4-Addendum2 6000001843.pdf

December 14, 2023

SUBJECT: REQUEST FOR PROPOSALS FOR THE - PERFORMANCE OF EXPERT

PROFESSIONAL ASSET LIFE CYCLE MANAGEMENT, OPERATIONS

ANALYSIS, AND DATA COLLECTION SERVICES AS REQUESTED ON

A “TASK ORDER BASIS” FOR A FOUR-YEAR TERM (RFP# 6000001843)

– ADDENDUM #2

Dear Sir or Madam:

The following are questions from Request for Proposals (RFP) recipients. The questions and the corresponding Port Authority of New York and New Jersey (the Authority) answers are provided for your information and use, as appropriate.

Question #1: Please confirm if the subconsultants and MBE/WBE/SDVOBs should provide the following attachments: Company Profile (Attachment C), Proposer Requirements

- Staff Qualifications and Experience (Attachment D), Proposer Requirements - Firm Qualifications and Experience (Attachment E), and Cost (Attachment G).

Answer #1: These items are only required of the Prime Proposer.

Question #2: Do we need to show details of the diversity percentage calculations?

Answer #2: You do not need to show specific details for diversity percentage calculations.

Question #3: There are some references to current and expected phases and stages. For example, in Section IV. of the Attachment A, it is written: “These services will be performed in a phased approach and currently the Authority is in in the first phase (Phase 1a) of the implementation.” In 3. Data Collection Services, it is written that “For major capital projects, maintain preliminary asset data in collection-ready state through Stage IV until field on-site field verification can be completed.” Is there more information about these phases and stages?

Answer #3: Please look at the Pre-Proposal presentation slides for more information.

Question #4: In the Attachment A, Section IV.2 (Page 24) refers to integration between Maximo and “other technologies”. Can you provide a couple examples of what these technologies might be?

Answer #4: Other technologies include ArcGIS, BIM, SAP, PeopleSoft, data warehouse, mobile maintenance application, etc.

Question #5: In the Attachment A, Section V.3J (Page 30) Data Collection Services, refers to Manage dataset preparation activities, is this exclusively for existing built facility assets, or does this include ongoing/ to be built projects?

Answer #5: Near-term this would be existing assets, but we plan to expand to capital projects.

Question #6: There are some references to current and expected phases and stages. For example, in Section IV. of the Attachment A, it is written: “These services will be performed in a phased approach and currently the Authority is in in the first phase (Phase 1a) of the implementation.” In 3. Data Collection Services, it is written that “For major capital projects, maintain preliminary asset data in collection-ready state through Stage IV until field on-site field verification can be completed.” Is there more information about these phases and stages?

Answer #6: Relevant information was provided in the presentation given to candidate firms.

Please see the Pre-Proposal Slides for more information.

Question #7: Approximately how many assets are currently in the Asset Registry and Information Database? (ARID)?

Answer #7: ARID is a data dictionary. It is not our asset inventory data, which is stored in IBM Maximo. To date, there are 51 systems in ARID. There 498 classifications and 163 sub-classifications (i.e., unique asset types).

Questions are due by Monday, December 18th by 10:00 A.M. Submissions are due by Thursday, December 21st by 2:00 P.M.

PERFORMANCE OF EXPERT PROFESSIONAL

ASSET LIFE CYCLE MANAGEMENT, OPERATIONS

ANALYSIS, AND DATA COLLECTION SERVICES

ON AN AS REQUESTED TASK ORDER BASIS

DURING A FOUR-YEAR TERM

RFP # 6000001843

Pre-Proposal Presentation

11-30-23 – 1:00 PM

*For Information Purposes Only. Requests for Proposals will supersede any information included in this presentation.*

AGENDA

Welcome – Chase Palmer, Solicitation Manager | Procurement

Scope of Service Highlights – Julia Pasquale, Senior Program Manager | Engineering Department

Office of Diversity, Equity & Inclusion – Ocean Stokes, ODEI Compliance Manager

Insurance Requirements – Prince Turner, Senior Risk Analyst, Treasury | Risk Financing

Procurement Process – Chase Palmer, Solicitation Manager

Q&A

SCOPE OF SERVICES

Julia Pasquale, Senior Program Manager

PANYNJ Facilities https://www.panynj.gov/port-authority/en/about.html

Presenter Notes Presentation Notes Our facilities include the World Trade Center, 4 airports, a heliport, 4 bridges, 6 major port facilities, 3 industrial parks, 2 bus terminals, the Journal Square Transportation Center / the PATH transit system, the Newark Legal and Communication Center, and the Teleport.

