NORTH JERSEY TRANSPORTATION PLANNING AUTHORITY REQUEST FOR PROPOSALS: AUDIO-VISUAL CONFERENCE ROOM UPGRADE BACKGROUND

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1 NORTH JERSEY TRANSPORTATION PLANNING AUTHORITY REQUEST FOR PROPOSALS: AUDIO-VISUAL CONFERENCE ROOM UPGRADE The North Jersey Transportation Planning Authority, Inc. (NJTPA) is seeking consultant support to design and install a new audio and video technology system (A/V system) for its large conference room. This project includes system design, equipment selection and acquisition, and installation of various professional grade audio-visual components, as well as related peripherals and supplies. The NJTPA invites all qualified firms with experience in this area to submit proposals for this project. Responses to this RFP ("Proposals") are due by 2:00 PM (ET) on December 6, BACKGROUND The NJTPA is the federally-funded Metropolitan Planning Organization (MPO) for the northern New Jersey region, home to 6.7 million people and covering over one-half of the state's land area. The NJTPA Board consists of 20 voting members: representatives from the New Jersey Department of Transportation (NJDOT), New Jersey Transit Corporation (NJ TRANSIT), and the Port Authority of New York and New Jersey (PANYNJ); a Governor's Representative; a Citizens Representative; and one elected official from each of the thirteen (13) northern New Jersey counties and from the cities of Newark and Jersey City. The NJTPA conducts comprehensive long-range transportation planning and annually oversees over $2 billion in transportation investments, for one of the most dynamic and complex transportation systems in the nation. The NJTPA sponsors and conducts studies, assists member planning agencies (known as NJTPA subregions ), and provides a forum for interagency cooperation and public input into funding decisions. Located at its offices on the 17 th floor of One Newark Center in Newark, NJ, the NJTPA s large conference room is the formal Board Room for the NJTPA Board of Trustees. The facility is where NJTPA Board of Trustees, elected officials, NJTPA and subregional staff, and the public meet to discuss policies, investment decisions, and to coordinate transportation planning for all aspects of regional transportation. In addition, the large conference room is used for staff meetings, workshops, training, and other NJTPA sponsored events, informational sessions and public forums. The town hall style conference room is approximately 50-feet by 50-feet in size and is designed to accommodate up to 130 people (see Exhibit A for floor plan). The NJTPA is soliciting proposals from qualified firms with demonstrated experience to design and install a new audio and video technology system (A/V system) for its large, Board conference room. This project includes system design, equipment selection, and installation of various audio-visual components. Current A/V system equipment in use includes: Ceiling mounted speakers: Polk Audio RC80i White 8-inch Round 2-way Ceiling Loudspeakers BIAMP Nexia TC (3) MACKIE FR-2500 stereo power amplifier Microphones: Shure MX410/C, MX400SMP SHURE Wireless Desktop Base with Integrated Wireless Transmitter MX890 NJTPA RFP issued November 1, of 26

2 Crown CTs 4200A Four-Channel Power Amplifier Furman PL-8C 15 Amp Crestron Integrated AV Control System MP2E Crestron Touch Panel SHURE SLX4 receivers (8) SHURE ULXS4 receivers (1) Clock Audio CW 9000R Multichannel Microphone system (4) Sony remotely controlled HD cameras (2) Sony AWS-G500E Anycast Station with SDI I/O Samsung LED 55 screens (2) Windows PC OS 7 Goals established for this upgrade include: Create a professional broadcast quality A/V system to facilitate and document the NJTPA Board of Trustees meetings and presentations, integrating it with existing broadcast video production equipment with the purpose of video streaming over Internet and recording for later distribution; Eliminate current problems of radio interference and feedback; and Utilize existing equipment where possible. This contract, if awarded, will be funded by a U.S. Department of Transportation grant and executed jointly by the NJTPA and its host agency, New Jersey Institute of Technology (NJIT). Accordingly, the selected consultant will be required to comply with all applicable federal regulations and contracting provisions required by the federal funding authority. Additionally, all provisions of the NJTPA s prime contract with the NJDOT, the prime recipient of the federal grant, will be passed on to the consultant. SCOPE OF WORK The consultant selected for this contract will be responsible for the design and installation of a new audio and video technology system (A/V system) for its large conference room. This work will include system design, equipment selection and acquisition, and installation of various professional grade audio-visual components, as well as related peripherals and supplies. Because the conference room is used for a wide variety of purposes, the NJTPA is looking for proposals that allow for multiple usages wherever possible and leverage existing infrastructure as much as possible. The A/V system must meet the needs of various presentation formats including multiple seating arrangements for different format meetings. All meeting participants need to be able to view and hear presentations at each point in the conference room and from a variety of media sources including, but not limited to primary computer, laptops, tablets, media players, and production broadcast source. The A/V system must include permanently mounted ceiling or wall cameras able to capture NJTPA Board Meetings and be capable of HD broadcast quality for recordings and web streaming. Video conferencing capabilities are desired. Installed equipment must be easy to operate with little guidance required from the NJTPA s Information Technology (IT) staff. The A/V system design must include the following components. Please note, actual implementation might be a subset of these requirements based on NJTPA needs and budget constraints. For purposes of the proposal the vendor shall assume they will be responsible for the procurement of all components. NJTPA RFP issued November 1, of 26

