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DELAWARE RIVER PORT AUTHORITY

Request for Proposals

Enterprise Resource Planning Software and Implementation Services

Proposals Due

Friday, October 25, 2013 3:00 PM Local Time

Mandatory Pre-Proposal Conference

Friday, October 4, 2013 10:00 AM Local Time

Delaware River Port Authority One Port Center 2 Riverside Drive

Camden, NJ 08101 Attention: Howard Korsen

Phone: (856) 968-2083 Fax: (856) 968-2113 [email protected]

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DRPA ERP RFP Page 1 of 61

Contents

INFORMATION FOR PROPOSERS ............................................................................... 3

PURPOSE AND INTENT ............................................................................................. 3 DRPA BACKGROUND INFORMATION ...................................................................... 4 DEPARTMENT SUMMARIES ..................................................................................... 5

Administration .......................................................................................................... 5

Engineering .............................................................................................................. 7

Finance .................................................................................................................... 7

General Counsel and Claims Management ........................................................... 10

Office of Inspector General .................................................................................... 10

Operations - DRPA ................................................................................................ 10

Operations - PATCO .............................................................................................. 11

Public Safety .......................................................................................................... 11

CURRENT APPLICATION / TECHNICAL ENVIORNMENT ...................................... 12 DRPA/PATCO Application Environment ................................................................ 12

DRPA/PATCO Technical Environment .................................................................. 12

USERS BY FUNCTIONAL AREA .............................................................................. 12 SCOPE OF SERVICES ................................................................................................. 14

SOFTWARE PRODUCTS ......................................................................................... 14 IMPLEMENTATION ................................................................................................... 15

Implementation Approach ...................................................................................... 15

Integration Approach .............................................................................................. 16

DRPA Participation in Project................................................................................. 19

Guidelines and Requirements for Ongoing Support ............................................... 19

Software Maintenance Support .............................................................................. 19

Hardware Requirements ........................................................................................ 19

Operating System .................................................................................................. 20

Database ................................................................................................................ 20

Customizations and Modifications .......................................................................... 20

Additional Consulting Services ............................................................................... 20

Exceptions ............................................................................................................. 20

ANTICIPATED PROCUREMENT SCHEDULE ......................................................... 21 TERM OF CONTRACT .............................................................................................. 21


SUBMISSION OF PROPOSALS ............................................................................... 21 PRE-PROPOSAL CONFERENCE ............................................................................ 22 QUESTIONS OR REQUESTS FOR CLARIFICATION .............................................. 22 ISSUANCE OF ADDENDA ........................................................................................ 23 INTERPRETATIONS OR CORRECTIONS BINDING ............................................... 23 PROPOSER RESPONSIBILITY ................................................................................ 23 REVIEW OF PROPOSALS ....................................................................................... 23 ECONOMY OF PREPARATION ............................................................................... 24 ORAL PRESENTATION ............................................................................................ 24 REVISIONS TO THE REQUEST FOR PROPOSAL ................................................. 24 PRIME CONTRACTOR RESPONSIBILITIES ........................................................... 24 ASSIGNMENT ........................................................................................................... 24 TERMINATION OF CONTRACT ............................................................................... 24 ACCOUNTING RECORDS ........................................................................................ 24 INSURANCE REQUIREMENTS ................................................................................ 25

REQUIRED COMPONENTS OF THE PROPOSAL ...................................................... 29

Technical Proposal .................................................................................................... 29 Title Page ............................................................................................................... 29

Cover Letter (3 pages) ........................................................................................... 29

Table of Contents ................................................................................................... 29

Proposer’s Approach to Performing the Required Scope of Services (40 pages) .. 29

Cost Proposal ............................................................................................................ 31 General .................................................................................................................. 31

Cost Explanation Information ................................................................................. 32

Detailed Cost Worksheets ...................................................................................... 33

SELECTION PROCESS ............................................................................................... 34

CONTRACT AWARD .................................................................................................... 35

Appendix A: Required Proposal Forms ......................................................................... 36

Appendix B: System Requirements ............................................................................... 49

Appendix C: Detailed Cost Worksheets ........................................................................ 49


INFORMATION FOR PROPOSERS

PURPOSE AND INTENT

The Delaware River Port Authority (hereinafter “DRPA” or “the Authority”) is seeking proposals from qualified firms (“Proposer”) in response to this Request for Proposal for an integrated Enterprise Resource Planning (“ERP”) system, which will be referenced throughout this document as the "ERP System." The System requirements should include the below referenced functionality and integration requirements. The purpose of this RFP is to seek proposals from qualified firms interested in providing the identified ERP software and successfully implementing that software within DRPA. Proposers are encouraged to bid a single ERP system, or an ERP system with additional ‘best of breed’ packages to meet the functional needs of the Authority. In the case where the Proposer bids multiple software solutions, part of the Proposer’s submission must include appropriate interface development and connectors to enable the systems to function as an integrated solution for DRPA. The table below outlines the major system requirement areas. Detailed system requirements are in Appendix B: System Requirements.

System Requirements

Finance o General Ledger o Cash Management and Treasury o Budgeting – Operational o Budgeting – Capital o Accounts Payable o Invoicing and Accounts

Receivable o Fixed Assets o Payroll

Purchasing o General Purchasing o Requisitioning o Purchase Order Management and

Bid Management o Contract Management

Human Resources

o Human Resources Management o Benefits Administration o Time Keeping and Leave

Management

Operations and Engineering o Incident Management o Asset Management (including

Work Orders) o Project Management o Inventory Management

Shared System Requirements

o Workflow o Reporting and Dashboards o Document Management

The successful Proposer will be required to evaluate, design, train DRPA employees and integrate the proposed solution. In addition, the successful Proposer will be requested to help the DRPA support the system for the three months after go-live, including the first quarter close as DRPA staff becomes familiar with the new business processes and system functionality. The ERP System must be designed with the


recognition that DRPA will have ever changing requirements and will seek to continuously remain at the leading edge of technology and best practical business processes. Proposers must be capable of satisfying all aspects of configuring and implementing the new ERP System. The Proposer will convey information and knowledge about the design and operation of the system so that DRPA personnel can have a complete and thorough understanding of the system, can monitor its usage, and maintain it in the future.

DRPA is on a calendar year fiscal calendar and would like to have all functions live as early as responsible. Ideally, some functionality will be live and in use by the end of 2014 with additional functions coming live early in 2015. The successful Proposer will provide a creative solution that enables a smooth transition from current systems and processes to the new system in an efficient manner. DRPA is aware that this is an ambitious schedule and has committed to providing the appropriate internal resources to achieve this goal.

DRPA BACKGROUND INFORMATION

Overview The Delaware River Port Authority of Pennsylvania and New Jersey is a regional transportation agency serving the people of Southeastern Pennsylvania and Southern New Jersey. DRPA owns, operates and maintains the Benjamin Franklin, Walt Whitman, Commodore Barry, and Betsy Ross bridges. All four bridges are part of the E-ZPass Electronic Toll Collection network. Through a subsidiary, the Port Authority Transit Corp., DRPA runs the Port Authority Transit Corporation (PATCO). PATCO is responsible for transit services, passenger safety, equipment, track, and signal maintenance. DRPA also owns the RiverLink Ferry. The RiverLink Ferry provides point-to-point ferry service between Camden and Philadelphia during the months of May and September on weekends (Saturday and Sunday) and daily service from Memorial Day through Labor Day.

DRPA and PATCO currently employ approximately 900 employees in various positions. Many positions within DRPA and PATCO are represented by various labor unions. The DRPA is an Equal Employment Opportunity Employer/Contractor, and is firmly committed to providing equal employment and business opportunities for all persons including Disadvantage Business Enterprises (DBE), Minority Business Enterprise (MBE) and Women’s Business Enterprises (WBE).

DRPA is self-sustaining, operating without tax support. It is administered by a 16-member Board of Commissioners, eight from each state. They are appointed by their respective governors, except the auditor-general and treasurer of Pennsylvania who are ex-officio members. All commissioners serve without compensation. All DRPA Commissioners also serve as PATCO's Board of Directors.


DRPA Mission Statement “Emphasizing safety and customer service, the DRPA provides quality transportation services across the river and invests in the economic growth of Southeastern Pennsylvania and Southern New Jersey.”

DEPARTMENT SUMMARIES

Below are brief summaries of each of the functional department areas within the Authority and PATCO.

Administration The administrative departments include the executive office staff and the following functional departments:

Human Resources (H/R) The Human Resources Services (HRS) department recruits, develops, trains, motivates and retains the most qualified workforce necessary to accomplish the Authority’s mission. HRS works with management to implement and maintain employee development programs; acquire, administer and deliver training; update, distribute and administer Authority work rules, policies and procedures. HRS ensures that all employee data is current and provides requesting departments with the information necessary to complete their monthly reporting and employee evaluations.

• Recruitment • New hire and applicant tracking • Employee and Union relations • Policies and Procedures • Performance Management • Position management • Salary tracking on a per employee basis • Succession planning • Tuition Reimbursement Tracking • Employment Verification • Training Administration

Benefits Administration Benefits Administration is responsible for the tracking, maintenance, and open enrollment of employee benefits. The scope of responsibility includes:

• Capturing and entering new hire benefit elections • Benefit change requests for open enrollment and life changes into third party

vendor portals • Reporting death claims to third party vendors • Tracking employee benefit information in an excel sheet • Management of the wellness program


Benefits Administration shares information with and utilizes information from within Human Resources. The benefit department acts as a liaison between the employee and the third party benefits vendors.

Customer Service Customer Service is responsible for handling the 500-700 calls that come from DRPA customers each week. Customer Service is also responsible for; community outreach, hosting community and public meetings, bridge closure requests, and specific content updates on the DRPA and PATCO websites.

Grants Administration Grant Administration is responsible for completing grant applications, gathering transactional supporting documentation, and tracking and reporting grant usage. Grants Administration identifies grants funds available and informs each department. Additionally, Grants Administration reviews and confirms that all funds are used correctly according to each grants specifications. The department works closely with the senior accountant in the accounting department to ensure that all payments for invoices using grant funds are reported correctly.

Safety and Risk Management PATCO Safety PATCO Safety is responsible for worker safety training, contractor safety inspections, reviewing Health and Safety plans, insurance reviews and administration. They are also responsible for tracking all visitors on company property and tracking and reporting incidents. DRPA Safety The DRPA safety department is responsible for maintaining safe working conditions through regular safety inspections of the work areas and direct immediate corrections to any unsafe conditions. This includes assisting in the development and implementation of safety and health training programs for employee job tasks and arranging for in-house and outside training programs for DRPA employees related to job safety and health. In addition, DRPA safety conducts regular safety audits with all construction and maintenance projects on DRPA facilities, develops safety program activities that provide technical assistance in the areas of environmental, occupational or fire safety, maintains and distributes safety Standard Operating Procedures (SOP’S) and other DRPA safety policies and procedures and administers the DRPA drug and alcohol program testing.

Risk Management The Risk Management department is responsible for protecting the Authority against risks related to property owned, or operated by DRPA, and against risks related to personnel. It also ensures the proper administration and cost effective placement of the Authority’s various Property, Casualty, Liability, Workers’ Compensation and other insurance programs. The department coordinates with PATCO on the development,


identification and placement of PATCO insurance coverage. The department coordinates and works with Claims Administration, General Counsel and Public Safety regarding reporting and follow-up on all accidents involving employees and/or the public occurring on Authority property.

Engineering Engineering is a business unit of DRPA’s Operating & Maintenance division. It consists of three groups: Planning & Design, Construction & Maintenance and Administration. The primary tasks of the Engineering department are:

Identify needs Develop work scope, budget and schedule Perform or oversee design Develop RFP Project requirements and subsequent Agreements Develop Final Bid Documents for Construction Coordinate Information with outside Agencies

Engineering is responsible for management of major, outside-contract, capital construction projects throughout DRPA and PATCO. Projects typically consist of four phases; feasibility analysis, design, construction, and construction management. Annually there are between 60-65 projects, the cost of these projects is between $70-100 million. Engineering generally receives between 40 and 60 invoices and validates the work effort, work reporting, and proper MBE, WBE and contractor supplied forms prior to the invoice being sent to A/P for processing. Engineering generates custom reports for the percentage billed on a project, the amounts paid to Disadvantaged Business Enterprises (DBE), project spending reports, and ad-hoc reports as needed.

Finance Finance manages all of the core financial transactions and reporting for the Authority.

