RFP-FY25-102-03 IT Consultant.pdf

NORFOLK AIRPORT AUTHORITY

REQUEST FOR PROPOSALS

TITLE: NAA IT Consultant

RFP# FY25-102-03

February 25, 2025

REQUEST FOR PROPOSALS

I. REQUEST FOR PROPOSALS (RFP)

A. Introduction

The Norfolk Airport Authority (hereinafter referred to as “Authority”), acting by and through its President & Chief Executive Officer or designee(s), will accept qualification proposals from qualified and experienced firms (hereinafter referred to as “Offerors”). The Norfolk Airport Authority seeks the services of qualified professional technology consulting vendors to provide Information Technology (IT) support services for its computer-based information technologies system and network.

B. Background

Norfolk Airport Authority seeks the services of a qualified professional technology consulting vendor to provide Information Technology (IT) consultant support services for its computer-based information technologies system and network. The firm selected must be fluent with Microsoft Operating systems, TCP/IP and TCP/IP routing, Firewalls (IPFW), SMTP, VPN Tunnel and remote access. The firm selected must have working knowledge of VOIP systems, Flight Information Display Screens/Public Address (FIDS/PA) Systems, Access Control Systems and requirements for PCI compliance and the construction of IT Master Plans.

The nature of the service will be ongoing for IT system buildout and upgrades with support and coordination to ensure proper implementation of new technologies. Further consulting will provide guidance for procurement of a separate IT network vendor that will provide general management and operation to (a) IT systems, (b) storage infrastructure (c) software utilities and scripts to perform various tasks, maintenance/troubleshooting of the system (hardware and software).

The contract will be for an hourly rate, and a not to exceed amount will be established annually based on an estimated number of hours annually. The contract period will be for three years from July 1, 2025-June 30, 2028. subject to annual (Fiscal Year: July 1 – June 30) appropriation.

C. Scope of Work

The IT Consultant will be responsible for analyzing, planning, and delivering solutions that enhance the Authority’s IT systems and align with its business objectives. The scope of work includes, but is not limited to, the following:

1. IT Systems and Infrastructure Analysis

a) Conduct a detailed review and assessment of the Authority’s existing IT systems, infrastructure, and processes to evaluate performance, scalability, and security.

b) Perform a gap analysis to identify current shortcomings and vulnerabilities.

c) Document findings in a comprehensive report, highlighting areas requiring immediate attention and long-term improvement.

2. Feasibility Assessment

a) Assess the feasibility of proposed IT solutions by identifying potential risks, challenges, and constraints (technical, financial, or operational).

b) Provide recommendations to mitigate identified risks and improve project outcomes.

3. Business Objectives and IT Needs Alignment

a) Work closely with the Authority to fully understand its business objectives, challenges, and strategic goals.

b) Evaluate current IT needs and align recommendations with industry best practices and emerging technologies.

4. IT Strategy and Roadmap Development

a) Collaborate with key stakeholders to define IT goals, objectives, and long-term strategies.

b) Develop an IT roadmap that includes clear milestones, deliverables, and performance indicators to track progress.

c) Provide strategic guidance on adopting emerging technologies to enhance operational efficiency and competitiveness.

5. Project Scope Definition

a) Define the project’s scope, objectives, and deliverables, ensuring alignment with the Authority’s business requirements.

b) Develop detailed project timelines, budgets, and resource allocation plans to ensure smooth execution.

6. Internal Team Collaboration

a) Coordinate with internal teams to ensure resources, infrastructure, and expertise are available to complete assigned tasks.

b) Facilitate collaboration between departments, ensuring seamless integration of new systems with existing workflows.

7. Stakeholder Engagement and Feedback

a) Conduct periodic progress meetings with stakeholders to monitor milestones, address concerns, and gather input.

b) Organize one-on-one meetings with employees to understand their concerns, requirements, and challenges related to the new IT systems.

c) Incorporate Authority and team feedback to refine processes and deliverables during subsequent project phases.

8. Research and Recommendations

a) Stay updated on industry trends, emerging technologies, and innovative solutions to provide the Authority with recommendations for improvement.

b) Evaluate and recommend software, hardware, and infrastructure upgrades tailored to the Authority’s operational needs.

9. Training and End-User Support

a) Develop and deliver training programs for employees and end-users to ensure effective adoption of new systems and technologies.

b) Provide on-site and remote support to address technical issues during and after the implementation phase.

10. Comprehensive Documentation

a) Prepare and deliver an IT Master Plan outlining the overall strategy, system architecture, and implementation phases.

b) Develop user manuals, system guides, and maintenance protocols to facilitate future use, troubleshooting, and upgrades.

c) Ensure all documentation is clear, concise, and accessible for both technical and non-technical users.

