3-RFPDOC 6000002920.pdf

PROCUREMENT DEPARTMENT

ATTN: PROPOSAL CUSTODIAN

150 GREENWICH STREET, 21ST FLOOR

NEW YORK, NY 10007

REQUEST FOR PROPOSALS

ISSUE DATE: 9/26/2025

TITLE: MASS NOTIFICATION SaaS PLATFORM AS WELL AS

PROFESSIONAL SERVICES UTILIZING PORT AUTHORITTY

DEDICATED TECHNICAL ACCOUNT MANAGER - OEM

RFP NO. : 6000002920

Refer to Section E. “Submission of Proposals” for submission instructions.

PRE-PROPOSAL MEETING: 10/7/2025 TIME: 2:00 PM

QUESTIONS DUE BY: 10/10/2025 TIME: 2:00 PM

PROPOSAL DUE DATE: 10/24/2025 TIME: 2:00 PM

BUYER NAME: ANGEL MOYET

PHONE: 212-435-4615

EMAIL: AMOYET@PANYNJ.GOV

TABLE OF CONTENTS

1. INFORMATION FOR PROPOSERS ON THIS REQUEST FOR

PROPOSALS

A. General Information: The Port Authority of New York and New Jersey B. Brief Summary of Scope of Work C. Duration D. Deadline for Receipt of Proposals E. Vendor Profile F. Submission of Proposals G. Communications Regarding this RFP H. Proposal Acceptance or Rejection I. Union Jurisdiction J. City Payroll Tax K. Pre-Proposal Meeting(s) L. Background Qualification Questionnaire (BQQ) M. Additional Proposer Information N. Personnel Assurance Program and Contractor Staff Background Screening

O. Automated Clearing House Enrollment P. Safe Vehicle Operation

2. SCOPE OF WORK

3. PROPOSER PREREQUISITES

4. FINANCIAL INFORMATION

5. EVALUATION CRITERIA AND RANKING

A. Technical / Work Approach B. Cost Proposal C. Firm Experience D. Proposal Alignment E. Management Commitment

6. MBE/WBE/SDVOB SUBCONTRACTING PROVISIONS

7. PROPOSAL SUBMISSION REQUIREMENTS

A. Letter of Transmittal B. Executive Summary C. Agreement on Terms of Discussion D. Certifications With Respect to the Contractor’s Integrity Provisions E. Code of Ethics for Port Authority Vendors F. Attachment D- Proposer Prerequisite A, B and C/Proposer Reference Form

G. Adherence to Security, Compliance and Technical Attachments

H. Proposal

A. Technical / Work Approach

B. Cost Proposal

C. Firm Experience

D. Proposal Alignment

E. Management Commitment

I. Acknowledgment of Addenda J. Acceptance of General Contract Provisions and Contract Specific Terms and Conditions K. Subcontractors L. MBE/WBE/SDVOB Participation Plan M. Financials N. Authorized Signature

8. CONDITIONS FOR THE SUBMISSION OF A PROPOSAL

A. Changes to this RFP B. Proposal Preparation Costs C. Disclosure of Proposal Contents / Use of Ideas and Materials D. Ownership of Submitted Materials E. Conflict of Interest

i. References

ii. Evaluation Procedures and Negotiation

iii. Taxes and Costs

iv. Most Advantageous Proposal/No Obligation to Award

v. Multiple Contract Awards

vi. Right to Extend Contract

vii. Rights of the Port Authority

viii. No Personal Liability

ix. Authorized Signature

9. PRESENTATIONS

10. ATTACHMENTS

ATTACHMENT A - Agreement of Terms of Discussion ATTACHMENT B – General Contract Provisions