3 However, the NJTPA reserves the right to exercise the option to procure the equipment directly and/or phase its implementation. The vendor shall provide a preliminary project implementation plan as well as a project timeline in the initial kickoff meeting. The final implementation plan must be reviewed and approved by the NJTPA s project manager and IT staff. A/V System Components Twenty-five (25) permanently fixed gooseneck microphones to accommodate 24 seats at the horseshoe board table and one for the podium. The gooseneck microphones must be close enough to the speaker to facilitate proper use of the microphones. The ability for the speakers to mute their individual microphones is also desirable. Twelve (12) wireless microphones to provide for additional room configurations such as an O- shaped table configuration. Minimum of two (2) HDMI, VGA, DisplayPort connector panels allow users to connect third party A/V devices including laptops must be included. Wireless BYOD (Bring Your Own Device) solution that allows to connect to the displays wirelessly is desirable. An A/V control system is required to integrate and manage powering the system on and off, system presets, and selecting the appropriate source, display(s), and individual as well as overall channel volume controls. A network connected, podium mounted, touch panel control interface. An A/V rack to house all rack mountable equipment. Two to three fixed HD ceiling or wall-mount cameras that will allow for video streaming and conferencing. Conference room widescreen projector and powered screen. Current projector and screen are outdated and will need to be replaced. Four (4) fully adjustable column-mounted 50 or larger HDTV screens. Zones based on locational input/dampening. CAT6 based Distribution/Amplifier (D/A) and receivers to replace existing CAT6/VGA D/A and receivers which accept multiple AV inputs. Two (2) CAT6 cable runs to existing D/A location from new computer location as well as 1 from the D/A location to each column. Assistive listening technology for individuals with reduced ranges of hearing (Telecoil or equivalent). All millwork and wiring required. A/V System Requirements Programmed selectable configuration presets for Board Meeting, Committee Meeting, Training, using zones based on locational input/dampening. New and upgraded systems should be designed to be compatible to the greatest degree possible with systems and technologies currently used within the conference room. Components should be state of the art. NJTPA RFP issued November 1, of 26

4 Maintain and enhance the visual experience by seamlessly integrating new equipment with existing architecture. All installations are to be professionally completed, matching components to existing colors, finishes and current configurations. The sound and video systems must be integrated. The systems must work on their own as well as with each other. The consultant shall guarantee the quality of their work for 5 years and chosen equipment for a duration of 1 year. All manuals, usernames, passwords, uncompiled code, and configurations must be turned over at the end of installation and will be the property of the NJTPA. NJTPA will not sell or distribute code or configurations to any third party The consultant shall be responsible for all wiring runs necessary for the project including power. The conference room must be made available for use by the Board of Trustees and staff for various meetings during this project. The consultant must acknowledge and account for these meetings when developing the project timeline and planning its work efforts. At the end of each work shift, the room must be restored to its original condition so it may be safely occupied by staff. General Standards and Requirements Vendor will be responsible for furnishing all materials, tools, lifts, ladders, etc. required for work, unless specifically noted and agreed to otherwise. Vendor must arrange to remove all waste and excess materials from the site in a timely manner and assist in maintaining the work site in a tidy and safe manner. Vendor will arrange for removal off all decommissioned equipment; however, NJTPA may designate and mark some items for retention prior to start of demolition. Vendor shall be responsible for all damages to persons or property that may occur as a result of his/her fault or negligence in connection with the execution of this award. Vendor shall be responsible for the proper care and protection of NJTPA property (e.g. covering equipment to protect from dust and debris, etc.), all materials provided/delivered and work performed until completion and final acceptance by NJTPA. All work shall be performed solely at vendor's risk. Vendor shall take all necessary precautions for safety of all personnel on the work site and shall comply with all applicable safety laws and codes to prevent accidents or injury to persons on, about, or adjacent to the premises where work is being performed. Vendor shall erect and properly maintain at all times, as required by conditions and progress of work, all necessary safeguards, signs, and barriers for the protection of workers and the NJTPA personnel. Vendor will assure that all work is performed in a manner that meets all applicable codes and standards. Wiring/cable: o Unless specifically noted otherwise, it is the vendor s responsibility to install all necessary wiring and services, including but not limited to, power, data, speaker lines, etc. NJTPA RFP issued November 1, of 26

5 o o o o o Vendor will ensure that all wiring is installed neatly and in accordance with all applicable state and local codes. Cable more than nine feet above floor height, or in generally inaccessible locations, may be carried on J hooks, cable ladder, or basket tray. Any exceptions must receive prior approval from the NJTPA. All permanently installed cable terminating in an equipment rack must terminate in a rack mounted patch panel with appropriat connectors. All terminations at a remote device location terminate to a metal box with a metal faceplate with appropriate connector(s). All wiring runs will be appropriately labeled and numbered with a schedule of runs included in the final documentation. All wiring in equipment racks will be neat and easily traceable, with adequate cable management provided. All wiring bundles will be secured using hook and loop type tape. Nylon zip tie type fastenings will not be used. Documentation- Upon completion of work, vendor will provide NJTPA with paper and.pdf documentation of project including as-built wiring schematics, riser diagrams, wiring schedules, and installation and operating manuals for all supplied equipment. Vendor shall also, where applicable, provide copies of all equipment configuration files. Upon completion of work, vendor will leave all work areas and rack interiors free of debris and in broom clean condition. The successful consultant shall be required to submit activity reports to the NJTPA monthly, commencing upon initiation of an award. The reports shall be provided in electronic format, on computer generated spreadsheets, and shall provide, at minimum, the following information; On-going purchase history based upon each product/item number throughout the term of the award. Revision of part number of specification for each product/item. Approved cost revisions for each product/item number throughout the term of the award. PROJECT PHASES AND TIMELINE The agreement shall be for a maximum of two (2) years from the date of award. It is anticipated that this project will be completed within twelve (12) months of its commencement. The agreement may be extended for one (1) additional one-year period, at the NJTPA s option, by formal written notification. The respondent s technical proposal must include a project schedule, including the anticipated timelines for each task, critical milestones and deadlines for each deliverable. Phase 1: Pre-Installation - System Design and Equipment Specifications Prior to designing the A/V system, the consultant shall plan a site visit with key stakeholders - including NJTPA staff and their landlord s building management staff - to confirm existing conditions. Follow up site visits shall be made as needed to inspect and test existing A/V and video components, and measure for proposed wiring and cabling. A detailed project schedule shall be provided to account for NJTPA RFP issued November 1, of 26

