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Procurement Department Attn: Bid/Proposal Custodian PROCUREMENT DEPARTMENT ATTN: BID/PROPOSAL CUSTODIAN 2 MONTGOMERY STREET 3RD FLOOR JERSEY CITY, NJ 07302 REQUEST FOR PROPOSALS (RFP) TITLE: DEVELOPMENT & MAINTENANCE OF AN AVIATION FACILITIES MAPPING SYSTEM (FMS) NUMBER: 29362 RESPONSE DUE DATE: Monday March 11, 2013 TIME: 2:00 PM QUESTION DUE DATE: Wednesday February 20, 2013 TIME: 3:00 PM BUYERS NAMES: ISABEL AMADO PHONE#: (201) 395‐3435 EMAIL: [email protected] STACEY WILLNER PHONE#: (201) 395‐3343 EMAIL: [email protected] SUBJECT: REQUEST FOR PROPOSALS FOR PERFORMANCE OF EXPERT PROFESSIONAL SERVICES - DEVELOPMENT AND MAINTENANCE OF AN AVIATION FACILITIES MAPPING SYSTEM (RFP #29362) The Port Authority of New York and New Jersey (hereinafter referred to as the “Authority”) is seeking Proposals in response to this Request for Proposals (RFP) for performance of expert professional services as required to design, develop, and maintain a Facilities Mapping System (FMS) comprised of subsurface utility and surface assets for John F. Kennedy International Airport (JFK), LaGuardia Airport (LGA), Newark Liberty International Airport (EWR), Stewart International Airport (SWF), and Teterboro Airport (TEB), and to include ongoing source document data entry. Work shall also include tasks related to the migration of the existing Utility Management System (UMS), as more fully described herein, to the FMS as well as ongoing field services and UMS document data entry until cutover to the FMS. The selected Proposer shall enter into an agreement with the Authority for two (2) years, with two (2), one (1) year renewal options, at the Authority’s discretion. The scope of the tasks to be performed by the Consultant are set forth in Attachment A (including Appendices thereto) to the Authority’s Standard Agreement (the “Agreement”), included herewith. You should carefully review this Agreement as it is the form of agreement that the Authority intends that you sign in the event of acceptance of your Proposal and forms the basis for the submission of Proposals. Proposers are advised to read the solicitation document carefully as solicitation structure and requirements vary from prior solicitations for similar services. I. PROPOSER PREREQUISITES The Authority will consider Proposals only from those firms able to demonstrate a minimum of five (5) years of continuous experience immediately prior to the date of the submission of its Proposal that they are: A. maintaining utility and base map data, and surveying using commercially available geographic information systems (GIS); and B. providing services complying with the Federal Aviation Administration (FAA) Office of Airports, Airport Surveying-GIS Program and the following FAA initiatives, including at least one project specifically demonstrating compliance with one or more of the following four (4) initiatives: 1. Advisory Circular 150/5300-16A “General Guidance and Specifications for Aeronautical Surveys: Establishment of Geodetic Control and Submission to the National Geodetic Survey” 2. Advisory Circular 150/5300-17B “General Guidance and Specifications for Aeronautical Survey: Airport Imagery Acquisition and Submission to the National Geodetic Survey” 3. Advisory Circular 150/5300-18B “General Guidance and Specifications for Submission of Aeronautical Surveys to NGS: Field Data Collection and Geographic Information System (GIS) Standards” 4. Advisory Circular 150/5300-13 or 150/5300-13A, “Airport Design” - 2 - A determination that a Proposer meets the foregoing requirements is no assurance that the Proposer will be selected for performance of the subject services. Firms that do not meet the requirements shall not be further considered. II. PROPOSAL FORMAT REQUIREMENTS: To respond to this RFP, the Proposer shall submit a concise Proposal complying with the following format requirements: A. To be acceptable, the Proposal shall be twelve (12) point or greater font size. Each resume shall be two (2) pages maximum, single-sided. Product brochures and other sales literature will not be accepted as substitutes for written responses to this RFP. Proposal pages shall be numbered and bound, or in a 3-ring binder, with “Your Legal Firm Name” and “RFP Number 29362” clearly indicated on the cover. B. Separate each section of the Proposal with a tab divider labeled in accordance with the section letter of the Submission Requirements specified below. C. All Proposals must be delivered in sealed envelopes and/or packages addressed to: The Port Authority of New York and New Jersey, 2 Montgomery Street, 3rd Floor, Jersey City, NY 07302, Attention: RFP Custodian, by the Response Due Date set forth in Section II.F below Proposer shall provide: 1. One (1) reproducible original Proposal (containing original signatures and clearly