HomeMy WebLinkAboutAirport Management System RFP Details Page 1
City of Renton, Washington
Request for Proposal
Airport Management System
Issue Date: February 3, 2021
Due Date: March 3, 2021
www.RentonWA.gov
REQUEST FOR PROPOSAL
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Table of Contents
Page Number
1. INTRODUCTION ............................................................................................................................................... 3
Purpose of this RFP ............................................................................................................................. 3
About the City of Renton, WA ............................................................................................................. 3
Primary use case of the Airport Management System ....................................................................... 3
Technology environment at the City ................................................................................................... 4
2. RFP INFORMATION .......................................................................................................................................... 5
Procurement schedule ........................................................................................................................ 5
RFP Contact information ..................................................................................................................... 5
Letter of intent .................................................................................................................................... 5
Questions regarding this RFP .............................................................................................................. 5
3. SCOPE, GOALS AND OBJECTIVES ..................................................................................................................... 6
Scope of this project ............................................................................................................................ 6
Goals and objectives of this project .................................................................................................... 7
4. RFP SUBMISSION ............................................................................................................................................. 7
Proposal identification ........................................................................................................................ 7
Proposal submission and format ......................................................................................................... 7
Proposer responsibility ....................................................................................................................... 7
Proposal completeness ....................................................................................................................... 7
Public record and proprietary material ............................................................................................... 8
Proposal validity duration ................................................................................................................... 8
Errors in proposals .............................................................................................................................. 8
Withdrawal of proposals ..................................................................................................................... 8
Rights to Submitted Material .............................................................................................................. 8
5. RFP EVALUATION, SELECTION, AWARD PROCESS ........................................................................................... 8
Proposal evaluation ............................................................................................................................. 8
Clarifications ........................................................................................................................................ 9
6. CONTRACT AWARD AND EXECUTION ............................................................................................................. 9
Selected proposals .............................................................................................................................. 9
Awarding proposal .............................................................................................................................. 9
Conditions ........................................................................................................................................... 9
Contract ............................................................................................................................................... 9
Warranties, License Agreement and Maintenance Agreement.......................................................... 9
Non-endorsement ............................................................................................................................... 9
No cost before receipt....................................................................................................................... 10
7. RFP RESPONSES (VENDOR INSTRUCTIONS)................................................................................................... 10
Proposal content ............................................................................................................................... 10
RFP Submittal Document - Spreadsheet ........................................................................................... 10
RFP Submittal Document – License Agreement ................................................................................ 12
RFP Submittal Document – Maintenance Agreement ...................................................................... 12
RFP Submittal Document – Warranty Agreement ............................................................................ 13
RFP Submittal Document – Sample Contract Markup ...................................................................... 13
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1. INTRODUCTION
Purpose of this RFP
The City of Renton, WA (the “City”) is seeking proposals for an Airport Management System.
Through this Request for Proposals (RFP), the City seeks to select a company or firm to provide a
system with the capabilities that are in compliant with FAA/USDA standards, this includes but is not
limited, to Part 139 inspections, mandatory training, and wildlife sightings and harassment incidents.
The system shall include features and functionalities to plan, manage, and track lease, asset
condition, work orders, and associate labor hours. Management shall have access to dashboards
displaying real-time emergency events, and map of existing infrastructures, as well as noise
complaints. The provider will provide documentation, implementation, and training services. This
document details the system software, hardware, service, and company information on which the
City will base its selection. Feature requirements outlined in the requirements spreadsheet must be
met or exceeded. Installation services and training will be required.
About the City of Renton, WA
The City of Renton serves about 104,100 residents in the Puget Sound region and ranks as the eighth
largest city in Washington State1.
The vision of the City of Renton is to be the center of opportunity in the Puget Sound Region where
families and businesses thrive. The mission of the City of Renton, in partnership and communication
with residents, businesses, and schools, is dedicated to:
Providing a safe, healthy, vibrant community
Promoting economic vitality and strategically position Renton for the future
Support planned growth and influence decisions to foster environmental sustainability
Build an inclusive informed city with equitable outcomes for all in support of social,
economical and racial justice
Meet service demands and provide high quality customer service, a positive work
environment, and a commitment to excellence
The City operates under the laws of the State of Washington as an “optional municipal code city”.
