MASSACHUSETTS PORT AUTHORITY

Transcription

1 MASSACHUSETTS PORT AUTHORITY Purchasing Department Logan Office Center One Harborside Drive Suite 200 S East Boston, MA REQUEST FOR PROPOSAL # 5778 SIP Core Installation RESPONSE DUE DATE: May 13, 2016 BY 1:00 PM 1

2 Table of Contents TABLE OF CONTENTS PROJECT SCOPE OF SERVICES SCOPE OF SERVICES OVERVIEW SUMMARY OF RESPONSIBILITIES ADDITIONAL REQUIREMENTS SESSION BORDER CONTROLLER INSTALLATION AND PROVISIONING SIP CORE PROVISIONING, CONFIGURATION AND PROGRAMMING AES PROVISIONING, CONFIGURATION AND PROGRAMMING ADDITIONAL BLOCK OF HOURS TESTING PROPOSAL SUBMISSION GENERAL INSTRUCTIONS PROPOSAL FORMAT AND CONTENT EXECUTIVE SUMMARY TABLE OF CONTENTS RFP RESPONSE APPROACH PROPOSER'S BACKGROUND SPECIFIC EXPERIENCES, REFERENCES AND STAFFING PLAN FINANCIAL STATUS PRICE PROPOSALS OTHER INFORMATION APPENDICES PROPOSAL PROCESS WRITTEN QUESTIONS ADDENDA PROPOSAL SUBMISSION PROPOSAL EVALUATION EVALUATION CRITERIA NOTIFICATION, NEGOTIATION AND AWARD GENERAL CONDITIONS ACCEPTANCE OF THE PROPOSAL CONFLICT OF INTEREST PROPRIETARY INFORMATION, NON-DISCLOSURE REPRESENTATIONS MADE BY PROPOSER INSURANCE... 2

3 Table of Contents ( cont'd) AUDIT REQUIREMENTS... APPENDIX A: PROPOSER INFORMATION FORM... APPENDIX B-1 NON-DISCRIMINATION POLICY... APPENDIX B-2: WORKFORCE COMPOSITION FORMS... APPENDIX C: REFERENCE INFORMATION FORM... APPENDIX D: FINANCIAL QUALIFICATIONS... APPENDIX E: PRICE PROPOSAL FORM... APPENDIX F: SAMPLE SERVICE AGREEMENT.. APPENDIX G: CERTIFICATE OF COMPLIANCE WITH LAWS.... 3

4 Massport Information Technology Network Operations SIP Core Installation REQUEST FOR PROPOSAL Introduction The Massachusetts Port Authority (the Authority or Massport ) is an independent body politic and corporate and public instrumentality of the Commonwealth of Massachusetts created by Chapter 465 of the Acts of The Authority controls, operates, and manages Boston-Logan International Airport, Hanscom Field, Worcester Airport; and the Port Properties, consisting of certain facilities in the Port of Boston and other properties. For more information on the Authority, its mission, organizational structure, facilities and programs, please log on to the Authority s website at The Massachusetts Port Authority is seeking proposals from qualified vendors interested in entering into a contract to provide Commodity Internet Services. 1.0 Project Scope of Services The Project Scope section provides background and overview information about the project including the Scope of Services required by Massport. The Proposal Submission section provides information about the RFP process as well as the mandatory requirements for submitting a response to this proposal in order for the proposal to be considered. Note: The Massachusetts Port Authority reserves the right to except or reject any portion of this contract. 1.1 Scope of Services Overview Massport is looking to update their Avaya environment to add all necessary SIP components to support future carrier SIP Trunking as well as create an API interface to be able to add on 3 rd party applications that require access to Avaya s API to allow for applications like call recording to be added to the infrastructure. Based on Massport s future technology requirements Massport is proposing adding key Avaya solution components to their existing infrastructure. These components include Avaya Aura System Manager, Session Manager, Session Border Controller Enterprise (together these 3 applications will be referred to as SIP CORE), Utility Server and Application Enablement Server or AES. The purpose of this Statement of work is to provide the steps necessary to add the desired solution components into the existing Avaya infrastructure. Massport is also looking to adding a Utility server to help facilitate consistency among the IP endpoints that are in place. Also an Avaya Aura Web licensing server will is proposed for the AES server in an effort to align Massport s topology with Avaya s future roadmap. Massport is looking to utilize their existing VMware infrastructure to deploy the recommended applications whenever possible. The one exception to the virtualization deployment is the Avaya Aura Session Border Controller Enterprise (SBCE). The SBCE servers will be deployed as physical appliances due to the need to maintain Massport s security requirements at the edge of the network. The SBCE servers are meant to 4

