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«July 26, 2016 SUBJECT: REQUEST FOR PROPOSALS FOR THE PERFORMANCE OF EXPERT PROFESSIONAL CLEANING AND CLOSED CIRCUIT TELEVISION INSPECTION OF STORM ...»

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July 26, 2016

SUBJECT: REQUEST FOR PROPOSALS FOR THE PERFORMANCE OF EXPERT

PROFESSIONAL CLEANING AND CLOSED CIRCUIT TELEVISION

INSPECTION OF STORM DRAIN SYSTEMS AS REQUESTED ON A

“CALL-IN” BASIS DURING 2017 – 2020 (RFP# 46557)

Dear Sir or Madam:

The Port Authority of New York and New Jersey (the "Authority") hereby invites your Proposal for performance of the subject services as part of the Materials Engineering Consultant Program (“Program”). The selected firm (“Consultant”) shall enter into an agreement with the Authority for the year 2017.

The scope of services to be performed under this Agreement is set forth in Attachment A of 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. At its discretion, the Authority may retain multiple firms for performance of the subject services.

At the Authority’s discretion, the Consultant may be required to enter into a new agreement for each of the following three years (2018, 2019 and 2020). The substance of such new agreement(s) shall be identical to the agreement for 2017 unless otherwise mutually agreed upon by the parties. Subsequent agreements shall be sent to the Consultant as noted above at least 30 days prior to the end of the current term.

I. PROPOSER REQUIREMENTS:

The Authority will consider only those firms that document that they meet the following

minimum qualification requirements:

A. Must have minimum of two (2) combination sewer vacuum & high-pressure jet rodder trucks with a 9 cubic yard debris tank capacity.

B. Must have a minimum of one (1) tanker truck with a capacity of 3500 gallons.

II. PROPOSAL FORMAT REQUIREMENTS:

To respond to this RFP, the Proposer shall submit a concise proposal complying with each of

the following format basic criteria:

A. To be acceptable, proposals shall be of no more than 25 pages single-sided or 13 pages double-sided, using 12 point or greater font size. The page limit pertains only to Letters G and H in Section III, below. Each resume shall have a two-page maximum, singlesided or one-page, double-sided, using 12 point or greater font size. The Proposal pages shall be numbered and bound, or in a 3-ring binder, with “Your Firm Name”, and RFP Number 46557 clearly indicated on the cover.

B. Separate each section of the Proposal with a tab divider that is labeled in accordance with the letter of the corresponding requirement specified below.

.

C. All Proposals must be delivered in sealed envelopes and/or packages. Address the Proposal to: The Port Authority of New York and New Jersey, 4 World Trade Center, 21st Floor, New York, NY 10007, Attention: RFP Custodian. Do not address your Proposal to any other name. You are requested to submit one (1) reproducible original and four (4) USB Flash Drives of your Proposal for review. In case of conflict, the reproducible original of the Proposal shall take precedence over material on the USB.

D. In each submission to the Authority, including any return address label, information on the USBs, and information on the reproducible original and copies of the Proposal, the Proposer shall use its FULL LEGAL NAME WITHOUT ABBREVIATIONS. Failure to comply with this requirement may lead to delays in agreement award and payments, which shall be the responsibility of the Proposer.

E. Your Proposal must be forwarded in sufficient time so that the Authority receives it no later than 2:00 p.m. on August 17, 2016. The outermost cover of your submittal must include the RFP Number and the RFP title as indicated in the “Subject” above. The Authority assumes no responsibility for delays caused by any delivery services.

If your proposal is to be hand-delivered, note that only individuals with proper identification (e.g. photo identification) will be permitted access to the Authority’s offices. Individuals without proper identification shall be turned away and their packages not accepted.

There is extensive security at the World Trade Center Site. You must present a valid government-issued photo ID to enter 4 WTC. Individuals without packages or carrying small packages, envelopes or boxes that can be conveyed by hand or on a hand truck may enter through the lobby. All packages, envelopes and boxes may be subject to additional security screening. There is no parking available at 4 WTC/150 Greenwich Street, and parking in the surrounding area is extremely limited. Express carrier deliveries by commercial vehicles will only be made via vendors approved by Silverstein Properties, the WTC Property Manager, through the Vehicle Security Center (VSC). Please note that use of the U.S. Mail does not guarantee delivery to Authority offices by the above listed due date for submittals. Firms using the U.S. Mail are advised to allow sufficient delivery time to ensure timely receipt of their submittals. Presently, UPS is the only delivery vendor with approved recurring delivery times. UPS makes deliveries to 4 WTC around 9:30 a.m. each day. Plan your submission accordingly. As additional express carriers may be approved by Silverstein Properties and scheduled for recurring delivery times with the VSC, this information may be updated. Under certain circumstances, a solicitation may allow for a commercial vehicle to be approved to make a delivery in accordance with the VSC procedures. If applicable, the specific solicitation document will include that information. The Authority assumes no responsibility for delays, including, but not limited to, delays caused by any delivery services, building access procedures, or security requirements.





III. SUBMISSION 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 Conditions), signed by an officer of your company.

-2B. Complete a copy of Attachment C (Company Profile).

C. Transmittal Letter Demonstrate your experience and qualifications for the work of this RFP by providing a description of projects and experience as identified in Section I above. For all projects referenced, include the name of the company, a contact person and current telephone number for verification purposes.

D. Unit prices, for the specific items of work and/or analyses as outlined in Attachment A, Exhibit I.

E. Resumes, including technical qualifications, of all full-time architectural/engineering and technical personnel of your firm who will be assigned to perform the requested services.

F. Identify the experience of your firm in providing services similar to those contemplated herein. Identify comparable services performed during the last three (3) years, owners, contact information (for verification purposes), and indicate whether said projects were completed on schedule and within budget.