11. Progress Monitoring and Reporting

a) Regularly track and report on project progress against the roadmap and defined milestones.

b) Proactively identify bottlenecks or delays and recommend corrective actions to keep the project on schedule.

12. Testing and Quality Assurance

a) Conduct thorough testing of new systems, ensuring they meet performance, reliability, and security standards.

b) Facilitate user acceptance testing (UAT) to confirm the system’s usability and effectiveness.

D. Deliverables

The IT Consultant is expected to provide the following deliverables:

1. IT Assessment Report outlining existing systems and identified gaps.

2. Feasibility Study with recommendations for addressing risks and challenges.

3. IT Roadmap and Strategic Plan with milestones, objectives, and timelines.

4. System Design Specifications, including architecture diagrams and configurations.

5. User Training Materials and System Guides.

6. IT Master Plan documenting the project scope, system features, and long-term maintenance recommendations.

7. Comprehensive Progress Reports and Final Project Summary.

E. Minimum Qualifications

1. The respondent's proposed lead team member assigned to this engagement must have at least five (5) years of experience in providing IT consulting services. This experience should demonstrate a comprehensive understanding of IT systems analysis, infrastructure development, emerging technologies, and implementation of solutions for large-scale organizations, with a strong preference for experience in government agencies, airports, or similar high-traffic environments in size, scope, and complexity.

2. The respondent must be an independent entity, free from financial entanglements or affiliations with firms engaged in financial transactions or services related to the Authority’s IT systems. This ensures that the IT Consultant maintains autonomy and impartiality in service delivery, avoiding any potential conflicts of interest.

II. GENERAL PROPOSAL REQUIREMENTS

A. RFP Response: In order to be considered for selection, Respondents must submit a complete proposal in response to this RFP for receipt not later than 2:00 p.m. (Local Time) on, April 30, 2025.

B. One (1) electronic copy (PDF) of the Proposal must be submitted to the Authority via email to: procurement@norfolkairport.com Hardcopy proposals will not be accepted. Email correspondence transmitting the RFP response must be time stamped by the deadline stated above.

C. Proposal Format

1. The Proposal must include the completed Proposal Form attached hereto as Exhibit B along with additional required information and must be contained in a single PDF.

2. Proposals must be signed by an authorized representative of the Respondent. All information requested in this RFP should be submitted. Failure to submit all the information requested may result in rejection of the Proposal.

3. Responses MUST provide full firm name and address of Respondent and must be manually or electronically signed. Failure to do so will disqualify the Respondent's proposal. The person signing the proposal must show title or authority to bind his/her firm in a contract. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the Respondent, whether corporation, partnership, or individual, must also be stated in the Proposal. A corporation must execute the Proposal by its duly authorized officers in accordance with its corporate by-laws and must also list the state in which it is incorporated. A partnership Respondent must give full names and addresses of all partners. All partners must execute the Proposal. Partnership and Individual Respondents must state in the Proposal the names and addresses of all persons with a vested interest therein. The place of residence of each

Respondent, or the office address in the case of a firm or company, with city and state and telephone number, must be given after the signature.

4. Proposals should be prepared simply and economically, providing a straight- forward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity and brevity of content. Respondents are not expected to expend resources developing story boards, creative copy, and similar materials. The total number of pages will be limited to 25 not including the Proposal form, cover sheet, section covers or resumes.

5. Ownership of all data, materials, and documentation originated and prepared for the Authority pursuant to the RFP will belong exclusively to the Authority and will be subject to public inspection and disclosure in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a Respondent will not be subject to public disclosure under the Virginia Freedom of Information Act;

however, the Respondent must invoke the protections of § 2.2-4342.F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information in the original signed proposal and paper copies. Additionally, the Respondent must submit a redacted copy of the proposal if invoking said protect. The classification of an entire proposal document or prequalification application, line item, prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time, the Respondent refuses to withdraw an entire classification designation, the proposal will be rejected.

6. Proposals should be organized in the order in which the requirements are presented in this RFP. All pages of the Proposal should be numbered. Information which the Respondent desires to present that does not fall within any of the requirements of the RFP should be attached at the end of the Proposal and designated as additional material.

7. Proposals cannot be altered or amended after the submittal deadline. No proposal submitted in response to this solicitation may be withdrawn after submittal deadline without acceptable reason in writing and only after approval by the Authority.

III. SPECIFIC PROPOSAL REQUIREMENTS

Respondents are required to submit the Proposal Form and the following information in their Proposals:

1. A Statement of Qualification. The Statement of Qualification section must include a comprehensive identification of the Respondent’s qualifications and capacity to perform all requirements under the Scope of Services. The Respondent must support its ability to be responsible for all facets of the RFP, including professional background and experience of key personnel in the Scope of Services.