5 be put in place for a future carrier SIP trunking project that will take place at a later time outside of this project. Even though carriers SIP Trunking is not part of this proposal the customer edge applications necessary to support future carrier SIP Trunking are a key component to this proposal. The goal with building the Avaya SIP core consisting of Avaya Aura Session Manager/System Manager and Avaya SBCE is to ensure that Massport is able to take full advantages of capabilities like carrier SIP Trunking in addition to all of the future enhancements Avaya is brining into the product line by way of SIP integrations and interfaces. At some point in the future Massport will conduct another project to tie the SIP core into a carrier SIP trunk of their choosing. The SIP core statement of work should be built out to allow for such that the addition of carrier SIP services should not require any additional hardware or licensing to complete. The addition of the Trunking should only require some configuration and integration work to take place on the SBC, Communication Manager and Session Manager. Although Massport has not selected a call recording vendor yet the AES server should be ready to interface with the selected call recording platform whatever it may end up being. Massport understands that depending on the end call recording solution selected the AES licensing may or may not have to be adjusted to meet the demand of how many calls need to be recorded. 1.2 Summary of Responsibilities Service Location Requirements: East Boston: Logan Office Center 1 Harborside Drive East Boston, MA Service Requirements: Provider will design, order, procure, implement and test the following Avaya Aura components subject to and in accordance with the terms and conditions of this Agreement: Avaya Aura System Manager [VMware] Avaya Aura Session Manager (2) [VMware] Avaya Aura Session Border Controller Enterprise (3) [Physical Servers] Avaya Aura Application Enablement Services [VMware] Avaya Aura Utility Services [VMware] Existing Equipment on file Avaya Aura Communication Manager Release 6.3 Avaya Aura Messaging Release 6.3 Avaya Aura System Platform 5

6 Avaya Aura Survivable Remote Servers (ESS) Avaya Aura Survivable Remote Embedded Server (LSP) Avaya Aura Media Gateways (G450 and G650) Avaya H.323 IP Telephones 1.3 Additional Requirements In addition to the required responsibilities, the following requirements must be met: Planning and Design Provider will meet with Massport and review in detail the solution being proposed in the SOW. The purpose of that meeting will be to ensure there is agreement between the Provider and Massport to ensure that each application will have the correct IP address information and connectivity needed to other Avaya / Massport components needed to function. This meeting will also serve as a starting point for completing the Avaya implementation worksheets needed to ensure a thorough and detailed deployment. Identify resources required to fulfill the scope of Services Jointly develop the Project schedule based on Massport and Provider resource availability Perform design activities as defined in the Project schedule Co-develop a test plan with Massport to verify solution functionality Create schedule for on-site deployment and integration testing with Massport. Complete System and Session Manager planning forms with Massport. Complete Session Border Controller planning forms with Massport. Complete AES server planning forms with Massport. Review existing platform licensing configuration to ensure it will support SIP trunking and the AES server Session Border Controller Installation and Provisioning Unpack, inspect and inventory Session Border Controller servers. Install hardware listed below Install software updates. Allow 3 day burn in of equipment to ensure against any out of the box failures Install Avaya Aura Session Border controller servers in high availability (HA) mode at customer s data center using worksheet s completed in statement of work. The SBCE servers will be configured for future SIP trunking to come at a later point in time. o The objective on the project is to ensure that the inside or A1 interface of both SBCE servers have a signaling connection to the Avaya Aura Session Manager servers and the M1 (management) interfaces are reachable for web and shell based management. o SIP trunking will be added at a later time as part of a separate project. The future SIP trunking project will only require some configuration changes on the outside or B1 interface of the Session Border controllers when Massport chooses which SIP carrier they wish to use for SIP trunking services. 6

7 1.3.3 SIP Core Provisioning, Configuration and Programming Deploy Avaya System Manager, Session Manager, Utility Server and virtual machines on Massport s existing VMware infrastructure at this time there is no need for separate physical servers for these appliances Virtual machines will be configured using worksheets completed in the statement of work. Upgrade all newly deployed Virtual machines to the latest version as allowed in the customers current Avaya environment Ensure all new servers are compliant with operating system best practices at Massport, passwords changed, NTP source configured, SNMP enabled etc. Provider will configure System and Session Manager to utilize redundant links between Session Manager and the existing Communication Manager System Manager will be synced with Communication Manager to allow for future application sequencing for SIP phones as well as web based administration of Communication Manager and Aura Messaging if so desired Any SIP programming needed on System/Session manager needed to route calls to Aura Messaging will be completed. Provider will integrate System Manager with the customers LDAP server for 3 rd party authentication if the customer so desired this feature to be enabled. The local host name resolution feature will be enabled on the Session Manager(s) to ensure that in the event of a failure of the main CM servers an ESS server could resume communication with the Session Managers and continue to drive the SIP feature set in the customer s environment The Utility Server will be configured to integrated with Communication Manager to enable the MyPhone feature so users can modify their call handling settings using their extension number and password with a web browser also the current settings file in use will be pulled over to the Utility server The Provider will utilize industry standard best practices to configure the existing Avaya Aura Communication Manager to tie into the Session Manager servers. This will include creating separate network regions, signaling groups, trunk groups and route patterns that are needed to ensure the customers Communication Manager takes full advantage of both Session Managers that are being deployed as part of this project All newly deployed virtual machines as well as physical SBC server will be final on-boarded with Avaya to ensure that each new component reflects correctly under Massport s existing maintenance contract with Avaya and also to ensure Avaya has remote access and can receive alarms from each device. The existing Avaya Aura Messaging server(s) will be configured to utilize the Session Manager servers to receive voice mail calls from Avaya Communication Manager. This activity will be conducted after hours during an agreed upon time between Massport and the Provider AES Provisioning, Configuration and Programming Providers will work with Massport to determine what if any additional CTI licenses may be necessary in Communication Manager to support the AES server. Once Provider is aware of the 3 rd party call recording solution being proposed they will work with Massport to determine the correct amount of TSAPI and DMCC licensing needed to ensure the AES is able to meet the call recording demand needed. 7