General Ledger (G/L) The Accounting Department is responsible for reconciling the journal entries with the General Ledger (G/L) transactions. In addition to reconciling the G/L, Finance conducts scheduled account closures, prepares financial statements and generates all finance reports.

Budgeting The Budgeting function is responsible for the preparation, creation, implementation and monitoring, and entering the budget into the system. They are also responsible for compliance against the budget and generating all budget based reporting.

Operating Budget The Budget Department uses the zero-based budgeting method to determine each department’s annual operating budget. Currently budget preparation spreadsheets include the previous two years’ expenses and current year June YTD in summary detail to help the individual departments build their next year’s forecast. Departmental budget summaries and detailed cost elements forms are sent out in July and the completed budget sheets are received back from departments in September for review. The


Budget Review Committee reviews all budgets in the fall and presents them to the Finance Committee for voted approval in December.

Capital Budget The Engineering Department, supported by the Budget group, produces the Capital Budget each year based on the aggregation of individual departmental budget templates. The capital budget tracks the cost of all capital projects that span multiple years and require large fund amounts. It consists of a five-year budget plan and the current year’s budget. The Commissioners review the plan and approve the budget on a project-by-project basis, adjusting projects by moving them back to later years or forward to the current budget year based on importance and available funds.

Accounts Payable (A/P) The Accounts Payable department is responsible for the payment of vendor invoices. Prior to the payment, A/P performs two and three way matches and routes A/P vouchers for approval. There are two payment types: direct pays and purchase orders (PO). Direct pays are used for purchases made without a PO (this includes construction contracts, expense reimbursements) and make up approximately 95% of the A/P payment volume. The remaining payments are made for items purchased with an approved purchase order. There are usually three regular check runs per week. The check runs include vendor payments, payroll checks and payroll related checks for taxes and other deductions. Contractor payments for capital projects are generated in a separate check run monthly. After each check run, a positive pay file is sent to the bank. When A/P receives the bank statement, it is reconciled against the check run.

Accounts Receivable (A/R) The Accounts Receivables department is responsible for the creation and processing of all customer invoices. A/R creates invoices for services, property damage claims or contracted property usage including but not limited to loans, property leases, parking lot rentals, billboards, and all other contracted use of the company resources. Additionally, A/R processes miscellaneous deposits (checks received without an invoice), receives all check payments, and generates all A/R reports.

Procurement The Procurement Department is responsible for managing the purchase of goods and services requested by DRPA/PATCO Departments. Procurement reviews and approves requisitions for the purchase of goods or services from vendors and generates the corresponding Purchase Orders associated with each requisition. Additionally, Procurement orders items and materials and replenishes the agency’s centralized Storerooms. Monthly, Procurement reconciles the procurement card purchases from each department.

Inventory Management Inventory Management is responsible for receiving inventory, creating new stock items, replenishing stock items, generating stock reports, cycle counting, and terminating stock items. Inventory is maintained in a central warehouse known as the “Central Storeroom”


and issues items such as parts, equipment, supplies, tools, etc. to department warehouses/storerooms through a formal requisition process.

Contract Administration Contract Administration is responsible for all aspects of contracts with the exception of Engineering & Planning (oversight responsibility only), legal services, the sale/lease/acquisition of property, and the sale of bonds for DRPA and PATCO. Before a contract is created, they generate requests for proposals, distribute invitations for bid, oversee the bid process, and disclose public bids. They also work with departments to resolve contract disputes, process invoices from vendors, create contract payment vouchers, generate monthly reports of all active contracts, and respond to audit requests.

Revenue Audit The Revenue Audit department is responsible for reconciling third party vendor revenue reports. Revenue Audit uses the Dunbar (is responsible for collecting and transporting cash received for tolls) cash reports and the toll recording system reports to compile the reconciliation. Once the reconciliation has been completed, Revenue Audit sends the report to the Finance department for revenue entry into the General Ledger.

Revenue Audit is also responsible for tracking special vehicle fares. A special vehicle fare consists of vehicles over 80,000 pounds and that are taller and/or wider than the toll lanes and large parties such as funerals and motorcades.

Additionally, Revenue Audit is responsible for identifying and reconciling E-ZPass violations. E-ZPass violations can consist of transponder malfunctions, the lack of funds in E-ZPass accounts, and the use of E-ZPass lane without an E-ZPass transponder. Revenue Audit oversees and liaises with the E-ZPass Customer Service Center operations and integrations with the E-ZPass Consortium.

Payroll and Time Entry The Payroll Department is responsible for tracking and ensuring that all time is accurately reported and recorded. Payroll makes earnings and deduction adjustments and is responsible for payment of taxes, union dues and other deductions along with required reporting including federal, state and local entities. Once all adjustments have been entered, Payroll creates the final payroll files, prints pay checks, generates direct deposit advices, and transmits the payroll files to DRPA’s bank.

Information Services Information Services is responsible for managing and supporting all software and IT assets for DRPA and PATCO. Support is performed through BMC Service Desk Express (Magic) software that is used to generate tickets for issues. Their support volume is approximately 200 issues a week, 80% are resolved during the initial call, 20% are sent to the appropriate IS technician, and tickets are closed after 60 days.


General Counsel and Claims Management The Legal department is responsible for legal matters, such as: Records Management, Claims Management, Worker's Compensation/ Accommodations/ Disability, Handling Right-To-Know, Working with Risk Management, Reviewing Litigation/ Settlement, and all documents that the CEO approves.

Claims Administration is responsible for handling general liability claims for DRPA and PATCO, property damage for DRPA and PATCO, slip and fall claims, managing the worker's compensation program, serves as the liaison for short and long term disability benefits, handles FMLA claims, ensures compliance with the ADA act and works with Qual-Lynx (TPA) for claims.

Office of Inspector General The Office of Inspector General is responsible for detecting and deterring waste, fraud, abuse, corruption, mismanagement and any alleged illegal activity that might involve the DRPA or PATCO. The Inspector General conducts investigations, performs audits, inspections, and runs the Ethics Hotline

Operations - DRPA DRPA Operations is responsible for maintenance and operations of the four bridges, all of DRPA’s buildings and facilities and the combined fleet assets of the Authority, and oversight and maintenance of RiverLink Ferry operations.

Bridge Operations Bridge Operations is responsible for the daily operations, in-house construction & maintenance projects, and preventative maintenance of DRPA bridges (Commodore Barry, Walt Whitman, Benjamin Franklin, and Betsy Ross). Daily operations consist of manual and E-ZPass toll operations, revenue operations (including administration of senior citizen E-ZPass discount program), emergency and weather event responses, traffic and incident management, construction support, repair, maintenance, administrative functions and various reports for all operational functions. Construction and maintenance consists of preventive maintenance, biennial inspection report repairs, Foreman’s to-do lists, improvements and capital projects (both in-house and outside contract).

Fleet Management Fleet Management is responsible for approximately 300 vehicles and 525 pieces of equipment. They purchase, service, repair, dispose, and provide fuel management of DRPA and PATCO vehicles. Fleet Management is also responsible for the asset tracking of vehicles, purchasing parts and the maintenance of movable barrier machines on the bridges.

RiverLink Ferry Bridge Operations is responsible for maintenance of docks, barges and limited vessel areas. DRPA Operations oversees the vendor who operates the ferry vessel.


Operations - PATCO PATCO Operations is responsible for maintenance and operations of the train cars, right of way, and all PATCO stations and facilities.

PATCO Equipment The PATCO Equipment department is responsible for maintaining all the PATCO rail cars. The maintenance is a result of scheduled preventative maintenance, inspection findings, or incidents reported to the operators in Center Tower. PATCO Equipment associates performed maintenance with a work order and ties it to general labor codes.

Passenger Services & Fare Collection Maintenance Passenger Services & Fare Collection Maintenance is responsible for the collection and maintenance of Ticket Vending Machines at PATCO stations, parking garage fares at DRPA parking lots, and the maintenance of other fare related equipment at PATCO stations. The scope of responsibility includes; custody of escrow funds in excess of $200,000, revenue collection from parking, management and audit of automatic ticket vending machines, ensuring the armored car service (currently Dunbar) collects funds from ticket vending machines, and maintenance of fare collection and associated equipment at PATCO stations.

Transit Services Transit Services is responsible for the scheduling, operations, recording defects, inspection, and controlling of PATCO trains. Included in scheduling are the train operators whose “run” is tied directly to the train schedule. The collection of ridership and parking statistics for the National Transit Database report is created by Transit Services. PATCO trains run 24 hours a day 7 days a week with train lengths ranging from 2-6 cars depending on rider volume. Trapeze Enterprise Asset Management is being implemented only for the scheduling of the PATCO trains and operators.

PATCO Way and Power The PATCO Way and Power department is responsible for maintaining all of the rails, signals and switches along the PATCO rails. They conduct inspections, preventative maintenance, and incident reported repairs. Work orders are generated and used to track the labor and materials. Heavy equipment and tools needed for the work are signed out and tracked. Work Order history on the assets is maintained and shared via reports, faxes and e-mails.

Public Safety Public Safety is responsible for maintaining and upholding the law and safety of all employees and customers utilizing DRPA or PATCO property and transportation. Public Safety places police officers on patrol in PATCO train stations, on PATCO trains, and across DRPA bridges. Administrators within public safety are responsible for providing appropriations for the department such as uniforms and equipment.


CURRENT APPLICATION / TECHNICAL ENVIRONMENT

DRPA/PATCO Application Environment The Delaware River Port Authority (“DRPA”) is currently using separate enterprise systems to manage the operations of their two operating units. Ellucian (formerly SCT) Banner is used by DRPA for budget, finance, HR, inventory, procurement and time entry functions. A custom developed Unisys system is used by PATCO for finance, inventory, maintenance management, time entry, and payroll. This system was developed in 1970 and is extremely difficult to maintain.

The two systems currently in use have separate databases and financial structures, making it extremely difficult to share data or provide consolidated reporting. Consolidation reports are created in MS Excel on a monthly and as-needed basis.

DRPA/PATCO Technical Environment The information systems strategy of the DRPA/PATCO is to maintain the least number of distinct mainstream technologies. The following provides a description of the existing information systems’ environment. It is preferred that any project proposals attempt to match the existing environment as closely as possible; however, the best business solution will dictate the technology to be utilized.

The network infrastructure currently supports six (6) sites connected via dual Verizon SONET rings running at OC-12 utilizing Cisco network equipment including Cisco’s VoIP solution.

Those sites are the Betsy Ross Bridge, Ben Franklin Bridge, Walt Whitman Bridge, Commodore Barry Bridge, One Port Center, and PATCO’s Lindenwold facility. All sites currently use the TCP/IP protocol. In addition, Internet connectivity is provided by a 20MB pipe to an ISP. Most network copper cabling is standard CAT 5. All new copper cabling has been standardized on CAT 5E rated to 350MHz and CAT 6, with appropriate rated jacks and patch panels. All sites also support a mix of multi-mode and single-mode fiber optic cabling. All cabling and fiber follow DRPA/PATCO specifications. Some sites are broken down into separate subnets, and other sites may be a single subnet with multiple locations and/or nodes.

Each site has a local server which services each LAN’s printing needs and there are several servers located at One Port Center accessible by all sites for serving up files, email services and other applications. The network is also supporting video recording for the cameras at the bridge and train locations. Firewall protection is currently provided using Cisco appliances.

USERS BY FUNCTIONAL AREA

Below is the current user count by department and by system function. Please note that many users perform multiple functions within the current systems. The last two columns (Core and Partial Users) are current estimates, and should be used by the Proposer for the purposes of estimating software licenses. Partial users are expected to perform such functions as entering their own time, requisitions, perform employee self-service functions, and possibly perform workflow approvals.