6 any changes due to the system s design and accommodate the NJTPA s required use of the conference room for meetings. Design drawings in DWG format shall be submitted and shall include; reflected ceiling plan, floor plan, front/rear room elevation, audio video, and control wiring flow diagrams for all equipment, accessories, cabling, faceplates, pipes, flanges and labor. A detailed listing of final equipment and order of operations shall also be provided. Deliverables for Phase 1: Site visit with key stakeholders System design plans and specifications for review and approval Presentation of a detailed project schedule, including timeline and order of operations Phase 2: Installation The consultant shall take primary responsibility for the work by its employees and all necessary subcontractor work, and shall ensure all work is completed per applicable codes, in a safe manner. The consultant shall be responsible for all unpacking, assembling, wiring, installations, cabling between hardware units and connecting to power supplies. All installations are to be completed during normal business hours or during mutually agreed upon off hours that minimize disruption of the NJTPA s operations. Deliverables for Phase 2: Acquisition and installation of A/V system components Phase 3: Testing, Review and Documentation Upon completion of the installation, the consultant shall perform a test of the A/V system for NJTPA review and acceptance. The consultant shall test all hardware operations and accomplish all adjustments necessary for successful and continuous operation of the system. The consultant shall produce a final report to document the work completed and system design operations. All manufacturer documentation, including but not limited to, warranty materials and equipment manuals for the system are to be provided by consultant. NJTPA retains the right to copy all manuals and instructions provided for internal use. The consultant must provide a list of equipment, manufacturer, model, serial number, asset tag, and other unique identifiers upon sign-off of NJTPA. Consultant must provide technical training to the NJTPA on proper operation of equipment, commensurate with the scale and scope of the project. All vendor-provided training activities must meet the expectations of the project manager. All work shall be completed to the satisfaction of NJTPA by the scheduled completion date, including testing and training. The schedule shall allow for a minimum period of two weeks to work with NJTPA staff to ensure the system is fully functional and integrated, and to train staff. Deliverables for Phase 3: A/V system testing and acceptance A final report to document the work completed and equipment installed NJTPA RFP issued November 1, of 26

7 Manufacturer documentation of A/V system components, including warranties Training on proper operation of the A/V system equipment STAFFING PLANS In their Technical Proposals, respondents must list and describe in detail the resources, personnel, qualifications, ability and time availability to perform the proposed scope of work. Respondents shall submit an organization chart of the proposed staff, their roles and reporting relationships, including the staff of any subcontractors. Respondents must demonstrate the qualifications of their firm and of their proposed project team. Within their proposals, consultants shall provide a list of the firm s and the project manager s experience on similar projects that were completed in the last two (2) years. References shall be furnished for each project included in a firm s proposal to demonstrate the project team s experience most relevant to this project. At least one reference contact (a contact person with first-hand knowledge of the respondent s work - including name, title and phone number) should be provided for each project, along with the dates when the services were provided. Past quality of services, whether performed on schedule and within budget will be evaluated. Respondents shall also demonstrate their firm s commitment to quality assurance and quality control management. Resumes shall also be provided for the project manager and key staff (each resume shall be limited to 2 pages in length). The resumes of the project manager and key staff should highlight their involvement on these projects and additional details as necessary. COST PROPOSAL The contract, if awarded, will be a cost reimbursement agreement subject to all federal and state laws, rules and regulations; and it shall be performed in conformance with the cost principles contained in the Federal Acquisition Regulations (FAR), Subpart 31.2 Contracts with Commercial Organizations (48 CFR. Part et. seq.). Compensation for the contract will be based on a Fixed Price (negotiated stipulated sum) for the services specified in the RFP and Cost Reimbursable basis for the equipment agreed to be procured by the consultant. Respondents shall provide a cost proposal for the total proposed contract price for the design, procurement, installation and testing of the A/V system conference room upgrades specified in this RFP. All costs shall be detailed, a comprehensive materials list shall be drafted, and all procedures, assumptions and expectations are to be stated within vendor s scope of work. The cost proposal amount is to be based on fixed discrete, concrete deliverables - consistent with the format presented in Appendix B Cost Proposal Form (which is also available for download at Involved/RFPs/Current-RFPs.aspx). Fixed Price for Services: The quantity of hours of each labor category should be multiplied by the consultant s loaded hourly rates, and the cumulative extended total of all hours will define the fixed price labor amount for the task. Partial payments may be negotiated based on the completion of milestones. Interim lump sum progress payments for services for each phase of work shall be made in proportion to services performed. As part of negotiating an Agreement, a formal, written payment NJTPA RFP issued November 1, of 26

