1-RFPDOC 6000001843.docx

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REQUEST FOR PROPOSAL

PERFORMANCE OF EXPERT PROFESSIONAL ASSET LIFE CYCLE MANAGEMENT, OPERATIONS ANALYSIS, AND DATA COLLECTION SERVICES AS REQUESTED ON A TASK ORDER BASIS FOR A FOUR-YEAR TERM

RFP# 6000001843

PROPOSAL SUBMISSION TEMPLATE

I. BACKGROUND:

The Port Authority of New York and New Jersey (the “Authority” or “Port Authority”) Task Order Program (the “Program”) is initiated through an initial Request for Proposal (RFP) solicitation in order to be considered for the performance of expert professional services defined in general terms. Once the Agreement is awarded to appropriately qualified firms, performance of specific services will be solicited via future task order RFP requests.

II. INSTRUCTIONS:

The Port Authority of New York and New Jersey (the “Authority” or “Port Authority”) is seeking Proposals in response to the subject RFP from firms for expert professional asset life cycle management, operations analysis, and data collection services on an “call-in” basis.

The scope of services to be performed by you are set forth in Attachment A to the Authority’s standard agreement (the “Agreement”) included herewith. You should carefully review this Agreement as it is the form of agreement that the Authority intends that you sign in the event of acceptance of your Proposal and forms the basis for the submission of Proposals. At its discretion, the Authority may retain multiple firms for performance of the subject services.

The Proposer must use this Proposal Template and Proposal forms. We have provided the Proposal Template and Proposal forms to Proposers as Microsoft Word format editable files. Proposers are permitted to add lines or rows to tables in the Proposal forms where this is indicated but must make no other material change to the Proposal Template or Proposal forms. We have not included page limits in the Proposal Template. But in providing responses to questions, the Proposer should use the space allocated in the Proposal Template and be mindful of the length the Proposer’s response to the question asked.

All questions should be directed in writing via email to the Solicitation Manager, Robert Chase Palmer, ropalmer@panynj.gov.

For purposes of Proposal presentation, the Proposer should separate each section of the Proposal by using a numbered tab, as shown in the table below.

III. PRE-PROPOSAL MEETING

The Pre-Proposal Meeting is intended to review requirements from the Authority Departments including Office of Diversity, Equity and Inclusion, Engineering, Treasury – Risk, and Procurement.

The Engineering Department, Chief of Enterprise Asset Management will be available to answer questions relating to the RFP and life cycle management, operation analysis and data collection services, performed at the Authority.

Firms are encouraged to attend the Pre-Proposal Meeting to gain more awareness regarding the services requested in this RFP, future task order RFPs and the overall procurement process.

A virtual Pre-Proposal Meeting is scheduled on Thursday November 30th, 2023 at 1:00 P.M. Eastern Time (ET). On November 30th, 2023, please use the below link to access the meeting. If you have any issues connecting, please email Robert Chase Palmer at ropalmer@panynj.gov.

Event address for attendees: Pre-Proposal Meeting Link

IV. PROPOSER REQUIREMENTS:

Only proposals from firms that can demonstrate compliance with the following requirements for each of the categories to which they are proposing shall be considered:

Asset Life Cycle Management Services

1. Proposer must have at least one staff member who with a bachelor’s degree from an accredited college or university in Engineering, Architecture, Operational Analysis, Operations Management, Business Administration, Public Administration, Project Management, Computer Science, or a similar technical degree and has a minimum of five years’ demonstrated experience providing asset management experience including experience with one or more asset management applications, such as, IBM Maximo, Trapeze/Asset Works, Infor and/or other industry wide asset/work management systems.

2. Proposer must provide a minimum of two projects, within the past ten years, demonstrating asset life cycle management services performing condition ratings for assets, systems, or subsystems through a defined quantitative or qualitative scale, track key performance drivers, undertake cost and risk assessments, design and develop decision framework models, providing support services, or other requested services as contemplated in the Attachment A.

Operations Analysis Services

3. Proposer must have at least one staff member who has a minimum of five years’ demonstrated experience in operations analysis with facility operations and/or maintenance management.

4. Proposer must provide a minimum of two projects, within the past ten years, demonstrating operation analysis services performing cost reduction studies, operations safety management, operations management and program quality assessments, operations assessments, improvement analysis, gap analysis, or other requested services as contemplated in the Attachment A.

Data Collection & Maintenance Program Dataset Services

5. Proposer must have at least one staff member who possess a valid driver’s license and has a minimum of five years’ demonstrated experience leading quality assurance and quality control (QA/QC) programs, for asset data submissions.