Renton is governed with a mayor-council form of government with eight (8) elected officials.
City operations are performed by more than 600 employees at the direction of the Mayor. The City
provides a host of services to residents and local businesses: Police, Utilities (water, wastewater,
and storm water), Transportation (Street construction and maintenance), Parks and Recreation,
Economic Development, Land Use Planning and Regulation, Municipal Courts, and General
Government services (Animal control, and museum system).
Primary use case of the Airport Management System
1 “April 1 Official Population Estimates.” Office of Financial Management, State of Washington Office of Financial Management, 1 Apr.
2018, www.ofm.wa.gov/washington-data-research/population-demographics/population-estimates/april-1-official-population-estimates.
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The City will use the Airport Management System to perform common Part 139 inspection, and
lease management that are compliant with Federal Aviation Administration (FAA) and United States
Department of Agriculture (USDA). The airport management team shall have the abilities to create
work orders, track labor hours, and wildlife sightings/incidents. AMS shall provide analytics to
support dynamic real-time decision-making and operational performance improvements. The
solution is expected to offer the flexibility to meet multiple levels of requirements from different
groups. AMS will integrate and leverage data from existing systems into a consolidated tool to
enhance situational awareness and business performance. AMS will reduce and eliminate manual
and duplicate data entry in multiple systems, increase data accuracy, and result in more efficient
business processes. Management shall have access to visual dashboards and generate reports at a
click of a button.
Technology environment at the City
Desktops and Laptops – The computing environment at City includes approximately 700
workstations throughout the City. Computers are configured with Microsoft Windows 10 64-bit
operating system. All hardware is less than 5 years old, and includes a minimum of an Intel i5
processor and at least 4 GB of RAM. Each computer is managed by a Microsoft Active Directory
domain. The standard desktop software suites in most of the City are Microsoft Office 2016 and
M365. Some staff also use city issued mobile devices such as smartphones and tablets.
Servers – The City’s server environment is comprised of both physical and virtual servers running
the latest versions of Microsoft Windows operating system. New system implementations
requiring server resources shall run in a vitalized environment.
Database Management System (DBMS) – The City utilizes and supports the latest versions of
Microsoft SQL Server in a high availability environment.
Email System – The City’s standard email platform is Microsoft Exchange Server 2010.
Network Infrastructure – the City has a fiber gigabit Metropolitan Area Network to
approximately 43 city facilities and parks. The city also leverages a wide-area WiFi and LTE
network connectivity for mobile users. All Windows OS mobile devices connect to the
Enterprise network through Net Motion VPN access.
Software Updates – If a system requires updates to be installed on local machines, it is the
expectation that the City’s IT Division will coordinate and install the updates with assistance
from a vendor where appropriate.
Internet Browser – The City currently supports Microsoft Internet Explorer, Google Chrome, and
Mozilla Firefox web browsers.
Backup and Disaster Recovery – The City currently has an enterprise backup system to backup
servers, systems, applications, and user data based on the retention schedule of the type of data
being stored.
Retention Requirements –The City must meet applicable laws for State of Washington retention
schedules (RCW 40.14) for records. The City is legally obligated to retain records in a way that is
compliant with the State of Washington's document retention laws. The City must be able to
identify records, apply the appropriate retention policy, and properly dispose of records in
accordance with applicable laws when the retention period has been satisfied.
Public Disclosure Requirements – The City must meet applicable public disclosure laws for email
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content (RCW 42.56). The City is legally obligated to fulfill public disclosure requests in
accordance with applicable laws. The City must be able to properly identify records to fulfill a
given request, ensure immutability of the record, and have the ability to redact information that
is exempt from disclosure. The City must be able to export all records that is in responsive to
the given request in its native format.
Systems need to improve the City employee experience and efficiency in fulfilling public records
requests. City staff receive a large volume of ever increasing public disclosure requests each
year. Solutions implemented must afford City staff a user-friendly way to quickly search for and
identify all records that are responsive to a public disclosure or eDiscovery request, and
efficiently manage each request from intake to fulfillment.