8 Providers will deploy the Application Enablement Services and WebLM Virtual Machines onto Massport s existing VMware infrastructure. The AES server will have all of the latest patches applied that are allowed into Massport s current Avaya environment Any necessary license files for the AES server will be loaded onto the WEBLM virtual machine The AES server will be configured to utilize the WEBLM server for license reference Customer logins will be created by the Provider for the AES CTI link connectivity between Communication Manager and the newly deployed AES server will be configured by the Provider. The AES server will be configured to integrate with the 3 rd party or Avaya call recording application Massport chooses to implement Additional Block of Hours Provider will price out an additional 100 hours for engineering to be used towards configuration and troubleshooting. This will include but not be limited to the integration of the carrier SIP trunks, and Voice Recording application after the completion of this project Testing All applications being deployed will be tested in accordance with a test plan developed between the Massport and the Provider. Based upon the applications being deployed, the Provider will be able to recommend a baseline test plan to ensure functionality of the deployed platform. These tests include but are not limited to: System / Session Manager web based maintenance tests Voice mail calls from Communication Manager to Aura Messaging Voice mail calls from Communication Manager to Aura Messaging with one Session Manager set to a Deny New Service state to ensure calls use look ahead routing correctly Verify Local Host Name resolution entries are correct to support ESS takeover of Session Manager servers Verify all remote access and alarming for newly deployed applications Perform TSAPI call test from AES web pages by placing a station to station call between 2 stations on Massport s phone system only using the web page of the AES server and the previously built CTI link in Communication Manager Test customer remote access to all products being deployed and ensure customer has access to proper testing tools available on all platforms, adjust any login permissions as necessary 2.0 Proposal Submission This section provides the instructions for the preparation of the response to this Request for Proposal. It describes the proposal process, including a list of important dates for proposal development, and the deliverables required in the proposal. This section also describes the general terms and conditions of the proposal and the qualification process to be used in selecting a proposer. Proposers are responsible for fully examining this RFP and addenda (if any) and referenced documents. 8

9 2.1 General Instructions Proposals shall demonstrate a thorough understanding of the requirements and scope of the project described in Section 1.0 Project Scope of Services with emphasis on completeness and clarity of content. Proposals shall concisely describe how the Proposer s solution addresses the specific needs of Massport. Although certain technical explanations may be required, the proposal language shall accommodate a non-technical audience. The Proposer shall have proven experience and performance in providing data center colocation services. Proposals shall clearly identify the intended use of any sub contractors for services related to the project's scope. The response shall be submitted in the format specified in the instructions below and shall include all completed forms required in the appendices to this document. The proposal shall include the full legal name and business address of the Proposer, and shall be signed and dated by a person or persons authorized to contractually bind the Proposer. Proposals by a partnership or joint venture shall list the full names and addresses of all partners or joint venture signatories. The state of incorporation shall be stated for each corporation that is party to the proposal. The preparation of the proposal and any subsequent presentations, demonstrations or other activities related to the proposal shall be at the expense of the Proposer, and the Authority shall not compensate any party for any such activities. The rejection of any proposal in whole or in part will not render the Authority liable for incurred costs and/or damages. Unless otherwise formally notified in writing by the Authority, the contact person for all information and/or questions pertaining to this RFP shall be: Ms. April Lanni Senior Buyer Massachusetts Port Authority One Harborside Drive, Suite 200S East Boston, MA alanni@massport.com 2.2 Proposal Format and Content All responses are to be presented following the format outlined below. The proposals shall address all of the requirements of this RFP and provide a complete and concise description of how the proposed solution satisfies the requirements. In addition to the narrative that comprises the response, the Proposer shall complete the forms provided in the appendices to this document. Failure on the part of the Proposer to complete the forms may be reason for rejection of the proposal. All proposals shall be in writing and shall be typewritten in English on 8.5" x 11.0" paper with all pages clearly numbered. The proposal shall be concise and focus on the details of the solution. Each Proposer will submit two (2) original and one (1) electronic copy at the time of submission. Printed proposals shall be printed in a 12-point font and shall be printed single sided. The required contents and format of the proposal are as follows: (Title Page) I. Executive Summary (2 page maximum) 9

