1-RFPDOC 6000002546.docx

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REQUEST FOR PROPOSAL

PERFORMANCE OF EXPERT PROFESSIONAL OPERATIONAL SUPPORT SERVICES AS REQUESTED ON A “TASK ORDER” BASIS FOR A FOUR-YEAR TERM

RFP# 6000002546

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 operational support services as requested on a “task order” basis 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 Authority is seeking Proposals from firms in response to the subject RFP for the performance of operational support services in any, all, or combination of the following four (4) categories: A) Engineering Financial Services; B) Digital Transformation; C) Professional Services; D) Content, Information, and Compliance Management, for a four-year term.

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, Amira Willis, Amwillis@panynj.gov.

For purposes of Proposal presentation, the Firm proposing 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.

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

A virtual Pre-Proposal Meeting is scheduled on November 22, 2024, at 11:30 A.M. Eastern Time (ET). On November 22, 2024, please use the below link to access the meeting. If you have any issues connecting, please email Amira Willis, Amwillis@panynj.gov.

Event address for attendees:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU0ZTE5MGUtMGY1MS00ZjYzLWI0NTktOWE5MzY0NjY3NDg1%40thread.v2/0?context=%7b%22Tid%22%3a%22c4484a25-d0d8-4ad0-916a-a889b6aa7a02%22%2c%22Oid%22%3a%22705db310-b873-4c6b-a1f2-39fcbacd02c5%22%7d

IV. PROPOSER REQUIREMENTS:

Only proposals from Firms that can demonstrate compliance with one or both of the following category requirements shall be considered. The below requirements must be met by the Prime Firm only.

A. General Requirement for all categories below:

a) The firm must be certified as an MBE by the Authority, prior to the RFP due date.

B. Engineering Financial Services

a) Prime Firm must have a minimum of one staff, currently employed with the firm, who has at least three years financial analysis and performance reporting and/or operational performance reporting and contract support service experience.

b) Prerequisite Item B,a), above can be fulfilled by a principal, owner, shareholder, officer, director, or professional member/manager of the prime firm.

C. Digital Transformation

a) Prime firm must provide a minimum of two projects, within the past five years, demonstrating one or more digital transformation program management services, including executive or management level reporting, from the list below:

· Lead an initiative that demonstrates the incorporation of Lean Six Sigma and/or Design Thinking, OR

· Designed and implemented solutions demonstrating value add and benefits, for the project/organization, OR

· Provide demonstrated program management oversight as contemplated under the requested services in Attachment A.

b) Prime firm may alternatively fulfill the firm experience prerequisite in Item 3a above, if it can demonstrate that the person or entities owning and controlling the firm have had a cumulative total of at least the same number and type of direct continuous experience as identified above or has owned and controlled other entities which, meet the same requirements, prior to the submission of this Proposal as is required of the prime firm.

c) Prime firm must demonstrate at least two years firm experience, within the past five years, providing at least two on-site/off-site support staff who have a minimum of two years systems and solutions implementation/integration experience and are subject matter experts in one or more of the areas below:

· data governance

· data science

· data engineering

d) Prerequisite Item 3b above can be fulfilled by a principal, owner, shareholder, officer, director, or professional member/manager of the prime firm.

D. Professional Services

a) Prime Firm must have a minimum of one staff, currently employed with the firm, who possess a bachelor’s degree in business management, business administration, legal studies & business ethics, or a related technical field from an accredited College or University and has a minimum of two years demonstrated experience in at least one of the following roles:

· Contract management specialist

· Contract administrator

· Diversity and Equity compliance specialist

· Contract and reporting analyst

b) Prerequisite Item 4a above can be fulfilled by a principal, owner, shareholder, officer, director, or professional member/manager of the prime firm.

c) Prime firm must demonstrate at least two projects, within the past five years, providing a minimum of one support staff who has demonstrated knowledge in procurement practices and procedures, performing one or more of the following functions:

· Preparing professional service request for proposals, task order solicitations, or similar.

· Ability to identify goods and services vs. professional services.