DRPA and PATCO Users by Department Function

Department DRPA PATCO Total

EmployeesCore Users

Partial Users

Administration

Personnel 21 4 25 7 18

Benefits and HR 20 20 20

Customer Service 4 4 4

Grants 6 6 6

Safety & Risk 3 4 7 7

Engineering 0

Engineering 21 21 21

Finance

Budget & Finance 12 11 23 23

Payroll 2 2 4 4

Revenue Audit 21 21 21

Contracts Administration 3 3 3

Procurement & Inventory 10 10 20 20

Information Services 24 24 24

General Counsel

Legal/Corp Sec/Claims 18 18 18

Claims Administration 5 5 5

Inspector General

Inspector General 6 6 6

Operations ‐ DRPA

Bridge Operations 263 263 79 184

Fleet Management 22 22 22

Operations ‐ PATCO

Equipment 112 112 34 78

Fare Collection 9 9 4 5

Passenger Services 11 11 4 9

Transit Services 81 81 24 57

Way & Power 72 72 22 50

Public Safety

Public Safety 166 166 33 133

Grand Total 627 316 944 412 534


SCOPE OF SERVICES

SOFTWARE PRODUCTS

The Proposer will provide the software products which meet the prioritized needs of DRPA. If a single software system cannot meet all of DRPA’s requirements, the Proposer should propose additional software systems and the requisite interfaces in order to address all of the requested functionality listed in Appendix B: System Requirements which includes:

Shared System Requirements o General o Workflow o Security o Reporting o Document Management

Finance System Requirements o General Ledger o Asset Management o Cash Management and Treasury o Budgeting – Operational o Budgeting – Capital o Accounts Payable o Invoicing and Accounts Receivable o Payroll

Purchasing o General Purchasing o Requisitioning o Purchase Order Management and Bid Management

Contract Management and Engineering o Contract Management

Human Resources System Requirements o Human Resources Management o Benefits Administration o Time and Attendance (including time clocks)

Operations and Maintenance o Incident Management o Asset Management o Project Management o Inventory Management

The cost-effective solution must have seamless integration of all functions. The Proposer should provide a description of the proposed software solution including specific module listing and indicate the specific version of the software. Software and application brochures may be provided, but should be included in an appendix and not within the body of the response.


IMPLEMENTATION

DRPA expects an extensive and comprehensive structured approach to the implementation of the system. The flow of data and the tasks involved in accomplishing transactions (business processes) will be reengineered where appropriate to improve efficiency through the use of system functionality.

Implementation Approach The Proposer must provide a detailed, organized approach to implementing the system throughout the organization. DRPA has engaged the services of an outside vendor to provide project coordination, quality assurance, future state organizational design, and change management services related to this implementation. In addition, DRPA may contract directly for services related to the implementation such as data conversion, user preparation, and training support depending on the results of the negotiation with the successful proposer and definition of the implementation task orders. The Proposer is strongly encouraged to suggest an approach that incorporates system driven re-engineering to maximize the success of the implementation and minimize any software changes.

The implementation approach should include an efficient and creative plan that provides system access to employees as soon as practical while minimizing implementation and adoption risks. For suggested phasing, it should address the benefits and tradeoffs of the proposed approach.

The implementation approach should include at a minimum the following components as described below:

Integration Approach o Implementation Overview o Project Management Approach o Project Plan o Potential Risks and Mitigation o Testing Approach o Data Conversion o End User Training o Reporting o System Interfaces o Post Go-live Support

DRPA Participation in Project Guidelines and Requirements for Ongoing Support Software Maintenance Support Hardware Requirements Operating System Database Customizations and Modifications Additional Consulting Services Contract or Other Exceptions


Integration Approach

Implementation Overview The Proposer must describe its approach for performing the implementation of the proposed system. The implementation approach should include descriptions of each step within the Proposer’s implementation methodology including a listing of the deliverables provided at each step. The approach should include all relevant steps and tools used by the Proposer to achieve a successful implementation including design, configuration/ build, testing, and roll-out.

Project Management Approach The Proposer must describe its project management approach and its process for assuring the delivery of high quality products and services. The Proposer should include a description of standard project management practices such as status updates, risk management, and project communications. In addition, the Proposer should demonstrate the ability to provide a detailed project plan to DRPA within four weeks of beginning work.

Project Plan The Proposer must provide a high level project plan which includes the major milestones and tasks outlined within the Proposer’s Implementation Approach. The project plan should outline the Proposer’s plan for implementation including any phasing of functionality. The proposed plan should highlight any creative suggestions to maximize the momentum and efficiency of the overall project.

Potential Risks and Mitigation The Proposer should provide a listing of likely risks to successful implementation and the Proposer’s suggested mitigation steps.

Testing Approach The Proposer must describe its proposed testing approach to ensure that the configured system performs as desired. This approach section should outline and describe the major types of testing (e.g. unit testing, integrated testing, performance testing, acceptance testing, etc.); the approach to each, tools used, and expected participation from DRPA resources in testing.

Data Conversion It is the intention of DRPA to convert their historical financial and payroll data from their current systems into the new solution. Data in current systems dates to 1993 in Banner and much earlier in the Unisys system and will need to be converted to match any changes in general ledger structure that result from the implementation design. DRPA desires all transaction history from Banner and Unisys to be converted including:

Financial transaction history including purchase and contract history, G/L, A/P, A/R

Human Resources and Payroll records All current assets Rail car maintenance and asset records


Open purchase orders and contracts Open capital projects and programs Open grants

The Proposer must describe their approach to data conversion including mapping, programming, loading, testing, and required involvement by DRPA employees.

End User Training High quality training for all system users is a high priority for DRPA. Please reference the Users by Functional Area chart earlier in the document for the number of transaction and read-only users who will need to be trained on each system function. It is DRPA's desire for the Proposer to train all users and designated super-users in every department. Super-users will be identified by DRPA for each department and will actively participate in training, providing business context and support to the Proposer’s trainers. Training is expected to occur at DRPA facilities.

DRPA desires multi-level training where users are provided the information that they require for their jobs without having to participate in sessions for material that is not relevant. The Proposer must create a training plan that provides the appropriate combination of overview and deep functional knowledge to appropriate users. The Proposer should describe its training approach, materials and methods to meet DRPA’s needs. The Proposer should describe training materials to be used for training staff. This should include course syllabi, training guidelines and user materials. The training materials should be customized for DRPA.

Reporting The Proposer must provide their approach to addressing DRPA’s reporting needs. In addition, the Proposer must describe the basic standards reports it will provide to DRPA as part of the Cost Proposal. These reports must provide real-time and/or historical information including, but not limited to financials, budgets, project status, asset and maintenance information, human resources, and purchases. If the Proposer is providing additional reports, a description of these reports as well as associated costs must be included. A full listing of reporting requirements can be found in Appendix B: System Requirements. Certain functionalities may require specific reports.

System Interfaces DRPA will need several interfaces to be developed to support existing process and external systems that must interface with the general ledger. The Proposer will provide its approach developing interfaces including identifying and resolving data translation issues, staging data, and performing validation testing. The following interfaces are required:

Bank DRPA desires an interface with its banks, Sovereign Bank, TD Bank and Wells Fargo, to extract and monitor transactions. Where possible, standard interface templates and functionality are desired to facilitate DRPA’s ability to switch banks in the future. The Proposer should describe how their interfaces could be modified for another bank. The Proposer must provide a description for developing this interface.


Legal Matter Management System (CaseTrack)

The Legal department and Claims currently use the CaseTrack legal matter management system for tracking all matters and claims. There is significant overlap between CaseTrack and the data that will be maintained in the ERP. (e.g. incidents that result in a claim or litigation will be tracked in CaseTrack as well as the ERP). Where possible, an interface is desired between CaseTrack and the ERP to remove the time and risk of duplicate entry.

Bridge Toll (SATS) and Transit Revenue System (NextFare) The detailed transactions related to E-ZPass and bridge toll collection and PATCO fare collection are managed by external vendor systems. Where possible, an interface is desired between the fare collection systems the ERP for data integration to ease the recording of financial transactions and enable varied traffic statistical reporting.

Operational Train Schedules (Trapeze) Trapeze is used to create and maintain operational train schedules. The level of functionality and detail in scheduling train operations is not expected in the ERP but an interface between Trapeze and the ERP is desired.

Vehicle Fuel Management (EJ Ward AFMS) DRPA is in the process of implementing the EJ Ward fuel management system to manage fuel usage for their fleet.

Fleet GPS (Network Fleet) DRPA is in the process of implementing Network Fleet GPS technology into all of its vehicles to track the physical location of the vehicles as well as certain key data points such as mileage.

Computerized Maintenance Management System (either Trapeze or Maximo) The PATCO equipment division is in the process of implementing a computerized maintenance management system (CMMS) to support maintenance of PATCO’s upgraded train cars. Depending on the functionality of the ERP, this system will be integrated with the ERP, or the CMMS will be retired and the ERP will be used to perform and manage all maintenance functions.

Proposers should provide a description of their ability to integrate with both Trapeze and Maximo and an appropriate estimate for integration of one of the systems with the proposed ERP system.

Helpdesk Software (BMC Service Desk Express (Magic)) The information services department currently uses BMC Service Desk Express (Magic) to manage requests for IS support. These requests include both end-user as well as maintenance requests (e.g. cameras or networking for a bridge or PATCO station). If the ERP incident tracking capability is strong enough, IT will consider using the ERP to manage and track their incidents and calls. If not, they will continue to use Magic to track IS related support requests, but where a support


ticket is linked to an incident in the ERP system, the two systems should interface so users do not have to double-enter the incident and incident status information.

Post Go-Live Support The Proposer should describe its planned post go-live support approach and resources. At a minimum, on-site support should be provided for the first three months after go-live through the first quarter close. Proposers should present a strategy that appropriately transitions support for the system and business processes to the DRPA staff within the three month time period.

DRPA Participation in Project DRPA understands that participation from their resources is necessary for a successful implementation and is committed to the overall success of the project. The Proposer should clearly describe the level of required involvement of DRPA staff in each step of the implementation approach as outlined within this section.

Guidelines and Requirements for Ongoing Support After successful implementation, DRPA will need to maintain the system on its own. The Proposer should describe the type and number of internal staffing needed to provide support for the proposed software, hardware, operating system, and database. The support description should include but is not limited to staff skills, qualifications, certifications, and expected amount of time in full-time equivalents.

Software Maintenance Support The Proposer must provide a detailed description regarding maintenance support for the system including term, and associated costs. The Proposer will also describe its policy with respect to superseded and discontinued software, error correction, revisions and upgrades. The Proposer must also describe its available telephone support. DRPA is interested in the levels of maintenance support that are available, the direction, financial capability and commitment of the Proposer for support and enhancement of the software.

The Proposer must also describe its process for escalation of support issues and outline its approach for providing DRPA assurance that important support requests are addressed in a timely manner. As part of this, the Proposer should provide their support service level agreement for different levels of issue criticality (e.g. system down, key transactions not processing, data not displaying properly, etc.)

Hardware Requirements Proposers must describe specifications for any hardware needed to support the system as proposed. This information is expected to include at a minimum an architecture description, operating systems, processor type, number of processors, memory and storage capacities recommended (as well as upgradeable to maximums). The Proposer should propose the hardware configuration that will optimize the performance and maintainability of the system. Hardware should also include time-clocks with biometric functionality that will support the proposed time and attendance software module.


The Proposer should provide pricing for the recommended hardware configuration in the cost proposal section. DRPA reserves the right to acquire the recommended hardware through the Proposer or acquire appropriate hardware through their existing procurement vehicles.

Operating System The Proposer should identify the operating system required by the proposed applications software in the recommended hardware environment. Proposers are required to supply the name of the operating system, manufacturer, version, date of release, current patch level and any licensing for the recommended operating system for the proposed software to perform at full production levels.

Database The Proposer should indicate and describe the Relational Database Management System (RDBMS) utilized by the proposed integrated financial system. DRPA currently maintains Oracle and Microsoft SQL databases for other applications.

Customizations and Modifications DRPA’s goal is to implement a system with no or as few modifications as possible. Proposers should describe each required modifications identified in Appendix B: System Requirements including a description of the modification, the modules it impacts, and the expected impact on system upgrades. Proposers should describe their development and testing process for software modifications as it varies from their standard implementation approach. In addition, Proposers should outline steps and additional skills required by DRPA’s IS department to maintain each modification.

Additional Consulting Services DRPA may need additional skills and resources beyond those available under the fixed price portion of the contract. This assistance may be required to support additional implementation activities associated with the System or other initiatives as determined by DRPA’s Project Manager.

If a need for additional consulting services is identified, DRPA will require a detailed proposal for the services. In all cases, DRPA must approve in writing any additional work before it is started.

The Proposer should include a description of additional consulting services that may be beneficial to DRPA in relation to the system implementation but were not included within the scope of services. Please note that these services should be ‘additional.’ Any services required for the proper and complete implementation of the system as outlined within this RFP should be included within the not to exceed cost estimate within the cost proposal.

Exceptions The Proposer should clearly state any exceptions that they have with the scope of work or DRPA’s standard contract terms as provided within this RFP.