To meet our mission of improving this transportation network, the Port Authority has an ambitious Capital and Operating Plan that will yield hundreds of construction contracts and tens of thousands of construction jobs.

Let’s Look at our past performance and our plan for 2001………………..

https://www.panynj.gov/port-authority/en/about.html

Scope of Service Highlights Asset Life Cycle Management Services

• Asset Management Plan development for facilities on rolling basis

• Studies: decision support tools, asset-level performance forecasting & failure analysis / AI

• Process Development: capital prioritization, data management, asset performance management

Data Collection Services

• Data collection and maintenance program data compilation for newly installed assets (i.e., capital projects)

• Data collection for existing assets at Authority facilities

(e.g., Holland Tunnel, Lincoln Tunnel, Airports, World Trade Center, etc.)

Operations Analysis Services

• Studies: inventory management, integration of future departments

• SharePoint administration services

• Staff augmentation and business partner groups

Program Overview

• Vision, Mission, and Objectives

• Asset Management Framework and the Asset Lifecycle

• EAM Program Organization

• Standards & Technology Landscape

• Program Roadmap and Success Measures

We will become a more proactive, nimble, and vigilant manager of

Port Authority assets by applying world class asset management practices, policies, procedures and technology systems.

To coordinate and synchronize our asset management activities across our facilities in order to maximize the life cycle performance of assets, so that we develop more effective transportation and customer service, maximize revenue and more effectively control risk and cost.

VISION MISSION

• Replace technologically obsolete systems

• Provide a single platform for managing assets.

• Enable and empower the end-users, agency-wide to cost effectively manage and plan for maintenance and renewal.

• Establish an Enterprise Asset Management Program

OBJECTIVES

Who Supports Asset Management?

• Strategy

• Process Improvement

• Technology Support

• Engineering Services Asset Lifecycle Management Operational Analysis

Strategy & Process Improvement from IAM Asset Management - an Anatomy

Presenter Notes Presentation Notes Delete?

EAM

Geo-Portal

E A M D A s s e t D a t a S t a n d a r d s

Aviation PATH WTCPortTB&T

ArcGIS Enterprise

Maximo

EMP

Direct connect to EMP Via LD Security Profile

Published Web Services from LD/Facilities

Bi-Directional Integration (via – Maximo Spatial)

Asset Investment

Planning

MMS

Data

GIS

Data

AIP

Data

MMS

Data

GIS

Data

AIP

Data

MMS

Data

GIS

Data

AIP

Data

MMS

Data

GIS

Data

AIP

Data

MMS

Data

GIS

Data

AIP

Data

Share Point Power Bi

G e o s p a t i a l D a t a S t a n d a r d s

Technology Support

Presenter Notes Presentation Notes The benefits of a standards based and integrated geospatial business architecture:

If done correctly, not only will the maintenance management and capital programs business processes and outcomes be much improved, but there’s an added value in that most - if not all - of the other business functions that the PA performs could benefit from having timely access to the quality data and applications.

This is especially true in emergency response, domestic and cyber security, and resiliency planning and management.

Total Asset Lifecycle Total Cost of Ownership

OPERATIONAL LIFECYCLE

CAPITAL

PROJECT

Capital Planning

• Project Execution

• Commissioning

• Asset Handoff

• Asset Decommissioning

• Retirement

• Replacement

Capital (Design/Construction)

Operating (Operation/Maintenance)

Time

Va lu e

Capital Renewal

Capital Renewal

EAM Program Organization

Bold = Position

Engineering Department

Enterprise Asset Management

Division

Technology Department

Asset Information & Data

EAM Development & Governance

EAM Program Implementation

Line Departments

AMSS Service Delivery

TEC Project Mgmt.EAM Operations Facilities

Governance and Technology

• Standards Based Governance Model

• CMMS (Maximo, Asset Works)

• Geospatial/Digital Twin (BIM)

• Business Systems (SAP, PeopleSoft)

• Asset Investment Planning (Next Phase)

Presenter Notes Presentation Notes The standards hold all other program elements in place

Enterprise Asset Management Phasing

Number of Assets in the system over time

Fu nc tio na lit y

/ M at ur ity o f

Sy st em

Maintenance Management

Asset Management

Enterprise Asset Management

We are here

Best Practice

PHASE 2

PHASE 1B

PHASE 1A

• Establish integrated Strategic Asset Management Plan and Facility Asset Management Plans

