Professional Services RFP PM CM FED FY27 FINAL DRAFT REV1 DM.pdf

Cherelle Parker, Mayor

Tracy Borda, Interim Chief Executive Officer, Department of Aviation

REQUEST FOR PROPOSALS FOR

PROJECT/CONSTRUCTION MANAGEMENT - FEDERAL

WORK SUMMARY:

The City of Philadelphia, Department of Aviation seeks qualified Applicants to provide comprehensive professional Project Management and Construction Management Consulting

Services for specific projects at Philadelphia International Airport (“PHL”) and Northeast Philadelphia

Airport (“PNE”) or “Airport”. Note: Aviation maintains contracts for similar services that are of an on-call/as-needed basis, however this opportunity includes projects that are planned in the Airport

Capital Improvement Plan (ACIP) for potential Federal Grant funding, see Appendix E.

PROPOSED COMPENSATION:

It is expected that the successful Applicant will be awarded a cost-plus, fixed-fee contract(s). The maximum amount of the contract will be negotiated based on the estimated hours, rates, overhead, profit and direct expenses.

RFP ISSUE DATE: June 12, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on July 15, 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

A pre-proposal meeting will be held on June 24, 2026, at 10:00 am, Philadelphia Time. It is highly recommended that all proposers attend.

ZOOM LINK:

https://phl-org.zoomgov.com/j/1653611642?pwd=eb8ma1vdizaT7GXaAPehlpDM0bA7dp.1

OFFICIAL RFP CONTACT:

Shannon Clark

Shannon.clark@phl.org

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/ https://phl-org.zoomgov.com/j/1653611642?pwd=eb8ma1vdizaT7GXaAPehlpDM0bA7dp.1 https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

1.4 Feedback about this RFP

2. THE OPPORTUNITY

2.1 Summary

2.2 Background

2.3 RFP Schedule

2.4 Outcome Goals

2.5 Award Terms

3. SCOPE OF WORK

3.1 Description of Services

3.2 Performance Metrics, Contract Management & Payments

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

4.2 How To Submit Your Application

4.3 Proposal Binding

5. HOW WE CHOOSE

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

6.1 Health Insurance Portability and Accountability Act (HIPAA)

6.2 Special Rules Applicable to Joint Ventures

6.3 Mandatory Political Contribution Disclosures and Penalties

6.4 Political Contribution Limits for City Contractors

6.5 City Employee Conflict Provision

6.6 Reservation of Rights

6.7 Confidentiality and Public Disclosure

APPENDICES

Appendix A – General Provisions

Appendix B - City of Philadelphia Tax and Regulatory Status and Clearance Statement

Appendix C - Insurance Requirements

Appendix D - Standard Form 330 Architect-Engineer Qualifications

Appendix E - Project List

1. INTRODUCTION

1.1 Values

The City of Philadelphia is committed to ensuring all businesses have access to contracting opportunities with the City and seeks to promote the economic development of small and local businesses.

1.2 Contracting with the City of Philadelphia

Consistent with our values, the City requires that all contractors and subcontractors comply with all applicable laws, regulations, and policies, including:

Please closely review the City’s contract attachments including the standard terms and conditions found in the General Provisions under Appendix A of this RFP. Any contract resulting from this

RFP will incorporate and be governed by these documents.

1.3 Contacting Us

For technical assistance with the eContract Philly website, email eContractPhilly@phila.gov or call (215) 686-4914.

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

✓ Apply for Local Business Entity (LBE) certification with City’s Procurement Department. If you provide your LBE status and/or promise to have a Local Impact, this must be used by the contracting department as a positive factor in evaluation and potential selection.

Additionally, some opportunities are exclusively reserved for LBE certified businesses.

✓ Get Paid Faster! Enroll on the Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7. The process of submitting invoices through the Vendor Payment Portal is user-friendly, efficient, and free.

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

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• Please note the phone number provided is not a live helpline.

• Allow for two (2) business days prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

• All other questions regarding the RFP, including substantive questions, must be submitted in accordance with Section 2.3. Applicants are otherwise prohibited from contacting City representatives concerning this RFP or related matters.

1.4 Feedback about this RFP

The City recently updated the design of the RFP we use for Professional Services and would like feedback from vendors. If you have feedback you would like to share, please complete this voluntary survey. Thank you.

https://phila.formstack.com/forms/updated_rfp_feedback_survey https://phila.formstack.com/forms/updated_rfp_feedback_survey

2. THE OPPORTUNITY

2.1 Summary

This opportunity is open to prime Applicants with a minimum of ten (10) years of direct and relevant experience as detailed in Section 3. Scope of Work. The proposed project staff shall have knowledge of the specialized practices and limitations associated with aviation construction.