2. References. List three (3) clients who would provide references for Respondent where comparable services have been provided. Provide phone numbers, email, and mailing addresses for each of such references. Additional references from other clients, commercial service airports in particular, where comparable services have been provided may be included.

3. Conflicts. Disclose any potential conflicts that may arise due to Respondent’s representation of other entities.

4. The name and contact information of the individual who would be the Authority’s primary contact for coordination of services if the Respondent firm is selected.

5. Resumes of key individuals who will perform work covered under this RFP.

6. Location of office(s) from which the majority of the work would be performed.

7. The name and contact information of the staff person who is responsible for the Proposal and is to be contacted regarding any questions the Authority may have about the Respondent’s response to this RFP.

IV. SELECTION PROCESS

A. The Authority intends to select one firm, but reserves the right to select multiple firms, to accept none of the Proposals, to negotiate for modification of the Proposal with the Selected Respondent, or to waive/modify any of the requirements for the Proposal at any time prior to execution of a contract, if deemed to be in the Authority’s best interests. If the Respondent is selected for contract negotiations, the Selected Respondent may be required to prepare and submit additional information prior to final contract execution.

B. The Authority may elect to conduct interviews as part of this RFP. Respondents should be prepared to respond to questions related specifically to their Proposals and other pertinent matters contained within the RFP. Upon completion of the interview process (if interviews are deemed necessary), the Authority will evaluate all information, complete the selection process, and notify the Selected Respondent, as well as the non-selected firms.

C. The Authority may make such investigations as deemed proper and necessary to determine the ability of the Respondent to perform the services, and the Respondent must furnish to the Authority all such information and data for this purpose as may be requested.

D. Authority reserves the right to reject any Proposal if, in the Authority’s sole discretion, (i) such Proposal is deemed nonresponsive, or (ii) the evidence submitted by, and investigations of the Respondent fail to satisfy the Authority that such Respondent is properly qualified to fulfill the requirements of the RFP and to successfully provide the services contemplated herein.

V. EVALUATION AND AWARD

A. Evaluation of Proposals: Each Proposal will be evaluated for full compliance with the RFP instructions to the Offeror and the mandatory terms and conditions set forth herein. The specifications within this RFP represent the minimum performance necessary for response. An award will be made to the Offeror who is determined by the Authority, in its sole discretion, to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors set out immediately below.

Criteria Points

Plan of Execution 30

Qualifications and Experience 30

Costs and Fees 25

References 15

B. Breakdown of Criteria

1. Plan of Execution (30 Points)

Evaluates how well the consultant understands the scope of work and its ability to provide a strategic, actionable plan.

a) Evaluates the clarity, feasibility, and innovation of the proposed solutions, including timelines, resource allocation, and customization to meet the Authority’s specific business needs.

2. Qualifications and Experience (30 Points)

Evaluates the consultant’s ability to perform the required tasks effectively.

a) Considers relevant certifications, expertise in similar projects, knowledge of emerging technologies, and the team’s overall capability to deliver effective solutions.

3. Costs and Fees (25 Points) Assesses the affordability and justification of costs in relation to the proposed plan.

a) Assesses the transparency and value of the pricing structure, alignment with the

Authority’s budget, and flexibility for future scaling or additional services.

4. References (15 Points)

Confirms the consultant’s credibility and past performance through client testimonials or case studies.

a) Reviews client feedback, the consultant’s ability to deliver projects on time and within budget, adaptability to Authority needs, and examples of exceeding expectations.

C. Award of and Term of Contract: Following the submission of Proposals and any subsequent interviews the Authority may wish to conduct, the Authority will consider all available information and select one Offeror with whom it will make a good faith effort to negotiate a consulting agreement. The Authority will select the Offeror determined by the Authority in its sole discretion to be best qualified, responsible, and best suited to meet its needs and objectives among those submitting Proposals. Negotiations will be conducted with the Offeror(s) so selected.

The proposed consulting team of the Offeror may be required to participate at the Airport in at least one negotiation session.

In the event an agreement cannot be reached with the Selected Offeror, the Authority reserves the right to terminate negotiations with no obligation to the first Selected Offeror. Further, the Authority reserves the right to negotiate for modification of any Proposal and may enter into an agreement with any Offeror of its choosing.

The award document will be a written contract in a form which will be provided by the Authority and will incorporate by reference all the requirements, terms and conditions of the solicitation and the Selected Offeror’s Proposal as negotiated. The term will be for five (5) years with the option for the Authority to extend annually for a maximum of three (3) additional years. The term initiation date will be the date of the Notice of Award as issued by the Authority. The Authority’s standard contract for consulting services and standard terms and conditions are attached to the RFP as Exhibits C.