8 process will be identified and indexed to these deliverables with an acceptance sign-off procedure based on the agreed cost proposal. Cost Reimbursable for Equipment: For each cost reimbursable expense for equipment, the consultant must propose actual direct and indirect costs, providing complete documentation for the basis of each cost element. The consultant shall propose a breakout of all actual cost elements (e.g., product, ancillary materials, plus the contract access fee). All costs necessary for designing, procuring, installing and testing the proposed solution must be identified. Costs shall should include all services, deliverables, and expenses. Costs for services must be allocated to the following project tasks: Task 1: Pre-Installation - System Design and Equipment Specifications; Task 2: Installation; and Task 3: Testing, Review and Documentation. For each of these tasks, the identified costs should be attributed to the deliverables that are specified in the RFP s Scope of Work and outlined in the respondent s work plan. Cost proposals must also include associated costs for procurement of A/V system equipment and ancillary components necessary for the installation the A/V system upgrades, including a 1-year warranty with maintenance and support. These components and their proposed costs must be identified and itemized in detail. Proposer shall provide pricing on one product only for each solicitation item listed herein, and shall submit one response only. Alternate responses will not be considered. State and local retail sales tax, and use tax, if applicable, will be paid separately by the NJTPA and are not to be included within the response. The NJTPA and NJIT are exempt from federal excise and transportation taxes. The NJTPA will provide its exemption number to the successful proposer. Payments under the resulting contract award shall be made to the consultant, upon receipt of goods/services and properly approved and completed invoice/s submitted to the attention of NJTPA. The consultant shall provide complete and accurate billing invoices in order to receive payment for its services. Billing invoices to be submitted must contain all information and supporting documentation required by NJTPA and NJIT. CONSULTANT ELIGIBILITY & DOCUMENTATION REQUIREMENTS CONSULTANT QUALIFICATIONS The successful consultant and assigned technicians must be qualified to design, quote, install, and configure products as well as perform preventive and corrective maintenance on stated equipment. Consultant must also demonstrate sufficient staffing and scheduling capacity to simultaneously meet the performance and scheduling requirements of the NJTPA. The respondent must have ability to provide the required services with the necessary professional qualifications for the satisfactory performance of the scope of work. The respondent must show adequate, relevant experience that demonstrates professional competence, working knowledge of all NJTPA RFP issued November 1, of 26

9 aspects within the scope of work as stated. The ability to demonstrate system design and configuration, qualifications of staff and installation standards shall be included within respondent s proposal. Certifications, partnerships, and industry trade memberships are to be included in a respondent s proposal. Respondent are to include their level of certification, date/year awarded, date/year due for renewal, and specific versions of products to which it applies. MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE N.J.S.A. 10:5-31 (P.L. 1975, C.127), N.J.A.C. 17:27 - GOODS, PROFESSIONAL SERVICES AND GENERAL SERVICE CONTRACTS Federal and state procurement regulations apply to this contract. If awarded, the successful firm awarded the contract shall be required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:2 that pertain to professional services contracts, which are attached hereto in Appendix C. DISADVANTAGED BUSINESS ENTERPRISE AND EMERGING SMALL BUSINESS ENTERPRISE PARTICIPATION A federal requirement that must be addressed on projects financed in whole or in part through the U.S. Department of Transportation (DOT) is the mandated Disadvantaged Business Enterprise participation program. Consultant contracts awarded with U.S. DOT financial assistance are subject to Title 49, Part 26, Code of Federal Regulations (49 CFR 26) entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. To ensure the NJDOT achieves its federally mandated statewide overall DBE goal, the NJTPA encourages the participation of Disadvantaged Business Enterprises (DBE) or Emerging Small Business Enterprises (ESBE), as further defined in Appendix D, in the performance of consultant contracts financed in whole or in part with U.S. DOT funding. For this study drawing on U.S. DOT funding under a NJTPA grant, the DBE/ESBE participation goal shall be, at minimum, 12.44%. The Consultant must demonstrate sufficient reasonable efforts to meet the DBE/ESBE contract goals as identified herein. Consultants can meet this requirement in either of two ways. First the prime consultant can meet the goal, documenting commitments of participation by DBE/ESBE firms sufficient for this purpose. Second, if a consultant does not meet this goal, they must document and demonstrate to the NJTPA s satisfaction that they made adequate good faith efforts to do so as further described in Appendix D. To demonstrate compliance with the goal in their proposals consultants should include: 1. the names and addresses of each DBE/ESBE that will participate in the contract; 2. the description and estimated fee or dollar amount of the work each DBE/ESBE will perform (to be included in the Cost Proposal, no cost information is to be provided in the Technical Proposal); 3. written documentation of the prime consultant s commitment to use each DBE/ESBE in the contract whose participation it submits to meet the goal; and 4. written confirmation from each DBE/ESBE that it is participating in the contract as provided in the prime consultant s commitment. Evidence of DBE/ESBE certification issued by the NJDOT, NJ TRANSIT or PANYNJ may be requested prior to award of contract. A database of DBEs certified under the State of New Jersey s NJTPA RFP issued November 1, of 26