6. Proposer must provide a minimum of two projects, within the past ten years, demonstrating data collection and maintenance program dataset services such as developing a mobile collection form or solution, management of data collection activities including, development of project management plans, data collection plans, quality assurance and quality control plans, or other requested services as contemplated in the Attachment A A determination that a Proposer meets the forgoing requirement(s) is no assurance that the Proposer will be selected for performance of the subject services. Firms that do not meet these requirements shall not be considered.

V. INSTRUCTIONS AND ADDITIONAL INFORMATION:

Tab

(Attachment A) Attached Herewith

· Attachment A – Scope of Services

· Attachment B – Agreement on Terms of Discussion

(Attachment C) Proposer must include a completed

· Attachment C – Company Profile

The Authority will consider only those firms who are able to demonstrate compliance with the proposer requirements stated in Section IV, Proposer Requirements.

Joint venture partnerships shall not be considered.

· Attachment D – Staff Qualifications and Experience Licenses and Certificates – The Proposer must also provide in this section copies of all applicable licenses and certificates of all full-time engineering and technical personnel (including subconsultants, if any) who will be assigned to perform the requested services.

· Attachment E – Project Experience of the Firm (including Subconsultants, if any)

(Attachment F)

The Port Authority has set a goal of twenty percent (20%) participation by qualified and Port Authority certified Minority Business Enterprises (MBEs) and ten percent (10%) for qualified and Port Authority certified Women-owned Business Enterprises (WBEs) on technical service projects for a total combined MWBE goal of thirty percent (30%), and three percent (3%) of the total contract price for Port Authority certified Service-disabled Veteran-owned Business Enterprises (SDVOBs) or SDVOBs certified in the State of New York.

The Proposer must include their MBE/WBE/SDVOBs Participation Plan, being proposed, by completing the below form:

· Attachment F – MBE/WBE/SDVOB Participation Plan

Salary Schedule – Proposer must include the name(s), title(s) and hourly rate(s) that would be in effect at the start of the Agreement term for all professional and technical personnel of the Prime firm who will be assigned to perform any services requested by completing the below form:

· Attachment G – Salary Schedule

(Statement) If the Proposer or any employee, agent or subcontractor/subconsultant of the Proposer may have or may give the appearance of a possible conflict of interest, the Proposer shall include in its Proposal a Conflict of Interest Statement indicating the nature of the conflict and a proposed Mitigation Plan. The Port Authority reserves the right to disqualify the Proposer if, in its sole discretion, any interest disclosed from any source could create, or give the appearance of, a conflict of interest. The Port Authority reserves the right to disqualify the Proposer if, in its sole discretion, it is not possible to mitigate the conflict of interest, with respect to any conflict disclosed from any source. The Port Authority's determination regarding any question(s) of conflict of interest shall be final.

ADDITIONAL INFORMATION

Proposers must register and create a free Bonfire account at the provided link in order to log in and download the referenced solicitation and associated information, and in order to upload proposal submissions. Registration on the Bonfire platform requires a registration that is separate and distinct from all other Authority software platforms.

The Authority shall accept only those proposals in electronic format for which the submission or modification is completed at the time of the Proposal Due Date. Proposal submissions will be accepted by upload only, at https://panynj.bonfirehub.com/portal/?tab=login and must be uploaded and received by the Authority no later than 2:00 P.M. Eastern Time (ET) on December 14th, 2023. Emailed submissions, hand deliveries and mailed deliveries (e.g., UPS, USPS) will not be accepted.

Proposal submissions must be uploaded, submitted, and finalized prior to the Proposal Due Date. Proposers are strongly urged to allow sufficient time of at least one (1) day prior to the Proposal Due Date to begin the uploading process and finalizing the Proposal submission. Proposers will receive an email confirmation receipt with a unique confirmation number once a proposal submission is finalized.

Proposers will be permitted to submit modifications to Proposals or withdraw previously submitted Proposals electronically up to, but not after, the time of the Proposal Due Date.

After consideration of these factors, the Port Authority may enter into negotiations with the firm(s) deemed best qualified in terms of the foregoing factors to perform the required services.

The distribution process does not represent a contractual or other obligation on the part of the Port Authority and does not preclude the Port Authority from distributing work in a manner, which in its judgment will, under all circumstances, best serve the public interest.

REQUEST FOR PROPOSAL

EXPERT PROFESSIONAL ASSET LIFE CYCLE MANAGEMENT, OPERATIONS ANALYSIS, AND DATA COLLECTION SERVICES AS REQUESTED ON A TASK ORDER BASIS FOR A FOUR-YEAR TERM

RFP# 6000001843

December 14th, 2023

[PROPOSER NAME]

Lillian D. Valenti Chief Procurement Officer

4 World Trade Center l 150 Greenwich Street, 21st floor l New York, NY 10007

1399817 agreement on terms of DISCUSSION (attachment B)

Agreement on Terms of Discussion (Attachment B) Proposer must include a completed and signed Attachment B form.