The successful Applicant must be familiar with Transportation Security Administration (“TSA”) and

Federal Aviation Administration (“FAA”) standards including Title 49 of the Code of Federal

Regulations, and have a working knowledge of FAA advisory circulars and all other pertinent and relevant codes and standards, such as the Philadelphia Building Codes, and the latest edition of the applicable National Fire Protection Association (“NFPA”) Standards and Guidelines, National

Electrical Code (“NEC”), International Building Code (“IBC”) and Department of Aviation

Architectural and Engineering Standards

2.2 Background

Department of Aviation Overview

The City administers the day-to-day operations of the Airport through Aviation, under the direction of its Chief Executive Officer (“CEO”). The Airport’s Chief Development Officer (CDO), or her designee, will manage the work performed by the Applicant(s).

Project Background

Description of Philadelphia Airport System

PHL is classified by the Federal Aviation Administration (“FAA”) as a large air traffic hub (enplaning 1.0% or more of the total passengers enplaned in the U.S.). According to data reported for calendar year 2024 by Airports Council International – North America, PHL was ranked the twenty-first busiest airport in the United States, serving 30.9 million passengers;

twenty-fifth busiest in the nation for aircraft operations; and twentieth busiest in the nation for cargo tonnage. The Airport serves residents and visitors from a broad geographic area that includes eleven counties within four states: Pennsylvania, New Jersey, Delaware, and Maryland.

The Airport System consists of the following:

Philadelphia International Airport

PHL has approximately 2,598 acres located partly in the southwestern section of the City and partly in the eastern section of Delaware County, about 7.2 miles from Center City Philadelphia.

The Airport’s runway system consists of parallel Runways 9L-27R and 9R-27L, crosswind Runway

17-35, commuter Runway 8-26, and interconnecting taxiways. PHL’s terminal facilities consist of seven terminal units totaling approximately 3.3 million square feet and include ticketing areas, passenger and baggage screening areas, passenger hold rooms and other amenities, baggage claim areas, a variety of food, retail and service establishments, and other support areas.

Outside of the PHL terminal area, PHL also has the following: six active cargo facilities; various support buildings; training areas; an air traffic control tower; a fixed-base operator; corporate hangars; a fueling supply facility; two American Airlines aircraft maintenance hangars; a first-class office complex; a 14-story hotel; seven rental car facilities; a cell-phone lot; employee parking lots;

and five public parking garages.

Northeast Philadelphia Airport

PNE is located on approximately 1,118 acres situated within the City limits, ten miles northeast of

Center City Philadelphia. PNE serves as a reliever airport for PHL and provides for general aviation, air taxi, corporate, and occasional military use. The airport has no scheduled commercial service. There are presently 85 T-hangars, ten corporate hangars and six open hangars for general aviation activities.

Problem Statement

Aviation requires assistance in managing the projects and related construction in connection with the development and improvement of the Airport. Aviation is prepared to advance multiple airfield/non-airfield projects through 2026. The Airport operations are on a reliable increase, and several significant projects are/will be ready for immediate construction. These improvements, as

Aviation partners with the airlines and the cargo operators, will position PHL for important growth and long-term success. Consistent with Aviation’s goals for recovery and economic growth, on-call PM/CM work is needed to improve the airfield and non-airfield conditions, to promptly address emergency response needs, and to assist Aviation to move projects through smooth closeout periods.

Title VI Solicitation Notice

The Airport, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat.

252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations issued thereunder (49 CFR Part 21), hereby notifies all Applicants that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Guidelines

The selection process will be carried out in compliance with the most current revised edition of

U.S. Department, Federal Aviation Administration (FAA) Advisory Circular AC No. 150/5100-14E, “Architectural, Engineering and Planning Consultant Services for Airport Grant Projects.”

Selection will be based on qualifications, not costs. After ranking, a detailed scope of work will be developed with the highest ranked consultant. Consulting fees will then be negotiated. An independent fee estimate (IFE) for any and all services to be performed will be conducted prior to

FAA grant award. IFE must be conducted on a reasonably detailed scope of work and utilized as a tool when negotiating with the consultant selected for each specific project, as referenced in the

FAA Advisory Circular 150/5100-14E, Section 2.13, specifically Section 2.14.1. Any/all executed contracts will include the appropriate federal contract provisions. The Federal contract provisions are available on the FAA website at: http://www.faa.gov/airports/aip/procurement/.

2.3 RFP Schedule

RFP Posted June 12, 2026

Pre-Proposal

Meeting

A pre-proposal meeting will be held on June 24, 2026 at 10:00 am, Philadelphia

Time. It is highly recommended that all proposers attend.

