RFP: 26-07-4208DB UPM Cold Mix Material Purchase & Delivery

Request for Proposal
Bid Number: 26-07-4208DB
The Navajo Division of Transportation (Navajo DOT) and the Navajo Nation Office of the Controller
- Purchasing Department are soliciting proposals and sealed bids for UPM Cold Mix Material
Purchase and Delivery.
Contacts for a bid packet are:
I) Joe Peterman, Department Manager III, Navajo Division of Transportation - Roads,
jpeterman@navajodot.org; (505) 619-6357 or (505) 481-7099.
2) Valerie Bitsilly, Acting Accounting Manager, Navajo Nation Purchasing Department,
valerie.bitsilly@navajo-nsn.org, (928) 871-6142.
The closing date is August 14, 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 @ NavajoDot.org.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
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 Division of Transportation - Roads Navajo DOT -Roads
Attention: Joe Peterman, Department Manager III Attn: Joe Peterman, Dept. Mgr. III
P.O. Box 4620 # I 6 Old Coal Mine Road
Window Rock, AZ 86515 Mentmore, NM 87319
Phone: (505) 481-7099
Phone: (505) 481-7099
Hand Delivery: Driving Instructions from Gallup, New Mexico
Take Exit 20 from 1-40. Take US491 from Gallup, New Mexico to Yatahey, NM, which is
approximately 5.5 miles. Approach a Y-Intersection. Take US264 and go about fifteen miles. The
Navajo Division of Transportation Complex will be on the left side of US49 l on Indian Route 54.
All proposals and bid forms shall be sent in sealed envelope, clearly marked with the following information:
RFP Bid Number: "26-07-4208DB"
Description or Title: "UPM Cold Mix Material Purchase and Delivery"
Contact Persons: Darren Begay, Buyer
Navajo Nation OOC- Purchasing
Department Phone: (928) 871-6314
Email: darren.begay@navajo-nsn.gov
Joseph Peterman, Department Manager III
Navajo Division of Transportation - Department of Roads
Phone: (505) 481-2798
Cell: (505) 619-6357
Email: jpeterman@navajodot.org;
Please submit an Original and three (3) copies of proposal.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
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 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 Timeline." Wednesday, July 29, 2026, at 5:00 p.m.
All inquiries and questions will be answered
prior to this date. If needed, an Addendum will
be issued to all vendors who requested a copy
of the Rf P to ensure they all received the same
information. No questions accepted after this
date.
Due date for all proposals Friday August 14, 2026, at 3:00 p.m.
Bid Opening of proposals and evaluations by Tuesday, August 18, 2026
the Review Panel
Award of Purchase By or before Monday, August 24, 2026
D. INQUIRIES: Prospective respondents may contact Navajo Division of Transportation (Navajo
DOT)-Department of Roads staff via phone call or email in reference to this RFP. No inquiries will
be accepted after the inquiring date listed in Section C.
E. ADDENDUM OR SUPPLEMENT TO THJS 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 14, 2026, by 3:00
p.m. Mountain Daylight 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
#26-07-4208DB , UPM Cold Mix Material Purchase and Delivery"'

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
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 in section C.
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 managed 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 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.
0. AWARD OF SERVICE CONTRACT: Upon selection, Navajo DOT - Department of Roads -
will initiate the Service Contract 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.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
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 ten additional points for Navajo Nation Priority #1 Businesses,
and five (5) additional points for Navajo Nation Priority #2 Businesses.
Evaluation Sheet 26-07-4208DB
Proposal Factors Requirements Maximum
Points Awarded
Proposal Format Fifteen single sided pages and spiral-bind proposal 5
Scope of Work Vendor to describe material, provide specification 80 points
data sheets and any other documents indicating the
adequacy of materials to meet DOT specifications.
Include delivery costs and any other information
that will be beneficial to this bid.
Certificate, SAMS Cert. and Certificate of insurance, SAMS.GOV document 5
Insurance requirements and bonding capability.
Communication How will company communicate with Navajo DOT 5
regarding the procurement process.
References List of four (4) references for companies that 5
your company has provided similar services to.
TOTAL 100
Certified Navajo Nation PRIORITY#l 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

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
R. Per the NAVAJO NATION PROCUREMENT CODE, 12 N.N.C., Section 332(e), in the
event that all proposals in a Procurement exceed available funds by 5%, a re-solicitation of
work or a reduced scope may be authorized.
S. STANDARD CONTRACT: Navajo DOT will use the 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 five years 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.
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 fifteen (15) single-sided pages (maximum 8 1/2" x 11").
Submissions exceeding the fifteen (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 fifteen (15) pages.
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, Certificate of Non-collusion, W-9, and Bonding information.
E. SCOPE OF WORK: Respondent's approach to the scope of work, including the following:
a. Describe and provide specifications of materials.
b. Provide Delivery costs including tax.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
F. COMMUNICATION: Describe communication methods with Navajo DOT.
G. REFERENCES: List of four references that your company. 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)(l) 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.).
J. BID FORM/ PROPOSAL COST: In a separate sealed envelope, clearly marked as **BID
FORM # 26-07-4208DB - UPM Cold Mix Material Purchase and Delivery" and with
Respondent's information. The sealed envelope will not be opened by the Review Team until
after the proposals have been reviewed and ranked. If your bid is not in a separate sealed
envelope, then your proposal will be considered non-responsive and ineligible for
further evaluation.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
SCOPE OF WORK
BID No. 26-07-4208DB - UPM Cold Mix Purchase and Delivery
Navajo Division of Transportation (Navajo DOT), Department of Roads to procure Unique Patching
Material (UPM) Cold Mix for Purchase and Delivery
UMP Cold Mix is a ready-to-use asphalt repair material that permanently fills potholes and withstands
all weather conditions without the need for primers and tacking materials, It is designed to outlast
surrounding pavement, making it a preferred choice for municipalities, contractors, and commercial
clients across the U.S. The mix is easy to work with, has a long stockpile life, and can be applied directly
to damaged areas for immediate result. Attached are the Standard Specifications for the Bituminous Cold
Patch Material UPM Permanent Pavement Repair Material.
All materials meet or exceed FP-14 Material specifications. Include material specifications, delivery,
and certificates of compliance for each material.
This RFP will be in place for five years and shall be increased in quantity once funding is made available
for additional purchases. All materials shall be delivered to the Navajo Division of Transportation,
Department of Roads. Take Exit 20 from I-40. Take US491 from Gallup, New Mexico to Yatahey, New
Mexico which is approximately 5.5 miles. Approach a Y-intersection. Take US264 west and travel
fifteen (15) miles. The Navajo Division of Transportation Complex will be on the left side of US491 on
Indian Route 54.

UPM Cold Mix Material Purchase and Delivery
Bid Number: 26-07-4208DB
End of RFP.
See Attachments in the Exhibit

Attachments
1) Specifications - UPM cold mix
2) Bid Form
3) Addendum Acknowledgement
4) Sample to Provide References
5) Navajo Nation Certification regarding Debarment, Suspension, and Contracting Eligibility
6) Navajo Nation Certification Regarding Non-Collusion