10 II. Table of Contents III. RFP Response Approach to Providing a Complete Solution Proposer s Background Estimated Schedule Specific Experience and References Financial Status of Proposer s Organization Price Proposal IV. Other Information (optional) V. Appendices (A) (B) (C) (D) (E) Proposer Information Form Workforce Composition Form Reference Information Form Financial Qualifications Price Proposal Forms Executive Summary The Executive Summary shall present a clear and concise summary of the Proposer's background, solution proposed and direct relevant experience, and shall make a case as to why the Proposer has the best solution to satisfy Massport s needs. Structure this section in a manner that allows it to serve as a stand-alone summary when separated from the other sections of the proposal (page limit: 2 pages.) Table of Contents The Table of Contents is self-explanatory RFP Response This section of the proposal shall describe in detail the proposed solution including the Proposer s: Approach to Providing a Complete Solution Proposer s Background Estimated Schedule Specific Experience and References Financial Status of Proposer s Organization Price Proposal Approach This section shall describe how the Proposer intends to deliver the services identified in Section 1.0 Project Scope of Services on time and within the contract terms. Massport is looking for the Proposer to provide a detailed approach, including the development methodology to be used, which identifies and includes all items the Proposer deems necessary to meet or exceed the requirements identified in Section 1.0 Project Scope of Services. The Proposal shall include a detailed description of the objective, 10

11 approach, methodology and level of effort proposed for each task or item. If the proposed solution partially meets these requirements, the Proposer shall provide a concise explanation for Massport s consideration. The proposed approach to implementation shall be clear and offer a reasonable and costeffective methodology. Any part of this section, or any section of the RFP response, may be incorporated into the final contractual agreement Proposer's Background Present an introduction to your firm that details its principal business (es), company size and structure, firm ownership, etc. In particular, the Proposer shall describe how its professional background and expertise are most suited toward meeting Massport s needs. If a local office is proposing, describe the attributes of the local office from which the work will be performed. Additionally, please list all litigation and outcomes against the Proposer's organization within the last five (5) years (if any). Proposer shall include with its submission a statement, signed under the pains and penalties of perjury, identifying and describing all local, state and federal criminal investigations or proceedings, or any other administrative, judicial, or regulatory matter currently pending against the Proposer, or its Principals (to include officers, members, directors. and partners) or concluded adversely to the Proposer, or its Principals, within the past five years, which might reasonably be construed to reflect adversely on the fitness of integrity of Proposer or its Principals to perform this contract for a public client. Failure to respond properly and accurately to this requirement may, in the Authority s sole discretion, result in rejection of your submission Specific Experiences, References and Staffing Plan The Proposer shall describe at least three (3) separate engagements performed by its firm that have concluded in the past five (5) years or are in process as of this date. Massport is especially interested in references which demonstrate the Proposer s proven experience and performance in providing high level support services to organizations with similar operations of approximately the same size and complexity as Massport. At a minimum, the Proposer shall: Describe the most recent (last five years) relevant experience of the firm and sub-consultants on engagements involving similar colocation services. Clearly state the roles of any sub-consultants used by the Proposer's organization on each engagement. Describe how this engagement is relevant to Massport s situation and what experience was gained that is directly applicable to Massport. For each of the projects listed above, include complete client information for persons familiar with the services provided including full client name, client address, client phone number, contact name and title at time of referenced job and contact phone number. For each engagement, the Proposer is expected to provide the names of at least two client references, which Massport may use at its discretion and in accordance with Section Evaluation. The Proposer shall provide this information in the Appendix C Reference Information Form section of the proposal. Proof of your firm s commitment of time and personnel to this project, including a list of personnel who will be assigned to the account, a statement of their duties and qualifications, and the proposed staffing plan. Include the name of the person who will be the point of contact for the Authority. 11

12 Show evidence that your firm is an affirmative action employer, including the names of females and minority group members whom will be working on the Premises. (Use form marked Appendix B-2. This requirement is optional, but Proposer is strongly encouraged to include it.) Financial Status The Proposer shall provide a copy of the Proposer s most recent audited financial report, or provide Massport with sufficient information as Massport deems necessary to assess the company s financial status and the ability of the Proposer to perform the work required. The Proposer shall provide this information in the Appendix E Financial Qualifications section of the proposal Price Proposals The Proposer shall provide fixed pricing for all services identified in Section 1.1 Scope of Services Overview as follows: Avaya Aura System Manager [VMware] Avaya Aura Session Manager (2) [VMware] Avaya Aura Session Border Controller Enterprise (3) [Physical Servers] Avaya Aura Application Enablement Services [VMware] Avaya Aura Utility Services [VMware] Additional block of 80 hours Pricing is based on the requirements and deliverables identified in Section 1.0 Project Scope of Services and for any additional other deliverables the Proposer deems necessary. The Proposer shall provide this information using this Appendix E Price Proposal Form. Please note that Massport is a tax exempt organization Other Information At the discretion of the Proposer, other additional and relevant information may be included in this section Appendices The Proposer is required to submit, as part of its completed package, certain forms or information as outlined below. Relevant forms have been provided in the appendices to this RFP document as noted. The Proposer's appendices shall be presented in the following order: (A) (B) (C) (D) (E) (F) (G) Proposer Information Form Workforce Composition Form Reference Information Form Financial Qualifications Price Proposal Forms Sample Service Agreement Certificate of Compliance with Laws 12

