Specification, Sample Agreement, Insurance and Conditions and Instructions to Bidders

For

Transit Advertising Installation Services

B1412110A

Electronic proposals are due at 11 AM on January 22, 2014

Executive Summary

The Port Authority of Allegheny County has recently implemented ebusiness. Ebusiness is a mechanism which allows contractors and vendors to electronically submit bids on Port Authority procurement events. It is a system of modules that provides everything from procurement to contract management and you will see advantages like these:

 Monitor Invoice Payments  Improved Purchasing Process  More Fluid, Automated and Single System Return Authorization  Automated RFP/Bid Process Including Bidding, Procurement Contracts & Purchase Orders  The Latest Technology from Workflow to E-mail Notification to Approval Process

The implementation of ebusiness represents a change in the method of the competitive bidding process; however, the Port Authority must continue to adhere to stringent governmental and internal procurement regulations.

Additionally this document contains the Specifications, Insurance Requirements, Sample Copy of the Agreement, Sample Performance Bond, and the Conditions and Instructions to Bidders. It is recommended that you take the time to read the attached documents – especially the “Conditions and Instructions to Bidders”. (CIB is attached to eBusiness Event)

TABLE OF CONTENTS

Attachment 1 ……………………………………..………………………………..Advertisement

Attachment 2...... Specification PAT 9205

Attachment3………………………………….………………..…..………..…. Insurance Requirements

Attachment 4…………………………………………...….………….………..Sample Agreement

The Conditions and Instructions to Bidders document is attached in eBusiness

There will NOT be a Performance Bond required for this solicitation (RFB14-12-110A Transit Advertisment Installation Service) and a resultant contract.

Attachment 1 PORT AUTHORITY OF ALLEGHENY COUNTY

Electronic Proposals will be received online at the Port Authority of Allegheny County’s Ebusiness website (http://ebusiness.portauthority.org).

Submission date for all of the proposals will be until 11:00 AM on January 22, 2015 and read at 11:15 a.m., the same day, in Port Authority's Public Meeting Room, 345 Sixth Avenue, Third Floor, Pittsburgh, Pennsylvania 15222-2527, for the following:

Electronic Proposal - Ebusiness website (http://ebusiness.portauthority.org)

B14-12-110 Transit Advertising Installation Service B14-12-111 Traction Motor Bellows - LRV

Paper Proposal – Documents are available for the following item at Port Authority’s Main Offices 345 Sixth Avenue, Third Floor, Pittsburgh Pennsylvania 15222-2527

B14-12-112 Work Keys Testing & Validation

No bidder may withdraw a submitted Proposal for a period of 75 days after the scheduled time for opening of the sealed bids.

A Pre-Bid Conference will be held on each of the above items at 9:00AM, January 6, 2015 in the Port Authority's Board Room at 345 Sixth Avenue, Pittsburgh, PA. Attendance at this meeting is not mandatory, but is strongly encouraged. Questions regarding any of the above bids will not be entertained by the Port Authority within 48 hours of the scheduled bid opening.

These contracts may be subject to a financial assistance contract between Port Authority of Allegheny County and the United States Department of Transportation. The Contractor will be required to comply with all applicable Equal Employment Opportunity laws and regulations.

Contractor is responsible for expenses related to acquiring a performance bond and insurance where applicable. All items are to be FOB delivered unless otherwise specified. Costs for delivery, bond, and insurance shall be included in bidder’s proposal pricing.

Port Authority of Allegheny County hereby notifies all bidders that it will affirmatively insure that in regard to any contract entered into pursuant to this advertisement, disadvantaged business enterprise will be afforded full 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.

The Board of Port Authority reserves the right to reject any or all bids.

Attachment 2

Port Authority of Allegheny County Transit Advertising Installation Service Specification Number PAT-9205 November, 2014

1.0 SCOPE OF WORK

This specification outlines the requirement to provide Port Authority with installation services of transit services advertisements in (interior) and on (exterior) its vehicles as well as its facilities. It is highly recommended that bidders arrange to tour the facilities and equipment listed herein before submitting a bid.

