Request for Proposal

For

COMMON USE PASSENGER PROCESSING SYSTEM

Tulsa Airports Improvement Trust

The Tulsa Airport Improvement Trust through this Request for Proposal (“RFP”) invites written proposals from qualified Vendors to provide a COMMON USE PASSENGER PROCESSING SYSTEM at the Tulsa Airport.

ISSUED DATE: 4/29/2021 ISSUED BY: Tulsa Airports Improvement Trust

7777 Airport Drive Suite A211 Tulsa, OK 74115

POINT OF CONTACT: James Rockholt Chief Information Officer

Email: jamesrockholt@tulsaairports.com

OPTIONAL ONSITE TOURS: Optional onsite tours can be scheduled to take place at the Airport before 5/28/2021. Tours are not guaranteed for any date or time and are limited to available Airport staffing. WRITTEN QUESTION DEADLINE: 5/31/2021 4:00 p.m. CST. Please e-mail all questions to jamesrockholt@tulsaairports.com. Answers will be distributed to all parties which have advised TAIT of their interest in submitting a proposal.

PROPOSAL DEADLINE: Proposals shall be received by the Airport on or before 6/30/2020 4:00 p.m. CST Proposals must be delivered to: Tulsa Airports Improvement Trust 7777 Airport Drive – Room A211 Attention: James Rockholt Tulsa, OK 74115

1. The sealed envelope containing your proposal shall show the name of the proposer and must be clearly marked in the lower left hand corner “CUPPS RFP.” Any proposal or unsolicited amendments to a proposal received after the closing date and time will not be considered and will be returned unopened.

2. In addition to the physical copy, an electronic copy must be sent to jamesrockholt@tulsaairports.com

3. Requests for extension of time to submit will not be granted. Late proposals will be rejected. Proposals sent fax will not be accepted.

4. The opening and reading of a proposal does not constitute the acceptance of the Vendor as a responsive and responsible Proposer.

Timeline

• A ticket counter renovation project is going on. It’s tentatively scheduled to be finished by January 2022. Installation of Common Use equipment can begin after project is complete. Dates will be will be updated as the project is updated.

QUALIFICATIONS/CERTIFICATIONS

• The selected Proposer will provide a turnkey system based on the individual components selected by the TAIT. This includes the provision, delivery, installation, and configuration of the system based on the TAIT’s needs.

• Proposals will be considered only from responsible individuals, co-partnerships, corporations, or other

private organizations demonstrating that they have the ability to maintain a staff of regular employees adequate to ensure continuous performance of the work.

• The Vendor shall have previously designed, installed, tested, and deployed a COMMON USE

PASSENGER PROCESSING SYSTEM for a minimum of three (3) airports. CUPPS shall have been fully operational at each of these airports a period of no less than one (1) year from the issued date of this RFP. The Vendor shall provide references for each airport.

• The Vendor shall have an on-going maintenance and support center located in North America.

Subsequent to commissioning, the Vendor shall provide ongoing CUPPS technical support from a facility located in North America.

• The Vendor will supply only new equipment, parts and material currently manufactured at the time of

submittal, and operated only for testing as part of installation procedure.

• The proposer must also have any applicable licenses and certifications to perform all services in this

RFP.

• The selected Proposer will provide onsite project management during the installation and deployment of the project. This includes scheduling the installation, ensuring the hardware is ordered, configured, and works directly with TAIT through the length of the installation period, validating the system is fully functional and that both Airport Staff and Airlines are properly using the system.

• TAIT reserves the right to change quantities or features being purchased.

Evaluation criteria will include, but are not necessarily limited to: • Meeting the requirements, conditions and instructions as outlined in this RFP; • Experience and Qualifications in providing Shared Use/Common Use Passenger Processing System

functionality to Airports; • Ease of use; • Time required for installation and implementation of the FIDS and associated requirements; • Pricing; • References for comparable projects in Airports.

Project Description and requirements

Description: The Owner is pursuing the installation of Common Use Passenger Processing System (CUPPS) for passenger processing at the ticket counters and gate service areas. Airlines to be supported should include American, Delta, United, Southwest, Frontier, Allegiant, and one additional domestic airlines to be determined. The Vendor shall furnish all materials and equipment necessary to complete the job, and provide detailed submittals of all materials and equipment to be used on the project. A visual inspection of the Vendor’s equipment may be required. The Vendor shall furnish sufficient personnel and equipment to complete the project in a continuous manner once work has begun.

Special effort shall be made to minimize the interruption of airline operations and any disruption of passenger service. The Airport will provide any cabinetry/counter inserts needed based on the specifications provided by the Vendor. The Vendor shall perform the detailed configuration, engineering, installing, and testing for the total CUPPS including the interconnectivity of system components and modules.

General Airport Information The Airport has the following items that can be utilized:

• Internet connectivity • Airport will provide any network cabling or connectivity through the terminal • VMware virtual server environment. • Electrical power outlets. • FIDS provider is Infax • The expectation is that Airlines will remove any equipment or branding of theirs from per-use gates.

BASE BID

System and Project Management

• The Contractor shall provide a base system with all design, configuration, installation and project management.

