajo Division of Transportation in any
literature, promotional material, brochures, sales presentation, or the like without first providing a
factual and exact copy of the literature, promotional material, brochures, sales presentation or the
like and second, receiving the express written consent of the Navajo Nation, which consent may be
withheld at the Navajo Nation's discretion without cause.
RESPONSE PROPERTY OF THE NAVAJO DIVISION OF TRANSPORTATION
All materials submitted in response to this request become the property of the Navajo Division of
Transportation. Selection or rejection of a response does not affect this status.
NO OBLIGATION TO BUY
Navajo DOT reserves the right to refrain from contracting with any vendor. The release of this RFP
does not compel the Navajo Nation to purchase.

COST OF PREPARING PROPOSALS
Navajo DOT is not liable for any costs incurred by vendors prior to award, which may include but
not be limited to preparation and presentation of proposals, response to questions, and
demonstrations submitted in response to this RFP.
COMPENSATION
A. Provide comprehensive details for the specified goods and services, including the Navajo Nation
sales tax of 6% [24 NNC 201 et seq.]. Please note that the Navajo Nation will not cover any
additional taxes related to this service purchase.
B. If applicable, define the terms related to routine and non-routine tasks, as well as fixed and
variable costs, and explain how these costs are assessed.
C. For inquiries regarding the applicability of the tax, please reach out to the Office of the Navajo Tax
Commission, Compliance Department, at 928-871-6681.
D. Payments from Navajo DOT for goods and services will be issued only after the delivery and
acceptance of these items by authorized representatives of the Navajo DOT. This includes
ensuring that vehicles meet specified standards and that all relevant documents, such as
invoices, are received.
E. All vendors are required to have a current Internal Revenue Service Form W-9 filed with the
Navajo Nation to facilitate payment.
F. The total cost for all listed elements should be presented as a single line item.
NUMBER OF PROPOSAL COPIES REQUIRED
Vendors shall submit one (1) original proposal and three (3) copies to the Navajo Division of
Transportation.
ERRORS IN PROPOSAL
Navajo DOT will not be liable for any errors in vendor proposals. Vendors will not be allowed to alter
proposal documents after the deadline for proposal submission.
Navajo DOT reserves the right to make corrections or amendments due to errors identified in
proposals by the Navajo DOT or the vendor. This type of correction or amendment will only be
allowed for such errors as typing, transposition, or any other obvious error. Vendors are liable for
all errors or omissions contained in their proposals. Errors identified after submittal may also result
in disqualification at the sole discretion on the Navajo DOT.
After the bid opening and reading of proposals, Navajo DOT will verify bids for correctness of
price per unit and the total price. If a discrepancy exists between the price per unit and the total
amount price, the price per unit will control the bid total.
INCORPORATION OF RFP AND PROPOSAL IN AGREEMENT
The RFP, including all attachments and addenda, and all promises, warranties, commitments, and
representations in the successful Proposal shall be binding and shall become obligations of an
agreement between the successful vendor and Navajo DOT.

INDEMNIFICAITON
In submitting a proposal, the vendor agrees to indemnify and hold Navajo DOT harmless of all
liability, risks, costs, claims, actions, suits, demands, losses expenses, injuries and damages of any
kind arising directly or indirectly out of, or in connection with, the Navajo Nation's handling of the
RFP process, including but not limited to, the rejection of any or all proposals.
ADDENDA
Vendors are responsible for checking the Navajo DOT website for the issuance of any addenda
prior to submitting a proposal. The address is http://www.navajodot.org
DELIVERY
The proposal shall include freight charges FOB - Navajo Nation Fleet Management, Indian Route
100, Window Rock, Arizona.
AWARD AND EXECUTION
Navajo DOT will select the vendor that, in its sole discretion, is the most advantageous to the
Navajo Nation. Navajo DOT reserves the right to make an award without further discussion of the
proposal submitted; there may be not best and final offer procedure. Therefore, the proposal
should be initially submitted on the most favorable terms the vendor can offer. The specifications
may be altered by Navajo DOT based on the vendor's proposal and an increase or reduction of
services with the vendor may be negotiated before award and execution or purchase order
issuance.
NO WAIVER OF SOVERIEGN IMMUNITY
The Navajo Nation is a sovereign government and any contract resulting from this RFP shall not waive the
sovereign immunity of the Navajo Nation unless approved by two-thirds vote of the full membership of the
Navajo Nation Council.
PROPOSAL OPENING
All proposals must be submitted to Navajo DOT no later than 3:00 p.m. local prevailing time on June
17, 2026, and must be clearly marked: "Equipment and Data Collection" This MUST be marked on
the OUTSIDE of shipping envelope(s).
At the appointed time of bid opening a bid tabulation sheet shall be prepared containing the name
of each Vendor, a description sufficient to identify the item offered and the bid cost per unit. The
bid tabulation shall be signed by an authorized Navajo Nation Buyer and a representative from
Business Regulatory to ensure the bids are in accordance with the Navajo Nation Business
Opportunity Act and Navajo Preference Act.
Only responsive proposals will be accepted for this RFP. The Navajo Nation reserves the right to
waive any informalities or irregularities in the RFP or reject any or all bids; to be the sole judge of
the suitability of the product offered and to award a contract or contracts for the furnishing of one
or more items of the services it deems to be in the best interest of the Navajo Nation.