· Solid negotiation skills including hours and pricing, with effective results.

· Distribute and manage solicitations including gathering proposals or resumes, disbursing to reviewers, and follow-up with selected firm(s).

d) Prime firm may alternatively fulfill the firm experience prerequisite in Item 4c above, if it can demonstrate that the person or entities owning and controlling the firm have had a cumulative total of at least the same number and type of direct continuous experience as identified above or has owned and controlled other entities which, meet the same requirements, prior to the submission of this Proposal as is required of the prime firm.

E. Content, Information, and Compliance Management

a) Prime Firm must have a minimum of one staff, currently employed with the firm, who possess a bachelor’s degree in computer science, business management, or related technical field and has a minimum of two years demonstrated experience in one or more of the following functions:

· Database administration

· Database management

· Content management strategist

· Operations data specialist

b) Prerequisite Item 5a above can be fulfilled by a principal, owner, shareholder, officer, director, or professional member/manager of the prime firm.

c) Prime firm must demonstrate at least two projects, within the past five years, providing a minimum of one support staff who has demonstrated knowledge in the principals of engineering and construction, in relation to information and document management, performing one or more of the following roles:

· Electronic document management specialist

· Information and document processing specialist

· Document management imaging specialist

· Engineering information management engineer

· Engineering information data stewards

d) Prime firm may alternatively fulfill the firm experience prerequisite in Item 5c above, if it can demonstrate that the person or entities owning and controlling the firm have had a cumulative total of at least the same number and type of direct continuous experience as identified above or has owned and controlled other entities which, meet the same requirements, prior to the submission of this Proposal as is required of the prime firm.

A determination that a Prime Firm meets the forgoing requirement(s) is no assurance that the firm will be selected for performance of the subject services. Prime firms that do not meet these requirements shall not be considered.

V. INSTRUCTIONS AND ADDITIONAL INFORMATION:

Tab

· Cover Sheet

· Attachment B – Agreement on Terms of Discussion

(Attachment C) The Firm proposing must include a completed,

· Attachment C – Company Profile

Firms may duplicate the below attachments as required, to demonstrate compliance with said Proposer Requirements listed in Section IV:

· Attachment D – Staff Qualifications and Experience, and

· Attachment E – Firm Qualifications and Experience Joint venture partnerships shall not be considered.

(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 Prime Firm must include their MBE/WBE/SDVOBs Participation Plan, being proposed, by completing the below form:

· Attachment F – MBE/WBE/SDVOB Participation Plan

Salary Schedule – The Prime Firm proposing 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 Firm proposing or any employee, agent or subcontractor/subconsultant of the Firm may have or may give the appearance of a possible conflict of interest, the Firm 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 Firm proposing 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 Firm proposing 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.

· Attachment A

ADDITIONAL INFORMATION

The Firm proposing 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 6, 2024. 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. The Firms proposing 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. The Firms proposing will receive an email confirmation receipt with a unique confirmation number once a proposal submission is finalized.

The Firm 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.

All questions must be submitted in writing and received no later than five business days prior to the RFP due date. All questions shall be directed, via email, to the Solicitation Manager, Amira Willis at Amwillis@panynj.gov

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

PERFORMANCE OF EXPERT PROFESSIONAL OPERATIONAL SUPPORT SERVICES AS REQUESTED ON A “TASK ORDER” BASIS FOR A FOUR-YEAR TERM

RFP# 6000002546

[PROPOSAL DUE date]

[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) The Firm proposing must include a completed and signed Attachment B form.

ATTACHMENT B

PERFORMANCE OF EXPERT PROFESSIONAL OPERATIONAL SUPPORT 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) The Firm proposing 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

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

· Use Attachment D for Staff Qualifications and Experience

· Use Attachment E for Firm Qualifications and Experience The Firm proposing must indicate below the services provided. (Please check all boxes that apply).

|_| Engineering Financial Services |_| Digital Transformation |_| Professional Services |_| Content, Information, and Compliance Management Joint venture partnerships shall not be considered under the “Task Order” Program

STAFF QUALIFICATIONS AND EXPERIENCE (attachment d)

Staff Qualifications and Experience of Personnel:

Please complete one Attachment D for each proposed full-time engineering and technical personnel of the Prime Firm who will be assigned to perform the requested services to demonstrate that the Prime Firm meets the staffing requirements as stated in Section IV – Proposer Requirements. Firms may duplicate Attachment D, as required, to demonstrate compliance with Section IV.