Arrangements may be made by calling Ms. Terri Landis at (412) 566-5475.

2.0 TECHNICAL DATA

For a period of one year with three one-year options, the contractor shall provide service to install, maintain, and remove all materials received from Port Authority and Authority’s advertisers in connection with its advertising contracts, including Port Authority’s self-promotional materials. Port Authority expects, during this period, to maintain a fleet of 700-900 buses as well as up to 83 Light Rail Vehicles (LRV’s), in addition to multiple stationary locations throughout its system. The contractor’s service personnel shall install, maintain, and remove advertisements as directed at all Port Authority locations or facilities.

The Contractor shall furnish and maintain a facility for the receipt and temporary storage of these printed materials. The Contractor shall insure that all items received for posting have been printed on materials (stock) previously approved by Authority. It is desirable that the Contractor shall maintain the facility in Allegheny County, Pennsylvania, or have a regional office/warehouse facility within a 50 mile radius of downtown Pittsburgh, Pennsylvania during the duration of the Agreement to maintain close communication with Authority.

All Contractor field labor related to this service agreement shall be performed at the contract price. The Contractor shall have sufficient equipment, materials, employee transportation, expertise, and field service personnel available to achieve the service requirements described herein.

The staff level, at a minimum, should include an Operations Manager and four (4) qualified installation personnel.

All workmanship shall meet or exceed industry standards for quality. The Contractor’s Field service personnel shall fully abide by all Port Authority Safety Rules while

conducting work on Authority property. Any questions concerning Authority safety rules should be directed to Mr. Mike Zamiska at 412-255-1383.

Advertisements that are removed shall be collected and disposed of properly by the Contractor’s field service personnel at the contractor’s facility. In the event Port Authority property (including vehicles and equipment) is damaged by the Contractor in the performance of this service, the Contractor shall, within seven days, make arrangements to repair such damage to Port Authority’s satisfaction.

Port Authority will notify the Contractor by phone or email between the hours of 8:00 AM to 4:30 PM, Monday through Friday, (excluding holidays) of the quantities and work to be performed. The work completion shall be contingent on quantities and availability of coaches. Authority will work with the Contractor in this regard. The Contractor shall dispatch field service personnel as needed to accomplish the necessary scheduled installations and removals at each location as directed. THE CONTRACTOR SHALL NOTIFY PORT AUTHORITY’S POLICE DEPARTMENT EMERGENCY DISPATCHER AT (412) 255-1385 PRIOR TO ENTERING ANY PORT AUTHORITY PROPERTY. Service hours shall be pre-arranged to assure coach availability and may be scheduled seven days a week. Normal installation hours shall be Monday through Thursday 7:30 PM to 3:30 AM and Sunday 1:00 PM to 9:30 PM. In addition to performing installations and removals at a specific location, the Contractor shall be responsible for spot checking vehicles and locations to assure the quality and integrity of the posted advertisements. These spot checks shall be numerous enough to assure that all locations receive a basic level of quality assurance at least once per month during the period of the agreement. In the event of damage to advertisements contractor shall fix/or install new advertisements within two days upon notice of damage by authority staff.

Upon completion of the installation of new advertisements contractor shall provide proof of performance to the authority in the form of digital pictures and a completed completion report. This proof of performance is due within two days after project installation.