Once an award is made, the Authority will negotiate the contract and terms and conditions with the successful Offeror to finalize a mutually acceptable contract document consistent with the standard contract and terms and conditions attached hereto.

The Authority may cancel this RFP or reject any or all Proposals at any time prior to an award and will not be required to furnish a statement of the reasons why a particular Proposal was not selected.

VI. SCHEDULE

• Request For Proposal Start date: Tuesday, February 25, 2025

• On-site Pre-proposal meeting: Tuesday, March 11, 2025, Norfolk Airport, HR Offices

Board Room 10:00am

• Deadline for question Requests: Wednesday, April 2, 2025. Submit in writing to:

procurement@norfolkairport.com

• Responses to Questions Posted by: Monday, April 7, 2025

• Proposals Due by: Thursday, April 17, 2025, at 2:00 EST Submit electronically to:

procurement@norfolkairport.com

The award is expected on Thursday, May 8, 2025, and the Selected Offeror’s performance of Services will begin immediately upon execution of the Authority’s standard contractor contract.

VII. RFP EXHIBITS

Exhibit A Exhibit B Exhibit C Exhibit C1 Exhibit D Exhibit E Exhibit F Exhibit G Exhibit H Exhibit I

Scope of Services [and Evaluation Criteria Breakdown] Proposal Form General Terms and Conditions for Services Standard NAA Service Provider Agreement FAA Required Contract Provisions – Non-AIP Contracts Proof of Authority To Transact Business In Virginia Exceptions Page Proprietary Confidential Information Identification Vendor Data Sheet W-9 Form

VIII. GENERAL

A. This solicitation and any resulting contract are subject to and will incorporate the General Terms and Conditions attached hereto as Exhibit C.

B. It is the responsibility of each Respondent to clarify any requirements of this RFP that are not understood. All inquiries pertaining to this RFP must be submitted as directed in the Schedule above. Answers will be posted in the form of an addendum on the Airport website as necessary. No inquiries should be made to any other appointed or elected officials associated with the Authority.

C. If it becomes necessary to revise any part of this RFP, or if additional data or information is necessary to clarify any provision, an addendum will be posted to the Airport website.

D. Expenses for developing and submitting a Proposal are entirely the responsibility of the responding firms and will not be chargeable to the Authority.

E. The Norfolk Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids 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.

F. If you need any reasonable accommodation for any type of disability to participate in this procurement, please contact the Authority as soon as possible.

ATTACHMENT A

PROPOSAL PRICE FORM

RFP TITLE: NAA IT Consultant

For ease of reviewing prices, this page must be filled out in its entirety. If this page is not completed, the Proposal will be rejected.

Hourly Rate – Normal Business hours (Monday-Friday 8:00 AM - 4:00 PM) Holidays/Weekends and after hours – From 4:01 PM – 8:00 AM Monday - Friday, all day Saturday and Sunday and holidays as defined by Norfolk Airport Authority. There will be no compensation for mileage or travel time. Billable hours will commence upon arrival at the job site.

Rate in Figures: Normal Business Hours Holidays/Weekends/After Hours Year 1: 7/1/25 – 6/30/26

In Person $__________/Hour $__________/Hour Remote & Phone $__________/Hour $__________/Hour

Year 2: 7/1/26 – 6/30/27 In Person $__________/Hour $__________/Hour

Remote & Phone $__________/Hour $__________/Hour Year 3: 7/1/27 - 6/30/28

In Person $__________/Hour $__________/Hour Remote & Phone $__________/Hour $__________/Hour

Rate in Written Words Year 1: 7/1/25 – 6/30/26 Normal Business Hours

In Person Remote & Phone

Holidays/Weekends/After Hours In Person

Remote & Phone Year 2: 7/1/26 – 6/30/27 Normal Business Hours

In Person Remote & Phone

Holidays/Weekends/After Hours In Person

Remote & Phone Year 3: 7/1/27 – 6/30/28 Normal Business Hours

In Person Remote & Phone

Holidays/Weekends/After Hours In Person

Remote & Phone

EXHIBIT B

PROPOSAL FORM

RFP TITLE: NAA IT Consultant

TO: NORFOLK AIRPORT AUTHORITY

A. The undersigned hereby offers to enter into a contract with the Norfolk Airport Authority ("Authority") to provide services in connection with the Authority’s REQUEST FOR PROPOSAL dated March 12, 2025, for the services of qualified professional technology consulting vendors to provide Information Technology (IT) support services, which is incorporated herein by this reference. Respondent’s Proposal attached hereto describes in full the specific Services which Respondent wishes to provide the Authority and Respondent’s qualifications and experience.

