Project Information

Bid Title

Safety Management System Assessment of Aviation Manuals

Issuing Agency

State Government of Minnesota

Location

Minnesota

Published Date

Jun 9, 2026

Closing Date

Jun 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Safety Management System Assessment of Aviation Manuals

Brief Description: MnDOT Aeronautics will engage a qualified external aviation safety auditor to conduct a comprehensive Safety Management System (SMS) Assessment aligned with ICAO and industry best practices. The project includes a structured pre-assessment documentation review, using material defined in the re-formatted final SMS Manual provided in SMS Manual Final Version, followed by a one-day on-site evaluation at hangar 410 of MnDOT Aeronautics’ SMS processes, policies, and operational integration. This assessment will verify conformity with established safety standards, evaluate the effectiveness of current safety practices, and provide objective findings and recommendations report to support continuous improvement. The effort is part of

MnDOT Aeronautics’ ongoing work to strengthen safety oversight and meets internal expectations for SMS enhancement as reflected in prior coordination and data collection activities documented in SMS follow up data.

Date posted: 06/09/2026
Due date: 06/18/2026

• Quick Call Part A
• Quick Call Part B
• TGB/VET Special Provisions

Attachment Preview

State of Minnesota

QUICK CALL FOR PROPOSALS

PART A – INSTRUCTIONS AND GENERAL INFORMATION

Safety Management System Assessment of Aviation Manuals

MnDOT Contract No.: 1063446

Date Posted: June 9, 2026

1. Responses must be received by MnDOT no later than 2:00 pm Central Time, on June 18, 2026

2. This document is available in alternative formats for persons with disabilities by calling Sundae Meyer at 651-

366-4663 or for persons who are hearing, or speech impaired by calling the Minnesota Relay Service at 1-800-

627-3529. For other information on disability rights and protections, contact MnDOT’s Americans with

Disabilities Act (ADA) Coordinator.

3. All costs incurred in responding to this Quick Call for Proposals will be borne by the Responder.

4. Responder must also complete and submit PART B of this Quick Call, published separately.

5. As of July 1, 2025, certain terms are unenforceable in state contracts. See Minnesota Statutes §16C.05

subdivision 8.

Minnesota’s Commitment to Diversity and Inclusion

The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that

those providing goods and services to the State are representative of our Minnesota communities and include businesses

owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for

historically under-represented groups provides for additional options and greater competition in the marketplace, creates

stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses

owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this

program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at

https://mn.gov/admin/business/vendor-info/oep/.

SPECIAL NOTICE: This Quick Call for Proposals does not obligate the State of Minnesota or the Minnesota Department

of Transportation (MnDOT) to award a contract or complete the proposed program, and the State reserves the right

to cancel this solicitation if it is considered in its best interest.

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TABLE OF CONTENTS

Quick Call for Proposals Part A Contents:

SECTION 1: INSTRUCTIONS TO RESPONDERS

SECTION 2: QUICK CALL PROJECT INFORMATION

SECTION 3: TERMS AND CONDITIONS

Quick Call for Proposals Required Certifications and Forms (see PART B, posted separately):

1. Quick Call Proposal Template

2. Responder Certifications

3. Responder Forms

THE REMAINDER OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK

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Steps

Incomplete

Submittals

How to Ask

Questions

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Follow the steps below to complete your response to this Quick Call for Proposals.

A response must be submitted along with any required additional documents. Incomplete

responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

The contact person for questions is:

Sundae Meyer, Contract Administrator

sundae.meyer@state.mn.us

Use the following as the subject line of your email: MnDOT Contract No. 1063446, Safety

Management System Assessment of Aviation Manuals. Questions must be emailed to the

contact person and received by 2:00 pm Central Time, on June 12, 2026. Other personnel are

not authorized to answer questions regarding this Quick Call for Proposals.

Page Limits

MnDOT anticipates posting answers to all questions received by 2:00 pm Central Time, on June

15, 2026.

STEP 2 – WRITE YOUR RESPONSE

The required template for Quick Call Proposals is provided in Part B of the Quick Call

Solicitation. Insert your responses to the questions asked and provide additional content as

requested.

Your Proposal must adhere to the following formatting requirements and page limits:

1. Maximum Number of Pages: 7

2. Requirements:

a. Responders must use Calibri font in their response

b. Single-sided pages, no larger than 8.5”x11”

c. No smaller than 11-point font and single line, 0-point spacing

d. The font may not have condensed, narrow, or compressed in the font name

Where to Send

Your Response

and Confirmation

Please Note: Cover letter, required forms, and certifications are NOT included in the page limit

above. If your Proposal exceeds the page limit identified, the excess pages will not be reviewed,

regardless of content.

STEP 3 – SIGN & SUBMIT YOUR RESPONSE

Proposals must be electronically submitted via email to:

Sundae Meyer, Contract Administrator

sundae.meyer@state.mn.us

Use the following as the subject line of your email: MnDOT Contract No. 1063446, Safety

Management System Assessment of Aviation Manuals. You must copy:

ProfessionalTechnicalContractForms.dot@state.mn.us on the email.

Proposals must be received by MnDOT no later than 2:00 pm Central Time, on June 18, 2026

Late responses will not be considered.

You will receive a confirmation email from MnDOT after submission. If you do not, please email

the contact person identified above to ensure your response was received.

By signing and submitting a Proposal, your firm is making a legal, binding offer for a contract to

provide services to the State of Minnesota.