2.1 Port Authority Locations

The following are locations of Port Authority Bus Garages, Rail Facility, existing advertising locations and main business location:

BUS GARAGES

Collier Division 1098 Washington Pike Pittsburgh, PA 15017

Ross Division 4600 Perry Highway Pittsburgh, PA 15222-2527

East Liberty Division

6831 Fifth Avenue Pittsburgh, PA 15206

South Hills Village Rail Center 1000 Village Drive Pittsburgh, PA 15241

West Mifflin Division 1011 Lebanon Road West Mifflin, PA 15122

RAIL STATIONS

Castle Shannon Rail Station (Adjacent to Ice Castle) Castle Shannon Blvd. Pittsburgh, PA 15234

Station Square Rail Station Carson Street Pittsburgh, PA 15219

Lytle Rail Station - Intersection of - Brightwood Road at Lytle Road Bethel Par, PA 15102

Memorial Hall Rail Station 3600 Library Road Pittsburgh, PA 15234

Library Station Brownsville Road & Pleasant Street South Park, PA 15129

South Hills Village Station Village Drive and Ft. Couch Road Upper St. Clair, PA 15241

Dormont Station Raleigh Avenue Dormont, PA 15216

Potomac Station Broadway Avenue & Potomac Avenue Dormont, PA 15216

Allegheny Subway Station

Ross Street & 6th Avenue Pittsburgh, PA 15214

Northside Subway Station West General Robinson Pittsburgh, PA 15214

Gateway Subway Station Liberty Avenue & Stanwix Street Pittsburgh, PA 15222

Wood Street Subway Station Wood Street & Liberty Avenue Pittsburgh, PA 15219

PARK N’ RIDE & SUBWAY STATIONS

Moon Park N’ Ride University Blvd. Coraopolis, PA 15108

1st Avenue Subway Station First Avenue, off Ross Street Pittsburgh, PA 15219

Wilkinsburg Park N’ Ride (East Busway) Wallace Avenue Wilkinsburg, PA 15221

DOWNTOWN – PITTSBURGH

Heinz 57 Center 345 Sixth Avenue, 3rd Floor Pittsburgh, PA 15222-2527

(occasionally advertisements shall be picked up at the authority offices in downtown Pittsburgh)

*Port Authority has a right at its sole discretion to either add or delete locations throughout the term of the contract. Any changes to locations shall be done via a change order, furnished by the Purchasing and Materials Management Department.

2.2 Interiors

Interior Cards (bus) 11”h x 28” w Printed on 18pt. cardboard Bulkheads (bus) 22”h x 21” w Printed on 18pt. cardboard Interior LRVs (rail) 20”h X 17”w printed on removable vinyl

2.3 Exteriors (Bus)

Kings 30”h x 144”w Printed on removable vinyl. Queens 30”h x 108”w Printed on removable vinyl. Tails 21”h x 72”w Printed on removable vinyl. Super Kings 30”h x 216”w Printed on removable vinyl.

2.4 Facilities

First Ave. Subway Station – six (6) exterior panels measuring 46.5”h x 58.875”w each enclosed in existing housing Castle Shannon Rail Station – four (4) exterior panels measuring 47”h x 60”w each enclosed in existing housing South Hills Village Rail Station – two (2) exterior panels measuring 55.25”h x 55.25”w and one additional panel measuring 55.25”h x 30.5”w each enclosed in existing housing Memorial Hall Rail Station – one (1) exterior panel measuring 57.5”h x 55.5”w enclosed in existing housing Station Square Rail Station – three (3) exterior panels measuring 30”h x 108”w enclosed in existing housing Lytle Rail Station – one (1) exterior panels measuring 48.5”h x 49.5”w enclosed in existing housing Moon Park n’ Ride – four (4) exterior panels measuring 47”h x 60”w each enclosed in existing housing Wilkinsburg Park n’ Ride – three (3) exterior panels measuring 35.5”h x 43.5”w each printed on vinyl and adhered to existing outside structure.

Potomac Rail Station – four (4) exterior 2-sheet panels measuring 46”h X 60”w each enclosed in existing housing.

Dormont Rail Station – four (4) exterior 2-sheet panels measuring 46”h X 60”w each enclosed in existing housing.

Library Rail Station – One (1) exterior panel measuring 50”h X 49”w enclosed in existing housing.