10 Unified Certification Program (UCP) may be found at The NJDOT s directory of certified ESBEs may be found at INSURANCE AND LIABILITY The prime consultant and any sub-consultants will be independent contractors. The consultant, any subconsultant, and their employees and agents shall in no way be construed to be employees of the NJTPA. The prime consultant and any sub-consultants shall assume any and all liability (including attorney's fees and court costs) for their and their employees' or agents' acts or omissions. The Consultant and any sub consultants shall hold harmless and indemnify the NJTPA, Mack-Cali Realty Corporation and NJIT, the NTJPA s host agency, for any claims to the extent arising as a result of Consultants or subconsultants' negligent performance or nonperformance under the proposed contract. The consultant and any sub-consultant shall carry the following insurance: Workers Compensation in statutory amounts and Employers Liability Insurance of not less than $1 million. Commercial General Liability with combined single limits for bodily injury and property damage of not less than $1 million per occurrence and $3 million aggregate. NJTPA, Mack-Cali Realty Corporation and NJIT must be named as additional insured on such policy. Automobile Liability with bodily injury limits of at least $500,000 per person and $1 million per accident and property damage limit of at least $500,000 per accident. NJTPA, Mack-Cali Realty Corporation and NJIT must be named as additional insured on such policy. Consultants' Errors and Omissions, endorsed to include the scope of work contemplated by this RFP, in amount of not less than $1 million per claim. Such insurance may be required to be renewed for five years following the completion of the project. Certificates of Insurance evidencing the above coverages must be submitted to the NJTPA in advance of the commencement of any work, and coverages must be maintained in force throughout the term of the project. NEW JERSEY BUSINESS REGISTRATION REQUIREMENT Pursuant to P.L. 2004, c.57, all consultants (both in-state and out-of-state) must obtain a Business Registration Certificate (BRC) from the New Jersey Department of the Treasury, Division of Revenue prior to conducting business with the NJTPA. A copy of the prime consultant s BBC should be provided with the respondent s proposal. The successful consultant will be required to submit a copy of its BRC and that of any named sub-consultant prior to any contract execution. A consultant or subconsultant who fails to submit a copy of a valid BRC in accordance with the statue will be held liable for monetary penalties in accordance with N.J.S.A Sample certificates are provided in Appendix E for reference. Questions regarding how to obtain a BRC can be directed to the New Jersey Division of Revenue at (609) The business registration form (Form NJ-REG) can be found online at: or NJTPA RFP issued November 1, of 26

11 DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN Pursuant to P.L 2012, c. 25, any person or entity that submits a proposal to enter into a contract is required to certify, at the time the proposal is submitted, under penalty of perjury, that neither the person or entity, nor any of its parents, subsidiaries, or affiliates, is identified on the Department of Treasury s Chapter 25 list as a person or entity engaging in investment activities in Iran. The Chapter 25 list is found on the Division s website at Respondents (the prime consultant and any named subconsultant) must review this list and submit a completed Disclosure of Investment Activities in Iran form with their technical proposal. The form is attached herewith in Appendix F and is available for download at Involved/RFPs/Current-RFPs.aspx. Failure to complete the certification and submit it to the NJTPA with their proposal will render a respondent s proposal as non-responsive. HOW TO RESPOND To be considered for these services, respondents must submit their proposals to: North Jersey Transportation Planning Authority One Newark Center, 17 th Floor Newark, NJ Attn: Chris Roche, Information Systems Architect The deadline for these proposals is: December 6, 2017 at 2:00 PM (ET). Proposals received after this deadline will not be considered for review. Respondents assume the risk of the method of delivery chosen. The NJTPA assumes no responsibility for delays caused by any delivery service, or for lost or misdirected documents. ed and/or faxed proposals will not be accepted under any circumstances. The NJTPA reserves the right to accept or reject any and all proposals as the agency deems in its own best interest. A mandatory pre-proposal meeting, which will include a project site visit, will take place on November 15, 2017 at 2:00 PM (ET), at the NJTPA offices in Newark (One Newark Center, 17th floor, Newark NJ, 07102). All firms interested in submitting a proposal in response to this solicitation are required to attend the mandatory pre-proposal meeting, which will be held in the NJTPA s large Board conference room. Attendance at the pre-proposal meeting will be evidence by signing the attendance sheet. Failure to attend the pre-proposal meeting will result in the respondent being deemed nonresponsive and their proposal summarily rejected. Please RSVP if you plan to attend this meeting by contacting NJTPA by at rochec@njtpa.org and young@njtpa.org, or by fax at (973) Should interviews be required, applicants will be expected to be available the week of January 8, Firms selected for interviews are typically notified one-week in advanced. Proposal Submission Requirements Proposals shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified above, and (ii) labeled as Proposal, showing the time and date specified for receipt, the project s title, and the name and address of the respondent. Respondents using commercial carriers should ensure that this proposal information is marked on the outermost wrapper. NJTPA RFP issued November 1, of 26

12 Each proposal submission shall include a cover letter identifying the document as a "Proposal to provide consulting services for the Audio-Visual Conference Room Upgrade in response to RFP dated November 1, 2017, which shall be signed by the owner or chief executive officer of the firm. The letter shall identify the prime consultant - including the names, titles and complete contact information of the project manager and person(s) authorized to negotiate on the respondent s behalf with the NJTPA in connection with this solicitation - and any proposed subcontract arrangements. Certified DBE\ESBE firms on the proposed project team should also be identified. The letter shall also include a statement from the respondent certifying its eligibility and commitment to the project. Respondents shall certify that the staff proposed in their proposal will be used in the performance of the contract and will be available for assignment to the contract as of the anticipated contract start date through its anticipated completion. Respondents should further certify that their firm is not ineligible to receive award of a contract due to the firm s inclusion on any federal or New Jersey State lists of debarred vendors, or otherwise ineligible to be awarded a contract using federal or state funds. Five (5) separately bound copies, double-sided as appropriate, of the proposal shall be submitted, with one marked Original. Each copy and the package shall identify the firm s name and be labeled as follows: Proposal for the Audio-Visual Conference Room Upgrade. An electronic copy of the proposal (Adobe pdf format for the full proposal, and a separate file of just the cost proposal form in MS Excel format) should also be submitted on a CD or an USB flash drive. The proposal shall be prepared in accordance with the provisions of this request. Each proposal must represent a complete package for all design, labor, and installation as well as product pricing. Pricing for equipment and/or peripherals must match those product descriptions and labor services outline the delivery team s proposed approach to carrying out the tasks and executing on the deliverables outlined in the detailed scope of work provided on pages 2-7. All costs shall be detailed, a comprehensive equipment and materials list shall be drafted, and all procedures, assumptions and expectations are to be stated within the respondent s scope of work. As a minimum, the proposal should include or demonstrate the following: brief history of respondent s company including general overview, background and ownership; summary of the company s financial performance over the most recent three (3) years of operation as evidence of adequate financial stability, including that of any proposed subcontractors whose percentage of work to be performed equals or exceeds 20 percent of the proposed cost; respondent s relevant experience and ability to complete work, including project references and a list of professional or employee certifications relevant to audio-visual equipment; detailed work plan with detailed descriptions of the deliverable(s) in each task, and task schedule with proposed time frames, critical milestones and deadlines for each deliverable - any deviations from the specifications must be indicated and separate documents and/or explanation attached, if necessary; staff plan, including a staff organization chart identifying the roles and responsibilities of the key staff and resumes of the Project Manager and key staff to be assigned to the project (including the key staff of the prime consultant and any subcontractors); NJTPA RFP issued November 1, of 26