2. RFP INFORMATION
Procurement schedule
Milestone Date (Pacific Time Zone)
RFP Published February 3, 2021
Questions due via email February 16, 2021 @4:00 PM
Responses to questions posted by February 23, 2021 @4:00 PM
Proposals due no later than March 2, 2021 @4:00 PM
Conduct Vendor Interviews March 30, 2021 *
Select Vendor June 8, 2021 *
Contract Finalization June 22, 2021 *
Kick Off Project June 29, 2021 *
* Estimated dates
Table 1 – Procurement Schedule
RFP Contact information
During the RFP process, a designated contact person will be responsible for official coordination and
communication with Responder concerning questions, project status, and announcements. During
the RFP process, the City of Renton requires vendors to not contact other City of Renton staff
regarding the RFP processes; failure to comply with this requirement may disqualify those proposals
from further consideration. The following email address is the City’s only official point of contact for
this RFP: AMS@rentonwa.gov
Letter of intent
Vendors who wish to submit proposals are encouraged to inform the City of their intent to submit a
proposal by emailing intent to AMS@rentonwa.gov
Questions regarding this RFP
Interested parties must direct all questions regarding this RFP to AMS@rentonwa.gov by the date
and time specified in section 2.1.
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It is the responsibility of the proposer to review the City’s website for any RFP revisions or answers
to questions prior to submitting a proposal. Responses to questions will be posted on City’s website
at http://rentonwa.gov/bids by the date and time specified in section 2.1.
3. SCOPE, GOALS AND OBJECTIVES
Scope of this project
The City of Renton is seeking proposals from qualified suppliers and firms to provide an AMS. The
proposed solution must be scalable, supporting future expansion of the AMS. Future expansion
might include (but is not limited to) integration with new systems, and associated changes to airport
map, modification of business rules/workflows, changes to data fields, and new types of inspections.
The following scope of work should be used by proposers to generate a proposal. The vendor will be
responsible for the design, installation, configuration, and deployment of AMS and all required
components that includes but not limited to:
3.1.1. A cloud-based, vendor-hosted Solution accessible from a standard web browser, including but
not limited to, all current support versions of Microsoft Internet Explorer, Microsoft Edge,
Google Chrome, Mozilla Firefox, and Apple Safari
3.1.2. Developed using a responsive web design approach to facilitate use on a multitude of devices,
including desktops, laptops, tables, and smartphones.
3.1.3. User shall have the ability to update the system in real time and in an “off-line” mode.
3.1.4. Solution shall include management, documentation and record keeping capabilities for all
aspects of FAA Part 139 compliance. This shall include, but is not limited to, Airfield
inspections, fuel inspections, wildlife hazards, daily logs, work orders, mandatory training,
lease management and unusual events.
3.1.5. Must include an automated FAA Part 139 Inspection Form.
3.1.6. Shall have the capability to run analytics on data that is input into the system and produce
customizable reports in the form of text and graphics.
3.1.7. Must have integrated, GPS based mapping capabilities, including the ability to assign asset
features to airfield equipment (lights, signs, NAVAIDS, etc.) and other Airport assets, with or
without the availability of GIS data.
3.1.8. Ability for staff to develop customizable forms that integrate with map-based GIS data.
3.1.9. Ability for staff to download data from the system using a common format such as Excel, PDF,
Shape, etc.
3.1.10. Ability to exchange information with 3rd party software programs through an Application
Programming Interface (API), utilizing common languages such as XML and JSON.
3.1.11. Vendor shall incorporate security requirements in every aspect of the solution.
3.1.12. Vendor shall implement security controls in accordance with the National Institute of
Standards and Technology (NIST) Security Standards and shall follow NIST’s Cybersecurity
Framework to assess the solution prior to first release and prior to any major improvement or
enhancement.
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Goals and objectives of this project
3.2.1. Maintain compliance with FAA and USDA
3.2.2. Eliminate manual paper forms, spreadsheets, and MS Access
3.2.3. Reduce costs by automating operational processes, and record keeping
3.2.4. Improve the accuracy of inspections, work orders, and inventory management
3.2.5. Work orders capture criteria specific to buildings and equipment maintenance
3.2.6. Increase airport safety by proactively detecting and addressing safety issues
3.2.7. Accurately track time and costs associated with incidents, safety, work orders and equipment
3.2.8. Management team can confidently plan, forecast, track time, and view visual dashboards
3.2.9. Airport has the capability to track wildlife, harassment, and mandatory FAA training
electronically.