ANTICIPATED PROCUREMENT SCHEDULE

Activity Date RFP Available on DRPA Website September 13, 2013 Mandatory Pre-Proposal Conference October 4, 2013 Questions Deadline October 7, 2013 Proposal Due Date October 25, 2013 Proposer Oral Presentations and Demonstrations

Weeks of November 4 and November 11, 2013

Anticipated Award January 2014

TERM OF CONTRACT

The contract term for the successful Proposer is anticipated to be up to twenty four (24) months for implementation plus ongoing software maintenance and support. DRPA reserves the right to terminate this contract at any time. The successful proposal will be included as part of the contract document.

DRPA will manage the services associated with the ERP Consultant contract for implementation and modification services on a task order basis. Each discrete task order will be associated with a particular phase of the services being provided (i.e. system installation, design, test etc.) and may include one or more deliverables. During vendor negotiations, DRPA and the ERP Consultant will determine a specific implementation scope that includes project milestones, target dates for these milestones, and the not-to exceed value of each milestone. The services contract will include retainage of twenty percent (20%) of each milestone payable upon successful completion of the following dependent milestone (e.g. if the design milestone is directly succeeded by the testing milestone and the value of the system design milestone is $100,000, DRPA will compensate the vendor $80,000 upon successful completion of the design and the remaining $20,000 upon completion of the testing milestone.).

There will be a review and approval process for all deliverables associated with each task order. Only approved deliverables associated with task orders will initiate payment for services provided. The total dollar value of all task orders shall not exceed the total proposed implementation cost included on the proposer cost submission. Additionally, deadlines will be established with each approved deliverable and it is anticipated Liquidated Damages may be included if schedule deadlines are not met.

SUBMISSION OF PROPOSALS

Proposals submitted in response to this RFP must be of sufficient detail to allow DRPA to evaluate the proposer’s experience and qualifications, technical and customer service approach and cost. Information provided must relate to this specific project.

One (1) original and twelve (12) typed copies of the proposal are to be submitted in sealed envelopes, securely fastened and marked on the exterior with the name and address of the proposer, proposal due date and the title “Enterprise Resource Planning Software and Implementation Services.” Proposals must be submitted with a cover letter signed by a principal or officer of the proposer. The Proposer should


submit one (1) paper and one (1) electronic copy of the proposal on a CD or USB drive in PDF format including Appendix B: System Requirements, and Appendix C: Detailed Cost Worksheet. The Proposer shall also submit one electronic copy of Appendix B: System Requirements and Appendix C: Detailed Cost Worksheet on a separate CD or USB drive in Microsoft excel format. NOTE: Both paper and electronic versions are required. If there are any inconsistencies between the MS excel file and the PDF document, in all instances, the PDF document will govern.

In order to be considered for selection, proposals must be received no later than 3:00 P.M. local time on Friday, October 25, 2013 at the address listed below. Firms mailing proposals should allow for their normal mail delivery time to ensure timely receipt of their proposals.

Proposals received after the date and time specified above will not be accepted for review and will be returned unopened to the responding Proposer. Proposals must be submitted to the following address:

Mailing Address:

Delaware River Port Authority One Port Center 2 Riverside Drive

Camden, NJ 08101 Attention: Howard Korsen

Phone: (856) 968-2083 Fax: 856-968-2113

[email protected]

PROPOSALS SUBMITTED BY FACSIMILE OR ELECTRONICALLY (via email) WILL NOT BE CONSIDERED.

MANDATORY PRE-PROPOSAL CONFERENCE

A mandatory pre-proposal conference will be conducted on Friday, October 4, 2013 at 10:00 am in the DRPA board room at One Port Center, Camden NJ.

QUESTIONS OR REQUESTS FOR CLARIFICATION

All questions or requests for clarification about the meaning or intent of the RFP documents, including these instructions or the specifications, shall be submitted via email only to [email protected].

**When submitting a question or request for clarification, the subject line of the email MUST contain the word “Question” followed by the title of the RFP.

Questions must be received no later than 4:00 PM local time Monday, October 7, 2013. Questions received after this date and time may not be answered. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.


ISSUANCE OF ADDENDA

Responses to all questions of substantive nature will be answered in the form of an addendum. DRPA shall be the sole judge of the question viability. Any informal explanation, clarification, or interpretation will not bind DRPA, oral or written, by whoever made, that is not incorporated into an addendum.

DRPA will respond to written questions submitted to [email protected] via addenda. Addenda will be issued and posted on DRPA’s website at www.drpa.org, under “Bids & Contracts” There are no designated dates for release of addenda. Therefore, interested proposers should check DRPA’s Website, www.drpa.org under “Bids & Contracts”, on a daily basis from the time of the RFP issuance through the Proposal due date. It is the sole responsibility of the Proposer to be knowledgeable of all addenda related to this procurement.

A Proposer’s failure to request a clarification, interpretation, correction or amendment will preclude such Proposer from, thereafter, claiming any ambiguity, inconsistency or error.

INTERPRETATIONS OR CORRECTIONS BINDING

Only questions answered by formal written addenda will be binding and prospective Proposers are warned that no officer, agent, or other employee of DRPA or its representatives is authorized to give verbal information concerning, explaining or interpreting the RFP.

PROPOSER RESPONSIBILITY

The Proposer assumes the sole responsibility for the complete effort required in submitting a proposal in response to this RFP. No special consideration will be given after proposals are opened because of a Proposer’s failure to be knowledgeable as to all of the requirements of this RFP. DRPA assumes no responsibility and bears no liability for cost incurred by a Proposer in the preparation and submittal of a proposal in response to this RFP.

REVIEW OF PROPOSALS

DRPA reserves the right to reject any and all proposals received in response to this RFP, when determined to be in DRPA’s best interest, and to waive minor noncompliance in a proposal. DRPA further reserves the right to make such investigations as it deems necessary as to the qualifications of any and all proposers submitting proposals in response to this RFP. In the event that all proposals are rejected or if DRPA, at any time, deems the number of qualified proposers receiving designations as the result of this RFP to be insufficient to meet the potential needs of DRPA, or for any other reason, DRPA reserves the right to re-solicit proposals. DRPA shall not be deemed obligated at any time to award any contract to any proposer.


ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing straightforward, concise description of your proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

ORAL PRESENTATION

Proposers that submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to staff and members of DRPA. This will provide an opportunity for the proposer to clarify or elaborate on their proposal. DRPA will schedule the time and location of these presentations and notify proposers accordingly. Requests for oral presentations will not represent any commitment on the part of DRPA and should not be construed as intent to award.

DRPA’s current schedule calls for oral presentations to be given by select vendors beginning November 4, 2013.

REVISIONS TO THE REQUEST FOR PROPOSAL

In the event it becomes necessary for DRPA to revise any part of the RFP, revisions will be provided to all proposers who received the initial RFP. If revisions are necessary after conducting the oral presentations, such revisions will only be provided to those proposers participating in the oral presentations.

PRIME CONTRACTOR RESPONSIBILITIES

The selected proposers will be required to assume sole responsibility for the complete effort as required by these specifications. DRPA will consider the selected proposer to be the sole point of contact with regard to contractual matters and obligations.

ASSIGNMENT

The proposer(s) selected is prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this agreement or its rights, title or interest therein or its power to execute such agreement to any other person, company or corporation without the express written consent of DRPA.

TERMINATION OF CONTRACT

DRPA reserves the right to terminate, without reason, a contract entered into as a result of this RFP, provided written notice is given to the proposer at least thirty (30) days prior to such proposed termination date.

ACCOUNTING RECORDS

The proposer selected is required to maintain accounting records and other evidence pertaining to cost incurred on the program and to make records available to DRPA at all reasonable times during the contract period and for three full years from the date of the final payment under the contract.


INSURANCE REQUIREMENTS

Prior to commencement of any services under the Contract, the FIRM and each and every Subcontractor of the FIRM shall, at its sole expense, maintain the following insurance on its own behalf with insurance companies lawfully authorized to do business in or on an admitted or non-admitted basis in the jurisdiction in which the services are performed and furnish to the DRPA Certificates of Insurance evidencing same. In addition, FIRM is required to forward these Insurance Requirements to the FIRM’S Insurance Agent/Broker for their review and approval. The term “FIRM” as used in these Insurance Requirements shall mean and include FIRM and Sub-FIRMs of every tier. 1. FIRM Professional Liability Coverage: The FIRM shall maintain insurance covering

losses caused by Professional Services that arise from operations described under the scope of services of this Contract.

a. Per Claim Limit: $1,000,000 b. Aggregate Limit: $2,000,000 c. If coverage is written on a Claims’ made basis, the FIRM warrants that any

retroactive date applicable to coverage under the policy precedes the effective date of this Contract; and that continuous coverage will be maintained or an Extended Discovery Period will be purchased for a period of three (3) years beginning when the services under the contract are completed.

2. Crime Coverage: The FIRM shall maintain insurance covering loss or destruction of DRPA money and securities caused by Employee Theft and Computer Fraud/Funds Transfer Fraud.

a. Per Loss: $1,000,000 b. Whether coverage is written on a Loss Sustained Basis or Discovery Basis,

the FIRM warrants that continuous coverage will be maintained for a period of three (3) years beginning when services under the contract are completed.

c. Joint Loss Payable Endorsement should be added to the policy naming DRPA as Loss Payee (ISO Form CR2502 or equivalent)

3. Loss or Breach of Data Liability Coverage: The FIRM shall maintain insurance

covering third party (including DRPA employees) privacy liability claims resulting from theft, loss, or unauthorized display/use of confidential information, such as confidential third party corporate and/or personally identifiable information in your care, custody or control (electronically, on paper, or on a laptop). Such insurance must include coverage for a FIRM employee causing the loss or breach.

a. Aggregate Limit: $1,000,000 b. If coverage is written on a Claims-made basis, the FIRM warrants that any

retroactive data applicable to coverage under the policy precedes the effective date of this Contract; and that continuous coverage will be maintained or an Extended Discovery Period will be purchased for a period of


three (3) years beginning when the services under the contract are completed.

c. The DRPA should be named as an Additional Insured

4. Workers’ Compensation and Employers Liability: Statutory benefits as required by the Workers’ Compensation laws of the Commonwealth of Pennsylvania and The State of New Jersey and reference to such compliance made on all certificates of insurance. The all states endorsement will fulfill this requirement.

a. Workers’ Compensation Coverage: Statutory Requirements b. Employers Liability Limits not less than:

Bodily Injury by Accident: $1,000,000 Each Accident Bodily Injury by Disease: $1,000,000 Each Employee Bodily Injury by Disease: $1,000,000 Policy Limit

5. Commercial General Liability: a. Occurrence Form with the following limits:

i. General Aggregate: $2,000,000 ii. Products/Completed Operations

Aggregate: $1,000,000 iii. Each Occurrence: $1,000,000 iv. Personal and Advertising Injury: $1,000,000

6. Automobile Liability: Coverage to include:

a. All Owned, Hired and Non-Owned Vehicles (Any Auto) b. Per Accident Combined Single Limit $1,000,000

7. Commercial Umbrella Liability:

a. Occurrence Limit: $1,000,000 b. Aggregate Limit (where applicable): $1,000,000 c. Policy to apply excess of the Commercial General Liability, Commercial

Automobile Liability and Employers Liability Coverages.

8. Self-insured Retentions/Deductibles: None of the policies of insurance required of the FIRM by this agreement shall contain self-insured retentions, deductibles or any other type of retention in excess of $10,000, unless agreed to in writing by the DRPA/PATCO.

9. Financial Rating and Admitted Status of Insurance Companies: a. A.M. Best Rating: A- (Excellent) or Higher b. A.M. Best Financial Size Category: Class VII or Higher c. With insurance companies lawfully authorized to do business in or on an

admitted or non-admitted basis in the jurisdiction in which the services are performed.


10. All policies should include coverage for both Certified and Non-Certified Acts of Terrorism.

11. Delaware River Port Authority of PA & NJ and Port Authority Transit Corporation

(DRPA & PATCO) (including their agents, employees, representatives, officers, directors, members and managers) shall be added as ADDITIONAL INSUREDS on all liability policies except the Workers’ Compensation policy. The coverage offered to the ADDITIONAL INSUREDS on the FIRM’S liability policies shall be primary coverage to any other coverage maintained by the ADDITIONAL INSUREDS and as hall not permit or require such other coverage to contribute to the payment of any loss.