13 Where additional space is needed to contain your response, insert supplementary pages as necessary directly behind the page with insufficient space. Identify the supplement with the appendix number and supplementary page number. Changes to the RFP format or failure on the part of the Proposer to comply with all requirements may be cause for rejection of the proposal. 2.3 Proposal Process It is Massport's desire to maintain the following schedule for the proposal and selection processes: Step Description Date RFP Released RFP is available to interested Proposers. April 20, 2016 Last Day of Written Questions Answers to Written Questions Submission of Proposals Review of Proposals and Selection Proposers will be allowed to submit inquiries and questions until this date. Inquiries may be submitted via only to (plain text). Responses to written questions will be provided to all prospective Proposers who download the RFP Proposers will submit detailed proposals in conformance with the requirements of this RFP by this date and time. April 29, 2016 by 1:00 p.m. May 4, 2016 May 13, 2016 by 1:00 p.m. Massport will review the proposals received in accordance with the evaluation criteria set forth elsewhere in this document. May 20, Written Questions In the interest of saving time, all questions pertaining to this Request for Proposal shall be submitted by to the Massport contact person identified above (see Section 2.1 General Instructions). Please note, all questions, shall be received by the Massport Project Manager at Massport by the date and time specified for the Last Day of Written Questions in the schedule above. The Authority will provide a written summary of the questions and answers, which will be sent to the principal representative of each proposing organization that download the RFP Addenda Revisions, clarifications, interpretations, and responses to written questions on this RFP, as prepared by Massport, shall be issued to all Proposers as addenda to the RFP. All addenda will be issued as specified in the schedule above. 13

14 2.3.3 Proposal Submission Two (2) original and one (1) electronic copy of the Proposer's response to this RFP (the Proposal ) shall be delivered in a sealed package no later than May 13, 2016 at 1:00pm Eastern Time. To: Massachusetts Port Authority Logan Office Center One Harborside Drive, Suite 200S East Boston, MA Attn: Rachida Mahrouda The Authority will time and date stamp all proposals upon receipt. Proposals received after the time and date stated above will be marked as late and will not be considered. Proposals will not be returned. The Proposer shall print "Proposal 5778, SIP Core Installation" in the bottom right hand corner of the proposal packaging. By submitting a Proposal, Proposer agrees that if the Authority makes an award to Proposer, the Proposer may be required to enter into one or more agreements in the form attached hereto as Appendix F Sample Service Agreement. The draft Agreement may be modified only as deemed necessary or desirable by the Authority s Chief Legal Counsel. Certain portions of the final Agreement shall be completed in accordance with the terms of the successful Proposal. Also, all terms of the successful Proposal will be incorporated in the final Agreement by reference, and the Proposal itself will become part of the executed documents Proposal Evaluation Massport, utilizing a selection committee, will evaluate and select a proposal based on the criteria below. Those proposals which meet the requirements of this RFP and which are deemed to represent the most beneficial solution to the Authority's needs will be evaluated in accordance with the criteria. Proposals which fail to meet the requirements of this RFP or which are otherwise unacceptable will not receive further consideration. Massport may make such investigations as it deems necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to Massport all such information and data for this purpose as may be requested. Massport reserves the right to reject any proposal if evidence submitted by, or investigation of, the Proposer fails to satisfy Massport that such Proposer is properly qualified to carry out the obligations of the Contract and to complete work contemplated therein. The Authority, at its sole direction, may select one or more proposals from which to proceed with negotiations Evaluation Criteria In selecting a Contractor to complete the tasks, perform the services, and deliver the items described in Section 1.0 Project Scope of Services, the Authority will consider the information in the proposals, technical level and experience and the ability of the proposer to meet or exceed the minimum requirements and shall include, but not be limited to, consideration of the following criteria: The overall quality of the written proposal; 14