ATTACHMENT B

EXPERT PROFESSIONAL ASSET LIFE CYCLE MANAGEMENT, OPERATIONS ANALYSIS, AND DATA COLLECTION SERVICES AS REQUESTED ON A TASK ORDER BASIS FOR A FOUR-YEAR TERM

AGREEMENT ON TERMS OF DISCUSSION

The Port Authority’s receipt or discussion of any information (including information contained in any proposal, vendor qualification(s), ideas, models, drawings, or other material communicated or exhibited by us or on our behalf) shall not impose any obligations whatsoever on the Port Authority or entitle us to any compensation therefor (except to the extent specifically provided in such written agreement, if any, as may be entered into between the Port Authority and us). Any such information given to the Port Authority before, with or after this Agreement on Terms of Discussion (“Agreement”), either orally or in writing, is not given in confidence. Such information may be used, or disclosed to others, for any purpose at any time without obligation or compensation and without liability of any kind whatsoever. Any statement which is inconsistent with this Agreement, whether made as part of or in connection with this Agreement, shall be void and of no effect. This Agreement is not intended, however, to grant to the Port Authority rights to any matter, which is the subject of valid existing or potential letters patent.

Any information (including information contained in any proposal, vendor qualification(s), ideas, models, drawings, or other material communicated or exhibited by us or on our behalf) provided in connection with this procurement is subject to the provisions of the Port Authority Public Records Access Policy adopted by the Port Authority’s Board of Commissioners, which may be found on the Port Authority website at: http://corpinfo.panynj.gov/documents/Access-to-Port-Authority-Public-Records/. The foregoing applies to any information, whether or not given at the invitation of the Authority.

(Company)

(Signature)

(Title)

(Date) company PROFILE (attachment C)

Company Profile (Attachment C) Proposer must include a completed Attachment C form.

ATTACHMENT C

COMPANY PROFILE

1. Company Legal Name as shall appear in the Agreement:

2. Business Mailing Address: ______________________________________________________________________________________________________________________________________________________

6. Officer or Principal of Firm, Title, and email address:

7. Name, telephone number, and email address of contact for questions:

8. Is your firm a registered vendor with the Port Authority? Yes No If yes, please provide your Vendor ID number: ________________

9. If applicable, indicate whether your firm is certified by the Authority in any of the below categories. Please also attach a copy of your Authority certification as a part of this profile.

Minority Business Enterprise (MBE)

Women-owned Business Enterprise (WBE)

Small Business Enterprise (SBE)

Disadvantaged Business Enterprise (DBE)

Service-disabled Veteran-owned Business Enterprise (SDVOB)

If your firm is an MBE/WBE/SBE/DBE/SDVOB not currently certified by the Authority, see the Authority’s website – https://www.panynj.gov/port-authority/en/business-opportunities/supplier-diversity/certification.html, to receive information and apply for certification.

Note: Company Legal Name shall be identical to the firm’s name in the EIN. Failure to comply with this requirement may lead to delays in contract awards and contract payments.

Proposer Requirements (Transmittal Letter)

The Authority will consider only those firms who are able to demonstrate compliance with the proposer requirements stated in Section IV.

· Use Item 5 Attachment D for Staff Qualifications and Experience

· Use Item 6 Attachment E for Firm Qualifications Proposer must indicate below the services provided. (Please check all boxes that apply).

|_| Asset Lifecycle Management |_| Operation Analysis Services |_| Data Collection & Maintenance Program Dataset Services Joint venture partnerships shall not be considered under the “call-in” Program

PROPOSER REQUIREMENTS - STAFF QUALIFICATIONS AND EXPERIENCE (attachment d)

Staff Qualifications and Experience of Personnel (including Subconsultants, if any) Provide technical qualifications of all full-time engineering and technical personnel of your firm (including subconsultants, if any)who will be assigned to perform the requested services, as outlined in Section IV – Proposer Requirements.

The Proposer must include in this section the following completed form:

Attachment D – Staff Qualifications and Experience Licenses and Certificates – The Proposer must also provide in this section copies of all applicable licenses and certificates of all full-time engineering and technical personnel (including subconsultants, if any) who will be assigned to perform the requested services.

ATTACHMENT D

STAFF QUALIFICATIONS AND EXPERIENCE

The Proposer must complete one Attachment D for each proposed full-time engineering and technical personnel (including subconsultants, if any) of your firm who will be assigned to perform the requested services, as outlined in Section IV.