12. It is agreed the FIRM’S insurance will not be canceled, materially changed or non-

renewed without at least thirty (30) days advance written notice to the DRPA/PATCO. The number of days for this advance notice will be governed by the FIRM’S domiciled State’s number of days of written notice for cancellation or non-renewal. An endorsement or the equivalent of, to all insurance policies, shall contain the applicable State’s minimum days’ notice of nonrenewal or cancellation including non-payment of premium as provided by State law and evidenced on the certificate of insurance.

13. Any type of insurance or any increase in limits of liability not described above which

the FIRM’S requires for its own protection or on account of statute shall be its own responsibility and at its own expense.

14. The amount of insurance provided in the aforementioned insurance coverages, shall

not be construed to be a limitation of the liability on the part of the FIRM’S or any of their Sub Firms.

15. Prior to the commencement of services and/or payment, the FIRM shall file

Certifications of Insurance with DRPA/PATCO. Such Certificates of Insurance should be mailed within five days of receipt of these insurance requirements to DRPA/PATCO, regardless of when your services will commence. Project description and/or Job Number must be shown on the Certificate of Insurance. The FIRM’S obligation to provide the insurance set forth herein shall not be waived by any failure to provide a Certificate of Insurance, DRPA’s/PATCO’s acceptance of a Certificate of Insurance showing coverage varying from these requirements or by DRPA’s/PATCO’s direction to commence services.

16. In no event is the FIRM to commence services until a Certificate of Insurance

showing coverage in the aforementioned amounts required is received and approved by DRPA/PATCO. Any services performed without having the Certificate of Insurance received and approved by DRPA/PATCO is at the FIRM’S own risk.


17. The obligations of the FIRM to maintain Insurance and provide indemnification shall survive any termination of this Agreement or the suspension, completion and/or acceptance of the services or any part thereof, or final payment to the FIRM, it being agreed that such rights and obligations are and shall be of a continuing nature and effect.


REQUIRED COMPONENTS OF THE PROPOSAL

Proposals submitted in response to this RFP must be of sufficient detail to allow DRPA to evaluate the proposer’s experience and qualifications, technical approach and cost. Information being provided must relate to the specific services needed for this project.

Response to the RFP must follow the format described in this section. The required elements should be presented in clear, factual statements and supported by any necessary attachments regarding individual components. Responses shall be prepared on standard 8 1/2" x 11" letter-size paper, with material printed on both sides of the paper.

The response shall be indexed, bound and organized in the following order, using tabs labeled for each numerical section. Page limits have been listed after each section where applicable. Proposers should limit their content within the RFP to the space mandated, using 10 point font or larger. Additional content and supporting information (such as system module brochures or specific hardware specifications) can be included in appropriately labeled and referenced appendices.

Technical Proposal

The technical proposal should be labeled: RFP Response – Enterprise Resource Planning Software and Implementation Services, Technical Proposal.

Title Page Cover Letter (3 pages) The signed cover letter should state the following: Identification of the Company Officer that will have the authorization to commit to the

contractual terms and conditions. Identification shall include legal company name, corporate address, telephone, fax number and email address. Include name, title, and email address of the contact person during the proposal evaluation phase.

Proposers’ understanding of the work to be done, the commitment to perform the work within the time period, and a statement why the firm believes itself to be best qualified to perform the engagement.

The proposal is a firm and irrevocable offer and shall remain valid for a period of not less than 120 days from the date of submittal.

The person signing the letter is authorized to bind the Proposer. DBE Participation By signing the cover letter, Proposer is attesting that all information submitted with

the proposal is true and correct.

Table of Contents A table of contents must be submitted, which clearly outlines and indexes the contents of the Proposal.

Proposer’s Approach to Performing the Required Scope of Services (40 pages) The Proposer must provide a detailed work program indicating how it intends to provide the system and implementation services detailed in the Scope of Services section. The


Proposer must address all topics listed in Scope of Services section in the following order:

1. Software Products 2. Integration Approach 3. DRPA Participation in Project 4. Ongoing Internal Support 5. Software Maintenance Support 6. Hardware Requirements 7. Operating System 8. Database 9. Modifications and Customizations 10. Additional Consulting Services 11. Exceptions

The Proposer should include in its Proposal its approach including system elements and implementation services for providing all system functionality as stipulated in the requirements.

The Proposer shall also include in their Approach a list of deliverables of each of the topics indicated in the Scope of Services and milestone dates.

Personnel (5 pages) This section should include a brief bio of all key individuals who would take an active role in this engagement. Full resumes of the key individuals should be included in an appendix. Please identify the prospective role each would play in this engagement, the number of hours expected during each proposed phase, the duration of assignment to this proposed installation, and the hourly rate or labor category for each. Also include the number of installations of the proposed software (by module) these individuals have been involved in and if the proposed resource is a full-time employee or subcontractor of the vendor. In addition, the Proposer must provide a project organizational chart and provide a list of roles and responsibilities for personnel identified to staff this project.

The Proposer must commit to provide resources listed in this proposal. The Proposer may not replace key personnel without the prior permission of DRPA project manager. DRPA reserves the right to interview replacement team members if project staff is replaced. In addition, if it becomes necessary to replace staff during the project, the Proposer is expected to provide appropriate transition at no charge to DRPA.

Firm Overview and Qualifications/References (5 pages) The Proposer must demonstrate it has a minimum of five years of being in business providing the products and services stipulated in the Scope of Services section. The Proposer must also demonstrate its financial viability by providing financial statements for the prior year.

The Proposer should demonstrate its deep expertise and provide references for five similar projects performed in the public sector or comparable size organizations. The Proposer should highlight any previous experience with toll-authorities, transit agencies, or other enterprise authorities. The Proposer should list the date the implementation


was completed, and the contact person and contact information. In addition, the Proposer must list the scope of services involved (modules installed) and indicate if the products are fully integrated.

Completed Requirements The Proposer must include responses to each of DRPA’s requirements as outlined within Appendix B: System Requirements. Instructions for completing the requirements matrix are in the Instructions Tab of the requirements worksheet.

Standard Contract The Proposer must submit their standard software licensing contract and maintenance agreement.

Sample Copies Proposers must submit samples of significant deliverables for a project of this size and complexity to support their proposal and facilitate understanding of the DRPA review team. The following documents are requested, but proposers should feel free to include any additional sample deliverables they feel would support their proposal effort:

Business Process Design Documentation Training Manual Module documentation. Sample Implementation Plan used for a similar work effort Testing Plan Pilot or System Test Script User Acceptance Test Script

Required Proposal Forms The Proposer must include signed copies of the proposal check list and all proposal forms in Appendix A of this RFP.

Cost Proposal

General Quoted costs shall be firm and not subject to increase during the term of any contractual agreement arising between DRPA and the Proposer as a result of said proposal.

Implementation and modification pricing must be submitted on a “not-to-exceed” basis. For implementation services under a “not-to-exceed” arrangement, DRPA compensates the Proposer on the basis of hours and expenses incurred up to a ceiling amount. If there is a “residual” amount at the end of the project (difference between total implementation contract amount and actual total costs), DRPA will retain the difference by simply not expending the funds. In contrast, if the implementation cost ceiling is exceeded, the Proposer is to finish the work with rights to receive no additional compensation. Proposers are to provide all work effort needed to meet the detailed functional requirements as part of their proposal. Finally, DRPA reserves the right to ask Proposers to resubmit proposal pricing on either a fixed fee basis or a combination of fixed and “not-to-exceed” basis.


During contract negotiations, DRPA will work with the Proposer to determine a milestone payment schedule whereby the Proposer will be paid for their incurred time, up to the agreed upon “not-to-exceed” ceiling amount based on successful achievement of the project milestones and deliverables.

Proposer prices shall be good for 180 days from the date of submission. Proposers should submit their pricing in the following two sections:

1. Cost Explanation Information 2. Detailed Cost Worksheets (see appendix C)

The Proposer should submit one (1) paper and one (1) electronic copy of the Cost Proposal including the Detailed Cost Worksheets on a CD or USB drive. Electronic files should contain both an MS Excel and PDF version of the cost worksheets. Note: Both paper and electronic versions are required. If there are any inconsistencies between the MS excel file and the PDF document, in all instances, the PDF document will govern.

Cost Explanation Information The Proposer should respond to the following pricing questions:

1. What is the method of software pricing being proposed? 2. What is the number of users priced and/or the basis for other pricing? 3. When is the first annual maintenance fee due? 4. What is the price of additional licenses for each of the software products? This

price should be valid for two years. 5. What other assumptions has the Proposer made in addition to the requirements

specified within this RFP? 6. What are the different labor categories being proposed? Please provide a

description of the roles and responsibilities of each category as well as the standard background of someone in that role. (e.g. Project Manager coordinates and oversees the work of the project including managing the schedule and issues. A Project Manager has between 10 and 15 years of experience in implementation consulting with at least five of them as the manager of complex implementation projects.)

7. Under what terms will payment for the software be due?


Detailed Cost Worksheets The Proposer must complete the accompanying cost worksheets according to the directions below.

Cost Summary Tab The Proposer must enter a single number in each field of the total cost fields on this tab. These numbers should foot from the other cost worksheets.

Software and Maintenance Tab Software License The Proposer should enter a separate line for each software module or project being proposed for the project. Additional lines should be added as required to list all modules. Software Maintenance The Proposer should provide the annual maintenance costs for each software product or module proposed in the Software License table. Additional lines should be added as required to list all modules.

Hardware Tab The Proposer should provide a listing of the servers and peripherals of appropriate size and power to support operations for the number of users and transactions described within this RFP. Hardware should include 10 biometric time-clocks to support time and attendance functionality. The Proposer should specify each type of server required and any associated hardware. Additional lines should be added as required to adequately list all proposed hardware.

Database Tab The Proposer should provide a listing of any database licenses that are required to run the software as proposed. If a database license is included in the software license cost, this needs to be explicitly stated here.

Implementation Services Tab The Proposer should provide a listing of costs for each major implementation activity corresponding with your proposed approach. Include as many lines as necessary for each activity to appropriately represent the different labor categories that are being proposed.

Hourly rates should be quoted as both labor only and fully loaded to include all travel, lodging, meals and any other out of pocket expenses. Services shall be invoiced based on actual hour worked not to exceed expected hours. Proposer should include list of assumptions used to estimate hours expected.

Modifications Tab Provide costs for each proposed software modification as described within the modification section above.

Additional Consulting Estimate Tab The Proposer should provide fully loaded rates by employee/classification for any work the Proposer may perform that is not included in the Fixed Cost. Hourly rates should be


quoted as both labor only and fully loaded to include all travel, lodging, meals and any other out of pocket expenses.

SELECTION PROCESS

All proposals will be reviewed to determine responsiveness. DRPA may reject non-responsive proposals without evaluation, but may waive minor non-compliance. A Selection Committee will evaluate responsive proposals. The Selection Committee will have a minimum of five members. It is the intention of DRPA to evaluate your proposal in conjunction with those received from other firms. An agreement will be awarded to the Proposer who best satisfies the overall requirements of the RFP, as determined by DRPA in its sole discretion. DRPA is not required to award the agreement to the Proposer quoting the lowest fees. DRPA reserves the right to request best and final offers from proposers as part of the evaluation and negotiation process.

DRPA will make a selection based upon numerous criteria, including, but not limited to, DRPA’s perception of the proposed System’s ability to meet the needs of DRPA and the Proposer’s approach for system implementation, demonstrated competence, expertise, experience and qualifications of the Proposer(s). The Technical Proposals will be evaluated on the basis of, among other things, the following criteria:

Evaluation Category

Weight Description

System Capabilities

35 Demonstrated ability by the proposed system to fulfill DRPA’s stated requirements;

Understanding of Needs

5 Demonstration of an understanding of DRPA’s needs and proposed comprehensive, appropriate and adequate approaches to meet those needs;

Implementation Approach

10 Demonstrated ability and qualifications to provide system implementation consulting services and adhere to DRPA’s time schedule;

Implementation Qualifications

10 Qualification and technical experience of the firm; Client references for the quality of government and system implementation experience;

Proposed Team 10 Credentials of Proposer’s team, the quality of the firm’s professional personnel to be assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation;

Contract Terms 5 Proposer’s ability to accept DRPA’s standard contract terms including MBE/ WBE

Cost 25 Total Cost of Ownership of the system

DRPA will select the proposal that is most advantageous to DRPA, as determined by DRPA in its sole and absolute discretion.