• Outcome Goal: maintenance and capital productivity gains

• Establish consistent Agency reporting

• Standardize maintenance routines

• Preventive maintenance & analysis

• Establish capital and maintenance budget forecasting

• Eliminate obsolete and one-off systems

• Establish a uniform Enterprise Asset Management System

• Complete an asset inventory database, and identify condition and criticality of assets

M ai nt en an ce

M an ag em en t As se t

M an ag em en t

En te rp ris e As se t

M an ag em en t

OFFICE OF DIVERSITY, EQUITY AND

INCLUSION

Ocean Stokes, ODEI Compliance Manager

OFFICE OF DIVERSITY, EQUITY & INCLUSION

Priorities and Standards

OPPORTUNITIES DIVERSITY CAPACITY BUILDING

POLICY OVERSIGHT COMPLIANCE

Maximize opportunities available for minority, women-owned, small and disadvantaged business enterprises (MWSDBEs).

Promote Workforce Diversity in Port Authority and tenant business activities.

Offer capacity-building services for MWDSBEs/SDVOBs.

Initiate remedial plans to address deficiencies. Enforce compliance measures to ensure goals are met.

Implement reforms and develop agency policies.

CERTIFICATION PROGRAMS

At the Port Authority of NY & NJ, we believe that our operations should reflect the diversity of our community.

Our Board enacted the following participation goals:

20% Minority-owned business enterprises (MBE) 10% Women-owned business enterprises (WBE) 3% Service-disabled Veteran-owned businesses (SDVOB)

For Small Contracts only the prime can self-perform MBE goals.

M/WBE

SBE

SDVOB

AC/DBE

Presenter Notes Presentation Notes Speaker: Bethzayda

Program Intent Ensures that socially and economically disadvantaged groups have equal opportunity to receive and participate in opportunities at PANYNJ airports.

Supports the agency’s commitment to encourage a competitive and diverse business environment.

Promotes contracting and sub-contracting opportunities for business certified as M/WBE and SDVOB.

MWBE goals on Architects & Engineers (A&E) Principals Academy Construction – Mentor Protégé Program Construction Coaching Project management training through Regional Alliance for Small Contractors

Price Preference - Publicly advertised solicitations under $1M:

10% MWBEs and SDVOBs; 5% SBEs

Specific ACDBE/DBE goals for federally assisted contracts are set in accordance with federal regulations.

Efforts to Achieve Good Faith Effort Submit participation plans with the RFP response or bid, as required by the contract.

Create participation plans that provide meaningful opportunities for MBE/WBE/SDVOBs across the full spectrum of the project across all phases of the project, and categories of work and contracting tiers

Develop contracting packages that are commensurate with capacity of the preponderance of the available pool of MBE/WBE/SDVOBs

Develop a 'Roadmap' to inform a comprehensive participation plan for evaluation and approval with goals applied for 20% MBE, 10% WBE utilization and 3% SDVOB

Encourage the formation of joint ventures, partnerships or similar arrangements among subcontractors, as required to achieve the participation goals

Presenter Notes Presentation Notes To achieve the Port Authority’s MWBE policy, the prime must Develop a 'Roadmap' to inform a comprehensive participation plan for evaluation and approval with goals applied for 20% MBE and 10% WBE utilization

- Each prime work provider under the Contractor is required to provide a participation plan in support of the roadmap framework Create participation plans that provide substantive opportunities for MBE/WBEs across the full spectrum of the project across all phases of the project, and categories of work and contracting tiers Develop contracting packages that are commensurate with capacity of the preponderance of the available pool of MBE/WBEs Encourage the formation of joint ventures, partnerships or similar arrangements among subcontractors, as required to achieve the participation goals Ensure diversity within diversity in all areas of work and tiers (professional services, goods & operational services, and construction)

M/WBE (PA-3760A) and SDVOB (PA-3760SDV1)

Efforts to Achieve Good Faith Effort (cont’d)

Ensure diversity within diversity in all areas of work and tiers (professional services, goods & operational services, and construction)

Establish transparent processes for pre-qualifying and selecting firms

After selecting MBE/WBE/SDVOB partners, ensure their engagement in conceptual design, project planning, means and methods and other types of program planning strategy meetings, related to their role in the project

Provide business capacity building support through financial services, technical guidance and trainings, and business services support, as appropriate

Conduct business affairs with MBE/WBE/SDVOB partners in accordance with PANYNJ's standards, including within our supplier code of ethics, prompt payment protocols, etc.