RFP EVALUATION PROCESS
All proposals will be reviewed to determine compliance with the requirements as specified in the
RFP. Proposals will be evaluated on how well the proposal meets the needs of the Navajo Nation, as
described in the vendor's response to each requirement and the evaluation criteria identified in this
RFP. It is important that the responses be clear and complete so that the evaluators can adequately
understand all aspects of the proposal.
EVALUATION COMMITTEE
Navajo DOT will evaluate each responsive proposal using an evaluation committee. This
evaluation committee will consist of Navajo DOT employees with the Compliance Department
Manager. The evaluation Committee shall make a final recommendation to Navajo DOT's Division
Director for final approval.
SELECTION PROCESS
The evaluation committee will review each proposal and may contact the vendor's customer's
references and may make site visits to evaluate the vendor's lot for equipment availability.
PROPOSAL REQUIREMENTS
NUMBER OF PROPOSAL COPIES REQUIRED
Vendors shall submit one (1) original proposal and three (3) copies to Navajo DOT.
VENDORS RESPONSIBILITY
When determining whether a vendor's proposal is responsive, or when evaluating a proposal, the
following factors may be considered, any one of which will suffice to determine whether a vendor is
responsive, or the proposal is the most advantageous to the Navajo Nat ion:
* Freight cost, delivery timeline, quality of service and product support
* Reputation, experience, efficiency of staff and product/equipment knowledge
* Quality and performance of equipment
* Price, model, and brand for each equipment
* Maintenance and Life expectancy of equipment
* List of additional features and warranties
* Proposal certification
* Equipment availability
ALL INCOMPLETE PROPOSALS WILL NOT BE CONSIDERED.

W-9
Request for Taxpayer
Form Give form to the
(Rev. March 2024) Identification Number and Certification requester. Do not
Department of the Treasury send to the IRS.
Go to www.irs.gov/FormW9 for instructions and the latest information.
Internal Revenue Service
Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.
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1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner's name on line 1, and enter the business/disregarded
entity's name on line 2.)
2 Business name/disregarded entity name, if different from above.
3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check 4 Exemptions (codes apply only to
only one of the following seven boxes. certain entities, not individuals;
see instructions on page 3):
Individual/sole proprietor C corporation S corporation Partnership Trust/estate
LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) . . . . Exempt payee code (if any)
Note: Check the "LLC" box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax
classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate Exemption from Foreign Account Tax
box for the tax classification of its owner. Compliance Act (FATCA) reporting
Other (see instructions) code (if any)
3b If on line 3a you checked "Partnership" or "Trust/estate," or checked "LLC" and entered "P" as its tax classification,
(Applies to accounts maintained
and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check
outside the United States.)
this box if you have any foreign partners, owners, or beneficiaries. See instructions . . . . . . . . .
5 Address (number, street, and apt. or suite no.). See instructions. Requester's name and address (optional)
6 City, state, and ZIP code
7 List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Social security number
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
- -
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
or
TIN, later.
Employer identification number
Note: If the account is in more than one name, see the instructions for line 1. See also What Name and
Number To Give the Requester for guidelines on whose number to enter. -
Part II Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Signature of
Here U.S. person Date
General Instructions New line 3b has been added to this form. A flow-through entity is
required to complete this line to indicate that it has direct or indirect
Section references are to the Internal Revenue Code unless otherwise foreign partners, owners, or beneficiaries when it provides the Form W-9
noted. to another flow-through entity in which it has an ownership interest. This
Future developments. For the latest information about developments change is intended to provide a flow-through entity with information
related to Form W-9 and its instructions, such as legislation enacted regarding the status of its indirect foreign partners, owners, or
after they were published, go to www.irs.gov/FormW9. beneficiaries, so that it can satisfy any applicable reporting
requirements. For example, a partnership that has any indirect foreign
What's New partners may be required to complete Schedules K-2 and K-3. See the
Partnership Instructions for Schedules K-2 and K-3 (Form 1065).
Line 3a has been modified to clarify how a disregarded entity completes
this line. An LLC that is a disregarded entity should check the Purpose of Form
appropriate box for the tax classification of its owner. Otherwise, it
should check the "LLC" box and enter its appropriate tax classification. An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS is giving you this form because they
Cat. No. 10231X Form W-9 (Rev. 3-2024)