1. GENERAL AGREEMENT

2. DEFINITIONS

3. GENERAL PROVISIONS

4. INTELLECTUAL PROPERTY

5. PROPRIETARY RIGHTS IN SUBJECT MATTER NOT WITHIN THE

INTELLECTUAL PROPERTY CLAUSE

6. INDEMNITY IN REGARD TO INFRINGEMENT MATTER

7. CONTRACT RECORDS AND DOCUMENTS, PASSWORDS AND CODES

8. COMPLIANCE WITH WEB SITE TERMS OF USE AND PRIVACY

POLICIES

9. TIME IS OF THE ESSENCE

10. FINAL PAYMENT

11. DEFAULT, REVOCATION OR SUSPENSION OF CONTRACT

12. WITHHOLDING OF PAYMENT

13. CONTRACTOR PERSONNEL STANDARDS OF PERFORMANCE

14. DESIGNATED SECURE AREAS

15. NOTIFICATION OF SECURITY REQUIREMENTS

16. INSURANCE PROCURED BY THE CONTRACTOR CITS01-2023-0475 ..50

17. ASSIGNMENTS AND SUBCONTRACTS

18. CERTAIN CONTRACTOR'S WARRANTIES

19. RIGHTS AND REMEDIES OF THE AUTHORITY

20. RIGHTS AND REMEDIES OF THE CONTRACTOR

21. TAX EXEMPTIONS

22. TITLE TO EQUIPMENT

23. NOTICE REQUIREMENTS

24. SERVICE OF NOTICES ON THE CONTRACTOR

25. NO THIRD PARTY RIGHTS

26. INDEMNIFICATION AND RISKS ASSUMED BY THE CONTRACTOR ..59

27. APPROVAL OF METHODS

28. PORT AUTHORITY STANDARDS AND GUIDELINES

29. SUBMISSION TO JURISDICTION

30. APPLICABLE LAW

31. AUTHORITY OF THE DIRECTOR

32. APPROVALS BY THE DIRECTOR

33. CONTRACT REVIEW AND COMPLIANCE AUDITS

34. AUTHORITY ACCESS TO RECORDS

35. HARMONY

36. CLAIMS OF THIRD PERSONS

37. NON-DISCRIMINATION REQUIREMENTS

38. CONTRACTOR’S INTEGRITY PROVISIONS

39. CONFIDENTIAL INFORMATION/NON-PUBLICATION

40. PROVISIONS OF LAW DEEMED INSERTED

41. INVALID CLAUSES

42. NO ESTOPPEL OR WAIVER

43. NON-LIABILITY OF THE AUTHORITY REPRESENTATIVES

44. MODIFICATION OF CONTRACT

45. MBE/WBE/SDVOB GOOD FAITH PARTICIPATION

46. TRASH REMOVAL

47. CODE OF ETHICS FOR PORT AUTHORITY VENDORS

48. CONTRACT RECORDS AND DECOMMISSION CLAUSE

49. SSAE 18 COMPLIANCE CLAUSE

50. NO VIRUSES/MALWARE

51. GENERAL OBLIGATIONS

52. PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS

53. ENTIRE AGREEMENT

ATTACHMENT C – Contract Specific Terms and Conditions

1. GENERAL AGREEMENT

2. DURATION OF CONTRACT

3. PAYMENT

4. EXTRA WORK

5. INCREASE AND DECREASE IN SERVICES, PERSONNEL, AREAS, OR

FREQUENCIES

6. REQUIRED SERVICE LEVELS AND DAMAGES FOR NON-

PERFORMANCE

7. CYBERSECURITY

8. MBE/WBE/SDVOB Subcontracting Provisions

9. SAFE VEHICLE OPERATION

ATTACHMENT D – PROPOSER PREREQUISITE A, B and C /

PROPOSER REFERENCE FORM

ATTACHMENT E – MBE/WBE/SDVOB Participation Plan ATTACHMENT F – Statement of Subcontractor Payments ATTACHMENT G – Scope of Work

BACKGROUND

VENDOR SERVICES TO BE PERFORMED

Technical Account Management

On Site and Remote Support

Business Continuity Plan and Disaster Recovery

Training

System Reporting and Metrics

Data Retention

DESIRED APPLICATION CAPABILITIES

Cloud Based Solution

Interoperability

Integrated Public Alert & Warning System (IPAWS)

Organizational Enterprise Systems

Transition Services

Implementation and Migration of Current Capabilities and Data

Incumbent to Successor Plan

Application Functionalities

User Access

ATTACHMENT I -– Port Authority Agency Cybersecurity Standards and Guidelines v. 3.1

ATTACHMENT J -– Port Authority Cyber Security and Computing Resources Administrative Instruction (AI) 15-4.03

ATTACHMENT K -– The Port Authority of New York and New Jersey Information Security Handbook

ATTACHMENT L -– Technology Standards Overview for the Port Authority, Version 8.1

ATTACHMENT M - National Institute of Standards and Technology (NIST) Special Publication 800-53 R5 Worksheet ……………………………………………………412

1. INFORMATION FOR PROPOSERS ON THIS REQUEST FOR PROPOSALS

A. General Information: The Port Authority of New York and New Jersey The Port Authority of New York and New Jersey (the “Port Authority” or the “Authority”) is an agency of the States of New York and New Jersey, created and existing by virtue of the Compact of April 30, 1921, made by and between the two states, and thereafter consented to by the Congress of the United States. It is charged with providing transportation, terminal and other facilities of trade and commerce within the Port District. The Port District comprises an area of about 1,500 square miles in both states, centering about New York Harbor. The Port District includes the cities of New York and Yonkers in New York State, and the cities of Newark, Jersey City, Bayonne, Hoboken and Elizabeth in the state of New Jersey, and over 200 other municipalities, including all or part of seventeen counties, in the two states. For background information with respect to 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.

To fulfill its mission, the Port Authority has embraced six priorities and standards. With these priorities and standards as its foundation, the Agency has recommitted itself to its mission to keep the region moving. View the Agency’s priorities and standards:

https://www.panynj.gov/content/dam/port-authority/about/Priorities_Standards_New_Brand_20191211.pdf The Port Authority is hereby seeking proposals from prequalified firms (each, a “Proposal” and collectively, the “Proposals”) to provide Mass Notification SaaS Platform Subscription Service with Professional Services as more fully described herein.

B. Brief Summary of Scope of Work The Port Authority is seeking to enter a contract with a qualified vendor to assist in the delivery of a Mass Notification Platform for its workforce, customers, tenants, and vendors for a three-year term. The Platform must be effective, scalable, reliable, and a comprehensive system to alert and warn in situations of man-made, natural disasters, or other hazards to public safety and well-being as well as non-emergency communications.

The Port Authority Office of Emergency Management (OEM) is seeking Professional Services utilizing a dedicated Technical Account Manager (TAM).

The intent of this contract is to deliver effective communication to Agency staff and stakeholders for planned and unplanned events at varying scales and locations within the Port District by delivering necessary information before, during, and after an incident or event so recipients can make decisions and take action. This platform must operate at its best during periods of hardship which include widespread regional events.