• The system should have equipment to run a total of 16 ticket counter positions [four (4) dual counter positions and eight(8) single counter positions]

• The system should have equipment to run six (6) dual position gates. • It will include any required peripherals for all positions. • The system should be capable of being expanded to accommodate multiple ticketing/gate workstation

locations. All necessary peripherals required by the airlines must be provided. This might include workstations with no less than 19” flat panel displays, boarding pass printers, bag tag printers, laser jet document printers, barcode readers, boarding gate readers, and MSR/OCR keyboards.

• Bag tag printers will support RFID tags. • Proposals shall include details on warranty provided with purchase. • Proposal shall include a detailed pricing structure on all components needed • Proposals shall include details on warranty provided with purchase. • Proposals shall include any exclusions on work to be completed as part of the installation. • Proposal shall include a detailed pricing structure on all components needed.

Maintenance/Warranty

• Vendor should provide details of a one-year full system warranty, system support and maintenance including any software updates required.

• Vendor will list maintenance and support options available with five 1 year options.

ADDITIONAL OPTIONS Common Use Self Service Kiosk Vendor should provide optional pricing for passenger self-service kiosk supporting all Tulsa Airports Airlines. GIDS/Logo Delivery at the gates Can your system display a logo or flight information directly on a screen for the public to know which Airline is operating? If so, please list any associated costs and requirements. FIDS Integration Can your system integrate with a FIDS systems? If so, please list any associated costs and requirements.

Insurance Requirements

Before the execution of the Contract, the successful Contractor shall obtain all insurance required for this

project. The Contractor shall not allow any Subcontractor to commence Work until the Subcontractor has also obtained insurance applicable to his Work, including Workers’ Compensation and Employer’s Liability coverage, which is acceptable to the Contractor. The Contractor shall maintain insurance throughout the life of this Contract including the guarantee and maintenance periods.

The Contractor, its principals, partners, employees, agents, representatives, successors or assigns, will agree to protect, defend, save harmless and indemnify Owner, the Tulsa Airports Improvement Trust; Tulsa Airport Authority, the City of Tulsa, their Trustees, Councilors, officers, employees and authorized representatives or their successors against any loss, cost, damage, suits, expense, judgment or liability of any kind whatsoever, from or by reason of or on account of, as a result of Work or activities of any nature whatsoever arising directly or indirectly under this Contract, including any claims for injury to person or property or death to the party or to employees of the Contractor, the Subcontractors or its principals or of TAIT, the Tulsa Airport Authority or the City of Tulsa.

The Contractor shall purchase and maintain in full force during the life of this Contract, Commercial General Liability insurance as shall protect TAIT and the Contractor against losses which may result from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from any operations under the Contract, whether such operations be those of the Contractor, a Subcontractor or anyone directly or indirectly employed by either of them. Commercial General Liability insurance shall meet the requirements set forth below:

LANDSIDE PROJECT

Commercial General Liability. $1 Million per Occurrence/$1 Million Aggregate, including Premises Operations; Products and Completed Operations; Blanket Contractual (including Provisions for Contractor’s Obligations); Personal and Advertising Injury.

Auto Liability, including all owned, hired and non-owned automobiles. $1 Million Combined Single Limit

The Contractor shall also purchase and maintain during the life of the Contract, Worker’s Compensation insurance as required by law for all employees who will Work on this Project and Employer’s Liability with a minimum of $100,000 per accident; $100,000 for disease any one employee; and $500,000 for disease any one occurrence. If any Work is provided by Subcontractors, the Contractor shall require each Subcontractor to provide similar Workers’ Compensation and Employer’s Liability insurance coverage.

Contractor’s insurance policies shall contain a Waiver of Subrogation in favor of TAIT, the Tulsa Airport Authority and the City of Tulsa. Each certificate of insurance required hereunder SHALL state that TAIT will be notified in writing of any alteration, modification, cancellation, non-renewal or expiration of the insurance policy not less than thirty (30) days prior to the effective date thereof. The Contractor shall obtain similar or greater insurance prior to the expiration or termination of any existing insurance contract.

The insurance described herein is intended to fully protect TAIT, the Tulsa Airport Authority, the City of Tulsa, their trustees, councilors, officers, servants, employees and authorized representatives or their successors, the Contractor and Subcontractors from any loss whatsoever arising from Contractor’s operations. The Contractor and the company issuing such insurance shall prosecute and defend all court actions at no expense to the Owner or to other named insureds.

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PROPOSERS QUESTIONNAIRE

1. Furnish the Company name, principal address, and phone number:

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

2. How many years of experience has your organization had with related work to this RFP? ___________________________________________________________________________

3. Will your system work with the following Airlines; American, Delta, United, Southwest, Frontier, Allegiant, and one additional domestic airlines to be determined? If not please specify which ones and why. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

4. Are you proposing a host, on-premise, or hybrid solution? Please give details on layout. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

5. What types of reports can your system generate such as usage reports? ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

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AIRPORT REFERENCES

References: Please provide three (3) current airport customers references that have currently working systems installed. 1. Airport:

Contact Name: Title:

Address:

Email: Phone:

2. Airport:

Contact Name: Title:

Address:

Email: Phone:

3. Airport:

Contact Name: Title:

Address:

Email: Phone:

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TULSA AIRPORT REFERENCE PICTURES

PER-USE TICKET COUNTER (UNITED OCCUPIED WHEN PHOTO WAS TAKEN DUE TO RENNOVATION)

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GATE A3

GATE A10

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GATE B1 – (PODIUM WILL BE MOVED CLOSER TO GATE)

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