3.2.10. Receive alerts for overdue inspections and automatic email notification of inspections and
work orders.
3.2.11. Utilize advance technologies to capture, store, share, and manage data.
3.2.12. Quickly and easily generate accurate reports
4. RFP SUBMISSION
Proposal identification
Proposals must be made in the official name of the firm or individual under which business is
conducted (showing official business address) and must be signed by a person duly authorized to
legally bind the person, partnership, company, or corporation submitting the proposal. A
corporation must indicate place and date of incorporation.
Proposal submission and format
Your proposal must be submitted via email on or before the due date detailed in section 2.1 to
AMS@rentonwa.gov. Section 7 of this RFP defines the file format of each submittal attachment.
Proposer responsibility
Proposers are solely responsible for the timeliness of their submittals. As such, budget adequate
time to ensure proposals are delivered before the deadline.
Proposal completeness
By submitting a proposal, proposers certify that such proposal constitutes their full and complete
response to the RFP and evidences their acknowledgement that additional written material outside
of such proposal shall not be considered by the City in connection with this RFP, unless the City
provides a written request for additional information.
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Public record and proprietary material
Proposals may be released in total as public information in accordance with the requirements of the
laws covering same. Any proprietary information must be clearly marked. Marking the entire
proposal as proprietary will neither be accepted nor honored. If a request is made to view a
Responder’s proposal, City of Renton will comply according to the Public Records Act, Chapter 42.56
Revised Code of Washington (RCW).
Proposal validity duration
Proposal and cost schedule shall be valid and binding for at least 90 days following proposal due
date and will become part of the contract that is negotiated with the City.
Errors in proposals
The Successful Responder is responsible for all errors or omissions in its proposal and any such
errors or omissions will not serve to diminish their obligations to the City. The City reserves the
right to make corrections or amendments due to errors identified in the proposal by either the
Successful Responder or the City. The City may waive minor irregularities contained within the
proposal documents.
Withdrawal of proposals
Responders may withdraw a submitted proposal, at any time up to the proposal closing date and
time. To accomplish this, a request by an authorized representative of the Responder must be
submitted to the City contact person. After withdrawing a previously submitted proposal, the
Responder may submit another proposal at any time up to the proposal closing date and time.
Rights to Submitted Material
All Proposals and related correspondence submitted shall become the property of City of Renton
when received.
5. RFP EVALUATION, SELECTION, AWARD PROCESS
Proposal evaluation
All proposals meeting the requirements of this RFP shall be reviewed and rated by an evaluation
committee according to the following criteria:
Ability of the product to perform the technical and functional requirements
Project management and implementation plan
Cost, rates, and fees
Proposal responsiveness
Firm/Consultant qualifications, experiences, references and experience
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Clarifications
The City reserves the right to obtain clarification of any point in a Responder’s proposal or to obtain
additional information necessary to properly evaluate a proposal. Failure of a Responder to respond
to such a request for additional information or clarification may result in rejection of the Responder
proposal. The City’s retention of this right shall in no way reduce the responsibility of Responder to
submit complete, accurate, and clear proposals.
6. CONTRACT AWARD AND EXECUTION
Selected proposals
Selected proposers may be contacted to arrange in-person interviews and/or product
demonstrations with the evaluation committee.
Awarding proposal
The City reserves the right to make an award without further discussion of the proposal submitted.
Therefore, the proposal should be initially submitted on the most favorable terms the vendors can
offer. It is understood that all proposals will become a part of the official file without obligation to
the City.
Conditions
The general conditions and specifications of the RFP as proposed by the City and the successful
vendor's response, and amended by agreements between the City and the vendor, will become part
of the contract documents. Additionally, the City will verify vendor representations that appear in
the proposal. Failure of the vendor's products to meet the mandatory specifications may result in
elimination of the vendor from competition or in contract cancellation or termination.
Contract
The vendor selected as the apparently successful vendor is expected to enter into a contract with
the City as described in the sample provided in Exhibit A.