(City and State)

CURRENT PROFESSIONAL REGISTRATION

(State and Discipline -Include License #)

EDUCATION (Degree and Specialization)

OTHER PROFESSIONAL QUALIFICATIONS (Publications, Organizations, Training, Awards, Etc.)

BRIEF CAREER SUMMARY

(Please include total number of years of experience performing services comparable to the tasks outlined in Attachment A under this solicitation)

RELEVANT PROJECTS

(Please include a minimum of two and no more than five projects comparable to the services contemplated in the Attachment A, under this solicitation)

BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

(Please include scope, size, project cost value, project delivery model) ☐ Check if project performed with current firm

BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

☐ Check if project performed with current firm

BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

☐ Check if project performed with current firm

BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

☐ Check if project performed with current firm

BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

☐ Check if project performed with current firm

PROPOSER REQUIREMENTS - FIRM QUALIFICATIONS AND EXPERIENCE (ATTACHMENT E)

Firm Qualifications and Experience of Personnel (including subconsultants, if any) Identify the experience of your firm (including subconsultants, if any) in providing services as identified in Section IV – Proposer Requirements and comparable to those contemplated under the requested services in Attachment A, under this solicitation.

The Proposer must include in this section the following completed form:

· Attachment E – Firm Qualifications and Experience

ATTACHMENT E

FIRM QUALIFICATIONS AND EXPERIENCE

The Proposer must complete one Attachment E for each project your firm (including subconsultants, if any) has provided services as outlined in Section IV and comparable to the services contemplated in Attachment A, under this solicitation.

RELEVANT PROJECTS

(Include a minimum of five projects and no more than seven projects comparable to the services contemplated under this solicitation.)

C. BRIEF PROJECT DESCRIPTION AND SPECIFIC ROLE ON PROJECT

D. INDICATE WHETHER ANY PROPOSED PERSONNEL PERFORMED SERVICES UNDER THIS PROJECT AND EXPLAIN THEIR SPECIFIC ROLE ON THIS PROJECT

E. INCLUDE THE NAME OF THE CLIENT/COMPANY AND THE CLIENT/COMPANY’S CONTACT INFORMATION (EMAIL AND PHONE NUMBER), FOR VERIFICATION PURPOSES.

MBE/WBE/SDVOB PARTICIPATION PLAN (ATTACHMENT F)

MBE/WBE/SDVOBs Participation Plan The Port Authority has set a goal of twenty percent (20%) participation by qualified and Port Authority certified Minority Business Enterprises (MBEs) and ten percent (10%) for qualified and Port Authority certified Women-owned Business Enterprises (WBEs) on technical service projects for a total combined MWBE goal of thirty percent (30%), and three percent (3%) of the total contract price for Port Authority certified Service-disabled Veteran-owned Business Enterprises (SDVOBs) or SDVOBs certified in the State of New York.

The MBE/WBE/SDVOB Plan submitted by the Proposer to the Port Authority shall contain, at a minimum, the following:

· Identification of MBE/WBE/SDVOBs: Provide the names and addresses of the MBE/WBE/SDVOBs. If none are identified, describe the process for selecting participant firms in order to achieve the good faith goals under these requested services.

· Level of Participation: Indicate the estimated percentage of MBE/WBE/SDVOB participation expected to be achieved.

· Scope of Work: Describe the specific scope of work the MBE/WBE/SDVOBs will be expected to perform.

All MBE/WBE/SDVOB subconsultants listed on the MBE/WBE/SDVOB Participation Plan must be certified by the Port Authority in order for the Consultant to receive credit toward the MBE/WBE/SDVOB goals set forth under these requested services. Please go to https://www.panynj.gov/port-authority/en/business-opportunities/supplier-diversity.html to search for MBE/WBE/SDVOBs by a particular commodity or service. The Port Authority makes no representation as to the financial responsibility of these firms or their ability to perform work under this Agreement.

The Proposer must include in this Section the following completed form:

· Attachment F – The MBE/WBE/SDVOB Plan submitted by the Proposer to the Port Authority

ATTACHMENT F

MBE/WBE/SDVOB PARTICIPATION PLAN

This matrix is intended to graphically depict the MBE/WBE/SDVOB Participation Plan submitted by the Proposer to the Port Authority for the requested services.

(*Insert “N/A” if not applicable.)

DESCRIBE PROPOSED SCOPE OF WORK TO BE PERFORMED BY SUBCONSULTANT

IF NO FIRMS ARE IDENTIFIED ABOVE, DESCRIBE THE PROCESS FOR SELECTING PARTICIPANT FIRMS IN ORDER TO ACHIEVE THE GOOD FAITH GOALS UNDER THESE REQUESTED SERVICES.

