RFQ: CCTV Construction Administration

Request for Qualifications (RFQ)
Professional Services for CCTV Construction Administration
Birmingham Airport Authority
Proposals Due April 13, 2026

I. Introduction
A. Project Description
The Birmingham Airport Authority (BAA) is soliciting Statements of Qualifications (SOQ)
and Project Proposals from qualified firms (firms) to perform Construction Administration
for CCTV Installation at Birmingham-Shuttlesworth International Airport (BHM).
The selected firm shall be obligated to perform the necessary work from completion of
construction and the closeout process for the project.
Airport Background
BHM is a small hub commercial service airport serving the City of Birmingham and central
Alabama region. The Airport served approximately 105,000 total annual operations in
2019 including approximately 54,000 air carrier and air taxi operations.
BHM has two intersecting airline transport category runways: Runway 6/24 and Runway
18/36. Runway 6/24, constructed in the 1950's and extended most recently in 2007 to a
total length of 12,007 feet, is the primary runway. Runway 18/36 is the crosswind or
secondary runway, with a total length of 7,100 feet.
II. Scope of Services
A. Goals
To enter into a contract with the most qualified firm for CCTV Installation Construction
Administration.
B. Background
In January of 2023 the Birmingham Airport Authority contracted The JW Group to
provide security planning, design and consulting services. The JW Group developed
design construction documentation. Because of the cost, the project was broken down
into three phases. Phase one has been completed, and Phase 2 drawing have been
completed. There will be third and final phase in 2027. BHM is looking for Construction
Administration for the second and third phase of the project. Phase 2 drawings are
available to review upon signing a Non-Disclose Agreement with BHM.
C. Anticipated Project Elements
Task 1 Review of Drawings
The selected firm shall review Phase 2 and Phase 3 drawings to become familiar
with the project requirements, goals and expectations. Recommendations to
adjust or change plans and specifications shall be considered.
Task 2 Bidding and Negotiation Phase:
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Prepare RFP, assist with advertisement, administering and attending pre-bid
conference, analyzing bid results, negotiation for services, furnishing
recommendations for award, and preparation of contract documents.
Task 3 Construction Management Plan
The Consultant will define a Construction Management Plan (CMP)
The CMP shall include at a minimum:
* Roles and responsibilities of all individuals involved in the project
* Roles and responsibilities of all organizations involved in the project
* Identify who has authority to take necessary compliance actions on the
project.
Task 4 Pre-Construction Conference
The Consultant Project Manager will attend and conduct one pre-construction
conference at the Airport to review applicable project requirements with the
Contractor, Airport Management and Operations, Terminal Program Manager,
and any other relevant stakeholders. The Consultant will prepare an agenda prior
to the pre-construction conference and prepare meeting minutes for distribution to
attendees.
Task 5 Weekly Construction Progress Meetings
The Consultant's Project Manager will attend and lead weekly construction
meetings during the construction period. The scope of these meetings will include
at a minimum: project schedule status, contract days expended, outstanding
submittals, outstanding RFI's, submittals needed based on lead times, safety and
security, project progress since the last meeting, and a two-week look-ahead for
upcoming work. The Consultant will prepare an agenda and meeting minutes for
each progress meeting. The meeting minutes for each progress meeting will be
reviewed and updated or approved in the subsequent project progress meeting.
Weekly construction progress meetings should continue throughout the
construction phase, until Final Completion is reached.
Task 6 Submittal Review
The Consultant will review and approve or take other appropriate actions upon the
shop drawings, samples, and other submissions furnished by the contractor and
submitted to the Consultant. The Consultant will maintain a log of contractor
submittals which will include the submittal date, the action taken, and the date
returned. It is anticipated that there will be approximately 30 submittals reviewed
and responded to by the Consultant during the execution of the project.
Task 7 Change Orders
The Consultant will prepare routine change orders, as required, act as interpreter
of the terms and conditions of the contract documents and judge of the
performance thereunder by the parties thereto and make decisions on claims of
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BAA and Contractor relating to the execution and progress of the work and other
matters and questions related thereto.
The Consultant shall verify and provide guidance on submitted Potential Change
Order (PCO) documents, including back-up documentation, material quotes, and
other related documents, to verify compliance with project goals and
specifications.
Once the PCO is agreed upon by all parties, the Consultant shall prepare a Change
Order package and circulate it for signatures by the required parties.