Presenter Notes Presentation Notes Establish transparent processes for pre-qualifying and selecting firms After selecting MBE/WBE partners, ensure their engagement in conceptual design, project planning, means and methods and other types of program planning strategy meetings, related to their role in the project Conduct business affairs with MBE/WBE partners in accordance with PANYNJ's standards, including within our supplier code of ethics, prompt payment protocols, etc.

Provide business capacity building support through financial services, technical guidance and trainings, and business services support, as appropriate

PA Forms

CERTIFICATION RESOURCES

• PA Website: www.panynj.gov/supplierdiversity

• Certification and to search for certified firms:

https://panynj.diversitysoftware.com

• Certification Hotline: 212-435-7888

• Cert Help email: certhelp@panynj.gov

• We encourage firms seeking certification to also register with Procurement at www.paprocure.com to be considered for business opportunities and to fill out the PSFQ to participate in A&E business opportunities.

Presenter Notes Presentation Notes B2G = business to government NYS SDVOB https://sdves.ogs.ny.gov/business-search http://www.panynj.gov/supplierdiversity https://panynj.diversitysoftware.com/ mailto:CertHelp@panynj.gov http://www.paprocure.com/

INSURANCE REQUIREMENTS

Prince Turner, Principal Risk Analyst

Insurance Requirements Commercial General Liability Insurance - $2 million per occurrence for bodily injury and property damage liability

Commercial Automobile Liability Insurance - $2 million per accident for bodily injury and property damage liability covering any auto, owned, non-owned, rented or hired automobiles

Professional Liability Insurance - $5 million per claim, covering acts, errors, and omissions arising out of the work or services performed by Consultant(s), or any person employed by Consultant(s)

Cyber Security Errors and Omissions - $2 million per claim covering liabilities arising from errors, omissions, or negligent acts in rendering or failing to render computer or information technology services and technology products.

Workers’ Compensation and Employers Liability Insurance – to statutory limits and in accordance with the requirements of law in the state(s) where work will take place, and Employer’s Liability Insurance of not less than $1 million for bodily injury by accident and $1 million for bodily injury by disease, and at least a $1 million policy limit.

Presenter Notes Presentation Notes Set-aside of contracts under $2.5M, PA Certified SBEs/SDVOBs:

Fees and bond waivers up to $2.5M Wrap-up Insurance – reduces the cost of construction contracting Semimonthly payment

PROCUREMENT PROCESS

Chase Palmer, Solicitation Manager

Professional Services Opportunities

• Publicly Advertised RFPs (and Addenda) posted on the Port Authority’s website and Bonfire

• Be sure to utilize the Subcontractors List for potential subconsulting opportunities.

Procurement RFP Solicitation Process

1. Proposer Requirements

2. Staff Qualifications

3. Firm Qualifications

4. MBE/WBE/SDVOBs Participation Plan

5. Cost – Multiplier(s) and Salary Schedule

6. Conflict of Interest

7. Standard Agreement

8. Attachment A – Scope of Work

9. Attachment B – Terms of Discussion

10. Attachment C – Company Profile

Proposer Tips Know the name of the Procurement contact

Ask questions if you have any

Check for any addenda

Demonstrate how you meet the Proposer Requirements

Be as specific as possible when describing what projects your staff and firm have worked on

Include MBE, WBE and SDVOB subconsulting opportunities

Presenter Notes Presentation Notes The name of the Procurement contact person and timeline for questions (due seven days before Proposal due date) can be found in the last section of the RFP letter.

Check the website for addenda if publicly advertised and ask questions if you have them. Questions are submitted anonymously to the appropriate staff.

Contract Exceptions may delay or prevent the Award of an Agreement, therefore, careful consideration of Contract Exceptions should be made before submitting to the Authority for consideration.

After Proposal Process

• Debrief o Prepare your questions before the debrief o Discuss strengths and weaknesses in your proposal

• Transparency – Awards Page

• Monitor – Upcoming Solicitations (including subconsulting opportunities)

Presenter Notes Presentation Notes Responding to RFPs can be a methodical, organized process Don't let scope or length of an RFP intimidate you

▪ Take it all in stride and respond to every requirement

▪ Answer all sections to the best of your abilities

▪ In the end, you will convince the ordering entity that you are the best supplier for the job because you have offered your services at a competitive price, and defined your capabilities and qualifications through your proposal submittal to determine a best value award!

Questions?

Thank You!