B. Full legal name of Respondent:

C. Name(s) and title(s) of individuals authorized to make representations and agreements on behalf of Respondent with regard to this Proposal:

D. Principal business address of Respondent:

E. Address of office from which majority of work will be performed:

F. This Proposal will be irrevocable for a period of ninety (90) days after the Due Date.

G. The Respondent hereby makes each and every representation and agreement required by the

REQUEST FOR PROPOSAL.

H. Respondent agrees that none of the information provided to the Authority with the Proposal has been given in confidence. All or any part of the information may be used or disclosed by or on behalf of the Authority without liability of any kind.

I. Respondent hereby certifies that no officer, director, employee, or agent of Respondent who will be directly involved in the supervision, direction, or provision of Service to the Authority, has ever been convicted of, and does not have pending criminal charges of, the disqualifying criminal offenses listed in 49 CFR §1542.209(d) or any comparable regulations. Respondent further certifies that no individual who has been convicted of, or has pending criminal charges of, the disqualifying criminal offenses listed above, will perform any work pursuant to the Proposal on the property of the Authority unless the Respondent has obtained the express prior approval of the Authority for that individual.

J. Respondent certifies that it has full authority to conduct business in the Commonwealth of Virginia and has determined all requirements for permits, licenses, and certificates required by any regulatory agency (federal, state, and local) for Respondent to provide the Service, and that Respondent has obtained or will be able to obtain any required permits, licenses, and certificates prior to execution of the Contract.

K. The entire Proposal, any documents required by it and all exhibits and other papers made a part thereof by its terms are incorporated herein and made a part of this Proposal.

L. Any notices to be provided by Authority to Respondent pursuant to this Proposal or the REQUEST FOR PROPOSAL will be given to the following individual:

Name:

Title:

Mailing address:

Telephone number:

E-mail address:

AUTHORIZED SIGNATURE OF RESPONDENT:

Printed Name:

Signed By:

Printed Name:

Title:

EXHIBIT C

GENERAL TERMS AND CONDITIONS

The following General Terms and Conditions, where applicable, shall be incorporated by this reference in any agreement (“Contract”) between the Authority and the Offerors selected to provide the underwriting services pursuant to the Request for Proposals for General Airport Revenue Bond Underwriting Services:

1. Qualifications of Offerors: The Authority may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the Services, and the Offeror shall furnish to the Authority all such information and data for this purpose as may be requested. The Authority reserves the right to reject any Proposal if the evidence submitted by, or investigations of, such Offeror fail to satisfy the Authority that such Offeror is properly qualified to carry out the obligations of the senior managing underwriter or co-managing underwriter and to provide the services contemplated herein (the “Services”).

2. Cooperative Procurement: As authorized by Virginia law, § 2.2-4304, Va. Code, the Authority may participate in a cooperative procurement agreement in conjunction with one or more other public bodies, or public agencies or institutions or localities of the several states, or of the United States, for the purpose of combining requirements to increase efficiency or reduce administrative expenses in any acquisition of goods, services, or construction.

3. Late Proposals: To be considered for selection, a Proposal must be received by the Authority by the designated date and hour. It is the sole responsibility of the Offeror to insure that its Proposal is timely received by the Authority by the designated date and hour.

Proposals received after the date and hour designated are automatically disqualified and will not be considered. The Authority is not responsible for delays in the delivery of mail by the U.S. Postal Service or private couriers.

4. Liability of Authority: No Offeror shall have any cause of action against the Authority arising out of a failure by the Authority to consider a Proposal, or the methods by which the Authority evaluated Proposals received. The selection of the prospective Offeror shall be at the sole discretion of the Authority.

5. Proposal Acceptance Period: Any Proposal in response to this RFP shall be valid for one hundred eighty (180) days. At the end of one hundred eighty (180) days, the Proposal may be withdrawn at the written request of the Offeror. If the Proposal is not withdrawn at that time, it remains in effect until an award is made or the RFP is canceled.

6. Costs: The Authority assumes no obligation for any costs associated with preparation or submission of a Proposal.

7. Unauthorized Contact: Except the communications with the Executive Director as specifically authorized herein, contact with any official or employee of the Authority, including any Commissioner, in connection with this RFP and the service described herein is prohibited and shall be cause for disqualification of the Offeror. The Authority will not meet individually with any Offeror prior to receipt of Proposals.

8. Applicable Laws and Courts: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the Circuit Court of the City of Norfolk. The Contractor shall comply with all applicable federal, state and local laws, rules and regulations. The Contractor shall give all notices and comply with all laws, ordinances, regulations, and lawful orders of any public authority bearing on the performance of the Contract.

9. Ethics in Public Contracting: By submitting a Proposal, Offeror certifies that its Proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other Offeror, or subcontractor in connection with its Proposal, and that Offeror has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

10. Conflict of Interest: The Offeror represents to the Authority that entering into any contract with the Authority will not constitute a violation of the Virginia Conflict of Interest Act.