Warranties, License Agreement and Maintenance Agreement
The Warranties, Software License Agreement and Maintenance Agreement will be negotiated and
signed at the same time as the contract. Successful Responder shall submit policies regarding and
copies of all Warranties, License and Maintenance Agreements on the proposed solution with
associated costs.
Non-endorsement
In selecting a Responder to supply products and/or services, the City is neither endorsing nor
suggesting that the Successful Responder’s product is the best or only solution. The Successful
Responder agrees not to refer to the City in any literature, promotional material, brochures, sales
presentation, or the like without the City’s express written consent.
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No cost before receipt
No cost chargeable to the proposed contract may be incurred before receipt of a fully executed
contract.
7. RFP RESPONSES (VENDOR INSTRUCTIONS)
Proposal content
In order to thoroughly analyze the responses to the RFP, vendors are required to prepare their
proposals in accordance with the instructions outlined in this section. Vendors whose proposals
deviate from these instructions may be considered non-responsive and may be disqualified at the
discretion of the City. All RFP Submittal Documents detailed below must be submitted at the time of
Respondent submitting in one email.
Vendors must present their products, services and applicable features in a clear and concise manner
that demonstrates the vendors’ capabilities to satisfy the requirements of this RFP. Emphasis should
be concentrated on accuracy, clarity, comprehensiveness and ease of identifying pertinent
information and suitability of the product and services.
RFP Submittal Document - Spreadsheet
(right-click icon to open &/or save imbedded file)
Respondents must download, fill out and submit the above excel spreadsheet. Before submitting,
rename the file in the following format: Airport Management
System_2021_[CompanyName]_Spreadsheet.xlsx where [CompanyName] is the name of your
company. Example: Airport Management System_2021_CityOfRenton_Spreadsheet.xlsx
Following is a description of the different tabs found in the spreadsheet:
Information and Questions: Answer questions in this tab with information about your company and
proposed solution.
Executive Summary: Provide a high-level overview of your proposed solution.
Qualifications and Experience: Describe Respondent’s experience implementing your proposed
solution in a local government setting. Please include the qualifications and experience for any
proposed sub-contractors in the narrative.
Alternative: If Respondent’s qualifications and experience narrative does not format well
within the provided excel spreadsheet, respondent may choose to submit a separate .pdf,
.doc or .docx document. The name of the document should be in the following format:
Airport Management System_2021_[CompanyName]_Qualifications.[pdf]. In the
spreadsheet narrative section, enter ‘See [DocumentName] document’.
Approach and Methodology: Create a narrative which shows Respondent’s understanding of the
project’s requirements and documents a logical approach to the project scope of work. Include a
general work plan, as well as the proposed approach to undertaking the scope of work.
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Alternative: If Respondent’s approach and methodology narrative does not format well
within the provided excel spreadsheet, Respondent may choose to submit a separate .pdf,
.doc or .docx document. The name of the document should be in the following format:
Airport Management System_2021_ [CompanyName]_Approach.[pdf]. In the spreadsheet
narrative section, enter ‘See [DocumentName] document’.
Project Management Philosophy and Schedule: Create a narrative which describes how
Respondent intends to manage all aspects of the work to be performed, including schedules for
completion of tasks/subtasks, procedures for scheduling, and cost control. The Project management
proposal must include project kick off meeting, regularly scheduled project team meetings, written
progress reports, issue and risk management techniques.
Alternative: If Respondent’s project management philosophy and schedule narrative does
not format well within the provided excel spreadsheet, respondent may choose to submit a
separate .pdf, .doc or .docx document. The name of the document should be in the
following format: Airport Management System_2021_
[CompanyName]_ProjectManagement.[pdf]. In the spreadsheet narrative section, enter
‘See [DocumentName] document’.
Functional Requirements: Fill out the Functional Requirements form with information about your
proposed product. Following is a definition and instructions on how to complete the form:
Ref #: This field is a unique identifier of each requirement as assigned by the City.
Requirement: This is a description of the functional requirement.