After Proposals have been evaluated and scored, DRPA’s Selection Evaluation Committee may select vendors to participate in oral presentations which may include demonstrations of their software capabilities. Tentative dates for these presentations


are identified in the ANTICIPATED PROCUREMENT SCHEDULE located on Page twenty one (21). DRPA reserves the right to request, receive and consider additional information as part of the evaluation process. The oral presentation and demonstration will allow the Proposer the opportunity to clarify any ambiguities in the response and to ensure a thorough mutual understanding by both parties.

DRPA will schedule these presentations and demonstrations, define areas of interest for the oral presentation and provide an agenda for the demonstration. Proposers will be expected to provide key personnel from their response to participate, including the implementation team. Each Proposer selected for an oral presentation and software demonstration will be scheduled for one to two days. All presentations will be conducted on DRPA premises unless otherwise agreed to with the Proposer in advance. All costs associated with the presentation and demonstration (i.e., equipment, materials, travel and other expenses) are the responsibility of the Proposer. Although unplanned, DRPA reserves the right to request follow-up presentations. DRPA will determine final scoring for each vendor invited to make an oral presentation based on the results of the oral presentation, reference checks, and any other information gathered as part of this process.

Negotiations will be conducted with the first ranked Proposer. If a negotiated agreement cannot be reached with the first ranked Proposer within a reasonable time, negotiations will be terminated and the same procedure will be set in motion with the second ranked Proposer, and so on.

In making its selection, DRPA is not required to accept the lowest price and may, at its sole discretion, reject proposals, which are not responsive to the requirements stated herein, or may elect to waive some or all irregularities in any proposal or proposals. The waiver or non-waiver of any specific irregularity will not imply or compel similar treatment of any other irregularity.

There will be no debriefings for unsuccessful Proposers.

CONTRACT AWARD

The final award will be based on consideration of all information provided as part of the proposal as well as any additional information gathered during the evaluation period or which may be requested prior to the award. During negotiation of the contract, DRPA will, jointly with the winning Proposer, develop a milestone payment schedule that follows the proposed implementation schedule. This payment schedule will reflect a 20% retainage for payments based upon successful completion of subsequent milestones such as acceptance of the detailed design, successful completion of a user acceptance test, and day one cutover.


Appendix A: Required Proposal Forms


Form IG -3 Amended 12/12/12

VENDOR POLITICAL CONTRIBUTIONS POLICY

PURPOSE: The following policy is established by the Board of Commissioners (Board) to ensure the Delaware River Port Authority (DRPA) and Port Authority Transit Corp. (PATCO) is conducting business in an open, transparent, and ethical manner. This policy pertains to all bids, proposals, quotes, and/or statements of qualifications submitted to the DRPA and PATCO.

SCOPE: Defines the circumstances under which the Authority shall be prohibited

from contracting with vendors who make certain political contributions. POLICY: 1. All current and/or prospective vendors seeking to enter into an

agreement or otherwise contract to provide any material, supplies or equipment to the Authority, or to acquire, sell, or lease any land or building from the Authority, if such contract or agreement is in excess of $25,000 in value, the vendor will be required to submit a Political Contribution Disclosure Form and a Certification Form prior to the execution of an agreement or contract with the Authority. The business entity shall have a continuing duty to report any contribution it makes during the term of the contract. The political contributions to be disclosed are limited to those made on the local, county, and state levels in Pennsylvania and New Jersey. 2. If a business entity makes a contribution during the term of the contract or agreement, the entity must disclose the contribution within 30 days of the contribution. The entity will be required to disclose the candidate, date of contribution and the amount of the contribution within 30 days of contribution. 3. Definitions "Contribution" means a contribution which is a reportable contribution in accordance with either 25 P.S. §3241 et. seq. or N.J.S.A. 19:44A-1 et. seq., as applicable, made on or after the date hereof. “Business entity” means:

i. a for-profit entity as follows:

A. in the case of a corporation: the corporation, any officer of the corporation, and any person or business entity that owns or controls 10% or more of the stock of the corporation;


B. in the case of a general partnership: the partnership itself and any partner controlling 10% or more of the partnership interest;

C. in the case of a limited partnership: the limited partnership and any partner controlling 10% or more of the limited partnership interest;

D. in the case of a limited liability company: the limited liability company and any member controlling 10% or more of the limited liability company;

E. in the case of a limited liability partnership: the limited liability partnership and any partner controlling 10% or more of the limited liability partnership;

F. in the case of a sole proprietorship: the proprietor; and

G. in the case of any other form of entity organized under the laws of this State or any other state or foreign jurisdiction: the entity and any principal, officer, or partner thereof;

ii. any subsidiary directly or indirectly controlled by the business entity;

iii. any political organization organized under section 527 of the Internal Revenue Code that is directly or indirectly controlled by the business entity, other than a candidate committee, election fund, or political party committee; and

iv. with respect to an individual who is included within the definition of business entity, that individual’s spouse or civil union partner, and any child residing with the individual, that, this policy shall not apply to a contribution made by such spouse, civil union partner, or child to a candidate for whom the contributor is entitled to vote or to a political party committee within whose jurisdiction the contributor resides unless such contribution is in violation of Section 6 of this policy.

4. It shall be a breach of the terms of any contract with the Authority for a business entity to: (i) knowingly conceal or misrepresent a contribution given or received; (ii) make or solicit contributions through intermediaries for the purpose of concealing or misrepresenting the source of the contribution; (iii) engage or employ a lobbyist or consultant with the intent or understanding that such lobbyist or consultant would make or solicit any contribution, which if made or solicited by the business entity


itself, would subject that entity to the restrictions of this policy; (iv) fund contributions made by third parties, including consultants, attorneys, family members, and employees; (v) engage in any exchange or contributions to circumvent the intent of this policy, or (vi) directly or indirectly, through or by any other person or means, do any act which would subject that entity to the restrictions of this policy. 5. A business entity which is determined by the Authority to have willfully and intentionally made a contribution or failed to reveal a contribution in violation of this policy shall be barred by the Authority from contracting with the Authority for up to five years. 6. Notwithstanding anything contained herein to the contrary, nothing contained herein shall prohibit the Authority from contracting with a vendor where the Chief Executive Officer is authorized to act pursuant to the Emergency Powers provisions under the By-laws. 7. Nothing contained in this policy shall be construed as affecting the eligibility of any business entity to perform a contract with the Authority because that entity made a contribution during the two-year period immediately preceding the effective date of this policy. This policy shall be effective as of January 1, 2011.

PROCEDURE: Vendors are required to submit a Political Contribution Disclosure Form

and a Certification Form on all bids, proposals, quotes, and/or statements of qualifications for contracts in the amount of $25,000 or more.

The requested forms must be submitted in a separate sealed envelope from the rest of the proposal. These forms shall not be submitted in the Technical Proposal or Cost Proposal. The Political Contribution Disclosure Form and Certification Form will be forwarded to the OIG for review. OIG will determine whether the Vendor is in compliance with DRPA policy. OIG will also review the Political Contribution Disclosure Form for any potential conflict or direct conflict of interest with members of the Board. OIG will address any potential conflict or actual conflict with the Board member pursuant to OIG guidelines.

Failure to submit these forms will result in the disqualification of the Vendor’s bid, proposal, quote, or statement of qualification.


Form IG-4 Amended 12/12/12

POLITICAL CONTRIBUTION DISCLOSURE FORM

This form or its permitted facsimile must be submitted to the Authority simultaneously with the delivery of a bid for any contract of the Authority.

Part I – Vendor Information Vendor Name: Address: City: State: Zip:

The undersigned being authorized to certify, hereby certifies that the submission provided herein represents compliance with the disclosure requirements of the Authority.

_________________________ ____________________________ _________________________ Signature Printed Name Title

Part II – Contribution Disclosure Disclosure requirement: Disclosure must include all reportable political contributions over the past four (4) years on the form provided. Please mark “None” or “N/A” if no contributions to be disclosed. A blank form does not constitute an acceptable submission.

Contributor Name Recipient Name Date Dollar

Amount $ 5807838



CERTIFICATION PROHIBITION ON CONTRACTING

WITH VENDORS WHO MAKE CERTAIN POLITICAL CONTRIBUTIONS

The Proposer hereby certifies that it has not made a contribution that would bar the award of the Contract pursuant to the Prohibition on “Contracting with Vendors who Make Certain Political Contributions” Policy and shall report any contribution it makes during the term of the Contract.

Date ___________________________ Signature _______________________ Company Name__________________ Title____________________________


Minority-Owned Business Enterprise (MBE) &

Women-Owned Business Enterprise (WBE) Program (A) Statement of Purpose

The Delaware River Port Authority (Authority) is firmly committed to providing equal employment and contracting opportunities for all persons regardless of race, color, religion, sex, national origin, age or non-job-related disability. In that regard, the Authority will affirmatively assure that, in regard to any Authority purchase agreement issued or Contract entered into pursuant to this project, all qualified persons will be afforded equal opportunity to participate in the contract process and will not be discriminated against on grounds of race, color, religion, sex, national origin, age or non-job-related disability. (B) Definitions 1. "Minority-owned Business Enterprise" (MBE) means a certified business which is

at least 51% owned and controlled by one or more persons who are minorities, and whose management and daily business operations are controlled by one or more of the minorities who own the enterprise.

2. "Woman-owned Business Enterprise" (WBE) means a certified business which is

at least 51% owned and controlled by one or more women, and whose management and business operations are controlled by one or more of the women who own the enterprise.

3. "Subconsultant" means any individual, partnership, firm, or corporation, or any

acceptable combination thereof, to which the Consultant subcontracts part of the work pursuant to the applicable contract specifications.

4. "Work" means the furnishing of all labor, services, materials, equipment, tools,

transportation, supplies, and other incidentals necessary or convenient to the successful completion by the Consultant of the construction described in the contract documents and the carrying out of all duties and obligations imposed by the contract documents on the Consultant.

5. Providers of “Bona Fide Services” - for purposes of this project, “bona fide

services” include professional, technical, consultant or managerial services and assistance in the procurement of essential personnel, facilities, equipment, materials or supplies required for performance of the contract, fees charged for delivery or materials and supplies required on a job site (but not the cost of the materials and supplies themselves) when the MBE/WBE hauler, trucker or delivery service is not also the manufacturer of or a regular dealer in the materials and supplies.


(C) MBE and WBE Goals 1. The Consultant is hereby advised that the Authority will affirmatively assure that

in regard to any Agreement issued or Contract entered into pursuant to this project, certified MBEs and WBEs shall be afforded every opportunity to submit proposals for consideration and will not be discriminated against on grounds of race, color, religion, sex, national origin, age or non-job-related disability.

2. The participation of certified MBEs/WBEs subconsultants and suppliers is a

matter of great interest in the evaluation of all proposals. To that extent, the Authority has established the following participation goals for certified MBEs and WBEs:

MBE WBE 7% 3%

These goals are based on a careful review of the project scope, contracting and supplier opportunities, the estimated overall dollar value of the project, and the number of ready, willing and able MBEs and WBEs in our database that may likely be able to participate on the project as a subconsultant or supplier. The goals shall serve exclusively as a guide in determining Consultant responsibility. Attainment of the goals is not a measure of proposal responsiveness, but will be considered in measuring whether a firm is a responsible contractor or consultant.

3. The total dollar value of a subcontract with a firm that is owned and controlled

both by a minority and a woman shall be counted toward either the MBE goal or the WBE, but not both. The Consultant shall choose the goal to which the contract value is to be applied. DRPA will not make this election for the proposing Consultant.

4. At the time the proposal is submitted, the Consultant shall submit its MBE and

WBE commitments to the Authority’s Office of Business Development & Equal Opportunity. The MBE/WBE solicitation and commitment information shall be recorded on the appropriate forms included in the Request for Proposal package. The completed Solicitation and Commitment Forms shall become part of this Agreement and are hereby incorporated herein by reference. Consultants who do not meet the established goals will be required, to submit evidence of their good faith efforts to solicit and commit to MBE and WBE firms.

5. The Authority may at any time require such other information or inspections as it

deems necessary to determine the compliance of any Consultant with the terms and spirit of these nondiscrimination provisions. The Consultant shall fully cooperate with a compliance review in accordance with the goals and requirements specified in the contract. Unreasonable delays or failures to provide requested information or otherwise to cooperate with the DRPA may


result in the withholding of contract payments and may be deemed a breach of this Contract.

(D) Certification 1. The Consultant has the sole responsibility of obtaining certified MBE and WBE

firms for use on this project. Each MBE and WBE the Consultant intends to use as subconsultant(s) or supplier(s) must have a current MBE or WBE certification issued by a certifying entity recognized by the Authority. Only firms whose certification status as MBEs and WBEs is current, at the time of Contract execution, shall be recognized as certified firms.