13 detailed list of proposed equipment and materials, including manufacturers brochures or websites, cost proposal prepared pursuant to the budget guidelines provided on pages 7 and 8, and the cost proposal form provided in Appendix B. DBE/ESBE Participation Documentation or documentation of good faith efforts (in accordance with Appendix D); New Jersey Business Registration Certificate, for the Prime (see Appendix E); Disclosure Form(s) of Investment Activities in Iran, for the Prime and each named subconsultant (see Appendix F); and firm s commitment to quality management (QA/QC). After notification of award but prior to execution of a contract, the successful consultant will also be required to submit proof of insurance and one of the three Affirmative Action documents specified Appendix C of the RFP for their firm, and New Jersey Business Registration Certificates and signed W- 9 forms for their firm and each subconsultant. CRITERIA FOR CONSULTANT SELECTION Award of contract shall be made to the most responsible and responsive proposal from a consultant firm whose proposal offers the greatest value to the NJTPA, with regards to the criteria detailed and meets the specifications set forth herein. Consultant Selection Criteria The NJTPA s objective is to select the most responsive and qualified firm for the services to be rendered, whose proposal offers the greatest value. The following factors will be used in the selection process: Overall total cost of project, all-inclusive (45% weight) Qualifications and demonstrated expertise (20% weight) Demonstrated relevant experience and ability to perform the requested services, including demonstrated collaboration with clients (15% weight) Thorough and appropriate responses to RFP requirements (20%) Consultant Selection Process Consultant selection will be based on the committee s evaluations and ranking of each firm s technical proposal, in accordance with the criteria outlined above. The selection committee may conclude after the completion of the technical proposal evaluations that interviews with oral presentations are required to determine the highest ranked firm. Interviews with the top two or three most highly qualified firms may be requested, at which the project manager and key team members will be expected to attend to provide oral presentations of their technical proposals. There are no separate evaluation criteria for the oral presentations. If oral presentations are conducted, the same evaluation criteria and weights used to review the written technical proposals will be applied to the oral presentations. Following the oral NJTPA RFP issued November 1, of 26

14 presentations, the preliminary scores may be adjusted by the committee to determine the final ranking of the firms. Contract negotiations will begin with the firm with the highest ranked proposal. Failing agreement on price with the highest ranked firm, negotiations with the next most qualified consultant will be conducted until a contract has been negotiated with a qualified consultant whose price is fair and reasonable, or halted at the discretion of the NJTPA. The contract award will be made to the most qualified firm whose cost proposal is fair and reasonable and meets all the mandatory eligibility requirements. All respondents will be notified at the completion of the review process, at the time of the contract award, regarding their status. An anticipated schedule for the RFP, consultant selection and contract award process is provided in Appendix G. QUESTIONS Questions about the Request for Proposals must be submitted in writing, citing the particular RFP page, section and paragraph numbers where applicable. All questions must be ED to the NJTPA to the attention of Chris Roche at rochec@njtpa.org, with a copy to Angellita Young at young@njtpa.org. Inquiries should reference Questions to RFP for Audio-Visual Conference Room Upgrade. The questioner s contact information and address should be included. The deadline for inquiries is November 22, Late inquiries may not be reviewed or considered. Only written answers are official. All questions and answers will be posted on the NJTPA Website in the RFP area, by November 29, 2017, at From the date on which the RFP is released and during the period up to and including the date on which a notice of award is issued, prospective respondents shall contact only the individuals indicated above, in writing, with respect to this procurement. Direct or indirect attempts by a prospective firm, its employees, agents or representatives, to contact other representatives of NJTPA or its partnering agencies to obtain information, or for other purposes regarding the RFP or the procurement process, may result in disqualification of a respondent s proposal. De-briefings will be provided upon request, after notice of award. Requests for de-briefings shall be made in writing to the attention of Angellita Young at young@njtpa.org. NJTPA RFP issued November 1, of 26

15 APPENDICES Appendix A NJTPA Board Conference Room Floor Plan Appendix B Cost Proposal Form Appendix C Mandatory Equal Employment Opportunity Language Appendix D Disadvantaged Business Enterprise and Emerging Small Business Enterprise Participation Appendix E New Jersey Business Registration Appendix F Disclosure Form of Investment Activities in Iran Appendix G RFP, Consultant Selection and Contract Award Process Schedule NJTPA RFP issued November 1, of 26