ZOOM LINK: https://phl-org.zoomgov.com/j/1653611642?pwd=eb8ma1vdizaT7GXaAPehlpDM0bA7dp.1

Meeting ID: 165 361 1642 Passcode: 654171

Applicant

Questions Due

Applicants must submit questions regarding this opportunity by June 25, 2026 at 5:00 pm Philadelphia time. All questions must be submitted via email to

Shannon.clark@phl.org.

Answers Posted on eContract

Philly

June 29, 2026, 5:00 pm Philadelphia time

Proposals Due July 15, 2026, 5:00 pm Philadelphia time

Applicant

Interviews, Presentations

(City Discretion)

August 1, 2026, virtual

Applicant

Selection August 15, 2026

Contract

Execution September 1, 2026

Commencement of Work September 1, 2026

The above dates are estimates only. Notice of changes in any pre-proposal meeting or site visit date, time or location, due date for Applicant questions, or proposal due date will be posted as a notice/Addendum with the original RFP on eContract Philly and will become a part of the RFP.

https://philawx.phila.gov/econtract/

2.4 Outcome Goals

To ensure that the various, extensive, to-be-determined construction projects at the Airport are managed and completed in a safe, professional manner.

Assist Aviation by providing a team, including PM/CM staff to be based at PHL, that will include, but not be limited to:

• Prior experience and familiarity with the proposed scope of work for this on-call contract including construction professionals thoroughly versed in each facet of airport construction.

• Team must understand the intricacies of regulations that must be met to gain project permits and approvals.

• The everyday attention-to-detail and stakeholder coordination that can ensure projects finish on time and significantly under budget.

• Bring commitment and responsiveness to partnering with the Airport staff to conduct thorough design reviews, move projects to construction NTP, and oversee the everyday

Contractor operations.

• Ensure the Airport will maintain critical airport operations while safely completing each construction assignment with efficiency and high-quality work, responsiveness, and customer service.

• Will address Aviation’s plan for Sustainability and Resiliency.

• Will provide top notch expertise with innovative solutions.

2.5 Award Terms

Aviation reserves the right to have multiple awards.

Term

The term of this contract is expected to start on or about

September 1, 2026 and end on or about August 31, 2027.

The City may, at its sole option, amend the contract to add up to four (4) additional terms, each not to exceed one year.

Compensation Contract will state maximum compensation including all expenses.

Cost Proposal Type Please reference Section 3.2 of this template for more information on cost proposal requirements.

Terms of Payment Successful Applicant shall submit monthly invoices.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) NOTICE

Due to the U.S. Department of Transportation’s Interim Final Rule (effective October 3, 2025), the

DBE goal for this contract is set at 0% (zero percent).

DBE goal setting is on pause until the Pennsylvania Unified Certification Program (PA UCP) completes its reevaluation process under 49 CFR § 26.111. Once the reevaluation is complete, DBE goals may be established for future task orders issued under this contract.

3. SCOPE OF WORK

3.1 Description of Services

This Section 3.1, Description of Services includes the requirements for the project, including the services to be performed and the deliverables that must be met by the selected Applicant. The

City reserves the right to change certain service requirements or deliverables based on changed circumstances, like a change in the business or technical environment or contract negotiations with Applicant(s) selected for negotiations, without issuing a revised RFP.

This solicitation is in accordance with the U.S. Department, Federal Aviation Administration (FAA)

Advisory Circular AC No. 150/5100-14E, “Architectural, Engineering and Planning Consultant

Services for Airport Grant Projects.” As such, the following projects are planned and approved – see Appendix E, Project List.

The services are limited to those specific projects that are expected to initiate within five (5) years of the effective date of this contract. Upon mutual and written agreement between Aviation and the FAA, unforeseen or additional projects or work elements may be added if all conditions as noted in the circular under Section 2.7.2 are met.

Applicants should read this section closely. An Applicant’s proposed scope of work must detail how they will meet the service requirements or achieve the deliverables and goals described in this section. Applicants may also propose additional or revised services or deliverables to achieve the outcomes described in Section 2.3 Outcome Goals of this RFP. However, Applicants must explain why each of these additional services or deliverables are necessary, and when and how they will be completed.

Service Requirements

Aviation requires at least the services listed below, including the specific tasks and work activities described. The applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles (as identified in Section G, Organizational and Personnel

Requirements) responsible for completing the task. For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

The Applicant shall propose a project team consisting of members of its staff and any subconsultants that, in total, have all the disciplines required to complete the project requirements. The proposed project team shall include engineers and/or design personnel and others with the pertinent expertise required to undertake and complete the work. The Applicant, in coordination with its subconsultants and project team, shall provide the services essential to completion of the project. These services shall include, but not be limited to:

1) The successful Applicant(s) is/are to provide assistance to Aviation with project management, construction management and construction administration services for various, to-be-determined projects at the Airport. All assignments under this contract will include a detailed scope of work, cost estimate, and a required completion date.