The platform must prioritize ease-of-use to send communications quickly and easily through an intuitive user interface. The application must be secure, scalable, reliable, and capable of broadcasting to multiple communication channels with notifications received through multiple pathways.

http://www.panynj.gov/ http://www.panynj.gov/corporate-information/annual-reports.html http://www.panynj.gov/corporate-information/annual-reports.html https://www.panynj.gov/content/dam/port-authority/about/Priorities_Standards_New_Brand_20191211.pdf https://www.panynj.gov/content/dam/port-authority/about/Priorities_Standards_New_Brand_20191211.pdf

C. Duration The Contract shall be for three (3) year base term (“Base Term”) with up to two (2) - one

(1) year option periods (“Option Periods”) each exercisable at the Port Authority’s sole discretion. The Contract shall also have an extension period of up to one hundred twenty

(120) days after either the Base Term or any of the Option Period(s) and shall be exercisable at the sole discretion of the Port Authority. The Contract may also have a transition-in period, where the parties will work to transition to the new services, prior to the go live date.

D. Deadline for Receipt of Proposals The due date specified on the cover page is the Proposal Due Date. The closing of the Proposal Due Date is 2:00 P.M., Eastern Time (ET).

E. Vendor Profile To ensure maximum opportunities, it is vitally important that Proposers keep their vendor profiles up to date with an appropriate e-mail address, as this will enable their firm to receive timely notice of advertisements, reminders, solicitations and addenda. Proposers may update their vendor profile or register as a Port Authority Vendor by accessing the online registration system at https://www.paprocure.com.

F. Submission of Proposals The Port Authority has transitioned to an entirely digital submission process for the receipt of proposals in response to Requests for Proposals, as detailed below.

Proposers are advised that their digital proposals must be in a readable format, either Microsoft Word or Adobe PDF.

Proposers shall be allowed to submit modifications to proposals or withdraw previously submitted proposals electronically up to, but not after, the time of the Proposal Due Date.

If a Proposer wishes to withdraw or modify a previously submitted proposal prior to the Proposal Due Date, it must clearly identify such communication as either a “Modified Proposal” or “Request to Withdraw”.

PLEASE READ THE FOLLOWING DELIVERY REQUIREMENTS CAREFULLY.

Proposers assume all responsibility for delays or problems in delivery. The Port Authority has temporarily ceased public bid openings and will allow for the electronic submission of Proposals.

Proposers are advised that their Proposals must be electronically submitted as a readable Adobe PDF or in the format as provided by the Port Authority. The Port Authority shall only accept Proposals in electronic format until 2:00 P.M. ET on the Proposal Due Date.

The Port Authority will allow for the digital submission of certain Proposals using the Euna Procurement/Bonfire platform, accessible via the link https://panynj.bonfirehub.com/portal/?tab=login Proposers MUST register in order to download the solicitation documents and associated information regarding the referenced solicitation and in order to upload Proposal https://www.paprocure.com/ https://panynj.bonfirehub.com/portal/?tab=login submissions. Registration on the Bonfire platform requires a separate and distinct registration from all other Port Authority platforms.

THERE WILL BE NO PUBLIC BID OPENINGS AND HAND DELIVERIES WILL

NOT BE ACCEPTED. RFP results will be posted to the Port Authority’s website as soon as they are available.

Sealed Proposals for the referenced solicitation will be received by the Port Authority any time up to but not later than the due date and time indicated in the solicitation document.

The Port Authority will accept only those Proposals in electronic format, and in the same readable Adobe PDF or in the format as provided by the Port Authority. Proposal submissions will be accepted by upload only at https://panynj.bonfirehub.com/portal/?tab=login and must be uploaded timely so as to be received by the Authority by the deadline in order to be considered.

Although hand deliveries and mailed deliveries (e.g., UPS, USPS) will not be accepted, in place of electronic submission, the Port Authority may request an original, signed paper submission at any time following the Proposal Due Date. If requested, such original, signed paper submission must be identical to the electronic submission. In the event of a discrepancy, the electronic submission shall control.

Questions concerning Bonfire may be addressed to the contact provided on the Bonfire platform.

Questions concerning this solicitation shall be addressed only to the Buyer Specialist.

G. Communications Regarding this RFP All communications concerning this RFP should be directed to the Buyer listed on the cover page (“Buyer Specialist”). All questions regarding this RFP should be submitted in writing to the Buyer Specialist at the email listed on the cover page no later than 2:00 PM on the Questions Due By date specified in the cover page.

The Buyer Specialist is authorized only to direct the attention of prospective Proposers to various portions of this RFP so that they may read and interpret such portions themselves.

Neither the Buyer Specialist nor any other employee of the Port Authority is authorized to interpret the provisions of this RFP or give additional information as to its requirements.

If interpretation or other information is required, it will be communicated to Proposers by written addenda and such writing shall form a part of this RFP.

H. Proposal Acceptance or Rejection Acceptance by the Port Authority shall be made only by mailing to or electronically delivering at the office or email address designated by the Proposer in its Proposal, a notice in writing signed by an authorized representative on behalf of the Port Authority specifically stating that the Proposal is accepted or by execution of an agreement covering the subject matter of this RFP signed by authorized representatives of the Port Authority and the Proposer. No other act of the Port Authority, its Commissioners, officers, agents, representatives, or employees shall constitute acceptance of a Proposal. Rejection of a Proposal shall be only by either (a) a notice in writing, electronically, specifically stating that the Proposal is not accepted, signed by an authorized representative of the Port https://panynj.bonfirehub.com/portal/?tab=login

Authority and mailed to or delivered electronically to the Proposer at the office or email address designated in the Proposal, or (b) omission of the Port Authority to accept the Proposal within 180 days after the Proposal Due Date. No other act of the Port Authority, its Commissioners, officers, agents, representatives or employees shall constitute rejection of a Proposal.