Allegheny Station – three (3) interior panels measuring 42”h X 42”w, six (6) interior 2- sheet panels measuring 46”h X 60”w each enclosed in existing housing.

North Side Station – Five (5) interior 2-sheet panels measuring 46”h X 60”w, two (2) platform bulletins measuring 48”h X 48”w, two (2) platform bulletins measuring 65”h X 48”w each enclosed in existing housing.

Wood Street Station – Four (4) interior platform bulletins measuring 80.25”h X 39.25”w each enclosed in existing housing.

Gateway Subway Station – two (2) 2-sheet interior platform panels measuring 46”h X 60”w each enclosed in existing housing.

2.5 Installations

The following is a list of installations the Contractor can expect to make monthly which shall be covered under the Contractors monthly service charge: Interior Bus “Card” - 800 EACH Interior Bus “Bulkhead - 200 EACH Interior LRV “Vinyl” - 200 EACH Exterior Bus “Tail” - 100 EACH Exterior Bus “Queen” - 100 EACH Exterior Bus “King” - 150 EACH Exterior Bus “Super King” - 10 EACH All Subway Station “Panels” - 12 TOTAL

The above numbers may vary from month to month depending on advertising sales and promotions.

The Contractor shall provide, as indicated on the Proposal, a price for the installation of additional large-format exterior applications. These additional applications shall not be considered part of the Contractors monthly duties and shall be paid separately on a per unit installation basis and shall include the following:

(20) Super Ultra Kings - 30”h x 248”w (40) King Kongs - 55”h x 248”w (40) Full Backs - 100”h x 96”w

The Contractor shall be aware that full vehicle wraps are not a part of this Contract.

2.6 Facilities Coordination

The Contractor shall cooperate and coordinate with various printers and installers in the placement of large format advertising signs.

This coordination shall include: scheduling with the garage/bus/rail personnel for availability of vehicles, schedule printer/installer to meet this time availability, be the hands on liaison between all facilities personnel and the printer/installer.

2.7 Coach Availability

Port Authority will provide access to vehicles and locations for installations at prearranged scheduled hours. Port Authority will guarantee availability of coaches, and access to posting locations 98% of the scheduled time. Should coach availability or access, fall below the 98% level, Port Authority shall meet with the contractor’s representatives until the issue(s) have been mutually resolved.

2.8 Approved Materials

Port Authority will provide an approved list of acceptable posting materials (stock). This list will be updated as needed.

3.0 QUALIFICATIONS

3.1 Bidders shall be a business entity with a minimum of five (5) years of experience providing this type of service or service similar in nature, size and complexity. Bidder shall be able to supply two client references of similar installation services they are providing or have provided within the last five years, which should be similar in size, complexity, and cost as those outlined in this specification. The personnel the bidder intends to use on this bid should have at least one years’ job training and experience on this type of service. Upon request from the Authority, the Bidder shall submit within seven calendar days of request, the following:

3.2 Bidder shall provide two client references including company name, address, cost of each project, and contact person including telephone number. Client references shall indicate work that is similar to this project in size, experience, complexity, and cost.

3.3 Bidder shall provide the number of years in this type of business (or similar) and an explanation of the experience the Bidder has in providing installation services.

3.4 Bidder shall provide a list of personnel that the Bidder intends to use on this project, showing the number of years of job training and experience as well as qualifications including schooling, and any other information the Bidder may feel is relevant to their qualifications.

3.5 Bidder shall provide a Performance Guarantee: For contracts totaling $100,000 and over, the successful bidder shall deliver to Port Authority a properly executed performance bond, cashier’s check, certified check or irrevocable letter of credit in the amount of at least fifty percent (50%) of the accepted bid as security for faithful performance of the contract.

3.6 It is desirable that the Contractor shall maintain an office/warehouse facility in Allegheny County, Pennsylvania, or have a regional office/warehouse facility within a 50 mile radius of downtown Pittsburgh, Pennsylvania during the duration of the Agreement to maintain close communication with Authority.