Type: This field designates the type of requirement with the following definition:
R - Required (Proposed system must have this requirement)
O - Optional (Proposed system should have this feature, but it is not require)
Code: Use the following codes to define how well your solution currently meets the
requirement:
3 - System can completely meet this requirement “out of the box” with no custom
code and no additional expense.
2 – System can meet requirement with minor code modifications with no impact on
future releases. These modifications will be available and implemented with no
impact to the project schedule and does not have an additional cost associated with
the feature.
1 – System will not meet requirement and will require modification(s). Testing and
production of modifications will be in place prior to implementation date, however,
the customer will assume a cost above the basic system cost for future updates. If
additional costs are needed for this feature, please enter them in the ‘Comment’
column next to the feature and itemize them on the ‘Costs’ tab of the worksheet.
0 – System will not meet requirement and modification in time for implementation
is not possible.
N/A – The requirement does not apply to the proposal. If this value is used, provide
a comment as to why Respondent chose this value.
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Comments: Provide any relevant information about this requirement. Please note any uses
of third party software, ad-hoc query tools, and creative use of existing features or custom
modifications. Although costs are required on a different worksheet, please provide a
realistic dollar estimate if there is additional cost associated with a feature.
Cost: Since the City expects to complete a “not to exceed/fixed price” contract, the budget for the
proposal must not exceed the specified amount, and must be broken down into hours, hourly rates
and expenses for each task and subtask. All prices are to be in U.S. dollars. All applicable taxes to be
paid by the City must be separately shown.
Vendors must itemize the unit and extended price for each product and service proposed as part of
the proposed solution. Cost information must include all expected implementation and operating
costs, both one-time and ongoing. Specific model numbers and capacities should be included.
Information about licensing must be provided. Vendors should describe and quote optional
components (including query tools, report writers, etc.) as individual and separate items. Any
upgrade to the base system needed for optional components must be included in the cost of those
components.
In addition to the breakdown of costs described above, provide an hourly rate for professional
services that may be required to complete our project, but was not originally scoped. The quoted
rate(s) is expected to be applied for the duration of the project (as described herein). They should
include, but are not limited to: training, project management, programmer/analyst, and technical
support analyst.
The bottom of the costs worksheet provides a location where vendor can propose a payment
schedule narrative. With each deliverable and amount, explain why those particulars were chosen.
Indicate all costs associated with each product and/or service included in the proposal. Also include
aggregate pricing if price advantages are available.
Client References: Populate the list with a minimum of three (3) client references who currently use
the proposed solution. References are preferred to be local government agencies physically located
within a 50-mile radius to the City of Renton. The City reserves the right to contact references
without prior notification.
RFP Submittal Document – License Agreement
Submit the Respondent’s proposed license agreement for the solution. Respondent may choose to
submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting, rename the
file in the following format: Airport Management System_2021_
[CompanyName]_LicenseAgreement.pdf where [CompanyName] is the name of your company.
Example: Airport Management System_2021_CityOfRenton_LicenseAgreement.pdf.
RFP Submittal Document – Maintenance Agreement
Submit the Respondent’s proposed maintenance agreement for the solution. Respondent may
choose to submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting,
rename the file in the following format: Airport Management System_2021_
[CompanyName]_MaintenanceAgreement.pdf where [CompanyName] is the name of your
company. Example: Airport Management
System_2021_CityOfRenton_MaintenanceAgreement.pdf.
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RFP Submittal Document – Warranty Agreement
Submit the Respondent’s proposed warranty agreement for the solution. Respondent may choose
to submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting, rename the
file in the following format: Airport Management System_2021_
[CompanyName]_WarrantyAgreement.pdf where [CompanyName] is the name of your company.
Example: Airport Management System_2021_CityOfRenton_WarrantyAgreement.pdf .
RFP Submittal Document – Sample Contract Markup
Sample Contract
Markup.docx (right-click icon to open &/or save imbedded file)
Successful respondent is expected to enter into a contract with the City. Download the above
sample contract and mark up and comment on language changes Respondent would like to
negotiate. Before submitting, rename the file in the following format: Airport Management
System_2021_ [CompanyName]_ContractMarkup.pdf where [CompanyName] is the name of your
company. Example: Airport Management System_2021_CityOfRenton_ContractMarkup.pdf.