15 o The ability of the Proposer to satisfy the functional and technical requirements stated herein; o The overall quality of the Proposer s solution; o Consultant's methodology for network support services for Massachusetts Port Authority. o Responsiveness to this RFP; Qualifications and relevant experience; o The level of recent (within the past five years) and relevant (including similar work for other government agencies or transportation related sites) experience the Proposer has in engagements of similar scope and nature. o The level of recent and relevant experience the Proposer has with the proposed colocation services. o The qualifications of personnel who will be assigned and the relevance of each person's experience to the work to be performed under this proposal; o Recommendations from prior clients; o Ability to work within a team framework. This project requires close coordination between Massport's and the Proposer s teams in order to be successful; Financial stability of the Proposer; Commitment to Affirmative Action, in house profile, policy and accomplishments, and meaningful subcontractor participation as well as employment of special groups of interest to Massport (i.e., residents of Impacted Communities); Price/cost Notification, Negotiation and Award The selected Proposer shall be expected to enter into an agreement with Massport (see Appendix F- Sample Service Agreement), materially for the services requested in this RFP document unless the selected Proposer specifically notes suggested changes in its proposal (see Section Acceptance of the Proposal). Massport will subsequently enter into negotiations with the chosen Proposer(s) to establish mutually agreeable terms regarding the scope of services and/or compensation. All unsuccessful Proposers will be notified after the execution of an agreement. Non-acceptance of any proposals will be devoid of criticism and of any implication that the proposal was deficient. Nonacceptance of any proposal will mean only that another proposal was deemed to be more advantageous to the Authority. Copies of all proposals and support material will be retained by the Authority. If mutually agreeable business and contract terms cannot be reached after a reasonable length of time, Massport reserves the right to proceed with another proposal or reevaluate its options. 2.4 General Conditions Acceptance of the Proposal It is the intent of the Authority to award a contract on the basis of the responses to this RFP. However, the Authority, at its sole discretion, reserves the right to accept or reject any or all proposals received in response to this request, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP. The Authority may request additional information from the Proposers during the course of the selection process. Any proposal determined to be non-responsive to any of the requirements of this RFP may be disqualified without complete evaluation. Submissions not containing all requested requirements will not considered. Massport may, at its discretion, determine noncompliance is immaterial and can be corrected or that an 15

16 alternative proposed by the Proposer is an acceptable substitute. In such cases, Massport may ask for clarifications and/or allow the Proposer to make minor changes or corrections to its Proposal. Massport reserves the right to suspend, withdraw, amend, or supplement this RFP including all appendices, exhibits, and addenda, at any time prior to opening the proposals. Massport further reserves the right to accept any proposal, to modify or amend with the consent of the Proposer any proposal prior to acceptance, to reject any or all proposals, to waive any informality and to effect any agreement otherwise, all as the Authority in its sole judgment may deem to be in its best interest. By submitting a proposal in response to this RFP, the Proposer agrees to accept award of the successfully negotiated contract to perform the work described in the submitted proposal. The selected firm will be expected to sign an agreement. If the Proposer believes that modification of the RFP or any article contained in the Authority's standard contract is necessary, or the Proposer takes exception to any portion of this RFP, the Proposer shall so indicate, in detail, at the time of submission. Otherwise, it will be assumed that the terms of the Contract and RFP are acceptable, and by submission of a signed proposal to the Authority, the Proposer will be deemed to have accepted in their entirety the terms and conditions of the Contract and this RFP Conflict of Interest Massport seeks to avoid any conflict of interest, or the appearance of a conflict of interest. Each Proposer is advised that its performance of work for the Authority may, at any time, raise questions about real or perceived conflicts of interest because of the Proposer's relationship to other entities or individuals, including without limitation: (1) private and public owners of companies that may be affected by the project, and/or (2) other state-created entities with potential conflicting interests and/or concerns. Accordingly, Massport reserves the right to: (1) disqualify any Proposer or reject any proposal at any time solely on the grounds that a real or perceived legal or policy conflict of interest is present; (2) require any Proposer to take any action or supply any information necessary to remove the conflict, including without limitation, obtaining an opinion from the State Ethics Commission; and (3) terminate any contract arising out of this solicitation if, in the opinion of Massport, any such relationship would constitute or have the potential to create a real or perceived conflict of interest that cannot be resolved to the satisfaction of Massport. In addition, representatives and/or employees of the successful Proposer may be required to certify from time to time, in a form approved by Massport, that in connection with work under any contract arising from this RFP, that they are in full compliance with the provisions of Chapter 268A of Massachusetts General Laws and any other applicable conflict of interest laws. The Proposer agrees to disclose in writing any facts Massport may seek in order to resolve questions about potential conflicts of interest occurring during the period of solicitation of performance hereunder and, upon request of Massport, describe on-going relationships between any party to the Proposer's team and suppliers and manufacturers of equipment which may be deployed in the work of this project Proprietary Information, Non-Disclosure Massport will seek to hold all RFP's and subsequent submissions in confidence, to the extent consistent with applicable law, until a final decision has been made or the selection process is terminated. Respondents are advised, however, that pursuant to M.G.L.c.66, all materials received by Massport which fall within the definition of "public record" as set forth in M.G.L.C.C 4 7, cl. (26), shall be disclosed by Massport upon request. Any information given to Massport in any Proponent's RFP or any correspondence, discussion, meeting, or other communications between the Proponent and Massport before, with, or after the submission of 16

