Request for Proposals Property and Revenue Management Software System …business.spokaneairports.net/core/files/business/uploads... · 2014-11-02 · 1.1 Purpose of the Project This

Spokane International Airport SIA Property & Revenue Management Software RFP dated 11/02/14

Request for Proposals

Property and Revenue Management Software System and

Implementation

RFP# PC-14-01

Issued By:

Spokane Airport Board

9000 W. Airport Drive, Suite 204

Spokane, WA 99224

November 2, 2014


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RFP# PC-14-01

SPOKANE INTERNATIONAL AIRPORT

REQUEST FOR PROPOSALS

The Spokane International Airport Board (hereinafter referred to as “Airport”) is soliciting proposals

from qualified professional firms to provide an Airport Property and Revenue Management Software

(APRMS) system which shall include accounts receivable, cash receipting, implementation and

training. The APRMS system shall provide property and revenue management for Spokane Airport

which is comprised of Spokane International Airport, Felts Field Airport and the Spokane International

Airport Business Park. The selected Proposer will be responsible for development, installation and

training to include migration of current data to the new system.

This document outlines the prerequisites, selection process and documentation necessary to submit a

proposal for the requested services. Negligence or omission on the part of the Proposer in preparing

any portion of the proposal confers no right to withdraw or make changes, additions, or deletions to the

proposal after the proposal submission deadline.

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Sealed proposals, one (1) original (un-bound), seven (7) copies and one (1) copy in acrobat/pdf format,

shall be submitted by 2:00 p.m. PST on Friday, December 12, 2014 and delivered to:

Spokane International Airport

“Airport Property/Revenue Management Software RFP”

9000 West Airport Drive, Suite 204

Spokane, Washington 99224

Any proposal received after 2:00 p.m. PST, Friday, December 12, 2014 shall be deemed late and

non-responsive and shall be returned unopened to the Proposer.

All proposals will be date and time stamped upon receipt by Airport staff and shall be opened after

2:00 p.m. PST, Friday, December 12, 2014. All documents listed on the attached Proposal Form –

Exhibit A must be submitted in a sealed envelope that is clearly marked: “Property/Revenue

Management Software RFP.” It will be the sole responsibility of Proposers to ensure proposals are

delivered to Spokane International Airport by the appointed date and time. The Airport will not be

liable for delays in delivery of proposals due to handling by the U.S. Postal Service, courier services,

overnight carriers, or any other type of delivery service. Late proposals will be returned to the

Proposer unopened. All responsive proposals become the property of the Airport and must be provided

without cost to the Airport.

Further, each Proposer agrees that all information, data, documentation and material submitted or

provided by the Proposer shall become the property of the Airport and it shall not be returned to the

Proposer. All information, data, documentation and material submitted shall be considered public

information and will be made available for inspection in accordance with Chapter 42.56 RCW. Any

proprietary information, data, documentation and material that the Proposer wishes to remain

confidential (to the extent allowed under the laws of the State of Washington) should be clearly

identified as such in the proposal and the Proposer must provide justification for such a request.


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RFP# PC-14-01

The Airport reserves the right to reject any and all proposals, to waive minor informalities and

irregularities in the proposal submission process, to request additional information and data from any

or all proposers, to supplement, amend or otherwise modify the RFP prior to the closing date and time,

to cancel this request with or without the substitution of another RFP, to reissue the RFP, or to accept a

proposal which is considered to be in the best interest of the Airport.

Upon selection of a successful Proposer (thereafter referred to as “Vendor”), the contract to be

executed shall be in the form of the attached Sample Professional Services Contract (Exhibit B) and

shall be in accordance with Section 2.0 (SCOPE OF WORK). This RFP and the successful Proposer’s

proposal shall be incorporated in and become a part of the final Professional Services Contract.

By submittal of a proposal pursuant to this RFP, the Proposer certifies that no fee or commission, or

any other thing of value, has been paid or agreed to be paid to any employee, agent, representative or

official in order to procure the contract described in this RFP.

Proposals must conform to the requirements stipulated in this RFP. By submitting a proposal, each

Proposer agrees that the proposal represents a firm offer to the Airport and that such offer shall

remain open for acceptance until a Professional Services Contract is executed by the Airport or for a

period of no less than one hundred twenty (120) days from the date submitted, whichever occurs

first.

0.2 Proposal Deposit

A proposal deposit in the form of a cashier's check in the amount of Ten Thousand Dollars

($10,000.00), payable to Spokane Airport Board, must accompany each proposal. Cash will not be

accepted. Proposals that do not include a proposal deposit will not be considered.