The Firm proposing must include in this section the following completed form(s):

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 of the Prime Firm needed to demonstrate compliance with Section IV.

ATTACHMENT D

STAFF QUALIFICATIONS AND EXPERIENCE

(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 comparable services under this solicitation)

RELEVANT PROJECTS

(Include a minimum of two and no more than five completed projects comparable to the services contemplated 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

FIRM QUALIFICATIONS AND EXPERIENCE (ATTACHMENT E)

Firm Qualifications and Experience of Personnel:

Please complete one Attachment E for each relevant project to demonstrate that the Prime Firm meets the firm experience as stated in Section IV – Proposer Requirements. Listed projects shall be comparable to those contemplated under the requested services in Attachment A. Firms may duplicate Attachment E, as required, to demonstrate compliance with Section IV.

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

· Attachment E – Firm Qualifications and Experience

ATTACHMENT E

FIRM QUALIFICATIONS AND EXPERIENCE

RELEVANT PROJECTS

Include the relevant projects as outlined in Section IV – Proposer Requirements and 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 Prime Firm 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.

· 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.

If the Prime Firm is a Port Authority certified MBE or WBE, the Prime Firm can self-perform its portion of the participation goals of up to $2 million for non-construction projects, subject to the Port Authority’s approval. Port Authority certified M/WBE Prime Firms can only self-perform the MBE portion of the participation goals. However, note that all firms are encouraged to use every good-faith effort to utilize subconsultants who are Port Authority certified MBEs, WBEs or SDVOBs to the maximum extent feasible.

The Prime Firm 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 Prime Firm to the Port Authority for the requested services.

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, taxes, profit). Indicate Consultant Office/Port Authority 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).

Consultant Office Multiplier:

Port Authority Office Multiplier:

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

Salary Schedule Include the name(s), title(s) and hourly rate(s) 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. All firms who are awarded an Agreement will be expected to adhere to the provisions of Section 9.A., fourth paragraph with respect to rate increases. Firms shall not include any rate increase notations on their Salary Rate Schedule.

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 Firm proposing or any employee, agent or subcontractor/subconsultant of the Firm proposing may have or may give the appearance of a possible conflict of interest, the Firm 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.

The Firms proposing 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. Firms are directed to the Conflict-of-Interest paragraph of the attached Standard Agreement. Firms 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

PERFORMANCE OF EXPERT PROFESSIONAL OPERATIONAL SUPPORT 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, the most recent electronic version of the Authority’s Annual Report is available at http://www.panynj.gov/corporate- information/annual-reports.html.

The Engineering Department is responsible for the delivery of high-quality and cost-effective planning, architectural and engineering design, and construction management services in support of the Authority’s capital and operating programs. In addition, the department ensures the structural integrity, life safety, and code compliance of all Authority’s facilities. The Engineering Department is comprised of six divisions: Engineering/Architecture Design, Construction Management, Engineering Operations, Quality Assurance, Project Delivery, and Enterprise Asset Management.

The Engineering Operations Division optimizes the efficiency & effectiveness of the Department, promotes inter and cross departmental collaboration, as well as enables and anticipates the rapid adaptation of our services based on a changing/ changed environment. The division comprises of the following units: Engineering Financial Services, Engineering Solutions, Digital Transformation, Project Controls, Estimating/Value Engineering and Professional Services.

II. SCOPE OF SERVICES

The Engineering Financial Services Unit is responsible for providing technical services that prepare and manage the Department’s budget, overtime and financial performance, compliance with consultant payments, and maintain records.