17 the Proponent's RFP, either orally or in writing, will not be, or deemed to have been, proprietary or confidential, although Massport will use reasonable efforts not to disclose such information to persons who are not employees of or consultants retained by Massport except as may be required by state and federal law. Use or disclosure of such information by Massport may be made without obligation or compensation and without liability of Massport of any kind whatsoever. The foregoing applies to any information, whether or not given at the invitation of Massport. Any statement which is inconsistent with the foregoing provisions of the paragraph whether made as part of, or in connection with, any information received from the Proponent or otherwise made at any time in any fashion, and whether made orally or in writing, shall be deemed null and void and of no force or effect. Massport's receipt or discussion of any information submitted in response to the RFP, including information submitted during discussions after said submittal (including ideas, drawings or other materials communicated or exhibited) does not, and will not impose any obligations whatsoever on Massport, or entitle Proponents to any compensation. The Authority reserves the right to use any or all ideas or concepts presented in any proposal submitted in response to the RFP, whether accepted or not. Selection or rejection of the proposal shall not affect this right. No news releases pertaining to any aspect of this project shall be made without Massport s written approval Representations Made by Proposer By submitting a proposal, a Proposer represents that: Proposer has read and understands this RFP and Proposer's response is made in agreement and compliance with the RFP. Except as expressly stated by Proposer, all terms and conditions set forth herein are accepted and incorporated in the proposal. Proposer possesses the capabilities, equipment, personnel and financial wherewithal to provide efficient and successful assistance. If selected, the RFP response may be incorporated into the final contractual agreement Insurance Vendor shall carry professional liability insurance coverage for errors, omissions and negligent acts in an amount of not less than $1,000,000. Such insurance shall extend to vendor and to its legal representatives in the event of death, dissolution or bankruptcy, and shall cover the errors, omissions or negligent acts of vendor's agents and employees. Such insurance shall extend to any act, error or omission in the performance of services under the subject contract committed by vendor or alleged to have been committed by vendor or any person for whom vendor is responsible. Vendor shall also carry insurance covering property damage, bodily injury, and personal and advertising injury arising out of the loss of electronic data in an amount of not less than $1,000,000. Such insurance may be endorsed onto a general liability policy or issued as a separate policy. Vendor shall also carry insurance furnishing benefits in accordance with Mass. G.L. c. 152, including employer s liability with a minimum limit of $1,000,000, or such other worker's compensation requirements as may pertain. Vendor shall also carry general liability/automobile liability insurance coverage in an amount of not less than $1,000,000. Vendor s insurance coverage shall also cover restoration of plans, drawings, field notes or other documents in the event of loss or destruction in the custody of vendor. All subcontractors are subject to the same insurance requirements. Massport shall be named as Additional Insured on all liability policies and Certificates of Insurance shall be provided to substantiate 17

18 coverage. Insurance policy effective dates shall overlap with the contract period Audit Requirements The Contractor shall keep accounts, books and records pertaining to services performed and reimbursable expenses incurred in a true and accurate manner and on the basis of generally accepted accounting principles and in accordance with such reasonable requirements to facilitate review as the Authority may require. Upon seventy-two hours (72) hours advance notice, the Authority or a representative on behalf of the Authority shall have the right to inspect, review or audit, during normal business hours, in conformity with generally accepted auditing standards, the accounts, books, records and activities of the Contractor necessary to determine compliance by the Contractor with the provisions and requirements of this Agreement. The Contractor shall keep such accounts, books and records as required to be maintained by this Agreement at a location within the metropolitan Boston area or, if the Contractor maintains such accounts, books and records in another location outside the metropolitan Boston area, the Contractor shall make such accounts, books and records available at the Contractor s Boston office or at a site acceptable to the Authority upon reasonable notice from the Authority. The Authority shall have the right to photocopy or otherwise duplicate at the Contractor s expense those accounts, books and records as the Authority determines to be necessary or convenient in connection with its review or audit thereof. If the Contractor s accounts, books or records have been generated from computerized data, the Contractor shall provide the Authority or its representative with extracts of the data files in a computer readable format on suitable computer data exchange formats acceptable to the Authority. The Contractor shall retain and keep available to the Authority all books and records relating to this Agreement for a period of not less than seven (7) years following the expiration of the Term of this Agreement or, in the event of litigation or claims arising out of or relating to this Agreement, until such litigation or claims are finally adjudicated and all appeal periods have expired. 18