11. Subcontracts: No portion of the work shall be subcontracted without prior written consent of the Authority. In the event that the Offeror desires to subcontract some part of the work specified herein, the Offeror shall furnish the Authority the names, qualifications and experience of the proposed subcontractors. The Subcontractor shall remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the Contract.

12. Taxpayer Identification Number: The Contractor shall furnish to the Authority at the time of Contract award and as a condition precedent to receiving payment from the Authority its federal Employer Identification Number (EIN) if a corporation or a partnership, or its Social Security Number (SSN) if a sole proprietor.

13. Insurance Required of the Contractor: Contractor agrees to maintain Errors and Omissions insurance coverage in the amount of $1,000,000.00 per occurrence and $1,000,000.00 aggregate, at a minimum, to cover all of its own personnel engaged in performing the Services of the Authority under the Contract.

14. Ownership of Documents and Materials: Ownership of all materials and documentation including any reports and copies of any analyses prepared pursuant to the Contract with the Authority, shall belong exclusively to the Authority. Such materials and documentation shall be the property of the Authority whether the work for which they are made is executed or not. The Contractor shall not use these materials on any other work or release any information about these materials without the express written consent of the Authority.

15. Payments to the Contractor:

The following procedures are established in conformance with the Virginia Public Procurement Act (VPPA), Code of Virginia §§ 2.2-4300 through 2.2-4377, as amended, and, in particular, § 2.2-4347 et seq., which is referred to as the Prompt Payment Act, if applicable.

(a) The Contractor shall submit its invoice with the documentation required by the

Authority. The invoice shall generally itemize or show a breakdown of the total Contract amount, the value of the various phases or parts, the previously invoiced and approved amounts for payment, and the amount of the current invoice. Invoices for reimbursables shall include documentation of costs for which reimbursement is sought.

(b) Unless there is a dispute about the compensation due the Contractor then within thirty (30) days after receipt by the Authority of the Contractor’s invoice, which shall be considered the invoice receipt date, the Authority shall pay to the Contractor the amount approved, less any retainage and prior payments/advances. The date on which payment is due shall be referred to as the Payment Date.

(c) Interest shall accrue on all amounts owed by the Authority to the Contractor which remain unpaid thirty (30) days following the Payment Date. Said interest shall accrue at the discounted ninety day U.S. Treasury bill rate as established by the Weekly Auction and as reported in the Wall Street Journal on the weekday following each such Weekly Auction. During the period of time when the amounts due to the Contractor remain unpaid following the thirtieth (30th) day after the Payment Date, the interest accruing shall fluctuate on a weekly basis and shall be that established by the immediately prior Weekly Auction. It shall be the responsibility of the Contractor to gather and substantiate the applicable weekly interest rates to the satisfaction of the Authority and to calculate to the satisfaction of the Authority the interest due. In no event shall the rate of interest charged exceed the rate of interest established pursuant to Code of Virginia § 58.1-1812. No interest shall accrue when payment is delayed because of a dispute between the Authority and the Contractor. This exception to the accrual of interest shall apply only to that portion of a delayed payment which is actually the subject of the dispute and shall apply only for the duration of such disagreement. The date of mailing of any payment through the U.S. Postal Service is deemed to be the date of payment to the addressee.

(d) The Authority is entitled to interest on any amounts from the Contractor that remain unpaid thirty (30) days after the amount is deemed due, whether as a result of a resolution of a dispute or otherwise. Any such interest shall be calculated by the same method as set forth above in this subsection.

16. Payments by the Contractor to Subcontractors:

(a) If applicable, the Contractor is required to pay interest to any of its subcontractors on all amounts owed by the Contractor that remain unpaid after seven (7) days following receipt by the Contractor from the Authority for work performed by the subcontractor under that contract, except for amounts withheld as allowed. Unless otherwise provided under the terms of the contract, interest shall accrue at the rate of one percent per month.

(b) The Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier

(c) Any obligation of the Contractor to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the Authority. A contract modification shall not be made for the purpose of providing reimbursement for the interest charge. A cost reimbursement claim shall not include any amount for reimbursement for the interest charge.

17. Audit: The Contractor, by signing any Contract with the Authority, shall agree to retain all books, records, and other documents relative to the contract for five (5) years after final payment, or until audited by the Authority, whichever is sooner. The Authority and its authorized agents shall have full access to and the right to examine any of the materials during said period.