The Digital Transformation Unit provides strategic analysis and integration of technology into all functions and workflows for the department. Leads various Department and Unit specific business improvement initiatives; proposal and planning of technology-based deliverables, in addition to the development of Departmental policies, guidelines, and procedures documentation, as well as staff training.

The Professional Services Unit is responsible for the administration of Engineering Department’s centralized professional services procurement program and authorization compliance monitoring. Leads the coordination with Office of Diversity, Equity and Inclusion, Office of the Secretary and Procurement Department. Leads vendor screenings, consultant professional services, vendor on-boarding/off-boarding administration, and oversight of departments usage of the Authority’s diversity management database.

The Engineering Content, Information and Compliance Management Group provides easy, collaborative, and secure access to project information while providing full-service content and information support to the Department and the Agency as a whole.

The services of the Consultant shall generally consist of providing support services for, Engineering Financial Services, Digital Transformation, Professional Services, and/or Content, Information, and Compliance Management. Associated tasks may include but are not limited to those outlined below.

III. DESCRIPTION OF CONSULTANT’S TASKS

Services requested via task orders may include but are not limited to the following.

Staff Qualifications (to be demonstrated once specific task orders are issued) Refer to the Authority’s Agreement, Section 23 – Notification of Security Requirements

· All proposed 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.

Consultant Tasks (to be demonstrated once specific task orders are issued) Tasks to be performed by the Consultant shall include, but are not limited to:

A. Engineering Financial Services

1. Operational Analysis and Performance

a. Prepare standard and ad hoc monthly performance analysis and reports. Combine the data into excel spreadsheets and/or pivot tables to develop meaningful analysis, such as actual versus plan performance and reasons for significant variances.

b. Provide written assessments and develop summary presentations.

c. Compile departmental budget submissions to coordinate and track the preparation of documentation for the annual budget submission.

d. Provide centralized point for financial accruals – Coordinate Operations Division and department accruals on a monthly basis.

e. Report on operations through monthly staff and overtime hours and dollars, as well as ad hoc staff and position reporting.

2. Contract Support Services for the Engineering Department

a. Maintain status record and monitor costs of contracts.

b. Review consultant reports for inconsistencies.

c. Maintain records of all agreement invoices processed.

d. Electronic filing of invoices and other documents within Authority standard Engineering Department’s Content Management software, OpenText

e. Purge documentation of historical invoice files (hardcopy files).

f. Create and purge documents using Content Server.

g. Scan and file purged documents, as needed.

h. Identify closed or no longer active agreement files for packaging for central filing.

i. Document/record files to be sent to central files.

j. Create records reports and summary analysis of invoice status.

B. Digital Transformation

1. People and Business Change / Business Transformation Consultants Serve as a designated consultant to oversee several Digital Transformation initiatives. Specific responsibilities include:

a. Management of Program initiatives, from solution design and activity planning to successful delivery and knowledge capture including. leading on distinct initiatives within the program.

b. Management of Department unit transformations deploying a methodology designed by the Program leadership incorporating aspects of Lean Six Sigma and Design Thinking.

c. Plan and assigned project work to ensure timely delivery and effective utilization of resources.

d. Facilitate working groups to develop requirements and drive change using interviews, document analysis, requirements workshops, business process descriptions, business analysis.

e. Analyze current data, systems and process standards and metrics to provide solutions for improvements.

f. Ensure key risks and issues are identified, documented, mitigated, and communicated to the appropriate stakeholders in a timely manner.

2. Data Governance, Data Science and Data Engineering Professionals Serve as a designated subject matter expert to support several Digital Transformation initiatives. Specific responsibilities include:

a. Identifying business needs and opportunities whilst making use of available data to automate workflows, connect systems and enable improved insights. Specific responsibilities include but are not limited to:

b. Support the implementation of system improvements to enable data-driven insights to be made available.

c. Searching through large data sets for usable information and develop processes to cleanse data.

d. Contribute to the rationalization of software stacks.

e. Transferring data into a new format to make it more appropriate for analysis.

f. Creating new, experimental frameworks to collect data.

g. Building tools to automate data collection.

h. Supporting the creation of integrated reporting through the development of semantic models across a variety of datasets.

i. Support the execution the data governance strategy.