2. The Authority does not certify firms as MBEs or WBEs. It does, however, accept

certifications from the following federal, state and local agencies: Commonwealth of Pennsylvania Department of General Services; Southeastern Pennsylvania Transportation Authority (SEPTA); Allegheny County Department of Minority, Women & Disadvantaged Business Enterprise; The Port Authority of Allegheny County Office of Equal Opportunity; New Jersey Transit, The Port Authority of NY & NJ Office of Business & Job Opportunity; City of Camden; Women’s Business Development Center (WBDC); and National Minority Supplier Development Council (NMSDC).

3. For assistance locating certified MBE and WBE firms, the Consultant is

encouraged to visit the Office of Business Development & Equal Opportunity’s website at www.drpa.org/obdeo. Once on the site, scroll over to the blue section on the far right-hand side and click “MBE & WBE Directory.” Then click “View the Directory” to perform specific searches.

(E) Ongoing Monitoring 1. At the kick-off meeting the Consultant will be required to submit a copy of a fully

executed subcontract or purchase order between the Consultant and each of the MBE and WBE subconsultants/suppliers it will use on the project.

2. Each month the Consultant shall submit the original "Monthly MBE/WBE Status

Report" to the DRPA Director of Engineering/Chief Engineer along with the partial payment estimate. At the same time, the Consultant shall also submit a copy of the Monthly Status Report to the DRPA’s Office of Business Development & Equal Opportunity for processing. The Monthly Status Report must be submitted each month even when no MBE and WBE subconsultants/suppliers worked.

3. Periodically, DRPA staff will conduct unannounced site visits to ensure that

M/WBE firms are working on the project.


(F) Payments 1. When a Consultant who has contracted with the DRPA has received a payment

or payments from the DRPA for work performed, the Consultant must deliver within seven (7) calendar days from the receipt of payment from the DRPA, the proportionate share of the payment for the work performed to subconsultants specified in the contract. In the event that the Consultant has not made such payments, he or she will be required to submit a written explanation satisfactory to the DRPA for failure to make such payments.

2. Other than as required by the work to be performed for the DRPA, the Prime

Consultant shall not impose upon MBE and WBE subconsultants and suppliers more restrictive insurance and bonding requirements than are placed upon other subconsultants and suppliers on the project.

(G) Determination of Non-Compliance The following shall constitute compliance concerns:

1. documentation or information furnished by the Consultant which fails to demonstrate that MBEs or WBEs are performing the work as indicated by the Consultant on the forms included in the Consultant’s proposal;

2. unreasonable failure, refusal or delay by the Consultant to furnish forms

and other information requested by the Authority’s Office of Business Development & Equal Opportunity in support of its monitoring efforts;

3. discovery of information that is contrary to information previously

submitted by the Consultant;

4. failure of the Consultant to execute a written contract or purchase order with its MBE and/or WBE subconsultants and suppliers;

5. failure of the Consultant to deliver to its subconsultants and suppliers

within seven (7) business days, their proportionate share of the payment for the work performed; and

6. such other reasons that reasonably indicate that the Consultant is not in

compliance with the Authority’s MBE & WBE Program. In the event the Authority determines it has reasonable cause to believe that a

Consultant is not in compliance with the provisions of the Authority’s MBE and WBE Program, the Authority’s Office of Business Development & Equal Opportunity shall promptly cause written notice to be sent by mail to the


Consultant. The notice shall clearly state the areas of non-compliance and require the Consultant to show cause within five (5) calendar days why it should not be found in breach of contract.

Based upon information supplied by the Consultant, if any, the Authority shall make a final recommendation as to whether the Consultant is in compliance with contract requirements. If a recommendation of non-compliance is rendered, the Chief Administrative Officer shall notify the Authority’s General Counsel and make recommendations regarding appropriate remedies. The Authority’s General Counsel, in consultation with the Authority’s Chief Executive Officer and the Authority’s Office of Business Development & Equal Opportunity, shall make a final determination regarding non-compliance and take such steps as are appropriate under the circumstance


DELAWARE RIVER PORT AUTHORITY Proposer: Address: Telephone Number: Contact Person:

SUBCONSULTANT & SUPPLIER SOLICITATION SHEET

Proposal Date _______ _ _____ Contract No: MBE Contract Goal WBE Contract Goal

FAILURE TO SUBMIT THE REQUIRED INFORMATION ON SUBCONSULTANT AND SUPPLIER SOLICITATIONS FOR MBEs AND WBEs ALIKE MAY RESULT IN REJECTION OF THE PROPOSAL AS BEING NON-RESPONSIVE. List all firms MBEs and WBEs alike solicited to perform subconsulting work or to provide bona fide services.

FIRM NAME, ADDRESS, TELEPHONE & FAX NUMBER WITH AREA CODE, AND

CONTACT PERSON OF SUBCONSULTANT/SUPPLIER

MBE/WBE

CERTIFICATION INFORMATION (IF APPLICABLE)

TYPE OF SUBCONTRACT WORK OR SERVICES

SOLICITED

DATE CONTACTED

PHONE MAIL FAX

QUOTE RECEIVED

YES NO

PLEASE SUPPLY ANY OTHER INFORMATION WHICH MAY POSITIVELY IMPACT ON DETERMINATION OF YOUR FIRM AS A RESPONSIVE PROPOSER ON ADDITIONAL SHEETS.

FORM A-205 (2-00)


DELAWARE RIVER PORT AUTHORITY Proposal: Address: Telephone Number: Contact Person:

MBE/WBE SUBCONSULTANT & SUPPLIER

COMMITMENT SHEET

PROPOSAL AMOUNT Proposal Date ___ _ $ ______ Contract No: MBE Contract Goal WBE Contract Goal

FAILURE TO SUBMIT THE REQUIRED INFORMATION ON THE SUBCONSULTANT AND SUPPLIER PARTICIPATION MBEs AND WBEs MAY RESULT IN REJECTION OF THE PROPOSAL AS BEING NON-RESPONSIVE. List all MBE and WBE firms with whom you have made tentative commitments committed to perform subconsulting work or provide bona fide services. FIRM ADDRESS TELEPHONE NO. CONTACT PERSON

MBE/WBE

CERTIFICATION INFORMATION (if applicable)

METHOD CONTACTED

PHONE MAIL FAX

DESCRIPTION OF WORK PERFORMING OR GOODS SUPPLIED

AGREEMENT AMOUNT

Agreement

$

Agreement

$

Agreement

$

PLEASE SUPPLY ANY OTHER INFORMATION WHICH MAY POSITIVELY IMPACT ON DETERMINATION OF YOUR FIRM AS A RESPONSIVE PROPOSER ON ADDITIONAL SHEETS. If the contract’s MBE and WBE goal is not achieved through a combination of subconsultant and provider of bona fide services activity, you must supply, with your proposal, evidence of your good faith efforts to use MBEs and WBEs on the project in order for a determination to be made that your firm is a responsive and responsible proposer. SIGNATURE - AUTHORIZED REPRESENTATIVE: DATE FORM A-206 (2-00)


Appendix B: System Requirements

Appendix B is available in MS Excel for vendor download from the DRPA Website. This excel file must be returned as part of proposer’s response.

Appendix C: Detailed Cost Worksheets

Appendix C is available in MS Excel for vendor download from the DRPA Website. These cost worksheets must be returned with proposer’s response.


Appendix D: DRPA Standard Contract

This AGREEMENT made this XXX day of XXXXXX, 2013, by and between the

DELAWARE RIVER PORT AUTHORITY (hereinafter referred to as the "DRPA"), a public corporate instrumentality of the Commonwealth of Pennsylvania and the State of New Jersey, and VENDOR, located at 123 Lane (hereinafter referred to as the "CONSULTANT"): WITNESSETH

WHEREAS, DRPA desires to continue to obtain SERVICES; and

WHEREAS, DRPA wishes to contract the services of CONSULTANT to provide these services;

NOW THEREFORE, the parties hereto, intending to be legally bound, have agreed as follows: A. SCOPE OF SERVICES

CONSULTANT will provide DRPA SERVICES as more fully described in CONSULTANT’S proposal dated XXXXXXXXXXX, attached hereto as Exhibit A and incorporated herein by reference. B. TIME OF PERFORMANCE

The term of this Agreement will commence on the date of execution and expire no later than XXXXXXXX, unless sooner terminated as provided herein. C. COMPENSATION 1. As full and complete compensation for all services rendered, costs incurred, profits and fees earned by the CONSULTANT in performance of Section A. of this Agreement, the DRPA will pay to CONSULTANT an amount not to exceed XXXXXXXX Dollars, including expenses. Requests for reimbursements for expenses shall be supported by receipts, memoranda or other evidence of expenditure reasonably acceptable to DRPA.

2. The foregoing compensation under this Agreement shall be full payment for all work performed by the CONSULTANT under this Agreement, including all service, materials, supplies, overhead, profit, taxes and other incidental and operating expenses.

3. CONSULTANT shall submit to DRPA monthly progress reports as to the costs incurred and the progress of the work. 4. The CONSULTANT shall submit an invoice monthly and said invoice shall be supported by time sheets and/or other documents reasonably required by the DRPA. Payments


shall be made within thirty (30) days after receipt by the DRPA of the invoices. Invoices shall be sent to:

Kevin LaMarca, Director, IS Delaware River Port Authority One Port Center 2 Riverside Drive P.O. Box 1949 Camden, New Jersey 08101-1949

With a copy to: Howard Korsen, Manager, Contract Administration

Delaware River Port Authority One Port Center 2 Riverside Drive P.O. Box 1949 Camden, New Jersey 08101-1949

D. INSURANCE Prior to commencement of any services under the Contract, the FIRM and each and every Subcontractor of the FIRM shall, at its sole expense, maintain the following insurance on its own behalf with insurance companies lawfully authorized to do business in or on an admitted or non-admitted basis in the jurisdiction in which the services are performed and furnish to the DRPA Certificates of Insurance evidencing same. In addition, FIRM is required to forward these Insurance Requirements to the FIRM’S Insurance Agent/Broker for their review and approval. The term “FIRM” as used in these Insurance Requirements shall mean and include FIRM and Sub-FIRMs of every tier. 1. FIRM Professional Liability Coverage: The FIRM shall maintain insurance covering losses

caused by Professional Services that arise from operations described under the scope of services of this Contract.

a. Per Claim Limit: $1,000,000 b. Aggregate Limit: $2,000,000 c. If coverage is written on a Claims’ made basis, the FIRM warrants that any

retroactive date applicable to coverage under the policy precedes the effective date of this Contract; and that continuous coverage will be maintained or an Extended Discovery Period will be purchased for a period of three (3) years beginning when the services under the contract are completed.

2. Crime Coverage: The FIRM shall maintain insurance covering loss or destruction of DRPA money and securities caused by Employee Theft and Computer Fraud/Funds Transfer Fraud.

a. Per Loss: $1,000,000 b. Whether coverage is written on a Loss Sustained Basis or Discovery Basis, the FIRM

warrants that continuous coverage will be maintained for a period of three (3) years beginning when services under the contract are completed.


c. Joint Loss Payable Endorsement should be added to the policy naming DRPA as Loss Payee (ISO Form CR2502 or equivalent)

3. Loss or Breach of Data Liability Coverage: The FIRM shall maintain insurance covering

third party (including DRPA employees) privacy liability claims resulting from theft, loss, or unauthorized display/use of confidential information, such as confidential third party corporate and/or personally identifiable information in your care, custody or control (electronically, on paper, or on a laptop). Such insurance must include coverage for a FIRM employee causing the loss or breach.

a. Aggregate Limit: $1,000,000 b. If coverage is written on a Claims-made basis, the FIRM warrants that any retroactive

data applicable to coverage under the policy precedes the effective date of this Contract; and that continuous coverage will be maintained or an Extended Discovery Period will be purchased for a period of three (3) years beginning when the services under the contract are completed.

c. The DRPA should be named as an Additional Insured

4. Workers’ Compensation and Employers Liability: Statutory benefits as required by the Workers’ Compensation laws of the Commonwealth of Pennsylvania and The State of New Jersey and reference to such compliance made on all certificates of insurance. The all states endorsement will fulfill this requirement.

a. Workers’ Compensation Coverage: Statutory Requirements b. Employers Liability Limits not less than:

Bodily Injury by Accident: $1,000,000 Each Accident Bodily Injury by Disease: $1,000,000 Each Employee Bodily Injury by Disease: $1,000,000 Policy Limit

5. Commercial General Liability: a. Occurrence Form with the following limits:

i. General Aggregate: $2,000,000 ii. Products/Completed Operations

Aggregate: $1,000,000 iii. Each Occurrence: $1,000,000 iv. Personal and Advertising Injury: $1,000,000

6. Automobile Liability: Coverage to include:

a. All Owned, Hired and Non-Owned Vehicles (Any Auto) b. Per Accident Combined Single Limit $1,000,000

7. Commercial Umbrella Liability:

a. Occurrence Limit: $1,000,000 b. Aggregate Limit (where applicable): $1,000,000 c. Policy to apply excess of the Commercial General Liability, Commercial Automobile

Liability and Employers Liability Coverages.