3.7 The Bidder’s qualifications to perform the work stated herein are subject to review and verification. Port Authority will be the sole judge as to the Bidders experience and adequacy to perform these services.

4.0 REPORTS

Contractor shall be required to furnish the Director of Sales with a monthly itemized activity report by garage, vehicle number, and/or location along with the activity involved. The final format of the report shall be agreed to by Port Authority and the Contractor.

5.0 INSURANCE

Contractor shall maintain insurance in accordance with the attached requirements throughout the duration of a resultant contract. Proof of insurance shall be required prior to award.

6.0 PAYMENT

6.1 Contractor shall submit a monthly detailed invoice to Director of Sales at 345 Sixth Ave., Third Floor, Pittsburgh, PA 15222. Invoices shall be submitted in accordance with the pricing structure on the Proposal Form.

6.2 Authority will review invoices submitted by the Contractor for accuracy. Discrepancies will be addressed to the Contractor prior to payment. Discrepancies shall be corrected and a new invoice submitted to Port Authority.

6.3 Port Authority will pay invoices that are determined to be accurate and complete in content, within thirty (30) working days of receipt of invoice.

Attachment 3 Insurance

General. Contractor shall procure, and cause any subcontractor to procure, before the Contract Services are commenced hereunder, and maintain at its own cost and expense, during the entire period of the performance under this Agreement, the types and amounts of insurance listed in this Section with insurance companies authorized to operate in Pennsylvania and with insurance companies having a minimum A- rating as then stated by A.M. Best.

Limits may be satisfied by any combination of primary and excess or umbrella per occurrence policies.

Worker's Compensation and Employer's Liability.

(a) Workers' Compensation - Statutory Limits

(b) Employer' s Liability in an amount not less than:

$100,000 Each Accident $500,000 Disease - Policy Limit $100,000 Disease - Each Employee

Notes: (i) Coverage shall be provided in accordance with the laws of the Commonwealth of Pennsylvania and the laws of such other jurisdictions as may apply.

(ii) The Contractor shall require, and hereby certifies, that each of its Subcontractors maintains Workers’ Compensation Insurance in accordance herewith, and shall provide to Authority written evidence of such coverage then in effect for each Subcontractor upon Authority’s request.

Commercial General Liability.

In an amount not less than:

$2,000,000 General Aggregate $2,000,000 Products – Completed Operations Aggregate $1,000,000 Each Occurrence

Notes:

(i) Contractor shall maintain such Products and Completed Operations liability coverage for at least (1) year after final payment.

(ii) Policy shall provide that “Port Authority of Allegheny County” be named as an Additional Insured for Contractor' s full limits of coverage on a primary and non- contributory basis, but in no case less than the limits specified. Policy shall be endorsed with a waiver of subrogation clause with respect to Authority, and neither Contractor nor its insurer shall have any claim against Authority to the extent the claim is or should have been covered by insurance.

(iii) If Claims Made coverage is provided, the policy retroactive date shall be effective prior to the date of this Agreement and the extended reporting period or policy renewal must provide that the policy will respond to claims made for at least 24 months after completion of the Contract Services.

Business Automobile Liability.

With a Combined Single Limit not less than:

$1,000,000 Each Accident

Notes: (i) Policy shall cover the use of all owned, hired and non-owned vehicles.

(ii) Policy shall provide that “Port Authority of Allegheny County” be named as an additional insured for Contractor’s full limits of coverage on a primary and non- contributory basis, but in no case less than the limits specified. Policy shall be endorsed with a waiver of subrogation clause with respect to Authority, and neither Contractor nor its insurer shall have any claim against Authority to the extent the claim is or should have been covered by insurance.

Property Insurance.