16 APPENDIX A NJTPA BOARD CONFERENCE ROOM FLOOR PLAN NJTPA RFP issued November 1, of 26

17 APPENDIX B COST PROPOSAL FORM NJTPA Audio-Visual Conference Room Upgrade - Cost Proposal Form Vendors Name: Task # Task Description A/V System Design and Installation Services 1 Proposed Deliverable - Interim Payments Total Project Costs 1 Pre-Installation - System Design and Equipment Specifications $ - $ - $ - $ - 2 Installation $ - $ - $ - $ - 3 Testing, Review and Documentation $ - $ - $ - $ - Sub-total for Services $ - $ - $ - $ - A/V System Equipment 3 Item # Item Description Unit Cost Quantity Total Project Costs 1 $ - 2 $ - 3 $ - 4 $ - 5 $ - 6 $ - 7 $ - 8 $ - 9 $ - 10 $ - 11 $ - 12 $ - Sub-total for Equipment $ - Total Cost Proposal Amount $ - Notes 1. All costs necessary for designing, procuring, installing and testing the proposed A/V system must be identified. Costs shall should include all services, deliverables, equipment and ancillary expenses. 2. Service fees shall be allocated by the project tasks and should be attributed to the deliverables that are specified in the RFP and included with the respondents detailed work plan. Insert columns as needed for additional deliverable(s). 3. Provide a itemized detailed list of the proposed A/V equipment and their proposed costs, including the costs for all ancillary items and a 1 year warranty for maintenance and support. NJTPA RFP issued November 1, of 26

18 CONTRACT RENEWAL OPTION The NJTPA reserves the right to consider the extension of this contract for additional periods. Time of such extension is to begin the day after the end of the current term of the Award and end twelve month thereafter. Consultant performance may be a major factor in determining whether to exercise the renewal option. By submitting this response, the respondent accepts the NJTPA's option to extend the contract. Respondent must provide the following information: 1. Are the prices contained in this proposal firm through June 30, 2020? YES NO If no, proposer must complete the Price Adjustment Clause. 2. Price Adjustment Clause: A. Hardware B. Labor Any increase to the NJTPA shall not exceed the following percentages per renewal period: Renewal Option, effective July 1, 2019 to June 30, 2020: % Any increase to the NJTPA shall not exceed the following percentages per renewal period: Renewal Option, effective July 1, 2019 to June 3, 2020: % C. Consulting Any increase to the NJTPA shall not exceed the following percentages per renewal period: Renewal Option, effective July 1, 2019 to June 3, 2020: % NJTPA RFP issued November 1, of 26

19 APPENDIX C - MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE N.J.S.A. 10:5-31 (P.L. 1975, C.127), N.J.A.C. 17:27 GOODS, PROFESSIONAL SERVICES AND GENERAL SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq. as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. 17: The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. NJTPA RFP issued November 1, of 26

20 The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personal testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: 1. Letter of Federal Affirmative Action Plan Approval 2. Certificate of Employee Information Report 3. Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division s website at The contractor and its subcontractor shall furnish such reports or other documents to the Division of Public Contracts Equal Employment Opportunity Compliance as may be requested by the Division from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C.17:27. Sample Certificate of Employee Information Report NJTPA RFP issued November 1, of 26

21 APPENDIX D - DISADVANTAGED BUSINESS ENTERPRISE AND EMERGING SMALL BUSINESS ENTERPRISE PARTICIPATION A federal requirement that must be addressed on projects financed in whole or in part through the U.S. Department of Transportation (DOT) is the mandated Disadvantaged Business Enterprise participation program. Consultant contracts awarded with U.S. DOT financial assistance are subject to Title 49, Part 26, Code of Federal Regulations (49 CFR 26) entitled "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. In order to ensure the NJDOT achieves its federally mandated statewide overall DBE goal, the NJTPA encourages the participation of Disadvantaged Business Enterprises (DBE) or Emerging Small Business Enterprises (ESBE), as defined below, in the performance of consultant contracts financed in whole or in part with U.S. DOT funding. For this study drawing on U.S. DOT funding under a NJTPA grant, the DBE/ESBE participation goal shall be at minimum 12.44%. The NJTPA has a long-standing commitment to maximize business opportunities available to DBEs and ESBEs. The consultant's contract is subject to all federal, state, and local laws, rules, and regulations, including but not limited to, non-discrimination in employment and affirmative action for equal employment opportunity. The consultant's contract obligates the consultant to aggressively pursue DBEs and ESBEs for participation in the performance of contracts and subcontracts financed in whole or in part with U.S. DOT funding. The consultant cannot discriminate on the basis of race, color, national origin, or sex in the award and performance of federally assisted contracts. Prior to the award of a consultant contract, the consultant must demonstrate sufficient reasonable efforts to utilize DBE/ESBE firms. Disadvantaged Business Enterprise A Disadvantaged Business Enterprise (DBE) is defined in 49 CFR Part 26 and FTA C 4716.lA, as "a small business concern (from Section 3 of the Small Business Act), which has met the following criteria and has obtained certification as a DBE by NJDOT, NJ TRANSIT or PANYNJ: 1. at least 51 percent owned by one or more 'socially and economically disadvantaged' individuals, or in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more 'socially and economically disadvantaged' individuals; and 2. whose management and daily business operations are controlled by one or more of the 'socially and economically disadvantaged' individuals who own it. Socially and economically disadvantaged' is defined as individuals who are citizens of the United States (or lawfully permanent residents) and who are: "Black Americans," "Hispanic Americans", "Native Americans," "Asian-Pacific Americans", "Asian-Indian Americans", "Women" (regardless of race, ethnicity, or origin); or "Other" (disadvantaged pursuant to Section 8 of the Small Business Act). NJTPA RFP issued November 1, of 26