The proposal deposit shall be submitted with the understanding that it will guarantee that the Proposer

will not withdraw the proposal for a period of one hundred twenty (120) days after the proposal

submission deadline (due date) and that if the proposal is accepted by the Airport, the Proposer will, in

a timely manner, enter into a Professional Services Contract with the Airport. Failure upon the part of

the successful Proposer to execute a Professional Services Contract and to provide any other required

information, data, documentation, or material to the Airport and perform all related obligations within

thirty (30) days after the date of written notice of award shall be just cause for cancellation of the

award by the Airport and the forfeiture of the proposal deposit, which forfeiture shall be considered not

as a penalty, but as liquidation of damages sustained by the Airport. The award of the Professional

Services Contract may then be made to another Proposer or all proposals may be rejected at the

Airport's sole discretion. The Airport will return the proposal deposit without interest to all Proposers

who are not selected as the successful Proposer within ten (10) working days after a Professional

Services Contract has been executed by the Airport with the successful Proposer. If the Airport elects

to reject all proposals, the proposal deposit will be returned without interest to all Proposers within ten

(10) working days of the decision to do so.

0.3 Withdrawal of Proposal

No proposal may be withdrawn after it has been submitted to the Airport unless the Proposer makes a

request for withdrawal in writing and the request is received by the Airport prior to the proposal

submission deadline (2:00 p.m. (PST) Friday, December 12, 2014). No proposal may be withdrawn


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RFP# PC-14-01

after the proposal submission deadline (2:00 p.m. (PST) Friday, December 12, 2014) for a period of

one hundred twenty (120) days.

0.4 Equal Employment Opportunity

Spokane Airport is an Equal Employment Opportunity (EEO) organization, which does not

discriminate on the basis of race, religion, color, sex, age, marital status, national origin, sexual

orientation, or the presence of any sensory, mental or physical disability in consideration of a contract

award. The successful Proposer will be required to comply with all federal, state, and local laws and

regulations.

0.5 Prohibition Against Lobbying:

The Proposer shall not lobby, either on an individual or collective basis, the Airport (its associated City

and County employees, or outside advisors) or any federal, state, or local elected or public officials or

staff regarding this RFP or its written proposal. Proposers, the Proposer’s acquaintances, friends,

family, outside advisors, agents, or other representatives shall not contact the Airport (its associated

City and County employees, or outside advisors) or any federal, state, or local elected or public

officials or Airport staff to arrange meetings, visits, or presentations to influence the outcome of the

selection process. Violation of this provision, by or on behalf of a Proposer, intentionally or

unintentionally, will result in disqualification of the Proposer and/or rejection of a written proposal.

0.6 Solicitation Schedule

The following schedule has been established for this selection process:

Scheduled Item Scheduled Date

Advertised Sunday, November 2, 2014

RFP posted on Airport website

http://business.spokaneairports.net/rfp

Sunday, November 2, 2014

Question/clarification deadline Monday, November 17, 2014 (10:00 a.m. PST)

Final addenda (if any) posted on Airport website Friday, November 21, 2014 (10:00 a.m. PST)

Proposal Submission deadline

Friday, December 12, 2014, no later than 2:00 p.m.

PST, Main Terminal, Suite 204, Administration

Final Evaluation (committee) Thursday, December 18, 2014

Recommendation to the Airport Board

Finance Committee

Wednesday, January 14, 2015

Contract Approved by Airport Thursday, January 15, 2015

0.7 Questions, Inquiries and Airport Contact

The Airport is committed to providing all interested parties with accurate and consistent information in

order to ensure that no Proposer obtains an undue competitive advantage. To this end, from the date of

this RFP through award of the Contract, the Airport contact is:


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RFP# PC-14-01

Judy Gifford, Properties & Contracts Director

9000 West Airport Drive, Suite 204

Spokane, Washington 99224

(509) 455-6415

E-mail: [email protected]

All questions from Proposers must be submitted in writing, electronically, to

[email protected] no later than 10:00 a.m. PST, Monday, November 17, 2014

(question/clarification deadline). It will be the sole responsibility of Proposers to ensure questions are

submitted in a timely manner. Addendums to this RFP (if any), to provide clarification of written

questions submitted by Proposer’s, shall be posted on the Airport’s website no later than 10:00 a.m.

PST, Friday, November 21, 2014 (Final Addenda). Receipt of addenda (if any) must be acknowledged

on the Proposal Form that must be submitted with the proposal (see Exhibit A – Proposal Form).

Oral communications and emails from the Airport, its staff, agents, Airport members, employees or

outside advisor, or any other person associated with this RFP shall not be binding on the Airport and

shall in no way modify any provision of the RFP. Only formally issued addenda shall modify the

terms of this RFP. Any addenda issued for this RFP will be published at the following website

address: http://business.spokaneairports.net/rfp. Proposers are responsible for checking the website

prior to submission of proposals for any addenda. If you are unable to download the addenda, you may

contact the Airport Contact noted in this Section.

1.1 Purpose of the Project

This Request for Proposals is being issued by the Airport to solicit proposals from qualified Vendors to

provide a new APRMS system for Property Management, Accounts Receivable and Cash Receipting.