18. Indemnification and Hold Harmless: To the fullest extent permitted by law, Contractor will defend, indemnify and hold the Authority and its Commissioners, officers, employees (collectively “Indemnitees”) harmless from and against any and all claims, actions, damages, expenses (including reasonable attorneys’ fees), losses or liabilities incurred by or asserted against the Authority or any of its Indemnitees arising from the performance of Contractor’s obligations under the Contract and any and all fees, costs or penalties incurred by the Authority or any of its Indemnitees, to the extent that such claims, actions, damages, expenses, losses, liabilities, fees, costs or penalties are caused by or arise out of Contractor’s performance; provided that Contractor shall not be required to indemnify the Authority or any of its Indemnitees for any loss or claim to the extent such loss or claim is due to the negligence or willful misconduct of the Authority or any of its Indemnitees.

19. Force Majeure: Neither party will be held responsible for delay or default caused by deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the Parties.

20. Relationship of the Parties: The relationship of the Parties is one of independent contractors, each free to exercise judgment and discretion regarding the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

21. Default: In case of the Contractor’s failure to deliver the reports, documents or services in accordance with the Contract terms and conditions, the Authority, after due written notice, may procure same from other sources, and the Contractor shall be responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies which the Authority may have.

22. Termination of Contract:

(a) General: The Authority may terminate the Contract for cause or for convenience after giving thirty (30) days written notice to the Contractor. The written notice need not include a statement of reasons for the termination.

(b) Termination for Cause: If the Contract is terminated by the Authority for cause, the Contractor shall be responsible for all damages incurred by the Authority as a result of the Contractor’s breach of contract or failure to perform, including but not limited to, all costs and expenses incurred in securing a replacement Contractor to fulfill the obligations of the Contract. Any termination by the Authority for default, if determined by a court of competent jurisdiction not to have been justified as a termination for default shall be deemed a termination for the convenience of the Authority.

(c) Termination for Convenience: The Authority may terminate the Contract in whole or in part for convenience by delivering to the Contractor a written notice of termination as set forth above, specifying the extent to which performance under the Contract is terminated and the effective date of the termination. Upon receipt of such notice, the Contractor must stop work, including but not limited to work performed by subcontractors and Contractors, at such time and to the extent specified in the notice. If the Contract is terminated for convenience, the Contractor shall be entitled to those fees earned for work performed in accordance with the Contract prior to the notice of termination. Thereafter, the Contractor shall be entitled to any fees earned for work not terminated, but shall not be entitled to lost profits for the portions of the Contract which were terminated.

23. Laws and Regulations: In performing services under the Contract, the Contractor will comply with applicable federal, state, and local laws and regulations. The Contractor will give all notices and comply with all laws, ordinances, regulations, and lawful orders of any public authority bearing on the performance of the Contract. Contractor must maintain a valid and current status on all required federal, state, and local licenses, bonds, and permits required for the operation of its business.

24. Assignment of Contract: The Contractor shall not assign the Contract between the Authority and the Contractor, in whole or in part, without the written consent of the Authority.

25. Compliance with State Law; Foreign and Domestic Businesses Authorized to Transact Business in Virginia:

(a) If organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership, Contractor shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Virginia Code, or as otherwise required by law.

(b) If organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Virginia Code, Contractor must provide Authority the identification number issued to it by the State Corporation Commission. If not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Virginia Code, or as otherwise required by law, Contractor shall provide Authority a statement describing why Contractor is not required to be so authorized.

(c) Any business entity described in subsection (1) shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract.

26. Debarment Status: By entering into the Contract, Contractor certifies that it is not currently debarred from doing business with or in the Commonwealth of Virginia, nor is it an agent of any person or entity that is currently debarred from doing business in the Commonwealth of Virginia.

27. Anti-Trust: By entering into the Contract, Contractor conveys, sells, assigns, and transfers to the Authority all rights, title and interest in and to all causes of the action it may now have to hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular services acquired by the Authority under the Contract.

28. Airport Security Requirements: Contractor acknowledges that the Authority is subject to strict federal security regulations limiting access to secure areas of the Airport and prohibiting violations of the adopted Airport Security Program. Contractor may need access to these secure areas to complete the work required by this Agreement.

Contractor therefore agrees, in addition to the other indemnification and assumption of liability provisions set out above, to indemnify and hold harmless the Authority and its commissioners, officers and employees, from any duty to pay any fine or assessment or to satisfy any punitive measure imposed on the Authority by the FAA or any other governmental agency for breaches of security rules and regulations by Contractor, its agents, employees, subcontractors, or invitees.

Contractor further acknowledges that its employees and agents may be required to undergo background checks and take Airport Security and Access Procedures ("S.I.D.A.") training before receiving an Airport Security Identification Badge.