22 A database of DBEs certified under the State of New Jersey s Unified Certification Program (UCP) may be found using the following webpage link: Emerging Small Business Enterprise The Emerging Small Business Enterprise (ESBE) referred to herein is defined as a firm that has met the following criteria and obtained small business certification as an ESBE by NJDOT: 1. A firm must meet the criteria for a small business as defined by the Small Business Administration in 13 CFR Part 121, which includes annual receipts from all revenues, including affiliate receipts which equates to the annual arithmetic average over the last 3 completed tax years, or by the number of employees. 2. The small business must be owned by individuals who do not exceed the personal net worth criteria established in 49 CFR Part 26 which is $750,000. All appropriately certified DBEs fall into this definition due to their size. The NJDOT s directory of certified ESBEs may be found on the following webpage: DBE/ESBE Participation Documentation Disadvantaged Business Enterprise/Emerging Small Business Enterprise (DBE/ESBE) participation is an important goal of the NJTPA. The Consultant must demonstrate sufficient reasonable efforts to meet the DBE/ESBE contract goals as identified herein. Consultants can meet this requirement in either of two ways. First the prime consultant can meet the goal, documenting commitments of participation by DBE/ESBE firms sufficient for this purpose. Second, if a consultant does not meet this goal, they must document and demonstrate to the NJTPA s satisfaction that they made adequate good faith efforts to do so as further described below. To demonstrate compliance with the goal in their proposals consultants should include: 3. the names and addresses of each DBE/ESBE that will participate in the contract; 4. the description and estimated fee or dollar amount of the work each DBE/ESBE will perform (to be included in the Cost Proposal, no cost information is to be provided in the Technical Proposal); 5. written documentation of the prime consultant s commitment to use each DBE/ESBE in the contract whose participation it submits to meet the goal; and 6. written confirmation from each DBE/ESBE that it is participating in the contract as provided in the prime consultant s commitment. Evidence of DBE/ESBE certification issued by the NJDOT, NJ TRANSIT or PANYNJ may be requested prior to award of contract. Note: Although the NJTPA encourages the use of small businesses, minority-owned firms and women s business enterprises on all of our projects, the State of New Jersey s MBE/WBE or SBE Certifications issued by the Department of Treasury do not satisfy this federal requirement for DBE certification nor NJTPA RFP issued November 1, of 26

23 do firms certified as a DBE by other states. Firms certified as a SBE, MBE or WBE by other agencies - or as a DBE by other states - are encouraged to apply for certification as an ESBE by the NJDOT, or as a DBE by the NJDOT, NJ TRANSIT, or PANYNJ. The prime consultant must document, in writing, all of the steps that led to any selection of the DBE/ESBE firm(s). Good Faith Efforts If the contract goal is not met by the apparent successful firm, evidence of good faith efforts must be presented to the NJTPA for consideration. To demonstrate sufficient reasonable efforts to meet the DBE or ESBE contract goals, a respondent shall document the steps it has taken to obtain DBE or ESBE participation, including but not limited to the following efforts. 1. Attendance at an information meeting, if any, to inform the DBEs or ESBEs of prime contracting and subcontracting opportunities under a given solicitation. 2. Advertisement in general circulation media, trade association publications, and small business publications for at least 20 days before proposals are due. If 20 days are not available, publication for a shorter reasonable time may be acceptable. 3. Written notification to DBEs or ESBEs that their interest in the contract is solicited. 4. Efforts made to select portions of work proposed to be performed by DBEs or ESBEs in order to increase the likelihood of achieving the stated goal. 5. Efforts made to negotiate with DBEs or ESBEs for specific proposals including at a minimum: A. The names, addresses and telephone numbers of DBEs or ESBEs that were contacted; B. A description of the information provided to DBEs or ESBEs regarding the scope of work for the specified solicitation; and C. A statement of why additional agreements with DBEs or ESBEs were not reached. 6. Information regarding each DBE or ESBE the contractor contacted and rejected as unqualified and the reasons for the contractor s conclusion. 7. Efforts made to assist the DBE or ESBE in obtaining bonding or insurance required by the contractor. Note: If the NJTPA determines that the apparent successful firm has failed to meet the requirements of this section, the consultant will be afforded the opportunity for an administrative reconsideration of that determination prior to the award or rejection of the contract. As part of the administrative reconsideration process, the consultant will have the opportunity to provide additional written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. The NJTPA will send the consultant a written decision on reconsideration, explaining the basis for the finding that the consultant did or did not meet the goal or make adequate good faith efforts to do so. NJTPA RFP issued November 1, of 26

24 APPENDIX E NEW JERSEY BUSINESS REGISTRATION Pursuant to P.L. 2004, c.57, all consultants (both in-state and out-of-state) must obtain a Business Registration Certificate (BRC) from the New Jersey Department of the Treasury, Division of Revenue prior to conducting business with the NJTPA. A consultant or sub-consultant who fails to submit a copy of a valid BRC in accordance with the statue will be held liable for monetary penalties in accordance with N.J.S.A Questions regarding how to obtain a BRC can be directed to the New Jersey Division of Revenue at (609) The business registration form (Form NJ-REG) can be found online at: or Sample New Jersey Business Registration Certificates: NJTPA RFP issued November 1, of 26

25 APPENDIX F DISCLOSURE FORM OF INVESTMENT ACTIVITIES IN IRAN NJTPA RFP issued November 1, of 26