2) All work shall be in accordance with FAA, Transportation Security Administration (“TSA”) and PHL DOA Architectural and Engineering Design standards.

3) All plans shall be produced in accordance with the most updated version of the “Division of Aviation CAD Standards Manual,” to be provided by the City. All plans, specifications, and associated documentation are ‘instruments of service’ and are the property of the

City and may be requested for delivery at any time by the Airport. The successful

Applicant’s project teams (prime and sub-contractors) are required to follow the provisions of 49 CFR Part 15 and Part 1520 (Protection of Sensitive Security Information).

The successful Applicant(s) shall submit for approval a plan showing how such documents will be handled and controlled.

4) All work shall comply with the latest TSA and FAA standards (i.e. FAA AC 150/5360-13 (or latest version) – Planning and Design Guidelines for Airport Terminal Facilities) and regulations and FAA advisory circulars and all other pertinent and relevant codes and standards, including but not limited to the Philadelphia Building Codes, the latest adopted edition of the applicable National Fire Protection Association (“NFPA”) Standards and Guidelines, International Building Codes (IBC, IMC, IPC), National Electrical Code

(“NEC”), National Building Code (“NBC”), CABO ANSI 117.1-2003, the Department of

Aviation Architectural and Engineering Standards and all applicable ADA regulations & universal accessibility design codes.

5) The services will be a variety of tasks and will require a wide range of capabilities. Specific assignments have not yet been determined but will be made by Aviation when and if consulting services are required and the scope of work for each assignment will be negotiated with the successful Applicant(s) as the need arises. Specific projects are subject to the availability of funding. Example projects: See Appendix E.

6) The successful Applicant(s) will be expected to respond to the Airport’s assignment requests in writing within seven (7) calendar days, with submittal of estimate of the costs, time, work plan and other details necessary for the proper performance of the proposed services. Should the Airport determine the assignment to be either critical or urgent to the best interests of the Airport, the successful Applicant(s) shall work diligently to complete the work in a timely manner.

7) General Scope of Services: Each task assignment issued under this contract will include a detailed project scope of work, project budget and project duration for completion.

Applicants may propose additional services and activities but should explain why each is necessary to achieve the airport’s objectives. It is expected that the assignments will involve some or all the following areas of concern:

a. Project Management Services: The successful applicant(s) may be required to provide assistance in the planning, design, and construction of specified projects to be determined. The level and form of the assistance may vary and range from professional advice and counsel to the use of specialized personnel. Accordingly, the successful applicant(s) are required to designate and provide a Project Manager in order to assist the Airports Engineering Manager in completing specific projects.

Comprehensive project management tasks may include, but are not limited to the following:

1. Strategic Advice & Planning: Provide advice to Aviation on issues involved in the planning, design and construction of capital improvement projects. Determine the extent of potential problems and recommend a course of action to clear all obstacles and to obtain required approvals and permits.

2. Agency Liaison: Act as liaison to state, federal and local regulatory agencies, and provide the following services:

• Interpretation of regulations

• Previews of pending legislation and/or regulations

• Scheduling of actions necessary to receive approvals

• Preparation of permit applications

• Follow-up to obtain prompt approvals

• Preparation of all necessary correspondence

3. Procedures: Develop written procedures to be used by Aviation in administering its Capital Program projects, and in conducting its day-to-day operations.

Successful applicants may be required to utilize project management software, i.e., Primavera.

4. Oversight of Other Contractors: Aviation anticipates planning and design work on its Capital program projects being assigned to a variety of outside contractors, with varying backgrounds and experience in aviation issues. The successful applicant(s) are to give guidance and review the findings of the contractors working on the Capital Program projects.

b. Preconstruction Phase Services:

1. Construction Policies and Procedures: Review existing policies and procedures related to construction contract administration, quality assurance/quality control, construction security, design reviews, cost estimating, scheduling, permit requirements etc. and recommend updates or variances as appropriate.

2. Site Investigation: Coordinate and schedule comprehensive site investigation services. Identify and report on constraints.

3. Cost Estimating: Provide detailed project alternative, extra work or other specific estimates as requested by Aviation.

4. Quality Assurance: Develop a written, project-specific quality assurance plan detailing the specific measurable goals to be achieved in construction.

5. Scheduling: Review schedule and milestones prepared by others and assist in developing final schedule.

6. Value Engineering/Constructability Reviews: Provide constructability and value engineering reviews at the request of Aviation.

7. Bid and Award: At the direction of Aviation, assist in conducting pre-bid conferences, site visits, pre-construction meetings and preparing and distributing minutes of such. Coordinate communications related to bidder inquiries, seek resolution from the appropriate party and forward responses to bidders. Review and comment on addenda. Review the Certificates of Insurance of the successful bidders to ensure that the terms and limits of insurance coverage meet the requirements. Evaluate bids; provide technical analysis and recommendations to

Aviation.