3. Application Developers Serve as a designated subject matter expert to support several Digital Transformation initiatives. Specific responsibilities include:

a. Developing solutions in support of Program initiative e.g., web/cloud-based software development and integration.

b. Mobile application development.

c. User interface/user experience design.

d. Identifying and handling technical risks and issues.

e. Solution management.

4. Process Engineering Specialists Responsible for identifying process improvement opportunities, redesigning processes (e.g., lean improvements), establishing organization support, and supporting the development of the target operating model. Specific responsibilities include:

a. Plan and implement initiatives with a focus on process validation, process renovation, operational efficiency, and the associated controls to improve quality, reduce cost, and increase productivity resulting in significant business improvement and stakeholder satisfaction.

b. Facilitate working groups to develop requirements and drive process change using interviews, document analysis, requirements workshops, business process descriptions, business analysis.

c. Analyze current process standards and metrics to provide solutions for improvements.

d. Coordinate with Subject Matter Experts to develop process improvement requirements, appropriate recommendations, and implementation plan, including performing data gathering, root cause analysis and performance trending to develop appropriate process control changes.

e. Lead workshops, meetings, and discussions to develop and maintain a strategic program roadmap, priorities, project plans and milestones by workstreams.

f. Ensure key risks and issues are identified, documented, mitigated, and communicated to the appropriate stakeholders in a timely manner.

g. Provide status updates, feedback, and appropriate reporting on key responsibilities and objectives.

h. Act as a liaison and primary communication channel between appropriate domain SMEs, Risk Technology on requirements, prioritization, and execution.

5. Project Management, Implementation, and Integration Specialists Serve as a designated subject matter expert to support several Digital Transformation initiatives. Specific responsibilities include:

a. Lead the implementation and scaling up of Digital Transformation solutions.

b. System integration.

c. Technology assessments for rationalization and optimization.

C. Professional Services

1. Data Analysis Will contribute as a supporting role in the development and maintenance of BI reporting dashboards, SQL programming, data analysis and report generation, including the preparation of any associated training documentation. Tasks may include but are not limited to the following.

a. Examine, clean, and transform data to measure operational and project performance.

b. Use of database and report writing software for the development of reports, such as SQL Server, Microsoft Excel, Microsoft Power BI.

c. Provision of design and programming services in integrated computerized program and reporting system,

d. Identification and resolution of data integrity issues,

e. Conduct analysis of large datasets, extract insights and segment data that will help in decision making.

f. Preparation of technical & training documentation and presentations

2. Contract Administration and Procurement Will contribute as a supporting role in the administration and procurement of departmental request for proposals and task order solicitations for all six divisions. Tasks may include but are not limited to the following:

a. Prepare and/or participate in the preparation of various professional services Requests for Proposals (RFPs), Task Orders and related documents for cross-divisional client requirements.

b. Communicate professional services departmental policies and approval processes to staff regarding procurements.

c. Provide guidance to clients on best procurement practices and approaches.

d. Coordinate with the other members of the Professional Services Unit team to ensure effective workflow, consistent process execution and unified approaches throughout the department.

e. Follow federal guidelines in assisting Procurement during the proposal evaluation process including preparation of supporting documentations and approval memorandums.

f. Review proposed task order MWBE participation plans for completeness and obtain clearance from the Authority’s Office of Diversity, Equity, and Inclusion.

g. Chair pre-proposal meetings for task order solicitations, as necessary.

3. Diversity Database Management Will contribute as a supporting role in the oversight and management in the departments usage of the Authority’s diversity management database. Tasks may include but are not limited to the following.

a. Prepare bi-weekly maintenance reports to provide to departmental compliance officers ensuring all records are updated in a timely manner.

b. Assist with monthly meetings utilizing Power BI dashboards to track prompt invoicing and payments.

c. Assist in expanding the Power BI dashboards to include additional maintenance and tracking reports for the compliance officers and users.

d. Review quarterly MWBE participation reports for compliance, follow-up with outstanding issues, and collaborate with other staff and the Office of Diversity and Inclusion to rectify reporting differences.

e. Oversee the tracking of small contracts program awarded task orders and maintain current statistics, for use in presentations and reports.