19 APPENDIX A: PROPOSER INFORMATION FORM All fields must be completed Legal Name of Proposer: Type of Entity: Address: Primary Contact: Name Title Phone Fax: Principal businesses in which proposer is engaged: Proposer's Mission Statement (please attach) Number of years in business Name and Address of Affiliated Companies (if any): Name and Address of Parent Company (ies) (if any): Company Information Federal Tax Identification Number: Mass. Tax Identification Number: State/Year of Incorporation or Business Formation: Type of Entity Corporation Corporate Name: Corporate Address: Partnership Partnership Name: Name(s) of General Partner(s): State/Year of Partnership Formation: 19

20 Sole Proprietorship Name: Business Address: State/Year of Formation of Business: Trust Trust Name: Trust Address: Trustees (list name and address--use separate sheet if necessary): Place of filing Declaration of Trust: D/B/A (use separate sheet for additional listings): Name: D/B/A as: Company Address: Nature of Business: Number of Employees: City or Town Where Registered as D/B/A President/General Partner/Owner: Name: Title: Business Address: Telephone: ( ) Treasurer/General Partner/Owner Name: Business Address: Telephone: ( ) Attorney/Clerk/General Partner/Owner: Name: Business Address: Telephone: ( ) Person/Resident Agent Authorized to Receive Legal Process/Notice Name: Title: Telephone: ( ) Business Address: 20

21 APPENDIX B-1 NON-DISCRIMINATION POLICY Non-Discrimination, Compliance with Civil Rights Laws and Business Diversity Proposer shall not discriminate against any person, employee or applicant for employment because of that person s membership in any legally protected class, including but not limited to their race, color, gender, religion, creed, national origin, ancestry, age being greater than forty years, sexual orientation, disability, genetic information, or veteran status. Proposer shall not discriminate against any person, employee, or applicant for employment who is a member of, or applies to perform service in, or has an obligation to perform service in, a uniformed military service of the United States, including the National Guard, on the basis of that membership, application, or obligation. Business Diversity Massport highly values the perspectives and varied experiences found within a diverse workforce. Massport recognizes that a mutually beneficial relationship with a diverse base of quality, cost-effective businesses enhances our business and our competitiveness. Utilizing qualified minority and womenowned business enterprises ( MBE/WBE s ) is a critical part of our diversity program. Massport encourages MBE/WBE s to pursue business opportunities with us directly and encourages vendors, and tenants to promote diversity in all of their business activities. Although, the Authority has not established a specific goal for this contract, participation by MBE/WBE s minority is encouraged and the successful respondent may be required to provide information related to participation by MBE/WBE s, if any, during the term of the Agreement. The Authority is committed to diverse participation in the Authority s business activities. The Authority encourages the utilization of qualified minority and women-owned business enterprises ( MBEs/WBEs ). The terms Minority-Owned Business Enterprise and Women-Owned Business Enterprise refer to businesses that meet the certification criteria of, and are certified by, the Massachusetts Department of Economic Development/Supplier Diversity Office (SDO), as set forth in 425 CMR section 2.2 et. seq. or that meet the certification criteria of, and are certified by, the Greater New England Minority Supplier Development Council ( GNEMSDC ). Impacted Community Business Participation The Authority encourages and supports economic opportunities for residents and businesses located within those communities most directly impacted by the operation of the Authority s facilities. Those communities are South Boston, East Boston, Chelsea, Revere, Winthrop and Charlestown. The term Impacted Community Business Enterprise (ICBE) is defined as an enterprise, which has a principal place of business in one of the impacted communities. The Authority encourages Proposers to use ICBEs in the award of subcontractors and in the procurement of materials, equipment, and services and to provide the Authority with the information regarding their voluntary efforts to contract and to use ICBEs. Upon request by the Authority, the successful Proposer must provide information related to ICBE expenditures. 21

22 APPENDIX B-2: WORKFORCE COMPOSITION FORMS The forms in this appendix must be completed upon Massport s request. (see sections Proposer s Background). ATTACHMENT A Workforce Composition Form Completing this form is optional, but Proposer is strongly encouraged to complete it. Proposer s Name: TOTAL COMPANY WORKFORCE Employment Categories Total Employment Total Males Minority Males Total Females Minority Females Residents of Impacted Communities* Professionals, Managers & Clerical, Office Workers (Non- Exempt Employees) Total Workers *Impacted Communities: East Boston, South Boston, Charlestown, Revere, Winthrop Names of females and minority group members who will be working on the Premises 22

23 APPENDIX C: REFERENCE INFORMATION FORM This form must be completed and included when submitting the proposal. The Proposer shall describe at least three (3) separate engagements performed by its firm that have concluded in the past five (5) years or are in process as of this date. For each engagement, the Proposer is expected to provide the names of at least three client references. Proposer's Name: Company Name: Company Address: Industry / Business: Project/Website URL: 1 st Contact Name, Title & Phone: 2 nd Contact Name, Title & Phone: 3 rd Contact Name, Title & Phone: Ref. #: Date Project Date Project Commenced: Completed: Brief Description of Project: Relevance of Project (note how this project is similar to Massport's situation and what experience gained from this project is applicable to Massport): 23