[IF APPLICABLE, INSERT RESPONSE HERE]

COST (ATTACHMENT G)

Multiplier & Cost Provide the multiplier(s) of the Prime firm, including a breakdown of said multiplier(s), indicating all the multiplier(s) components (e.g., vacation, holiday, sick pay, workers' compensation, office rent, insurance, profit). Indicate Port Authority Office/Consultant Office Multiplier, as applicable. Multiplier(s) should be provided in the form of a decimal and no more than two decimal places (ex: 0.00).

Port Authority Office Multiplier:

Consultant Office Multiplier:

Include a breakdown of the multiplier(s) components below:

Salary Schedule Include the name(s), title(s) and hourly rate(s) and hours assigned to each position of the personnel that would be assigned to perform the requested services. Indicate billing rates for partners or principals and actual hourly rates for all other billable employees. Provide a company policy for compensation for premium pay (i.e. holidays, shift differentials, regular days, weekends and night work or union required payments must be included). Typical job titles may include, but are not limited to, the following:

The Proposer must include in this section the following completed form:

· Attachment G – Salary Rate Schedule

ATTACHMENT G

SALARY RATE SCHEDULE

FULL NAME

(LAST, FIRST)

conFLICT OF INTEREST (STATEMENT)

Conflict of Interest If the Proposer or any employee, agent or subcontractor/subconsultant of the Proposer may have, or may give the appearance of a possible conflict of interest, the Proposer shall include in its proposal a statement indicating the nature of the conflict. The Port Authority reserves the right to disqualify the Proposer if, in its sole discretion, any interest disclosed from any source could create, or give the appearance of, a conflict of interest. The Port Authority's determination regarding any question(s) of conflict of interest shall be final.

Proposers are advised that, while not currently anticipated, nothing herein shall preclude the Port Authority from determining at a subsequent point in time during performance of the services contemplated hereunder gives rise to the existence of, or the appearance of, a conflict of interest, and thereby conclude that a firm(s) selected for performance of the subject services, is/are expressly precluded from participation in, or the performance of other procurement opportunities for any project on which the firm has provided such services. Proposers are directed to the Conflict-of-Interest paragraph of the attached Standard Agreement. Proposers are further advised that under this Agreement, firms must provide, upon receipt of a Task Order issued by the Port Authority, written notice to the Port Authority of any existing or potential conflict of interest the firm(s) may have in the performance of services under this Agreement.

Conflict of Interest Statement (describe the nature of the conflict):

[INSERT RESPONSE HERE]

Mitigation Plan:

[INSERT RESPONSE HERE]

ATTACHMENT A

SCOPE OF SERVICES

EXPERT PROFESSIONAL ASSET LIFE CYCLE MANAGEMENT, OPERATIONS ANALYSIS, AND DATA COLLECTION SERVICES AS REQUESTED ON A TASK ORDER BASIS FOR A FOUR-YEAR TERM

I. BACKGROUND

For background with respect to The Port Authority of New York and New Jersey (the “Authority”), see www.panynj.gov. Additionally, an electronic version of the Authority’s most recent Annual Report is available at http://www.panynj.gov/corporate-information/annual-reports.html.

The Authority is responsible for the development and implementation of strategies that support an integrated approach to bi-state transportation and economic development, as noted in its Strategic Plan (http://www.panynj.gov/about/strategic-plan-overview.html).

The contemplated services shall include the provisioning of a range of tactical, operational, strategic, and transformational support related to facility operations, infrastructure management, and the continued implementation of an authority-wide Enterprise Asset Management (“EAM”) program. The EAM program has and will continue to embody and leverage industry asset best practices standards as published in documents such as ISO 55000 and AASHTO’s asset management implementation guide, among other relevant bodies of work. These best practices are intended to provide the Authority with guidelines for a framework that can be adapted to align and coexist with its own internal standards, policies, and regulatory requirements across the agency.

Under the direction of the Engineering Department and the guidance of the Chief Operating Officer (COO), a significant amount of work has been performed in the past four years to advance the EAM program including the adoption of an agency-wide EAM governance framework and the development of a hierarchy model and asset data specification (ADS).

The Authority utilizes IBM Maximo as its enterprise maintenance management system and is migrating existing siloed applications into a centralized enterprise system entitled the Enterprise Maximo Platform (EMP). This system conforms to the Port Authority Hierarchy Model (PAHM) and ADS.