Immediately upon the completion of any work requiring airport security access under this Agreement, or upon the resignation or dismissal or conclusion of any work justifying airport security access to any agent, employee, subcontractor, or invitee of the Contractor, Contractor will notify the Airport's Police Department that the Contractor's access authorization or that of any of Contractor's agents, employees, subcontractors, or invitees has changed. Contractor will confirm that notice, by written confirmation on company letterhead, within twenty-four (24) hours of providing initial notice to the Airport's Police Department. Upon termination of this Agreement, or the resignation or dismissal of any employee or agent, or conclusion of any work justifying airport security access to any agent, employee, subcontractor, or invitee of the Contractor, Contractor will surrender any Airport Security Identification Badge held by the Contractor or by Contractor's agents, employees, subcontractors, or invitees. If Contractor fails to surrender these items within five (5) days, the Contractor may be assessed a fee of per identification badge not returned.

This fee will be billed to the Contractor or deducted from

29. Immigration Reform and Control Act of 1986: By submitting a Proposal, Offeror certifies that it does not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

NAA- PD-RFP-2024 V1

EXHIBIT C1

SERVICE PROVIDER AGREEMENT

CONTRACT #XXXXXXXYZ

THIS SERVICE PROVIDER AGREEMENT #XXXXXXXYZ (“AGREEMENT”) is entered this day of __________________, 2025 between the NORFOLK AIRPORT AUTHORITY, a political subdivision of the Commonwealth of Virginia ("Authority") located at 2200 Norview Avenue, Norfolk, Virginia 23518, and ________________________, a [insert type of business], authorized to transact and conduct business in the Commonwealth of Virginia and having a business address of _______________________________, FEI No.

____________________ ("Underwriter") (the Authority and Underwriter are referred to throughout this Agreement as the “Parties”).

W I T N E S S E T H:

WHEREAS, the Authority is seeking certain products and/or services to serve the Norfolk International Airport (“Airport” or “ORF”) more fully described in this Agreement; and

WHEREAS, the Authority has conducted a competitive selection process under the Virginia Public Procurement Act, Ch. 43, Virginia Code, to obtain the products and/or services described hereinafter, and has selected Underwriter to provide those services; and

WHEREAS, Underwriter has submitted a proposal in response to the Authority’s request seeking to provide those products and/or services and represents that it has expertise in the type of products and/or services required.

NOW, THEREFORE, in consideration of the above, the terms and provisions contained herein, and the mutual consideration described below, the Parties agree as follows:

ARTICLE 1 - RECITALS

The recitals as set forth above are true and correct and are incorporated into the terms of this Agreement as if set out herein at length.

ARTICLE 2 - SCOPE OF SERVICES

2.1. Underwriter will provide all services necessary to meet the requirements of the Authority for the Project, as described in Exhibit “A” attached to this Agreement and incorporated herein, and as assigned by the Authority during the term of this Agreement. These services will include serving as the Authority's primary Underwriter for all tasks described in Exhibit “A”.

2.2. Underwriter has represented to the Authority that it has expertise in the type of services that will be required by the Scope of Services listed in Exhibit “A”. Underwriter agrees that all services provided by Underwriter under this Agreement are subject to the Authority’s review and approval and will be performed according to the normal and customary standards of practice for firms with special expertise in the type of services required by this Agreement, and in compliance with all laws, statutes, ordinances, codes, rules, regulations and requirements of any governmental agencies which regulate or have jurisdiction over those services. If Underwriter becomes aware of any conflicts in these requirements, Underwriter will notify the Authority of such conflict in writing and utilize its best judgment to resolve the conflict.

ARTICLE 3 - TERM OF AGREEMENT

3.1 The term of this Agreement commences on the date first written above and continues for a term of one (1) year from that date (the “Expiration Date”), or the date Underwriter completes, and the Authority accepts, any work assigned by a Contract Amendment or Task Authorization issued before the Expiration Date, whichever occurs last. If a Contract Amendment or Task Authorization is issued that will require work to continue beyond the Expiration Date, neither Agreement nor Authorization may extend the term of this Agreement for more than six (6) months from the Expiration Date.

3.2. The Authority will have the option to extend the initial term of this Agreement for up to five (5) additional years in one (1) year increments from the Expiration Date of the initial term or any extended term. Each extension is subject to successful negotiation by the Parties of a scope of work and compensation schedule for the extended term.

3.3. To exercise its option to extend the initial term, or any extended term of this

Agreement, the Authority must give Underwriter written notice of its intent to exercise its option to extend at least ninety (90) days before the then current term expires. Any extended term will be agreed to in writing and executed by the Parties with the same formality as this Agreement.

ARTICLE 4 – UNDERWRITER’S RESPONSIBILITIES

Underwriter will:

4.1. If necessary, obtain and maintain throughout the term of this Agreement all licenses required to do business in the Commonwealth of Virginia and in the City of Norfolk, including,…