8. Permit Compliance: Review National Pollution Discharge Elimination System

(NPDES) and other permits and become familiar with specific requirements for each assigned project.

c. Construction Phase: Provide project/construction management services during construction as defined herein and/or as directed by Aviation.

1. Project Control: The project/construction manager shall monitor and oversee the work of the trade contractors and oversee the coordination of construction work with the activities of Aviation, Airport concession tenants, designer, other contractors, affected agencies and utilities, construction contractors on other

Aviation projects, and other parties as necessary.

2. Maintain Adequate Staff: Maintain a competent full-time staff to perform all the project/construction management services as listed herein.

3. On-Site Organization: Establish lines of authority and standard and consistent communication procedures in order to carry out the overall project.

4. Meetings: Participate in weekly project status meetings at which Aviation;

designer and project manager can discuss jointly such matters as job progress, procedures, cost, disputes/claims and scheduling. Such meetings may be called or scheduled more or less frequently, or on an emergency basis if necessary, as determined by Aviation. Keep and distribute minutes of such meetings. Schedule and conduct meetings with a principal and/or the project manager for each of the prime trade contractors and keep and distribute minutes of such meetings.

Meetings shall be held at least weekly.

5. Labor Compliance: Assist Aviation to enforce the Labor Standards provisions of the construction contracts.

6. Critical Path Method (CPM) Scheduling: At the direction of Aviation, review and comment on contractors’ submitted CPM schedules and updates.

7. Reports: Provide consistent and coordinated reporting and administrative documentation. Keep accurate and detailed written records of project progress during all stages of construction and prepare progress reports in the format and frequency required by Aviation. Prepare and submit focused monthly construction progress reports including photographic, analytical and brief narrative descriptions of progress, issues, and a 90-day look-ahead schedule of activities. Descriptions of progress will include analytical reporting of actual progress against work planned for the month in the previous month’s progress reports; forecast of work for the next month; and a 90-day forecast of activities including coordination requirements, issues and decision requirements. Include recommendations regarding keeping project(s) on schedule and under budget.

Submit weekly status reports, attaching updated copies of all logs for change orders, claims, submittals, etc. Maintain on file daily resident engineer’s report and individual inspectors’ daily reports.

8. Cost Control: Develop, implement and maintain an effective system of project cost reporting, to maintain the project budget, incorporating approved change orders as they occur. Identify variances between actual and estimated costs and advise Aviation.

9. Requests for Information/Design Revisions/Contract Change Orders (CO): In conjunction with Aviation and designers, develop and implement a system for tracking, review and processing of RFI’s, design changes and CO’s. Review each in a timely matter and respond and process accordingly. Submit written recommendations to Aviation and negotiate change orders, with final terms and price subject to Aviation approval.

10. Contractor Payments: Review and evaluate contractors’ requests for payment.

Prepare and process progress, semi-final and final pay estimates in accordance with standard procedures and contract requirements.

11. Potential Claims/Disputes: Notify Aviation project engineer upon receipt of notification of potential claim or dispute. Investigate circumstances and recommend merit or resolution to Aviation. Maintain files on each potential claim or dispute, resolved and unresolved.

12. Permits: Assist Aviation in obtaining all permits, excluding permits for inspection or temporary facilities required to be obtained directly by the various contractors.

Assist Aviation in obtaining approvals from the authorities having jurisdiction.

Monitor contractors’ conformance to permit requirements. Identify permit activities in the project schedule.

13. Construction Security: Review existing terminal, parking garages and airfield construction security procedures and ensure adherence from PM/CM and construction contractors’ personnel.

14. Inspection: Monitor and oversee the work of the contractors and the quality of materials installed to determine conformity with their respective contract requirements and/or specifications.

i. Provide full-time on-site administration of the project without assuming the contractor’s obligations pertaining to means, methods, quality and progress of work or safety.

ii. Inspect the materials and equipment being incorporated into the work.

Review materials to visually verify that they are handled, stored and installed properly and that they are in compliance with the plans and specifications of the project.

iii. Verify that all authorized changes are properly incorporated into the work.

iv. Identify problems encountered in the progress of the work and undertake appropriate action to resolve these problems keeping in mind the impact on timely completion of the project.

v. If necessary, review contractor’s submitted “Erosion & Sedimentation

Prevention Plan,” and monitor adherence to the plan. Report deficiencies to Aviation and the contractor.

vi. Maintain daily reports by each inspector, recording work performed and significant happenings on the project.

vii. Observe quality control testing performance by the contractor. Maintain testing records, including corrective actions taken regarding failed tests.

viii. Coordinate testing and survey services necessary to verify the contractor’s work.

ix. Provide Aviation with assistance in surveying to verify the contractors’ work.