I. Union Jurisdiction Proposers are advised to ascertain whether any union now represented or not represented at the Facility will claim jurisdiction over any aspect of the operations to be performed hereunder and their attention is directed to the Section of this RFP entitled “Harmony” included in the “General Contract Provisions” hereunder.

J. City Payroll Tax Proposers should be aware of the payroll tax imposed by the:

a. City of Newark, New Jersey for services performed in Newark, New Jersey.

b. City of New York, New York for services performed in New York, New York;

and

c. City of Yonkers, New York for services performed in Yonkers, New York.

These taxes, if applicable, are the sole responsibility of the Contractor. Proposers should consult their tax advisors as to the effect, if any, of these taxes. The Port Authority provides this notice for informational purposes only and is not responsible for either the imposition or administration of such taxes. The Port Authority exemption set forth in the paragraph entitled “Tax Exemptions”, in the “General Contract Provisions” included herein, does not apply to these taxes.

K. Pre-Proposal Meeting(s) The Port Authority will conduct a Pre-Proposal Meeting via Microsoft Teams on October 7, 2025, from 2:00pm to 3:00pm ET.

Attendance is strongly recommended. Information conveyed may be useful to Proposers in preparing their Proposals and Proposers not attending assume all risks which may ensue from non-attendance.

The Pre-Proposal meeting will not consist of a Facility tour but will be held virtually.

Attendance will require use of a computer. No physical attendance allowed. In order to receive the Microsoft Teams meeting link, interested parties shall RSVP to Angel Moyet no later than the time and date specified in the notice at amoyet@panynj.gov with the subject: RFP # 6000002920 for Mass Notification Services. You will receive an invitation via email with details about the Pre-Proposal Meeting. A meeting link and access phone number will be provided prior to the meeting to Proposers who have “Accepted” the meeting and complied with any additional security requirements that may be necessary.

Any questions concerning this RFP should be submitted in writing prior to the meeting so that the Port Authority may prepare responses in advance of the meeting. Additional questions may be permitted at the meeting; however, responses may be deferred and provided at a later date by written addenda.

mailto:amoyet@panynj.gov

RSVP information must include each individual’s:

a. Legal First and Last name

b. Company name

c. Phone Numbers (work and cell)

d. Email Address

L. Background Qualification Questionnaire (BQQ) The Bidder shall submit a completed BQQ as required for itself and shall direct all subcontractors and vendors known to the Bidder at the time of bid submission to submit a completed BQQ as well, noting “Bidder” or “proposed subcontractor” on the form. This document and instructions for submitting the completed BQQ to the Authority’s Office of Inspector General can be obtained at the Authority’s website through the following link:

https://www.panynj.gov/port-authority/en/help-center/oig.html.

M. Additional Proposer Information Prospective Proposers are advised that additional vendor information, including, but not limited to forms, documents and other information, including MBE/WBE/SDVOB Participation Plan Submission Forms and protest procedures, may be found on the Port Authority website at: http://www.panynj.gov/business-opportunities/become-vendor.html.

N. Personnel Assurance Program and Contractor Staff Background Screening The Contractor awarded this Contract may be required to have its staff, and any Subcontractor’s staff working under this Contract, authorize the Authority or its designee to perform background checks. Such authorization shall be in a form acceptable to the Authority. The Contractor and any Subcontractors may also be required to use an organization designated by the Authority to perform the background checks. The cost for said background checks for staff that pass and are granted a credential is not reimbursable to the Contractor and its Subcontractors as an out-of-pocket expense. Costs for staff that are rejected for a credential for any reason are not reimbursable.

Such background checks shall be performed through the Authority’s personnel assurance program provider. The Secure Worker Access Consortium (“S.W.A.C.”) is the only Port Authority approved provider to be used to conduct background screening, except as otherwise required by federal law and/or regulation. Information about S.W.A.C., instructions, corporate enrollment, online applications, and location of processing centers can be found at http://www.secureworker.com, or S.W.A.C. may be contacted directly at

(877) 522-7922.

O. Automated Clearing House Enrollment The Port Authority has transitioned to an electronic method of paying its vendors, Contractors and consultants via an Automated Clearing House (“ACH”) funds transfer. It is the Port Authority’s expectation that all vendors, Contractors and consultants will be paid via an ACH funds transfer. To avoid delays in payment, vendors, Contractors, and consultants should enroll in ACH and complete the Port Authority’s “Authorization https://www.panynj.gov/port-authority/en/help-center/oig.html http://www.panynj.gov/business-opportunities/become-vendor.html http://www.secureworker.com/

Agreement For Direct Deposits And Direct Payments (ACH Credits)” form, which is available at https://www.panynj.gov/business-opportunities/pdf/Vendor-ACH-auth-form.pdf. The Authorization Agreement shall remain in full force and effect until the Port Authority has received written notification from the vendor, Contractor or consultant of its termination in such time and in such manner as to afford the Port Authority and the depository financial institution(s) a reasonable opportunity to act on it. Any questions on this process may be directed to the Comptrollers Department ACH Enrollments contact line at 201 216-6002 or emailed to ACHENROLLMENT@PANYNJ.GOV.

P. Safe Vehicle Operation The Proposer may be required to demonstrate that it has a satisfactory Federal Motor Carrier Safety Administration (FMCSA) safety record and vehicle maintenance program.

If applicable, the Proposer shall submit this safety information as may be required by the Port Authority, including, but not limited to:

a. Information about their overall FMCSA safety program;

b. Information about their drivers training program;

c. Information about their vehicle maintenance program;

d. Results of Commercial Vehicle inspections; and

e. Information about actions taken to remedy safety issues and violations.

