2-02 - Attachment A - PMO Project Risk Management Services.docx

ATTACHMENT A

PERFORMANCE OF EXPERT PROFESSIONAL PROJECT RISK MANAGEMENT SERVICES (SMALL BUSINESS ENTERPRISES) AS REQUESTED ON A “CALL-IN” BASIS DURING 2025 THROUGH 2027

I. BACKGROUND

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

II. SCOPE OF WORK

The services of the Consultant shall consist of performing expert professional project risk management and other related support services for the successful delivery of the Authority’s portfolio of projects on a “call-in” basis.

Required services shall include but not be limited to, the management and oversight of the project risk management efforts associated with the development, management and delivery of Capital and Non-Capital projects at various Authority facilities.

The services of the Consultant shall be predominately performed at the Authority's facilities within the Port District but may in some instances be performed at the Consultant's office(s) as approved by the Authority.

III. DESCRIPTION OF CONSULTANT’S TASKS

Tasks to be performed by the Consultant may include, but not be limited to: TASK A – GENERAL

1. Identify risk assessments that shall identify and score project risks.

2. Organizing and facilitating risk assessment workshop(s), as directed by the Authority.

3. Compiling project risk information such as engineering design reports, Construction Cost Estimate(s), Project Schedule(s).

4. Performing risk assessment modeling efforts and preparing reports to document Risk Assessment findings.

5. Recommending and implementing improvements to the Authority’s risk assessment process, procedures and reporting efforts.

6. Performing risk assessment training and mentoring for stakeholders as appropriate.

TASK B - RISK ASSESSMENT PREPARATION

The Consultant shall seek the following information from the project team and plan the risk assessment meetings:

1. Engineering design reports.

2. Engineer’s Estimate (construction cost estimate).

3. Project schedule.

4. Strategically plan each risk assessment such that the risk assessment results support the project authorization process.

5. Working with Authority Stakeholders to recommend the composition of the risk assessment team who shall identify and score project risks.

6. Plan and recommend a schedule for the Project Risk Assessment efforts and identify milestones and deliverables for the Project Risk Assessment report.

TASK C – ENGINEERING DOCUMENTATION, COST ESTIMATES AND SCHEDULE REVIEW

The Consultant shall review the scope of the project, as well as cost and schedule documentation independently. If necessary, the Consultant shall organize a session with appropriate Authority staff to review and validate project cost and schedule estimates.

Project cost and schedule validation shall include confirming that the project cost and schedule match the documented project scope. If there is no schedule, the Consultant shall work with the project team to produce a Primavera (P6, Version 8.3) schedule of adequate detail to model the schedule risks.

The Authority’s current standard tool for development and maintenance of project schedules is Oracle’s Primavera P6, Version 8.3.

TASK D - PROJECT RISK ASSESSMENT WORKSHOP

The Consultant shall facilitate the risk assessment workshops where project risks shall be identified and quantified. The services shall include, but not be limited to:

1. Eliciting information from subject matter experts and project team participants relative to project risks, likelihood of occurrence, and estimated impact on project costs and schedule.

2. Recording and documenting project risks in the Risk Register template provided by the Authority, with sufficient detail to allow for later analysis and use in the Project Risk assessment report.

3. Facilitate risk scoring to determine appropriate project cost and schedule contingencies.

TASK E – RISK ANALYSIS AND RISK MODELING

The Consultant shall perform risk analysis and model each of the risks and associated cost risks with the related schedule risks. Project cost and schedule risks impact quantification(s) shall be accomplished using Monte Carlo simulators.

The Authority’s current standard tool for estimating cost impacts is Palisades @Risk Add-In to Microsoft’s Excel, Version 6.1.2. The current standard tool for estimating schedule impacts is Oracle’s Primavera Risk Analysis, Version 8.7.

TASK F – RISK MITIGATION WORKSHOP

The Consultant shall facilitate the Risk Mitigation Workshops, as required, to present the results from Task E Risk Analysis and Risk Modeling and identify feasible risk mitigation strategies and associated costs. The services shall include, but shall not be limited to:

1. Presenting of the risk analysis and risk modeling efforts.

2. Eliciting risk mitigation strategies from subject matter experts and project team participants including applicable risk events, likelihood of effectiveness (impact on project cost, schedule and/or scope), estimated risk mitigation costs, and durations for implementation.

TASK G - PROJECT RISK ASSESSMENT REPORT

The Consultant shall prepare and provide a draft report to workshop participants for review and comments. The Consultant shall follow up with the workshop participants and submit a final report, as required by the Authority, addressing comments. The final Project Risk Management Report shall consist of the following:

1. Executive Summary

2. Project Description and Objectives

3. Project Workshop Notes, Cost and Schedule Inputs and Key Assumptions

4. Completed Risk Register

5. Model Results, Risk Results and Contingency Results

6. Discussion of Findings The final report shall be provided in both electronic and hardcopy format. In addition, the Consultant shall provide electronic copies of the risk model and its components suitable for use with the Authority’s current software tools (@Risk, Primavera Risk Analysis and Primavera P6).

TASK H –RELATED PROJECT RISK MANAGEMENT SUPPORT SERVICES

The Consultant may be required to provide ancillary related project risk management support activities as follows:

1. Conducting briefings.

2. Providing continual collaborative improvement in the Authority’s project risk management process.

3. Providing project risk management training.

IV. CONDITIONS AND PRECAUTIONS

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

During all periods of time when it is not performing operations at the work site, the Consultant shall store all equipment being used for the services in areas designated by the Authority and shall provide all security required for such equipment.

The Consultant shall not permit any objects or pieces of equipment to lie unattended on sidewalks, roadways, taxiways, runways, aircraft movement areas, tracks, or structures at any time.

Photography of the facility buildings and surrounding area 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.

In any case, no work shall be performed at the site on any holiday observed by the Authority, unless otherwise directed by the Authority.