Task 8 Clarifications
The Consultant will provide design clarification and recommendations to assist
the Airport in resolving field issues relating to construction. The Consultant will
evaluate contractors change and cost proposals, and substitutions and recommend
to BAA to either approve or disapprove of the contractor's proposal or
substitution.
Task 9 RFI Review and Response
The Consultant will review and approve or take other appropriate action upon
Request for Information (RFI's) and maintain a log of RFI's and their responses.
All RFI records are to be maintained and provided to the BAA as they come up
through the construction phase.
Task 10 Contractor Pay Request
The Consultant will review contractor applications for payment and supporting
data, review the amount owed to the contractor and recommend approval in
writing of contractor payment applications.
Task 11 Periodic Site Visits
The Consultant's Project Manager will make periodic construction site visits for
the duration of the project construction. The site visits shall be conducted
approximately once every fourteen (14) calendar days. On these site visits, the
Consultant will observe and familiarize themselves generally with the progress
and quality of the work and determine if the work is generally proceeding in
accordance with the contract documents and the contractor's construction
schedule. The Consultant will make periodic written reports of their observations
made during these site visits. The Consultant will provide immediate verbal
notification to the Airport's authorized representative(s) if any deviation from the
contract documents or the contractor's construction schedule is observed by or
brought to the attention of the Consultant. The Consultant will not have control or
charge of and will not be responsible for construction means, methods,
techniques, sequences or procedures or for the safety precautions and
programs in connection with the project construction, for the acts or omissions of
the contractor, subcontractors, any of their agents or subcontractor's employees,
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or any other person performing any of the work or for the failure of such persons
to carry out the work in accordance with the contract documents.
Task 12 Substantial Completion Inspection
The Consultant will perform, together with the Airport's authorized
representative(s), an inspection of the project after the Contractor has
substantially completed work on the project, and prior to acceptance of work
and/or opening to traffic. The Consultant will provide written documentation of
any items of work found to be out of compliance with the contract documents or
uncompleted from the substantial completion punch-list. The Consultant will
perform, together with the Airport's authorized representative(s), a final
acceptance inspection after punch-list work has been completed.
Task 13 Record Drawings
The Consultant will prepare reproducible drawings and "record drawings", which
will become the property of BAA, corrected to show significant changes made in
the work during the construction of the project. Such corrections will be based
upon "as-built" prints, drawings, field sketches and other data furnished to the
Consultant by BAA and the Contractor, and upon change orders issued during
construction.
Task 14 Project Closeout Package
The Consultant will provide a closeout package to the BAA to provide adequate
project documentation and assist with closeout. The project closeout package will
include, at a minimum: record drawings, Certificate of Substantial Completion,
Certificate of Final Completion, required material warranties, a record of
approved material submittals, a record of RFI's and RFI responses, copies of
approved change orders, copies of approved pay applications, and a letter from
the Consultant stating that the work has been completed in accordance with the
design documents to the best of his/her knowledge.
Task 15 Project Management
The Consultant will make monthly progress reports to BAA during the entire
duration of the project and coordinate with stakeholders as needed. The
Consultant will manage the project in a professional manner and will assign
qualified individuals or subconsultants to the project. The monthly progress
reports will include a written description of each task identified within the
contracted scope of services as of the date of the progress report. The progress
reports will also include a monthly invoice for professional services.
DELIVERABLES
The Consultant will provide the following deliverables at project completion:
* Record Drawings
* Final Contract Report
* Closeout Documents identified in Task 14
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III. Submittal Requirements
A. Selection Process
This procurement effort will be conducted as qualification-based selection process.
Award of this project would not preclude the awarded firm from future planning,
environmental, design and/or construction services award with BAA. This applies
to both prime firms and subconsultants.
A Statement of Qualifications (SOQ) and Project Proposal will be solicited from
all interested firms. The SOQ will allow the firm an opportunity to provide data
relating to the experience and qualifications as it relates to the proposed project.
The Project Proposal will include information to illustrate the firm's category
understanding, approach, and project management / communication plan.
Firms may be interviewed. However, BAA reserves the right to select the highest
qualified consultant based solely upon submittals if sufficient information is
included in the SOQ and project proposals. In such case, BAA will determine the
most qualified firm on the criteria listed in this RFQ and engage in negotiations for
the project.
B. Statement of Qualifications / Project Proposal
Please submit five (5) hard copies and one (1) electronic copy of your SOQ and
Project Proposal submittal to the address below.