The determination that the Proposer’s safety record and safety programs are satisfactory will be made by the Port Authority at its sole discretion.

2. SCOPE OF WORK

The full Scope of Work is set forth in detail in ATTACHMENT G – Scope of Work.

3. PROPOSER PREREQUISITES

The Port Authority shall only consider Proposals from Proposers who can demonstrate compliance with the following:

a. FedRAMP (Federal Risk and Authorization Management Program) Agency Authorization – Proposer has received FedRAMP authorization/certification and is officially listed on the FedRAMP Marketplace. Proposers shall provide proof of a current listing status on the FedRAMP Marketplace, and authorization documentation.

b. The Proposer shall have had at least ten (10) years of continuous experience immediately prior to the date of the submission of its proposal operating a business that provides mass notification services, and actually be engaged in providing these services to commercial, industrial, and/or governmental accounts under contract.

c. During the time period stated in (b) above, the Proposer, shall have satisfactorily performed or shall be performing under at least two (2) contracts, each requiring similar services of similar scope to those required under Attachment G of Contract.

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. Vendors that do not meet these requirements shall not be considered.

mailto:ACHENROLLMENT@PANYNJ.GOV

The Proposer shall complete ATTACHMENT D – Proposer Prerequisite A, B and C / Proposer Reference Form, including any relevant documentation to demonstrate that it meets this prerequisite.

4. FINANCIAL INFORMATION

The Proposer will be required to demonstrate that it is financially capable of performing the Contract resulting from this RFP. The determination of the Proposer’s financial qualifications and ability to perform this Contract will be at the sole discretion of the Port Authority. The Proposer shall submit, with its Proposal, the documents set forth in Section 7.N. below.

5. EVALUATION CRITERIA AND RANKING

All Proposals will be reviewed by the Port Authority to determine if they adhere to the format required in this RFP, if they contain all required submissions and if the Proposer meets the prerequisites required for submission of a Proposal.

For Proposals meeting such requirements, a two-phase evaluation process will be employed. The evaluation process shall include a detailed review and evaluation of the criteria set forth in this Section below.

Phase one (1) of the evaluation process shall include a detailed review and evaluation of the criteria set forth in Sections 5A, 5C, 5D and 5E.

Phase two (2) of the evaluation process shall include the evaluation of the Cost Proposals from the Proposers who received the highest ratings in Phase 1. Presentations from Proposers may be requested in either Phase.

The following criteria, set forth in order of importance, will be utilized in evaluating Proposals. Certain criteria below may be of equal importance.

A. Technical / Work Approach The Proposer shall demonstrate a comprehensive approach to delivering the required services as outlined in ATTACHMENT G. The Proposer shall identify methods, best practices, tools, and techniques tailored to the Port Authority’s operational environment, with a focus on performance, adaptability, and compliance.

B. Cost Proposal The financial terms and fees proposed for all required services as set forth in the RFP. The degree and extent to which the Proposal is cost effective to the Port Authority, the overall cost of the service, and any cost efficiencies available throughout the term of the Contract.

C. Firm Experience Demonstrated long-term experience with a primary business focus relevant to the services requested under this RFP and outlined in Attachment G, financial stability, and an industry track record.

D. Proposal Alignment The extent to which the Proposal demonstrates a capability to meet all of the business requirements outlined in this RFP and align with the business needs of the Port Authority.

Various aspects of direct and indirect business risks, including the degree of business risk assumed by the Port Authority, and the potential risk of failure of the Contractor or Subcontractor to perform under the terms and conditions of the Contract.

The Port Authority will evaluate, among other things: proposed capability to satisfy RFP requirements; Proposal alignment with Port Authority scope of business needs by both percentage volume and substance; and compliance with Port Authority terms and conditions.

E. Management Commitment Demonstrated commitment to the use of a highly qualified and capable Technical Account Manager, evidencing the ability to oversee the engagement of the Contract, lead resources for successful service delivery, and provide full detail-oriented ownership of required work.

a. Demonstrated commitment through the use of the Technical Account Manager and the necessary managerial and technical resources to meet Port Authority requirements, including the flexibility to dynamically adjust to changing workloads.

6. MBE/WBE/SDVOB SUBCONTRACTING PROVISIONS

The Port Authority has a long-standing practice of making its business opportunities available to Minority Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), and most recently Service-disabled Veteran-owned Businesses (SDVOBs), and has taken affirmative steps to encourage such firms to seek business opportunities with the Port Authority. The successful Proposer (“Contractor”) will use good faith efforts to provide for meaningful participation by Port Authority certified MBE/WBE/SDVOBs as defined in this document. (See Section 8 of ATTACHMENT F, Contract Specific Terms and Conditions).

7. PROPOSAL SUBMISSION REQUIREMENTS

In order to expedite the evaluation of Proposals, the Proposer’s response to this RFP shall follow the format and order of items, using the same paragraph identifiers, as set forth below.

A. Letter of Transmittal The Proposer shall submit a letter on its letterhead, signed by an authorized representative, stating its experience and qualifications in meeting the requirements of this RFP. This letter shall include a statement on whether the Proposer is submitting a Proposal as a single entity or is partnering with another firm in a prime/subcontracting relationship.