Future implementation will include additional departments, business units and facilities migrating to the Enterprise Maximo Platform. The implementation will be managed by the Engineering Department, Enterprise Asset Management Division (EAMD), in conjunction with the Technology department (TEC) and the Chief Operating Officer (COO). It is the role of EAMD, to coordinate, facilitate, communicate, and support each Line Department, business unit, and facility, while concurrently acting as the executor of the enterprise governance process. EAMD is responsible for delivery of the EAM program which, includes the development of standards and implementation of best practices in line with the Agency’s asset management objectives.

II. PROGRAM ORGANIZATIONAL STRUCTURE

The Engineering Department, Enterprise Asset Management Division (EAMD) organization structure is provided in Figure 1 below, for informational purposes only.

Figure #1: Enterprise Asset Management (EAM) Program Organizational Structure

III. EAM PROGRAM INFORMATION

1. Deliver the EAM Program according to the program roadmap and demonstrate the value of asset management to the Authority.

1. Establish an asset management culture and manage change so people throughout the Authority are empowered to make decisions rooted in policies and supported by data.

1. Deliver a state-of-the-art, integrated technology framework enabling cross-departmental data exchange, analytics, reporting, and visualization while providing consistent management of all Authority assets.

1. Develop, grow, and maintain the asset data and information needed to support asset life cycle decisions to optimize costs, minimize risks, and increase performance.

1. Continuously improve asset monitoring, maintenance management, and intervention planning in line with industry best practices.

1. Enable and empower Agency stakeholders to prioritize and package replacement/renewal project decisions.

Establish a performance management framework that monitors, set targets, and reports outcomes against the Authority’s asset portfolio, asset-level objectives, and service standards.

Asset Data Specification (ADS) & Port Authority Hierarchy Model (PAHM) The ADS was established in 2019 to standardize and provide governance over critical asset information across the Agency. The purpose of the specification is to ensure critical business processes and data needs are consistently defined and recorded. The ADS identifies the type of asset i.e., systems, subsystems, equipment, components, spare parts, meters, etc. and applies a set of attributes to each asset. The Port Authority Hierarchy Model (PAHM) stipulates guidelines for describing assets' geographical locations and classifies the relationship between assets that operate within a collection of infrastructure systems. The ADS and PAHM together establish the framework for how infrastructure and facility data are collected, represented, and reported for all assets within the Authority portfolio. The ADS and PAHM improve the overall quality of asset data and enhance consistency in how the Authority and its stakeholders collect, manage, access, analyze, and visualize its infrastructure information.

Asset Registry and Information Database (ARID) To facilitate access to the ADS, an Asset Registry, and Information Database (ARID) was developed in 2020. ARID serves as a digital resource to support the development, coordination, and publishing of the Authority's ADS and Port Authority Hierarchy Model. ARID provides users a front-end application interface and a back-end asset registry database.

Agency Design Standard The Agency-Wide System Design Standard (Design Standard) is a Microsoft Word document providing detailed system design for the Enterprise Maximo Platform (EMP). (Figure 3). The Design Standard guides the design, build, and implementation of the Maximo Platform and defines the overall scope of required data migrations, functional requirements, system design and Maximo configurations, as defined by the Design Standard.

Figure #3: The PANYNJ EAM Design Standard and EMP Environments Relationships

IV. SCOPE OF SERVICES

The Port Authority is seeking professional services to assist in the ongoing development of its Enterprise Asset Management Program. These services may include but are not limited to the following:

1. Collect and update asset inventories and maintenance program datasets.

2. Assist facilities and departments with migration to Enterprise Maximo Platform, including supporting integration between Maximo and other technologies .

3. Assist the development and implementation of best practices for asset life cycle management and investment planning.

4. Assist the development and implementation of change management policy and practices, user acceptance testing, and end user training.

These services will be performed in a phased approach and currently the Authority is in in the first phase (Phase 1a) of the implementation. Given the dynamic nature of the program, facilities may be at varying stages of asset management and in different program phases (i.e., 1a, 1b, 2, etc.) throughout the duration of these services.

V. DESCRIPTION OF CONSULTANT TASKS

A. Staff Qualifications All staff must have the ability to pass a Transportation Worker Identification Credential (TWIC) and/or Secure Worker Access Consortium (SWAC) and/or Security Identification Display Area (SIDA) background screening at a High Level.

1. Asset Life Cycle Management Services

· At least one staff member must have a minimum of five (5) years’ demonstrated experience providing asset management experience including experience with one or more asset management applications, such as, IBM Maximo, Trapeze/Asset Works, Infor and/or other industry wide asset/work management systems.