15. Safety Program: Review the contractors’ submitted safety program and monitor the implementation of such. Report deficiencies to the contractor and Aviation.

Cooperate fully with officials of other agencies (Federal and/or State) who are vested with authority to enforce requirements of the Occupational Safety and

Health Act. Conduct periodic safety reviews of job site(s) and advise the contractor(s) and Aviation of deficiencies.

16. Submittals/Shop Drawing Review: Assist in implementing procedures for tracking, expediting the processing, and approval of submittals, shop drawings and materials samples.

17. Project Site Documents: Maintain project site records in accordance with established Aviation guidelines. Maintain at the project site for Aviation one record copy of all contracts, drawings, specifications, addenda, contract change orders and other modifications, in good order, and in addition, approved shop drawings, product data, samples and similar required submittals. Upon completion of the project, deliver this complete to Aviation.

18. Test Systems: With Aviation Engineering and Maintenance representatives, schedule and observe the contractor(s)’ final testing and start-up of utilities, operational systems and equipment.

19. Punch list: Upon substantial completion of the contractors’ work, prepare, jointly with the contractor(s) and designer(s), a list of incomplete or unsatisfactory items and a schedule for their completion. Monitor the correction and completion of the work. Assist Aviation in conducting inspections to determine if the work is substantially complete.

20. Completion: Secure and transmit to Aviation warranties and similar submittals required by the contract. Deliver all keys, manuals, and maintenance stocks to

Aviation.

21. Record Drawings: Monitor the maintenance of record drawings by the contractors. Determine that record drawings are complete and accurate and transmit approved record drawings at the direction of Aviation for preparation of as-built drawings.

d. Post-Construction Phase

1. As-builts: The successful Applicant will ensure the completeness of as-built plans from the record drawings, for Aviation acceptance and approval.

2. Claims/Disputes: At the direction of Aviation, assemble pertinent background information, analyze the merits of the claim or dispute, and recommend to

Aviation merit or entitlement, if any. Prepare estimates of entitlement, if appropriate, and assist Aviation in negotiating settlement.

3. Closeout Support: The successful Applicant shall monitor contract closeouts to ensure receipt of all deliverables, completion of all contract modifications and ascertain final quantities necessary to invoice remaining payments. Prepare and process certificates of final inspection/acceptance certificates of completion where required, and final payment releases. The successful Applicant shall recommend closeout of the contract and final payment after determining that all contract requirements have been satisfied.

4. Performance Standards. The successful Applicant’s performance will be assessed based on the ability to meet the project schedule; the quality of work performed;

effective implementation of planned strategies; communication with the project team; communication of the project status; and the ability to develop and maintain productive working relationships with Aviation.

e. Coordination: Coordination is considered an ongoing task. The successful applicant(s) will coordinate with entities including but not limited to, Aviation, city departments, airport stakeholders, and consultants. Oversight of subconsultants will be necessary. Aviation anticipates that the work required for the completion of the selected project(s) included in this Request for Proposals will include the assignment and engagement of a variety of outside consultants, across a range of specialties.

Aviation’s intent is to bring new talent and varying backgrounds and experience to the airport projects. The successful Applicant(s) will propose teaming that supports the

Airport’s intent, provides sub-consultants with mentoring and guidance, and closely monitors and reviews all project(s) work.

f. Project Schedule: The successful Applicant(s) shall prepare and update monthly, a master schedule for the awarded project(s). The master schedule shall show the project phases, critical tasks and milestones for any of the planning, programming design, documentation, procurement, and construction activities required. The successful Applicant(s) shall work diligently to complete the work in a timely manner.

g. Construction Contracts: The construction contracts resulting from the on-call services of the selected applicant(s) will be competitively bid through the City of

Philadelphia Procurement Department and the selected applicant(s) will not directly contract for any portion of the construction work.

h. Ownership of Materials: The City shall maintain sole and absolute property rights to and unrestricted use of any and all materials, text, logos, documents, booklets, manuals, references, guides, brochures, advertisements, music, sketches, plans, drawings, prints, photographs, specifications, software, data, products, ideas, inventions, and any other deliverables or work or recorded information in preliminary or final forms and on any media (collectively, “Materials”) created by the successful

Applicant(s) or its subcontractor(s) and paid for by the City under a contract entered into pursuant to this RFP. The successful Applicant(s) or its subcontractor(s) shall be required to disclose all such items to Aviation.

To the extent that any Material developed by or for the successful Applicant(s) or its subconsultant(s) embodies a copyrightable work, including, but not limited to, a

“compilation” as that term is used in 17 U.S.C. § 101, as amended from time to time, such copyrightable material shall be considered as one or more “works made for hire” by the successful Applicant(s) or its subcontractor(s) for the City, as that term is used in 17 U.S.C. §§ 101 and 201(b), as amended from time to time. The successful

Applicant will be required, and will be required to cause its Subcontractor(s) to assign and execute instruments evidencing assignment, all copyrights in all of such works to the City.