D. Content, Information, and Compliance Management

1. Manage the content, exporting, and access control processes of electronic lifecycle information and data in various formats including but not limited to DWF, TIF, PDF, etc. Assist the Engineering Department in deploying the information and data on various communication platforms including, but not limited to:

a. LAN

b. Intranet

c. Extranet

d. Enterprise Content Management (“ECM”) Systems

e. File Transfer Protocol (“FTP”) sites

2. Manage the full administration of Engineering/Construction content through its lifecycle, including, but not limited to:

a. Acquiring, organizing and processing information in the designated information management database.

b. Performing administration and quality control measures.

c. Managing the export of electronic lifecycle information and metadata using Engineering’s SQL based database software, Direct Print Index (Canon), in conjunction with Content Server (Open Text).

d. Tracking and processing project close-out information utilizing a substantial completion project list.

3. Research and retrieve Engineering information in support of project research, design Request for Proposal’s, reference drawings, available drawings, as-constructed conditions, litigation, Freedom of Information inquiries, acquisitions, and studies as requested by Engineering staff, Authority Departments, consultant(s)/contractor(s), and other entities. Coordinate review and release of information with the Departmental Information Security Officer (“DISO”). In addition, coordinate, and schedule appointments for on-site research with Consultant/Contractor to access the Engineering information search repository and obtain prior clearance with the DISO.

4. Support the Critical Infrastructure Drawing initiative including researching and identifying critical infrastructure facility drawings, verifying as constructed conditions (as needed), setting up status meetings with Design team(s), maintaining project schedules, preparing CAD files (as needed), and organizing / compiling secure sets for distribution.

5. Conduct information reviews for security procedural compliance including reviewing archived information and recommending security classifications in accordance with the agency and departmental information security manuals, prior to release.

6. Manage the organization of secure Engineering information and data, including adhering to strict authorized access policies and ensuring all marked “Protected Information” is securely stored and tracked in accordance with the information security manuals.

7. Manage the Engineering protected information access process including acquiring, reviewing, processing, tracking, and storing Non-Disclosure Agreement documents, managing the departmental Authorized Security Personnel Database, and conducting Security Education and Awareness Training sessions.

8. Provide information database management services to improve database performance and capacity, provide recommendations on database strategy enhancements, support information search retrieval and repository, and assist in planning for future expansion requirements.

9. Support Supervisor(s) and Manager(s) in assessing existing information and data management capabilities including processes, procedures, database structures, and search retrieval application.

IV. SUBMISSIONS

All work performed by the Consultant including but not limited to the preparation of documents, reports, etc., shall be performed and submitted in accordance with a schedule approved by the Authority, prior to the performance of any such work. All work developed or prepared by the Consultant shall be the property of and delivered to the Authority including but not limited to technical documentation, system diagrams, standard operating procedures, user guides, and training material.

V. 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 (PPE), 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.

Photography of the Authority facilities and surrounding areas is not permitted without 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.

The Authority's office is located at 2 Montgomery Street, Jersey City, New Jersey or 4 World Trade Center, 150 Greenwich St, New York, New York proposed staff will be required to meet the Authority’s current work arrangements including physically work a minimum of three days per week in the office and two days per week remote, unless otherwise directed by the Authority.

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

DATE

FIRM

ADDRESS

CITY, ST ZIP

Attention: CONTACT, TITLE

SUBJECT: PERFORMANCE OF EXPERT PROFESSIONAL OPERATIONAL SUPPORT SERVICES AS REQUESTED ON A "TASK ORDER" BASIS FOR A FOUR-YEAR TERM

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** through 20**.

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 NAME, TITLE, to act as their duly authorized representative. The Project Manager for this project is NAME, tel. (***) ***-****, or e-mail address: ****@panynj.gov.