· Staff must hold a bachelor’s degree from an accredited college or university in Engineering, Architecture, Operational Analysis, Operations Management, Business Administration, Public Administration, Project Management, Computer Science, or a similar technical degree.

2. Operations Analysis Services

· At least one staff member must have a minimum of five (5) years’ experience demonstrating operations analysis with facility operations and/or maintenance management.

3. Data Collection & Maintenance Program Dataset Services

· At least one staff member must have a minimum of five (5) years demonstrated experience leading quality assurance and quality control (QA/QC) programs, for asset data submissions.

· Staff must have a valid driver’s license.

B. Consultant Tasks Tasks to be performed by the Consultant may include, but are not limited to, the following:

1. Asset Life Cycle Management Services

a. Support the development of condition ratings for the asset, system, or subsystem through a defined quantitative or qualitative scale in accordance with approved Enterprise Condition Ratings Protocol and Requirements

b. Support the development of criticality assessment of the asset, system, or subsystem through a defined quantitative or qualitative scale in accordance with approved Enterprise Criticality Assessment Protocol and Requirements.

c. Support the reclassification/mapping of asset data in legacy Materials Management Information System (“MMIS”) to conform to EAM systems data needs in accordance with the Authority’s approved hierarchy system for assets.

d. Support creation of job plans, maintenance plans, and routes.

e. Identify, document, and track key performance drivers, undertake cost and risk assessments, design and develop decision framework models, and deliver relevant and well-substantiated benchmarking against comparable and best-in-class performers.

f. Develop and conduct presentations to Executive level staff and of analytical work that provide project status, updates, and recommendations.

g. Engage in knowledge transfer and training to Authority staff including, but not limited to, formal training, on-the-job training and mentoring in the methodologies employed by the Consultant.

h. Deliver full lifecycle project management, and specifically manage project scope and timelines by monitoring the progress of implementation against plans and identifying and dealing with any gaps.

i. Conduct formal workshops and facilitate discussion sessions among EAM Team responsible for technical and business elements to foster consensus around recommendations.

j. Support knowledge transfer and training to Authority staff including, but not limited to, formal training, on-the-job training and mentoring in the methodologies employed by the Consultant.

k. Evaluate and assess existing line department and facility maintenance and management processes and methods and perform gap analysis against industry standards and best practices; provide recommendations.

l. Develop and implement plans, processes, procedures, tools, and methodologies that support asset lifecycle management services.

m. Develop and apply decision support methodologies and models to include cost-benefit analyses, operational risk assessments, root cause analyses, and failure mode and effect analyses, as well as risk-based, condition-based, and reliability centered procedures, among others, as applicable.

2. Operations Analysis Services

a. Analysis of industry standards and best practices in various elements of facility operations

b. Operational analysis of cross-cutting operational issues that include but not limited to overtime analysis, that affect one or more lines of business.

c. Support of operations as needed.

d. Support of operations management and program quality assessment

e. Support of operations systems implementation and benefits realization

f. Support of operations assessments and improvement analysis

g. Support of operations personnel planning and management

h. Conduct cost reduction studies and analysis.

i. Support of operations safety management

j. Analysis and application of agency policy and regulatory requirements issued by federal and local agencies, including, but not limited to:

· Federal Aviation Administration (“FAA”)

· Federal Railroad Administration (“FRA”)

· Environmental Protection Agency (“EPA”)

· Department of Homeland Security (“DHS”)

· Occupational Safety and Health Administration (“OSHA”)

· New York State Department of Transportation (“NYSDOT”)

· New Jersey State Department of Transportation (“NJDOT”)

· Federal Highway Administration (“FHWA”)

· Local and state laws applicable to the locales, facilities, and assets owned and operated by the Authority.

k. Evaluate and assess existing programs.

l. Perform gap analyses.

m. Develop and conduct presentations to Executive level staff and of analytical work that provide project status, updates, and final recommended action.

n. Engage in knowledge transfer and training to Authority staff including, but not limited to, formal training, on-the-job training and mentoring in the methodologies employed by the Consultant.

3. Data Collection Services

a. Review existing location hierarchy, preliminary asset data, and preliminary location data for a given facility or facilities. Preliminary data may be derived from design documents for major capital projects.

b. Prepare preliminary asset and location data for on-site field verification and collection of additional attribute data. For major capital projects, maintain preliminary asset data in collection-ready state through Stage IV until field on-site field verification can be completed.

c. Develop an EAM-compliant mobile collection form or solution. If available, utilize a Port Authority provided mobile collection solution.

d. Manage data collection activities, including the development of project management plans, data collection plans, quality assurance and quality control (QA/QC) plans, and issue tracking logs.

e. Collect asset data:

· Verify asset records on site using preliminary asset and location data.