The successful Applicant(s) and/or its subcontractors shall be required to provide the

City with intellectual property indemnification and limitation of liability. The successful

Applicant(s) shall be required to (i) defend Aviation against any third party claim that the design, work, or materials provided by the successful Applicant(s) to Aviation infringe upon any patent, copyright or other intellectual property right and (ii) assume the responsibility for the resulting costs and damages finally awarded against Aviation by a court of competent jurisdiction or the amount stated in a written settlement signed by the successful Applicant.

8. Detailed “Scope of Work” – to be provided:

a. Work Plan

▪ Organization Chart for the project team, indicating the names and titles of the prime Applicant and each proposed sub-contractor.

▪ Detailed listing and description of the teams responsible for each of the primary task areas listed in Section 3, Scope of Work.

▪ Identify the tools, software and equipment that are intended to be used in each task area.

▪ Fully describe how the project team will approach quality control; and

b. Staffing Plan

▪ A listing of the staff members for the prime Applicant and each sub-contractor who are expected to be assigned to work under this contract, with title and description of each person’s duties. The list should clearly indicate the Airport’s contact and measures taken to maintain client service continuity and satisfaction. The list will also include specific owners and officers and/or partners authorized to bind the company to the provisions of the proposal;

▪ Resumes shall be included with Standard Form 330 Section E of all key staff listed for the prime Applicant and subcontractors and indicate all other commitments of key staff;

▪ Note any professional registrations and/or certifications of applicable proposed staff – copies not required.

c. Sustainability and Resiliency Integration

Consistent with the City of Philadelphia’s and Aviation’s climate adaptation and sustainability plans, policies, and guidelines, including Aviation’s Architectural and

Engineering Standards, it is the intent of Aviation to develop projects in a manner that is environmentally responsible, energy efficient, and resilient to climate change impacts.

The Proposal shall describe the proposed approach to Sustainable Design and

Construction. This approach should demonstrate integration of sustainability and resiliency into all phases of the planning, design and construction process whenever practically feasible. At a minimum, the Proposal should include a description of the approach to:

▪ determining the level of sustainability certification (LEED® for buildings, Envision® for infrastructure or applicable certification) a project may be able to obtain;

▪ life cycle cost analysis or other acceptable sustainability cost/benefit analysis;

▪ resource conservation (water, energy, waste, fuel, soil and others);

▪ consideration of innovative stormwater management practices;

▪ protection of indoor and outdoor air quality, including efforts to reduce greenhouse gas emissions;

▪ adaptability to anticipated climate change impacts (including sea level rise, flooding, extreme heat, and extreme storm events);

▪ addressing other unique project-specific sustainability issues, such as consideration of the historic, cultural, and socioeconomic context of the project; and

▪ compliance with local, state and federal (including FAA) environmental regulations and guidance.

▪ Any/all construction measures, materials, etc., must be in compliance with FAA advisory circulars for airport construction.

▪ The proposal approach shall also demonstrate how the prime Applicants and subconsultants conduct and/or promote sustainable operating practices within their own organizations such as environmentally preferable purchasing, sustainable travel, and waste minimization.

▪ Applicant must provide documentation of their organization’s commitment to sustainability in both operations and work products, documented on letterhead and preferably posted on the organization’s website.

▪ Project team must include one or more certified Envision Specialists, to support Envision verification of airside and landside projects through the

Institute for Sustainable Infrastructure.

General Requirements

A. Hours and Location of Work

The tasks may involve any of the landside or airside facilities at PHL. It is possible that the successful Applicant(s) personnel may be required to work alternative shifts, including nights, weekends, and/or overtime depending upon the nature of the work, or as directed by Aviation.

Access to all project areas by the successful Applicant’s personnel shall be required to be coordinated with Aviation.

B. Monitoring; Security

By submission of a proposal in response to this RFP, Applicant agrees that it will comply with all contract monitoring and evaluation activities undertaken by the City, and with all security policies and requirements of the City and the Transportation Security Administration (“TSA”). Applicants are required to comply with Section 7 of the Airport Rules and Regulations regarding Airport

Security. To review Section 7, contact Airport Security at 215-937-5452. The Applicant’s personnel may be required to display in full view a specific identification badge to be issued by Aviation.