The Letter of Transmittal shall contain:

1. Name and address of the Proposer and an original or electronic signature on the Letter of Transmittal by an authorized representative on behalf of the Proposer;

2. Name(s), title(s) and telephone number(s) of the individual(s) who are authorized to negotiate and execute the Contract;

3. Name, title and telephone number of a contact person to which the Port Authority can address questions or issues related to this RFP;

4. Name and address of proposed Subcontractors, if any;

5. If a corporation: (a) a statement of the names and residences of its officers, and (b) a copy of its Certificate of Incorporation, with a written declaration signed by the secretary of the corporation, with the corporate seal affixed thereto, that the copy furnished is a true copy of the Certificate of Incorporation as of the date of the opening of the Proposals;

If a partnership: a statement of the names and residences of its principal officers, indicating which are general and which are special partners;

If an individual: a statement of residence;

B. Executive Summary The Proposer shall submit a summary presenting the major features of its Proposal and how the Proposal satisfies the requirements contained in this RFP, as well as the special competencies and expertise of the Proposer to meet the requirements of this RFP.

C. Agreement on Terms of Discussion The Proposer shall submit a copy of the “Agreement on Terms of Discussion,” signed by an authorized representative of the Proposer. The Agreement format is included as ATTACHMENT A and shall be submitted by the Proposer without any alterations or deviations. Any Proposer who fails to sign the Port Authority's "Agreement on Terms of Discussion" will not have its Proposal reviewed.

D. Certifications With Respect to the Contractor’s Integrity Provisions The Proposer, by signing the Letter of Transmittal, makes the certifications in the “Contractor’s Integrity Provisions,” included as Clause 38 in ATTACHMENT B – General Contract Provisions of this RFP. If the Proposer cannot make any such certifications, it shall enclose an explanation of that inability.

E. Code of Ethics for Port Authority Vendors Proposer’s attention is directed to the Port Authority’s “Code of Ethics for Port Authority Vendors” (the “Code”). The Code can be found on the Port Authority’s website at https://www.panynj.gov/business-opportunities/become-vendor.html.

F. Attachment D- Proposer Prerequisite A, B and C / Proposer Reference Form Proposer shall complete and submit ATTACHMENT D with Proposal.

G. Adherence to Security, Compliance and Technical Attachments Submission of the Proposal shall include an attestation, with any exceptions noted, by the Proposer that it has the ability to perform all work required under the agreement resulting from the RFP in full compliance with the requirements of the following security, compliance, and technical attachments:

https://www.panynj.gov/business-opportunities/become-vendor.html

1) ATTACHMENT I – Port Authority Agency Cybersecurity Standards and Guidelines v. 2.9 April 29, 2020

2) ATTACHMENT J – Port Authority Cyber Security and Computing Resources Administrative Instruction (AI) 15-4.03, dated April 8, 2019, as may be further amended

3) ATTACHMENT K – The Port Authority of New York and New Jersey Information Security Handbook

4) ATTACHMENT L – Technology Standards Overview for the Port Authority, Version 8.1., dated May 2018, as may be further amended

5) ATTACHMENT M – National Institute of Standards and Technology (NIST) Special Publication 800-53 R5 Worksheet.

H. Proposal The Proposer must submit a Proposal that details and clearly describes its experience and capability to perform the described in this RFP, its approach to such work, the cost of such work to the Port Authority, and the relevance of the Proposal to the Port Authority’s business needs. At a minimum, the Proposal shall address the following (labeling the response to this Section with the same outline identifiers and points specified below).

Additional supporting information or material should be aligned with and included in one of the Sections specified below.

A. Technical / Work Approach

a. The proposer shall provide a high-level overview of the approach, a description of the proposed methods, practices, tools, and techniques to be deployed to meet the required services defined win the Scope of Work in Attachment G.

b. The proposer shall address each section under Vendor Services to be Performed and Desired Application Capabilities found in the Scope of Work

ATTACHMENT G.

a. Respond using the same structure found in Attachment G to ensure clarity and traceability.

b. Explain how your solution meets or exceeds each of the requirements.

c. If applicable, include diagrams, screenshots, or workflows to help illustrate functionality, reference relevant certifications and standards when necessary.

c. The Proposer shall describe methodologies, platforms and tools that will be used to deliver services including frameworks, technologies, quality assurance and quality control (QA/QC), and security protocols.

a. Detail the quality assurance framework used to ensure high-quality output across all deliverables. QA processes should include validation procedures, checklists, metrics, testing protocols, peer reviews, and corrective action tracking.

d. The Proposer shall describe the platform architecture to ensure a consistently high-quality and secure service.

a. Details how the solution will scale to accommodate increased user volume, system expansion, integration of new technologies, and responsiveness to future functionality needs.

e. The Proposer shall detail how the solution complies with cybersecurity standards, provides data protection, access controls and audit capabilities. Provide details on annual reassessment and maintaining certifications.

a. This includes the use of secure platforms, data protection strategies, and adherence to industry standards (e.g. FEDRAMP, ISO, NIST, etc.) that support reliable service delivery and operational integrity.

f. The Proposer shall provide details on how business resources will assist to meet demand as well as detail redundancy, failover, and disaster recovery capabilities to ensure website/system availability 24x7x365.

a. Describe how the Proposal addresses failure scenarios and redundancy plans to demonstrate resiliency of proposed solutions during normal operations (with a focus on day-to-day as opposed to catastrophic events).

b. Describe the proposed Business Continuity (BC) plans to ensure the ability to deliver the network equipment and support services (with a focus on catastrophic outages and unforeseen events). Please indicate frequency and nature of testing and advise if these plans have been executed in an actual declared disaster.

g. The Proposer shall provide a comprehensive Transition Plan addressing both implementation (transition-in) and the disengagement/termination (transition-out) requirements. Transition Plan shall include:

a. Migration of Existing Capabilities and Data

i. Detail the transfer the responsibilities of existing mass notification capabilities and operational capacity without disrupting services.