Contact: Ed Seoane, Vice President of Purchasing
E-mail: eseoane@flybhm.com
Address: Birmingham Airport Authority
5900 Messer Airport Highway
Birmingham, AL 35212
Hard copies may be shipped via U.S. Postal Service or any other reputable courier
service (e.g. Federal Express, UPS, etc.). The electronic copy must be included
with the hard copies via a USB flash drive. Deliveries can also be made in-person
to the BAA Office located on the ground level of the Terminal Building (located at
the above address).
All questions associated with this RFQ must be submitted in writing via e-mail to
Ed Seoane at eseoane@flybhm.com by the deadline identified for
questions/clarifications (see timeline). Questions related to the RFQ directed to
any other BAA personnel may be grounds for disqualification.
C. Statement of Qualifications / Project Proposal Format
Respondent's SOQ and Project Proposal shall be submitted together as one
submittal no longer than thirty (30) total pages of content (not including back / front
cover, tabs / dividers, cover letter, or table of contents). Each page must not be
larger than 8.5" x 11".
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D. Statement of Qualifications Section Requirements
The SOQ portion of the submittal must include the following sections:
i. Firm Overview and Capability to Perform All Aspects of the Project:
Detail the overall structure of the firm and any unique operating
characteristics that may enhance the project's overall success. This should
include but is not limited to: information such as relevant services provided
by firm, office locations, and total number of employees providing relevant
services.
ii. Recent Company Experience in Relevant Projects: Discuss relevant
services completed at other comparable airports within the past five (5)
years. This should include, but is not limited to: project location, start and
completion date, description, outcome, quality, and applicability to BAA's
proposed project. Identify the firm's role as either a prime or subconsultant
and specific contribution to the project. A point of contact for the project's
sponsor must also be included. References may be contacted, as necessary.
iii. Personnel Qualifications: Discuss the professional qualifications and
relevant experience for key members of the project team (including sub
consultants). Include how specific team members will contribute to the
project's overall success. Provide organizational chart depicting project
manager, deputy project manager, and other project team members in their
respective roles. Workload of project manager must also be identified.
E. Project Proposal Section Requirements
The Project Proposal portion of the submittal must include the following sections:
i. Project Approach: Discuss the Scope of Services and how to the firm will
provide the desired services. Identify any potential technical challenges the
firm anticipates during the project and how the firm intends to provide a
successful outcome.
ii. Project Management / Communication Plan: Discuss any relevant
information which would detail how the firm would manage the project
process including, but not limited to scope of work development, project
budget / schedule preparation, and quality control measures. Describe the
process the firm employs to ensure quality in the cost estimation process
including examples of recent cost estimates compared to actual bid results.
Prepare a proposed project schedule including major tasks and target
completion dates. Additionally, identify the firm's plan for communication
throughout the project to stakeholders.
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F. Statement of Qualifications / Project Proposal Evaluation Criteria
SOQs and Project Proposals will be evaluated on the criterion listed below:
1. Firm's capability to perform all aspects of the project
2. Firm's recent experience in relevant projects
3. Firm's demonstration of personnel qualifications
4. Firm's proposed approach to the project
5. Firm's proposed project management plan
6. Firm's proposed communication plan
G. Tentative RFQ Timeline
All deadlines are due by 2:00 P.M. Central Time on each respective date. Any late
submittals will not be accepted and immediately returned unopened. There will be
no deadline extensions in the event of inclement weather delays.
RFQ Posted March 9, 2026
Virtual Pre-Submittal Meeting March 23, 2026
Deadline for SOQ Questions/Clarifications March 30, 2026
SOQ Deadline April 13, 2026
Notification of Intent to Award May/June 2026
H. Pre-Submittal Meeting
A non-mandatory pre-submittal meeting is scheduled for Monday, March 23,
2026, via Zoom at 2:00 P.M. (Central Time) This meeting is non-mandatory. All
attendees who plan to attend the meeting must RSVP to Ed Seoane at
eseoane@flybhm.com by 2:00 P.M. Central Time March 20th, 2026. Access to a
Zoom link for the meeting will be provided after the RSVP deadline.