· Classify all records in accordance with the ADS and PAHM.

· Verify and/or assign geographical and functional locations to all assets.

· Collect all attribute data for all assets, based on their classification, per the ADS.

· Assign a visually based accessibility rating to all assets, per the “Accessibility Rating Protocol” document, and a condition rating where applicable per the “Condition Ratings Protocol and Business Rules” document.

· Apply asset tags to assets in conformance with the EAM Asset Tag Protocol and in consultation with designated facility representative(s).

· Photograph assets in conformance with the “Asset Photo Protocol” document, which includes photos of the asset, nameplates, data plates, and asset tags.

f. Compile, document, quality assure, and organize asset and assessment data utilizing EAM “Asset Data Upload Templates” (i.e., Enterprise Maximo Platform load sheets).

g. Compile and review all Original Equipment Manufacturer (OEM) manual guidance, regulatory requirements, and other/additional guidance for all installed assets included in an asset data collection project as part of Category 1 of this Attachment A.

h. In consultation with the PANYNJ Project Manager, the Line Department Business Asset Manager (BAM), and the designated facility representative—and following Original Equipment Manufacturer (OEM) manual guidance, regulatory requirements, and other/additional guidance—develop maintenance and safety routines for all installed assets included in an asset data collection project as part of Category 1 of this Attachment A.

i. Transform maintenance routines into EAM compliant maintenance program datasets, utilizing the information compiled from all guidance and regulatory material. Maintenance program datasets included, but are not limited to, preventive maintenance routines, safety plans, job plans, job tools, job labor, and meters.

j. Manage dataset preparation activities, including the development of project management plans, quality assurance and quality control (QA/QC) plans, and issue tracking logs.

VI. SUBMISSIONS

All work performed by the Consultant including the preparation of documents, reports drawings, surveys etc. shall be in accordance with the Authority’s policies and procedures and submitted in accordance with a schedule approved by the Authority, prior to the performance of any such work.

VII. CONDITIONS AND PRECAUTIONS

A. General The Consultant shall immediately inform the Authority of any unsafe condition discovered at any time during this work.

Vehicular, aircraft, rail, and/or pedestrian traffic shall have priority over any and all of the Consultant’s operations.

B. Work Areas The Consultant shall limit its work to the area necessary for the performance of such services and shall not interfere with the operation of the facility without first obtaining specific approval from the Authority.

The Consultant shall take steps necessary to ensure the safety of its staff during performance of the work. All Personal Protective Equipment, including, but not limited to, safety shoes, hardhat, and safety vest, shall be worn for all field work. In addition, where necessary, fall protection equipment shall be utilized.

Photographing of the facility buildings and surrounding area is not permitted without prior written approval, from the Authority.

C. Work Hours The Consultant shall coordinate its work at the site(s) with the Project Manager, unless otherwise directed by Authority.

P.A. AGREEMENT # ***-**-***

DATE

FIRM

ADDRESS

CITY, ST ZIP

Attention: CONTACT, TITLE

SUBJECT: PERFORMANCE OF EXPERT PROFESSIONAL **** SERVICES AS REQUESTED ON A "CALL-IN" BASIS

Dear Mr./Ms. CONTACT:

1. The Port Authority of New York and New Jersey (the "Authority" or "Port Authority") hereby offers to retain FIRM NAME (the “Consultant" or "you") to provide expert professional services as more fully set forth in Attachment A, which is attached hereto and made a part hereof, on a "call‑in" basis during 20**.

At the Authority’s discretion, the Consultant may be required to enter into new agreements for each of the following <> (<>) years: 20**, 20** and 20**. Said agreement(s) shall be identical to this Agreement unless otherwise mutually agreed upon by the parties. The Authority will send subsequent agreements to the Consultant only for those years they are awarded a task order.

The Authority does not guarantee the ordering of any services under this Agreement and specifically reserves the right, in its sole discretion, to use any person or firm to perform the type of services required hereunder.

This Agreement shall be signed by you and by the Authority’s Chief Procurement Officer. As used herein, "Chief Engineer" shall mean the Chief Engineer, or the Deputy Chief Engineer of the Authority, or their duly authorized representatives.

For the purpose of administering this Agreement, the Chief Engineer has designated DAR NAME, TITLE, to act as their duly authorized representative. The Project Manager for this project is NAME, tel. (***) ***-****, or e-mail address: ****@panynj.gov.

6. When services to be performed by the Consultant include the preparation of contract documents, or the performance of post award services, the Consultant shall submit its specific Quality Control/Assurance Program to the Chief Engineer prior to the performance of said services.