G. The Consultant’s proposed Management Approach to performing the required services, being responsive to the client’s needs, keeping the client apprised of the project status, and to ensuring the quality of the work product. Your attention is directed to Paragraph 23 of the Agreement in which the Authority has stated the Minority Business Enterprise and Women-Owned Business (MBE/WBE) goals for participation in this Call-In Program. In order to facilitate the meeting of this goal, the Consultant shall use every good-faith effort to utilize subconsultants who are Authority certified MBEs or WBEs to the maximum extent feasible. A listing of Authority certified MBE/WBE firms is available at http://www.panynj.gov/business-opportunities/sd-mini-profile.html. For each task order to perform work issued under this Agreement, the selected Consultant(s) shall submit to the Authority for review and approval prior to commencing any services, along with invoices, the Statement of Subcontractor Payments in the form of the MBE/WBE Participation Report (Form PA 3760C), which may be downloaded at http://www.panynj.gov/business-opportunities/become-vendor.html.

H. A complete list of your firm’s affiliates.

I. If the Proposer or any employee, agent or subcontractor of the Proposer may have, or may give the appearance of, a possible conflict of interest, the Proposer shall include in its Proposal a statement indicating the nature of the conflict. The Authority reserves the right to disqualify the Proposer if, in its sole discretion, any interest disclosed or ascertained from any source could create, or give the appearance of, a conflict of interest.

The Authority's determination regarding any question(s) of conflict of interest shall be final.

Proposers are advised that, while not currently anticipated, nothing herein shall preclude the Authority from determining at a subsequent point in time during performance of the services contemplated hereunder gives rise to the existence of, or the appearance of, a conflict of interest, and thereby conclude that a firm(s) selected for performance of the subject services, is/are expressly precluded from participation in, or the performance of other procurement opportunities for any project on which the firm has provided such

-3services. Proposers are directed to paragraph 34 of the attached Standard Agreement.

Proposers are further advised that under this Agreement, firms must provide, upon receipt of a Task Order issued by the Authority, written notice to the Authority of any existing or potential conflict of interest the firm(s) may have in the performance of services under this Agreement.

J. The selected Consultant(s) shall comply with the form of the agreement and its terms and conditions. You should therefore neither make any changes in the Agreement nor restate any of its provisions in their Proposal or supporting material. However, if the Proposer has any specific exceptions, such exceptions should be set forth in a separate letter included with its response to this RFP. The Authority is under no obligation to entertain or accept any such specific exceptions. Failure to raise issues at the time of Proposal submission shall preclude the raising of such issues at a later time.

IV. SELECTION PROCESS:

The review, rating and ranking of Proposals will be based upon the following technical criteria (listed in order of importance), and subsequently cost, as appropriate. After consideration of these factors, the Authority may enter into negotiations with the firm (or firms) deemed best qualified in terms of the following factors to perform the required

services:

A. qualifications and experience of the staff proposed to perform services hereunder;

B. qualifications and experience of the firm, including the quality of similar services provided to others, and the demonstrated ability to complete the services in accordance with the project schedule; and C. management approach for the performance of contemplated services.

V. ADDITIONAL INFORMATION:

If your firm is selected for performance of the subject services, the Agreement you will be asked to sign will include clauses entitled “Certification of No Investigation (Criminal Or Civil Anti-Trust), Indictment, Conviction, Debarment, Suspension, Disqualification and Disclosure Of Other Information” And “Non-Collusive Proposing And Code Of Ethics Certification; Certification Of No Solicitation Based On Commission, Percentage, Brokerage, Contingent Or Other Fees.” By submitting a Proposal the firm shall be deemed to have made the certifications contained therein unless said firm submits a statement with its Proposal explaining why any such certification(s) cannot be made. Such a submission shall be submitted in a separate envelope along with your Proposal, clearly marked “CERTIFICATION STATEMENT.” It is Authority policy that its consultants, contractors and vendors comply with the legal requirements of the States of New York and New Jersey. Your attention is therefore called to New York State’s requirements that certain contractors, affiliates, subcontractors and subcontractors’ affiliates register with the New York State Department of Taxation and Finance for the purpose of collection and remittance of sales and use taxes. Similarly, New Jersey requires business organizations to obtain appropriate Business Registration Certificates from the Division of Revenue of the State’s Department of the Treasury.

-4Proposers are advised that additional vendor information, including, but not limited to forms,

documents and other related information may be found on the Authority website at:

http://www.panynj.gov/business-opportunities/become-vendor.html.

After a review of all proposals received, the Authority will forward two copies of the Agreement to the selected firm(s), who shall sign and return both copies. The return to you of one copy executed by the Authority will effectuate the Agreement.

Should you have any questions, please contact Monika Radkowska, Senior Contract Specialist, by email at mradkowska@panynj.gov. All such emails must have “RFP 46557” in the subject line. The Authority must receive all questions no later than 4:00 P.M., seven (7) working days before the RFP due date. Neither Ms. Radkowska nor any other employee of the Authority is authorized to interpret the provisions of this RFP or accompanying documents or give additional information as to their requirements. If interpretation or additional information is required, it will be communicated by written addendum issued by the undersigned and such writing shall form a part of this RFP, or the accompanying documents, as appropriate. Addenda to the RFP, if any, will be posted at http://www.panynj.gov/business-opportunities/bid-proposal-advertisements.html?tabnum=6.

You should therefore monitor the advertisement on said website, as appropriate, to ensure you are aware of changes, if any.

Proposal preparation costs are not reimbursable by the Authority, and the Authority shall have no obligation to a firm except under a duly authorized agreement executed by the Authority.



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