ii. Describe methods for accurately and securely transferring all data, including historical records, templates, contact lists, user credentials, existing groups, and subscribers.

b. Continuity of Service

i. Explain how the transition will be done without adversely affecting our customer base subscribers, tenants, vendors, and employees receiving messaging.

ii. Identify safeguards to ensure uninterrupted notification capability during migration, including parallel operations and fallback procedures.

iii. Outline strategies for minimizing downtime, service degradation, or message delivery failures.

iv. If a high-risk local, state, or nation-wide event is announced, created, or developed which fall in or near the transition-in or the transition-out period, the awarded vendor shall be required to secure continuity of operations and guarantee uninterrupted mass notification service until the transition is fully completed, and the event has passed.

c. Timelines and Milestones

i. Propose a phased implementation schedule with clear milestones

(e.g. data mapping, system configuration, pilot testing, training, cutover, stabilization).

ii. Identify dependencies, lead times, and expected duration of each phase.

iii. Specify the anticipated timeframe for full transition, including contingency periods for operations if required.

d. Risk Mitigation Strategies

i. Identify potential risks during migration (e.g., data loss, downtime, incorrect group assignments, security vulnerabilities).

ii. Propose mitigation strategies, and contingency plans to maintain operational readiness.

iii. Define escalation protocols for issue resolution.

e. Transition-Out Variables

i. Explain how the Proposer will support the Authority in transitioning away from their solution at contract expiration or termination.

ii. Detail the process for securely returning or exporting all data, including formats that ensure usability in successor systems.

iii. Specify responsibilities for knowledge transfer, training, and documentation to facilitate a smooth handover.

iv. Describe provisions for continuity of operations during disengagement, including minimum notice periods and resource commitments.

f. Staffing and Resource Commitment

i. Identify key personnel assigned to transition activities, with roles, responsibilities, and an escalation matrix.

ii. Provide a staffing plan that ensures dedicated resources for transition execution and oversight.

g. Quality Assurance and Testing

i. Provide a plan for user acceptance testing (UAT), validation of migrated data, and system performance verification.

ii. Define acceptance criteria for successful completion of both transition-in and transition-out phases.

h. The Proposer shall describe how they will maintain awareness of new technologies, industry developments, and service improvements and advise as to how they may be used to meet business requirements.

a. Define the approach to continual service improvement throughout the contract term. This should include regular performance reviews, proactive feedback loops, updates based on user needs, and technology refresh plans to maintain alignment with evolving requirements.

B. Cost Proposal

a. The Proposer shall describe in detail all compensation it expects to receive from the

Port Authority for the performance of the work and any other cost factors relevant to the Proposal. The Cost Proposal shall be complete and inclusive of all work required. The Proposer shall submit ATTACHMENT H - Cost Proposal – Pricing Sheet(s).

The Cost Proposal shall be provided ONLY in a separately marked file entitled “Cost Proposal” and shall NOT appear elsewhere in the Proposal.

FAILURE TO ADHERE TO THIS REQUIREMENT MAY RESULT IN

YOUR PROPOSAL BEING DEEMED NON-RESPONSIVE.

C. Firm Experience

a. The Proposer shall describe its company size, financial stability, industry track record, and how their primary business focus relates to the type of services requested in this RFP.

b. Describe prior experience between firms proposing in a prime or subcontracting relationship. Detail resources, capabilities, experience, certifications (if applicable) and management commitment of the relationship to meet the business needs and requirements.

c. The Proposer must demonstrate its experience in delivering similar services, including a proven track record supported by references (as outlined in ATTACHMENT D). The response should detail the firm’s ability to function in both prime and subcontracting roles, its familiarity with current technologies, and its history of successfully supporting similar engagements. The submission must also include an organizational chart identifying key staff, their roles, qualifications, certifications, and relevant experience.

D. Proposal Alignment

a. The Proposer shall describe its demonstrated ability to provide all of the required services, in full, as outlined in the Scope of Work, including the capability to satisfy or exceed all the requirements of this RFP.

b. The Proposer shall clearly itemize, articulate, and document all instances in which the Proposal does not align with the requested RFP requirements.

Proposer shall clearly indicate the differences between their Proposal and that which is requested in the RFP.

c. The Proposer shall provide a Proposal based on Authority specifications to meet the requirements of the Contract.

d. The Proposer shall describe the degree of business risk assumed by the Authority and potential risk of failure of the Contractor or Subcontractor to perform. The Proposer shall describe in detail up to five (5) of the most critical risks associated with the implementation of the Contract, including transition, operation, management of the work (organization, labor force, program management, training, staff and company resources, status, and reporting), locations of both staff and NOCs, and obligations for Service Level Agreement (SLA) performance. The Proposer shall further assess and describe the business risk resulting from possible failure to perform under the terms and conditions of this Contract.

e. The Proposer shall describe its adherence to and concurrence with Authority Terms and Conditions, or provide in-line proposed changes, which the Port Authority may consider but is under no obligation to accept.