Background checks of personnel may be required. Background checks, fingerprinting ($32), and badging ($33) costs for each employee are the responsibility of the Applicant, if required. In the event that the Applicant is privy to any Airport security information, the Applicant and all of its personnel and subcontractors (if any) shall be subject to Title 49 Code of Federal Regulations

(CFR) Part 1520. Security will be maintained in accordance with TSA Regulations under the provisions of 49 CFR Part 1542. Failure to comply with the City’s and TSA’s rules and regulations shall be a material breach to the contract and, in addition to all other rights and remedies of the

City under the contract, at law or in equity, the City shall be entitled to terminate the contract without liability to the City, and upon such termination, the Applicant shall be liable to the City for all outstanding fees and charges and all costs, including attorney costs, expenses and damages arising out of such termination.

C. Organization and Personnel Requirements

The proposal must identify all personnel who will perform work on the project, by education level, skill set (described in detail), experience level, and job title. Resumes of all personnel so identified should be included in Applicant’s proposal. The Department expects the following with respect to the successful Applicant’s organizational structure and personnel:

The successful Applicant(s) shall have a minimum of ten (10) years substantial, direct and relevant experience in Project and Construction Management Engineering related areas, as well as other competencies as indicated herein. The Applicant must have provided services "doing business as" the legal name of the Applicant firm for a minimum of six years.

Applicants shall be prepared to employ on its staff permanent, experienced professionals to complete the work of the project. The proposal must identify all key personnel who will perform work on the project by education level, skill set (described in detail), experience level and job title, as well as a narrative as to the contribution each individual will bring to the success of the assignment. Resumes of all personnel so identified shall be included in the Applicant’s proposal.

The City reserves the right to approve all key personnel. The successful Applicant shall not change key personnel without the consent of the City’s representative. Subcontractors may be used for a portion of the work. However, the Applicant must demonstrate the technical leadership and overall responsibility for the work.

Personnel shall be of high professional, personal and ethical integrity. They must avoid conflicts of interest and prevent the compromise of airport security standards. The reputation and caliber of the field personnel and their unbiased interaction with Airport tenants, construction contractors and others on behalf of Aviation is of the utmost importance. Personnel assigned to field inspection will be required to display in full view a specific identification badge to be issued by Aviation. Background checks of field personnel may be required to the extent necessary to assure that unescorted access to controlled areas of the airport do not compromise security.

Security will be maintained in accordance with TSA Regulations under the provisions of 49 C.F.R.

Part 1542. Inspectors will be required to work nights, weekends, or overtime on certain projects as the nature of the construction work dictates, or as directed.

Subcontractors may be used for a portion of the work; however, the successful Applicant(s) must demonstrate technical leadership and overall responsibility for each assignment.

The proposal must identify all personnel who will perform work on the project, by education level, skill set (described in detail), experience level, and job title. Resumes of all personnel so identified should be included in Applicant’s proposal.

The successful Applicant must be familiar with typical airport operations and provide a 24-hour emergency contact phone numbers for both the Applicant’s key personnel as well as those of the

Applicant’s key subcontractors.

For the duration of the PM/CM contract term, the project team shall provide project management services and those services essential to completion of the public works and tenant construction projects, including pre- and post- construction phase duties, as directed by Aviation. The support resources and clerical staff will be based upon a pre-approved staffing plan.

For the preconstruction phase, Aviation requires the successful Applicant to employ highly qualified staff capable of cost estimating, construction scheduling and logistics planning.

Construction phase support will include personnel with the disciplines and expertise required to provide PM/CM services for projects of various types and magnitudes. Personnel shall have knowledge of project/construction management for airfield runway and taxiway systems;

NAVAIDS; airport structures; relocation and reinstallation of utilities; site work; and mechanical, electrical, plumbing and specialty trades associated with the needs of an operating airport.

Staffing may be reduced as field activities draw to a close, with the core staff remaining to continue post-construction phase duties as approved by Aviation.

1. Program Manager (Full Time / Embedded Position):

http://www.access.gpo.gov/nara/cfr/waisidx_05/49cfr1542_05.html http://www.access.gpo.gov/nara/cfr/waisidx_05/49cfr1542_05.html

The successful Applicant shall appoint a qualified program manager who will be the point of contact for the team. The project team will be supervised by the program manager, who shall be the operational point of contact with Aviation.

1.1 Corporate Qualifications

• Minimum 15 years of airport program management experience

• Experience at large hub or medium hub commercial service airports

• Demonstrated experience securing FAA discretionary grants

• Experience with federally funded aviation projects exceeding $250M cumulative value

• Knowledge of FAA Advisory Circulars, AIP Handbook, and NEPA requirements

• Experience with airport operational continuity during construction

1.2 Key Personnel Qualifications

• Program Executive with 15+ years’ airport Program Management experience

• Experience managing multi-project capital programs

• Funding/Grant Lead with direct FAA grant experience

• Airfield engineering expertise

• Terminal/building systems expertise

• Cost estimating and scheduling capability

• Quality assurance/quality control (QA/QC) for design and construction processes.

• Federal procurement compliance expertise

1.