8. Self-insured Retentions/Deductibles:


None of the policies of insurance required of the FIRM by this agreement shall contain self-insured retentions, deductibles or any other type of retention in excess of $10,000, unless agreed to in writing by the DRPA/PATCO.

9. Financial Rating and Admitted Status of Insurance Companies: a. A.M. Best Rating: A- (Excellent) or Higher b. A.M. Best Financial Size Category: Class VII or Higher c. With insurance companies lawfully authorized to do business in or on an admitted or

non-admitted basis in the jurisdiction in which the services are performed.

10. All policies should include coverage for both Certified and Non-Certified Acts of Terrorism.

11. Delaware River Port Authority of PA & NJ and Port Authority Transit Corporation (DRPA & PATCO) (including their agents, employees, representatives, officers, directors, members and managers) shall be added as ADDITIONAL INSUREDS on all liability policies except the Workers’ Compensation policy. The coverage offered to the ADDITIONAL INSUREDS on the FIRM’S liability policies shall be primary coverage to any other coverage maintained by the ADDITIONAL INSUREDS and as hall not permit or require such other coverage to contribute to the payment of any loss.

12. It is agreed the FIRM’S insurance will not be canceled, materially changed or non-renewed

without at least thirty (30) days advance written notice to the DRPA/PATCO. The number of days for this advance notice will be governed by the FIRM’S domiciled State’s number of days of written notice for cancellation or non-renewal. An endorsement or the equivalent of, to all insurance policies, shall contain the applicable State’s minimum days’ notice of nonrenewal or cancellation including non-payment of premium as provided by State law and evidenced on the certificate of insurance.

13. Any type of insurance or any increase in limits of liability not described above which the

FIRM’S requires for its own protection or on account of statute shall be its own responsibility and at its own expense.

14. The amount of insurance provided in the aforementioned insurance coverages, shall not be

construed to be a limitation of the liability on the part of the FIRM’S or any of their Sub Firms.

15. Prior to the commencement of services and/or payment, the FIRM shall file Certifications of

Insurance with DRPA/PATCO. Such Certificates of Insurance should be mailed within five days of receipt of these insurance requirements to DRPA/PATCO, regardless of when your services will commence. Project description and/or Job Number must be shown on the Certificate of Insurance. The FIRM’S obligation to provide the insurance set forth herein shall not be waived by any failure to provide a Certificate of Insurance, DRPA’s/PATCO’s acceptance of a Certificate of Insurance showing coverage varying from these requirements or by DRPA’s/PATCO’s direction to commence services.


16. In no event is the FIRM to commence services until a Certificate of Insurance showing coverage in the aforementioned amounts required is received and approved by DRPA/PATCO. Any services performed without having the Certificate of Insurance received and approved by DRPA/PATCO is at the FIRM’S own risk.

17. The obligations of the FIRM to maintain Insurance and provide indemnification shall survive

any termination of this Agreement or the suspension, completion and/or acceptance of the services or any part thereof, or final payment to the FIRM, it being agreed that such rights and obligations are and shall be of a continuing nature and effect.

G. WORK PRODUCTS If any inventions, improvements, enhancements, modifications, developments, and/or copyrightable/patentable subject matter (“Developments”) result from the services to be provided by CONSULTANT, DRPA assigns to CONSULTANT its entire right, title and interest in the Developments without further compensation and without obligation of accounting; provided, however, that DRPA will retain a perpetual, non-exclusive, royalty-free license to use any or all such Developments for DRPA’s internal operations. DRPA agrees to execute such documents and other materials as may be reasonably requested by CONSULTANT to obtain protection for such Developments and to perfect exclusive title to the Developments in CONSULTANT, all at CONSULTANT’S sole expense.

H. SUB-CONTRACTING, ASSIGNING OR SUB-LETTING Prior written approval of DRPA is required for subcontracting any services covered by this Agreement. Requests for authorization to subcontract must be submitted in writing to the DRPA's Director, Technology & Management Information Systems, accompanied by a description of the specific work to be subcontracted, the total value of such sublet work, and proof that the organization which will perform the subcontracted work is particularly equipped and capable to perform such work. The right to qualify, accept or reject any subcontractor is reserved expressly to the DRPA.

I. VENDOR POLITICAL CONTRIBUTIONS POLICY

PURPOSE: The following policy is established by the Board of Commissioners (Board) to ensure the Delaware River Port Authority (DRPA) and Port Authority Transit Corp. (PATCO) is conducting business in an open, transparent, and ethical manner. This policy pertains to all bids, proposals, quotes, and/or statements of qualifications submitted to the DRPA and PATCO.

SCOPE: Defines the circumstances under which the Authority shall be prohibited from

contracting with vendors who make certain political contributions. POLICY: 1. All current and/or prospective vendors seeking to enter into an agreement

or otherwise contract to provide any material, supplies or equipment to the Authority, or to acquire, sell, or lease any land or building from the Authority, if such contract or agreement is in excess of $25,000 in value, the vendor will be


required to submit a Political Contribution Disclosure Form and a Certification Form prior to the execution of an agreement or contract with the Authority. The business entity shall have a continuing duty to report any contribution it makes during the term of the contract. The political contributions to be disclosed are limited to those made on the local, county, and state levels in Pennsylvania and New Jersey. 2. If a business entity makes a contribution during the term of the contract or agreement, the entity must disclose the contribution within 30 days of the contribution. The entity will be required to disclose the candidate, date of contribution and the amount of the contribution within 30 days of contribution. 3. Definitions "Contribution" means a contribution which is a reportable contribution in accordance with either 25 P.S. §3241 et. seq. or N.J.S.A. 19:44A-1 et. seq., as applicable, made on or after the date hereof. “Business entity” means:

i. a for-profit entity as follows:

A. in the case of a corporation: the corporation, any officer of the corporation, and any person or business entity that owns or controls 10% or more of the stock of the corporation;

B. in the case of a general partnership: the partnership itself and any partner controlling 10% or more of the partnership interest;

C. in the case of a limited partnership: the limited partnership and any partner controlling 10% or more of the limited partnership interest;

D. in the case of a limited liability company: the limited liability company and any member controlling 10% or more of the limited liability company;

E. in the case of a limited liability partnership: the limited liability partnership and any partner controlling 10% or more of the limited liability partnership;

F. in the case of a sole proprietorship: the proprietor; and

G. in the case of any other form of entity organized under the laws of this State or any other state or foreign jurisdiction: the entity and any principal, officer, or partner thereof;

ii. any subsidiary directly or indirectly controlled by the business entity;


iii. any political organization organized under section 527 of the Internal Revenue Code that is directly or indirectly controlled by the business entity, other than a candidate committee, election fund, or political party committee; and

iv. with respect to an individual who is included within the definition of business entity, that individual’s spouse or civil union partner, and any child residing with the individual, that, this policy shall not apply to a contribution made by such spouse, civil union partner, or child to a candidate for whom the contributor is entitled to vote or to a political party committee within whose jurisdiction the contributor resides unless such contribution is in violation of Section 6 of this policy.

4. It shall be a breach of the terms of any contract with the Authority for a business entity to: (i) knowingly conceal or misrepresent a contribution given or received; (ii) make or solicit contributions through intermediaries for the purpose of concealing or misrepresenting the source of the contribution; (iii) engage or employ a lobbyist or consultant with the intent or understanding that such lobbyist or consultant would make or solicit any contribution, which if made or solicited by the business entity itself, would subject that entity to the restrictions of this policy; (iv) fund contributions made by third parties, including consultants, attorneys, family members, and employees; (v) engage in any exchange or contributions to circumvent the intent of this policy, or (vi) directly or indirectly, through or by any other person or means, do any act which would subject that entity to the restrictions of this policy. 5. A business entity which is determined by the Authority to have willfully and intentionally made a contribution or failed to reveal a contribution in violation of this policy shall be barred by the Authority from contracting with the Authority for up to five years. 6. Notwithstanding anything contained herein to the contrary, nothing contained herein shall prohibit the Authority from contracting with a vendor where the Chief Executive Officer is authorized to act pursuant to the Emergency Powers provisions under the By-laws. 7. Nothing contained in this policy shall be construed as affecting the eligibility of any business entity to perform a contract with the Authority because that entity made a contribution during the two-year period immediately preceding the effective date of this policy. This policy shall be effective as of January 1, 2011.

PROCEDURE: Vendors are required to submit a Political Contribution Disclosure Form and a

Certification Form on all bids, proposals, quotes, and/or statements of qualifications for contracts in the amount of $25,000 or more.


The requested forms must be submitted in a separate sealed envelope from the rest of the proposal. These forms shall not be submitted in the Technical Proposal or Cost Proposal. The Political Contribution Disclosure Form and Certification Form will be forwarded to the OIG for review. OIG will determine whether the Vendor is in compliance with DRPA policy. OIG will also review the Political Contribution Disclosure Form for any potential conflict or direct conflict of interest with members of the Board. OIG will address any potential conflict or actual conflict with the Board member pursuant to OIG guidelines.

Failure to submit these forms will result in the disqualification of the Vendor’s bid, proposal, quote, or statement of qualification.


5807838


CERTIFICATION PROHIBITION ON CONTRACTING

WITH VENDORS WHO MAKE CERTAIN POLITICAL CONTRIBUTIONS

The Proposer hereby certifies that it has not made a contribution that would bar the award of the Contract pursuant to the Prohibition on “Contracting with Vendors who Make Certain Political Contributions” Policy and shall report any contribution it makes during the term of the Contract.

Date ___________________________ Signature _______________________ Company Name__________________ Title____________________________


J. APPLICATION OF LAWS AND REGULATIONS By entering into this Agreement, the DRPA does not consent, either expressly or impliedly, to the jurisdiction or application of any laws, regulations, procedures or requirements of any governmental, quasi-governmental or other political entity which would otherwise not be applicable to the DRPA. K. AUDIT AND INSPECTION OF RECORDS The CONSULTANT shall permit the authorized representatives of the DRPA to inspect and audit all data and records of the CONSULTANT relating to his performance under this Agreement. The CONSULTANT will assume all financial and statistical information provided to the CONSULTANT by DRPA employees or representatives is accurate and complete. L. CONSULTANT - INDEPENDENT CONTRACTOR The CONSULTANT is an independent contractor, and under no circumstances shall it, its servants, agents or employees be or become employees of the DRPA in conduct of the work under this Agreement. M. CONFIDENTIALITY CONSULTANT acknowledges that it may have access to DRPA and PATCO’s confidential and proprietary information. It is understood and agreed that any such information learned through the course of working for DRPA is confidential and shall not be revealed by CONSULTANT to any third party and shall only be used in the performance of work authorized by DRPA. N. MISCELLANEOUS 1. This Agreement may not be amended except upon written consent of both parties. 2. In case of a conflict between the terms of this Agreement and the terms of CONSULTANT’S proposal attached hereto as Exhibit A, the terms of this Agreement shall apply to govern the disputes, obligations and rights of the parties. 3. This Agreement shall be interpreted under the laws of the State of New Jersey, all lawsuits arising from this Agreement shall be brought in State or Federal court in the County of Camden New Jersey. 4. The DRPA shall furnish the CONSULTANT with all available necessary information pertinent to the execution of this Agreement. The CONSULTANT shall assume that all data so provided is accurate and complete. The DRPA shall cooperate with the CONSULTANT in scheduling and carrying out the work herein and shall provide adequate staff for liaison with the CONSULTANT and other government agencies.


IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written. CONSULTANT By: _____________________________ Name:

Title: DELAWARE RIVER PORT AUTHORITY By: __________________________________ ( JOHN J. MATHEUSSEN

CHIEF EXECUTIVE OFFICER Reviewed by Office of General Counsel and Approved as to Legal Form. ___________________