E. Management Commitment

a. The Proposer must provide an organizational chart for the Contract showing key supervisory personnel to be assigned for the duration of the Contract along with the anticipated function and relevant experience of each such person.

b. The Proposer must demonstrate that it will use a highly qualified and capable Technical Account Manager, giving evidence of the ability to oversee the engagement of the Contract, lead resources for successful service delivery, and provide full detail-oriented ownership of required work.

c. The Proposer must demonstrate how it will provide experienced, certified, and trained staff to deliver the required services for the duration of the proposed Contract. Describe staff retention practices, backfill procedures, and surge capacity to ensure a committed and consistent high-quality workforce.

a. Describe capability to provide adequate quantity and quality of managerial, technical, and physical resources in a timely manner to meet current and potential requirements. This includes the ability to dynamically adjust to varying project and operational workloads. Please include management tools, controls, and techniques which will be used to manage and administer the Contract. Proposers shall also indicate the proximity of the key management and technical staff to the Port District.

d. The Proposer must demonstrate accountability for their platform as well as detail how risks, mitigation strategies, and contingency plans will be identified.

e. The proposer must propose a meeting cadence along with reporting formats and frequency.

f. The Proposer must commit to coordinating with the incumbent vendor on planning the transition and ensuring continuity for our customers and employees as detailed in the Incumbent to Successor Plan in the Scope of Work.

g. The Proposer must commit to meeting all contractual, regulatory, and security standards.

I. Acknowledgment of Addenda If any addenda are posted or sent as part of this RFP, the Proposer shall complete, sign and include with its Proposal the addenda form(s). In the event any Proposer fails to conform to these instructions, its Proposal will nevertheless be construed as though the addenda had been acknowledged.

If the Proposer downloaded this RFP document, it is the responsibility of the Proposer to periodically check the Port Authority website at http://www.panynj.gov/business-opportunities/bid-proposal-advertisements.html and download any addenda that might have been issued in connection with this solicitation.

J. Acceptance of General Contract Provisions and Contract Specific Terms and Conditions

The Port Authority has attached to this RFP as ATTACHMENT B, General Contract Provisions, and ATTACHMENT C, Contract Specific Terms and Conditions governing the Contract. The Proposer is expected to agree with these General Contract Provisions, and Contract Specific Terms and Conditions. However, if the Proposer has any specific exceptions, such exceptions should be set forth in a separate letter included with its response to this RFP, with in line changes tracked against the existing text. It is understood that the provision of the Mass Notification System may be governed under a Master Services Agreement (“MSA”) or End User License Agreement (“EULA”), which shall incorporate the Terms and Conditions set forth in ATTACHMENTS B and C. After the Proposal Due Date, the Proposer will be precluded from raising any exceptions unless such exceptions are justified by and directly related to substantive changes in the business or technical requirements and are agreed to by the Proposer and the Port Authority.

K. Subcontractors If a Proposer intends to use Subcontractor(s) the Proposer must identify in its Proposal the names of the Subcontractor(s) and the portions of the work the Subcontractor(s) will perform.

L. MBE/WBE/SDVOB Participation Plan The Proposer shall submit an MBE/WBE/SDVOB Participation Plan in accordance with Section 6, entitled “MBE/WBE/SDVOB Subcontracting Provisions” hereunder.

M. Financials The Proposer shall submit, with its Proposal, the following:

(1) Certified financial statements, including applicable notes, reflecting the Proposer’s assets, liabilities, net worth, revenues, expenses, profit or loss and cash flow for the three (3) fiscal years immediately proceeding this proposal.

(2) Where the certified financial statements in (1) above are not available, then reviewed statements from an independent accountant setting forth the aforementioned information shall be provided.

Where the statements submitted pursuant to subparagraphs (1) and (2) aforementioned do not cover a period which includes a date not more than forty-five (45) days prior to the Proposal Due Date, then the Proposer shall also submit a statement in writing, signed by an executive officer or his/her designee, that the present financial condition of the Proposer is at least as good as that shown on the statements submitted.

(3) A statement of work which the Proposer has on hand, including any work on which a bid and/or Proposal has been submitted, containing a description of the work, the http://www.panynj.gov/business-opportunities/bid-proposal-advertisements.html http://www.panynj.gov/business-opportunities/bid-proposal-advertisements.html annual dollar value, the location by city and state, the current percentage of completion, the expected date for completion, and the name of an individual most familiar with the Proposer’s work on these jobs.

(4) The name and address of the Proposer’s banking institution, chief banking representative handling the Proposer’s account, the Proposer’s Federal Employer Identification Number (i.e., the number assigned to firms by the Federal Government for tax purposes), the Proposer’s Dun and Bradstreet number, if any, the name of any credit service to which the Proposer furnished information and the number, if any, assigned by such service to the Proposer’s account.

N. Authorized Signature Proposals must be signed by an authorized corporate officer (e.g., President or Vice President), General Partner, or such other individual authorized to bind the Proposer to the provisions of its Proposal and this RFP.

8. CONDITIONS FOR THE SUBMISSION OF A PROPOSAL

In addition to all other requirements of this RFP, the Proposer agrees to the following conditions for the submission of its Proposal.

A. Changes to this RFP At any time, in its sole discretion, the Port Authority may by written addenda, modify, correct, amend, cancel and/or reissue this RFP. If an addendum is issued prior to the date Proposals are due, it will be provided to all parties in the medium in which the parties obtained the RFP. If an addendum is issued after Proposals have been received, the addendum will be provided only to those whose Proposals remain under consideration at such time.

B. Proposal Preparation Costs The Port Authority shall not be liable for any costs incurred by the Proposer in the preparation, submittal, presentation, or revision of its Proposal, or in any other aspect of the Proposer’s pre-contract activity. No Proposer is entitled to any compensation except under an agreement for performance of services signed by an authorized representative of the Port Authority and the Proposer.

C. Disclosure of Proposal Contents / Use of Ideas and Materials Proposal information is not generally considered confidential or proprietary.