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SECTION 2 – QUICK CALL PROJECT INFORMATION

Description of Project

MnDOT Aeronautics will engage a qualified external aviation safety auditor to conduct a

comprehensive Safety Management System (SMS) Assessment aligned with ICAO and industry

best practices. The project includes a structured pre-assessment documentation review, using

material defined in the re-formatted final SMS Manual provided in SMS Manual Final Version,

followed by a one-day on-site evaluation at hangar 410 of MnDOT Aeronautics’ SMS processes,

policies, and operational integration. This assessment will verify conformity with established

safety standards, evaluate the effectiveness of current safety practices, and provide objective

findings and recommendations report to support continuous improvement. The effort is part of

MnDOT Aeronautics’ ongoing work to strengthen safety oversight and meets internal expectations

for SMS enhancement as reflected in prior coordination and data collection activities documented

in SMS follow up data.

Project Tasks

1. Pre visit documentation review of our SMS safety manual, system and procedures in place.

Deliver and identify a list of gaps and recommended improvements

2. On-Site safety audit. Deliver audit summary and notes/findings.

3. The Contractor will evaluate MnDOT Aeronautics’ current safety culture, Just Culture

practices, reporting behaviors, and leadership engagement. In some form, deliver Culture

and safety behavior assessment summary. Recommendations for enhancing reporting,

non‑punitive practices, and safety communication. Identification of systemic issues

affecting SMS performance.

4. The Contractor will prepare a detailed findings report, including non‑conformities,

opportunities for improvement, and recommendations for addressing SMS gaps.

5. The Contractor will consult with MnDOT Aeronautics staff to review findings and assist in

prioritizing corrective actions.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is

requested in this Quick Call if they will substantially improve the results of this Project. Any costs associated with

these additional tasks, activities, or goods must be clearly marked and separated from costs associated with the

tasks, activities, or goods specifically requested under this Quick Call. Because cost is a factor in the evaluation of

submitted Proposals, failure to separate costs for additional tasks, activities, or goods may result in those costs being

included in MnDOT’s evaluation of cost and thus a lower cost score for the Proposal overall.

Proposal Evaluation.

Responses will be evaluated in accordance with the following:

Rating Factor

Project Understanding

Experience and Qualifications

Approach to Project

Cost Proposal

Weighting Percentage

20%

30%

20%

30%

3.1 Project Understanding

The purpose of this section is for Responders to detail their understanding of the project. Responders must

clearly state their understanding of the project objectives, goals, and tasks to show or demonstrate their view

of the nature of the project. Responders should demonstrate their understanding by using their own words

rather than simply repeating what is listed in the Quick Call.

3.2 Experience and Qualifications.

The purpose of this section is for Responders to provide information detailing the background and experience

of the company and Project personnel. To do this, Responders must provide:

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An outline of the company’s, and any subconsultants’, background and experience, addressing any

minimum requirements (if applicable) with examples of similar work.

A list of company and any subconsultant personnel who will work on the Project, detailing their

training, and work experience.

If subconsultants are to be used on this Project, Responders must also outline the subconsultants’

background and experience, including examples of similar work done by each. Responders must also

provide a list of the subconsultants’ personnel who will perform work on the Project, detailing their

training and work experience.

Qualification and experience of the firm should be demonstrated by the experience of the personnel

proposed. Note that no change in personnel assigned to the Project will be permitted without the

written approval of MnDOT’s Project Manager.

3.3 Approach to Project

Responders must provide a detailed work plan, which must identify the major tasks to be accomplished.

Responders must be sure to not only describe what will be done but explain how each task will be

accomplished. These tasks will be used as a scheduling and management tool, as well as the basis for

invoicing. This section of Responder’s Proposal must NOT include costs. If cost details are included in this

section, MnDOT may disqualify the Proposal as non-responsive. The detailed work plan must present:

The overall Project approach;

A breakdown of the Project Tasks, detailing the tasks, and how they will be completed;

Deliverable due dates and an overall Project schedule; and

A list of personnel working on the Project, including details of each person’s role, by task.

Artificial Intelligence. In its breakdown of each Project Task, responders must also disclose whether they

intend to use any artificial intelligence technologies, either directly or indirectly, to accomplish Project Tasks

and if so, a detailed description of such technologies and how they will be used. See Section 3 below for

additional information regarding the use of artificial intelligence.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of

what is requested in this Quick Call if they will substantially improve the results of this Project. Any costs

associated with these additional tasks, activities, or goods must be clearly marked and separated from costs

associated with the tasks, activities, or goods specifically requested by this Quick Call. Because cost is a factor

in the evaluation of submitted Proposals, failure to separate costs for additional tasks, activities, or goods

may result in those costs being included in MnDOT’s evaluation of cost and thus a lower cost score for the

Proposal overall.

If Responder submits information in response to this Quick Call that it believes to be trade secret materials,

as defined by the Minnesota Government Data Practices Act, Minnesota Statutes §13.37, Responder must

clearly mark all trade secret materials in its Proposal at the time the Proposal is submitted. MnDOT will not

consider Cost Proposal information submitted by Responder to be proprietary or trade secret material.

3.4 Cost Proposal

For purposes of completing the Cost Proposal, please be aware that MnDOT does not make regular payments

based upon the passage of time; it only pays for services performed or work delivered after it is

accomplished.

Submission. Responders must prepare and submit a PDF version of their Cost Proposal. The Cost

Proposal must be signed by an authorized member of Responder’s firm.

Open for Acceptance. The Cost Proposal must be open for acceptance until a contract is executed, the

RFP is cancelled, or 180 days after the due date and time of the RFP, whichever comes first. Cost

estimates included in the Cost Proposal must remain valid for the length of the Project.

Cost Breakdowns and Overhead Rates. Whether proposing a cost plus fixed fee, fixed hourly rate or

unit budget, responders must include a breakdown (labor, overhead, fixed fee and expenses) showing

how its budget was conceived and must utilize its current MnDOT-approved overhead rate, not to

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Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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