IV. Civil Rights Assurances
NONDISCRIMINATION REQUIREMENTS
Federal Aviation Administration Required Provisions
A. Civil Rights - General. Contractor agrees to comply with pertinent statutes, Executive
Orders and such rules as are promulgated to ensure that no person shall, on the grounds of
race, creed, color, national origin, sex, age, or disability be excluded from participating in
any activity conducted with or benefiting from Federal assistance. If Contractor transfers
its obligation to another, the transferee is obligated in the same manner as Contractor.
This provision obligates Contractor for the period during which the BAA remains obligated
to the Federal Aviation Administration. This provision is in addition to that required by
Title VI of the Civil Rights Act of 1964.
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B. Civil Rights - Title VI Assurances - Compliance with Nondiscrimination
Requirements.
1. Compliance with Regulations: Contractor will comply with the Title VI List of Pertinent
Nondiscrimination Acts and Authorities, 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: Contractor, with regard to the work performed by it during the
Agreement, 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. Contractor will not participate directly or indirectly in the discrimination
prohibited by the Nondiscrimination Acts and Authorities, including employment practices
when the Agreement 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 Contractor 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 Contractor of
Contractor's obligations under this Agreement and the Nondiscrimination Acts and
Authorities on the grounds of race, color, or national origin.
4. Information and Reports: Contractor 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 BAA or the Federal Aviation Administration to be pertinent to ascertain
compliance with such Nondiscrimination Acts and Authorities and instructions. Where any
information required of Contractor is in the exclusive possession of another who fails or
refuses to furnish the information, Contractor will so certify to the BAA or the Federal
Aviation Administration, as appropriate, and will set forth what efforts it has made to
obtain the information.
5. Sanctions for Noncompliance: In the event of Contractor's noncompliance with the non-
discrimination provisions of this contract, the BAA will impose such contract sanctions as
it or the Federal Aviation Administration may determine to be appropriate, including, but
not limited to:
(a) Withholding payments to Contractor under the Agreement until Contractor complies;
and/or
(b) Cancelling, terminating or suspending the Agreement, in whole or in part.
6. Incorporation of Provisions: Contractor 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. Contractor will take action with respect to any subcontract or procurement as the
BAA or the Federal Aviation Administration may direct as a means of enforcing such
provisions including sanctions for noncompliance. Provided, that if Contractor becomes
involved in, or is threatened with litigation by a subcontractor, or supplier because of such
direction, BAA may request Contractor to enter into any litigation to protect the interests
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of the BAA. In addition, Contractor may request the United States to enter into the litigation
to protect the interests of the United States.
7. Civil Rights - Title VI Clauses for Use/Access to Real Property. Contractor for itself,
its heirs, personal representatives, successors in interest, and assigns, as a part of the
consideration hereof, does hereby covenant and agree that (1) no person on the ground of
race, color, or national origin, will be excluded from participation in, denied the benefits
of, or be otherwise subjected to discrimination in the use of the Airport, (2) that in the
construction of any improvements on, over, or under such land, and the furnishing of
services thereon, no person on the ground of race, color, or national origin, will be excluded
from participation in, denied the benefits of, or otherwise be subjected to discrimination,
(3) that Contractor will use the premises in compliance with all other requirements imposed
by or pursuant to the List of Pertinent Nondiscrimination Acts And Authorities in
Paragraph C below.
In the event of breach of any of the above nondiscrimination covenants, the BAA will have
the right to terminate the Agreement and to enter or re-enter and repossess said land and
the facilities thereon, and hold the same as if said Agreement had never been made or
issued.
C. Title VI List of Pertinent Nondiscrimination Acts and Authorities. During the
performance of this Agreement, Contractor, for itself, its assignees, and successors in
interest agrees to comply with the following non-discrimination statutes and authorities;
including but not limited to:
1. Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq., 78 stat. 252)
(prohibits discrimination on the basis of race, color, national origin);
2. 49 CFR part 21 (Non-discrimination in Federally-assisted programs of the
Department of Transportation - Effectuation of Title VI of the Civil Rights Act of
1964);
3. The Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970 (42 USC 4601) (prohibits unfair treatment of persons displaced or
whose property has been acquired because of Federal or Federal-aid programs and
projects);
4. Section 504 of the Rehabilitation Act of 1973 (29 USC 794 et seq.), as amended
(prohibits discrimination on the basis of disability); and 49 CFR part 27;
5. The Age Discrimination Act of 1975, as amended (42 USC 6101 et seq.),
(prohibits discrimination on the basis of age);
6. 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);
7. 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
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