designated as such); 2. Eleven (11) double-sided copies of the Proposal; 3. Twelve (12) compact discs (CDs) containing a digital file version of the Proposal; and 4. In a separate sealed envelope clearly marked “Cost Proposal”, include one (1) reproducible original, eleven (11) completed copies of Attachment D, and twelve CD copies, with a digital file containing an unlocked version of the Cost Proposal in Microsoft Excel format. The Cost Proposal and associated material/documentation shall only be provided in said separately sealed and marked envelope, and nowhere else in the Proposal. Failure to separate and seal Attachment D “Cost Proposal” information within your Proposal may deem your entire submission non-responsive. D. Notwithstanding retention of the CDs, in case of conflict, the reproducible original of the Proposals and the written hard copy Agreement, if awarded, shall take precedence over material on the CDs. Consistent with environmentally preferable procurement practices, the Authority requests all documents submitted to be in a form that can be easily recycled and to provide only supporting literature, which directly relates to the Proposal being submitted. E. To ensure the appropriate handling of your submission, the Proposer shall use its FULL LEGAL NAME WITHOUT ABBREVIATIONS on any return address, and on any information submitted on the CD, as well as on the reproducible original and each copy - 3 - of its Proposal. Failure to comply with this requirement may lead to a delay in consideration of your Proposal, and thereby delay contract awards. Any such delays will be the responsibility of the Proposer. F. Your Proposal shall be sent in sufficient time so that the Authority receives it no later than 2:00 p.m. on the date specified on the cover sheet (Response Due Date). The outermost cover of your submittal, as well as the outside package, must include the RFP Number, full legal Firm name, and the RFP title clearly indicated. The Authority assumes no responsibility for delays caused by any delivery services. G. If your Proposal is to be hand delivered, please note that only individuals with proper identification (e.g., photo identification) will be permitted access to the Authority’s offices. Individuals without proper identification will be turned away and their packages not accepted. The Authority assumes no responsibility for delays caused by any delivery service. III. PROPOSAL SUBMITTAL REQUIREMENTS: To respond to this RFP, provide the following information: A. In the front of your Proposal, a copy of Attachment B, “Agreement on Terms of Discussion,” signed by an officer of your company. Any modifications or change to this document will preclude your Proposal from the evaluation process. B. Each Proposer shall submit a transmittal letter on its letterhead, signed by an authorized representative, demonstrating compliance with the “Proposer Requirements” stipulated in Section I above. 1. If the Proposer intends to utilize subcontractors, the Authority will consider the relevant demonstrated experience of each subcontractor in determining whether the Proposer has met the prerequisites set forth herein. Any decision that a Proposer has met the prerequisites that is based on the experience of a subcontractor will be reconsidered if the proposed subcontractor arrangement is withdrawn by the Proposer. 2. If the Proposer is a joint venture, the Authority will consider the experience of each of the joint venture partners in determining whether the Proposer has met the prerequisites set forth herein. Note: In the event a joint venture submits prequalification information, the foregoing standards should be met as follows: a. If the joint venture is a legal entity, the entity should meet the experience standards; if it is a common law joint venture, at least one member should meet them. C. Complete a copy of Attachment C - Company Profile. - 4 - D. Technical Proposal - The Proposer shall submit a Proposal that details and clearly describes its experience and capability to develop and support a FMS system inclusive of ongoing source data entry and other related tasks as described in this RFP. At a minimum, the technical proposal shall address the following: 1. FMS Solution - The Proposer shall describe in detail the approach it plans to employ to satisfy the requirements as more fully specified herein. This shall include the formal processes/methodologies in place for solution development and implementation that will allow the design and development of a stable GIS rooted solution (able to be relied on for mission critical functions in an active 24 x 7 environment). This discussion shall clearly delineate, in table format, the list of ALL products that will form the basis of the solution along with what functionality the product
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