(a) At all times during the term of this Agreement, Contractor shall maintain property damage insurance in the amount not less than $250,000 for losses caused by, but not limited to fire, explosion, theft, collision, malicious mischief or vandalism to any Port Authority property in the care, custody or control of the Contractor. Coverage shall apply to property while stored anywhere. (b) “Port Authority of Allegheny County” shall be named as Loss Payee and Additional Insured and the policy shall be endorsed with a waiver of subrogation clause with respect to Authority, and neither Contractor nor its insurer shall have any claim against Authority to the extent the claim is or should have been covered by insurance.

Approval. Contractor shall not commence work under this Agreement until it has forwarded to Authority, for review and approval, certificate(s) of the insurance required. Authority shall be given a minimum of 30 days’ notice in the event of change or cancellation of any of the insurance required. The fact that Contractor has obtained the insurance required in this Agreement shall in no manner lessen nor affect Contractor' s other obligations set forth in any provision of this Agreement. The policies of insurance referenced above are not to contain any deductible or self insured retention, as applicable to PAAC as an additional insured. In the event the insurance policies purchased by Contractor pursuant to the above insurance requirements contain any deductible or self insured retention provisions, Contractor shall provide PAAC with disclosure of said deductible or self insurance retention prior to execution of the Contract, which will be subject to PAAC approval. If PAAC approves any insurance policy that includes a deductible or self insured retention, Contractor shall be responsible for payment of any and all deductibles or self insured retentions, whether owing from the named insured or PAAC as an additional insured, applicable to the policies of insurance referenced above

Indemnification. Contractor, for itself, its officers, members, employees, agents, consultants, contractors, subcontractors, and its successors and assigns, shall indemnify (including but not limited to indemnification for costs of defense), and hold harmless AUTHORITY, its officers, members, employees, agents, consultants, contractors, subcontractors and its successors and assigns, from and against any losses, costs, liability or damage, and attorney’s fees, including but not limited to claims for property damage, bodily injury or wrongful death, claimed against, suffered by, or incurred by AUTHORITY, its officers, members, employees, agents, consultants, contractors, subcontractors and its successors and assigns, as a result of or arising in connection with and to the extent of Contractor's performance of the Project or otherwise relating to Contractor's use of AUTHORITY'S property pursuant to this Agreement. This indemnification provision further applies to any claims brought by any employee, subcontractor, or employee of a subcontractor of Contractor against AUTHORITY, and Contractor expressly waives protections afforded under the Pennsylvania Workers’ Compensation Act as is necessary to comply with its responsibilities under this indemnity provision.

Certificate Holder. Port Authority of Allegheny County, 345 Sixth Avenue, Pittsburgh, PA 15222

Attachment 4

SAMPLE AGREEMENT

THIS AGREEMENT made this [Date], by and between PORT AUTHORITY OF ALLEGHENY COUNTY, a body corporate and politic organized and existing under the laws of the Commonwealth of Pennsylvania and having its principal office in the City of Pittsburgh, Allegheny County, Pennsylvania, hereinafter called "Port Authority", and [Contractor's Name], with principal office at [Contractor's Address], hereinafter called "Contractor".

WHEREAS, Contractor submitted to the Port Authority a proposal to furnish certain item or items for the prices specified, and said proposal was accepted by Port Authority.

NOW, THEREFORE, Contractor and Port Authority agree as follows: 1. Contractor shall furnish the following when ordered at the prices shown:

[SAMPLE]

2. The Contract Documents are made a part hereof with like force and effect as though recited herein at length and are comprised of the following: (a) Invitation for Proposals (b) Proposal (c) Certification (d) Specification (e) Conditions and Instructions to Bidders (f) All addenda issued prior to the time of opening Proposals (g) Insurance [if required] 3. Port Authority, upon delivery of above equipment, parts, materials and/or supplies in accordance with this Agreement and the Contract Documents, and upon submission of invoices, shall pay the current amounts due for current deliveries under this Agreement.

PORT AUTHORITY OF ALLEGHENY COUNTY

By______

______

[SAMPLE]

CONTRACTOR

______(Company Name)

By______(Signature and Title)