The Airport uses Microsoft Office 2010 or newer and Sage, MAS100 as its core accounting platform.

Efficient administration of Airport properties, contracts, concessions and accounting functions is

critical to the goals of maximizing revenue, fiscal accountability and consistency of contract

administration. Accordingly, the Airport seeks to acquire an APRMS system to enhance its process of

administering its properties, contracts and concessions.

1.2 History and Background Users shall consist of Properties & Contracts staff and Accounting staff, with approximately ten (10) to fifteen (15) users requiring access. Properties and Contracts users will require the ability to generate a variety of reports for the purpose of overall lease management and lease compliance. Properties and Contracts staff are responsible for inputting new lease data, updating and monitoring

current leases, updating and monitoring compliance requirements, along with secondary document

information for items such as bonds and insurance. Properties and Contracts staff will also modify

this data as needed.


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RFP# PC-14-01

Accounting staff are responsible for accounts receivable, cash receipts, billing and various statistical

and financial reporting requirements, including reporting by revenue type and customer accounts. The

department currently has approximately 400 active billing accounts, 500 monthly cash transactions

and total annual revenues of approximately $60 million.

The APRMS should be integrated to allow for efficient operation while providing for the separation of

duties to maintain good internal controls.

The current Airport accounting system is operated on a stand-alone Windows Server 2008 R2 Active

Directory domain with static IP routing. The core accounting system is Sage, MAS100 configured as

server based processing where clients are attached via RDS (Terminal) sessions. Additionally, MS

Business Solutions and MS SQL Express 2012 are operating on this server for external reporting via

an ODBC connection to the Sage 100 database. The system is utilized by ten users.

All external systems data must be inputted manually with no current external connections dynamically

reading or writing to the Sage 100 database. The same is true with exporting data excepting the read

only function of the Business Solutions report application.

The APRMS system should be a stand-alone server capable for user and data storage scalability. The

system should run an open architecture database for current and future system integration. The system

should have the capability to export data to the Sage 100 system as described in the General Summary

(Appendix A).

All Airport Email services are hosted off site. There is no local Exchange server or network accessed

SMTP server on site.

The firm selected based on this RFP process shall provide the following information and shall be

expected to document its ability to meet the functional and technical specifications identified in

Appendix A: The Airport has established the scope of services described herein to be provided by the

successful Proposer. The Airport reserves the right to negotiate the scope of services with the

successful Proposer to (i) reflect changes arising out of this proposal process; (ii) incorporate any

requirements adopted after the publication of this Request for Proposals and (iii) incorporate any other

changes it deems necessary.

2.1 Optional Services

The Airport reserves the right to add related services, as needed. Prices for additional APRMS

functionality will be based upon negotiated, not to exceed project costs using Vendor’s hourly rates, as

proposed, for various Vendor staff positions. Examples of additional services which may be requested

include: vehicle AVI tracking systems and consulting services related to automated landing fee

invoicing. The Airport reserves the right to negotiate prices and fees for optional services.

2.0 SCOPE OF WORK/SERVICES


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RFP# PC-14-01

2.2 Project Document Deliverables

The successful Proposer (Vendor) must include in its proposal a statement of work that outlines in

detail the scope of services and method to be utilized in the implementation of the APRMS. The

proposal must define the following deliverables during the course of this project:

Service

Categories

Project Document Deliverables

Project Planning A detailed implementation Work Plan to include, but not limited to:

The Airport and Vendor’s work steps/tasks (“Task”) in

sufficient detail to define percentage of completion

Expected deliverables or outcome for each Task

and timelines

Major decision points, with “go”/”no-go” criteria and fallback

positions

Estimated timeline for system build out, implementation

methodology and training plan

System Design A Functional Design Report that describes:

How major processes will look from the user’s perspective

Processes for system administration and related functions

Airport IT Dept. networking, backups, server setup

responsibilities including system make-ready hardware

expectations

Technical Design

A Technical Design Report that describes:

APRMS software components (software that will be

implemented)

How transaction data is represented in the database

Database environments for programming, testing, training, and

production

Database ODBC connection compatibility

APMRS reliability expectations and controls

User created Custom Reports with built-in tools or third party

report writer integration and query capabilities

Future server/application virtualization capability


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RFP# PC-14-01

Technical

Specifications

A Technical Specification Plan identifying:

Specific parameter settings, tables, and coding needed to adapt

software from its “out-of-the-box” state to a production ready

state

Planned performance levels (application response times,

system expansion capacities)

System software to include: server OS, database

software, required client OS and any third party

software utilized for a complete system

Complete server hardware specifications including

recommended data storage amount. List RAID, SAN or

other storage method as needed

System environment - client/server, web or browser

based, or RDS (terminal service)

All required software licensing broken out as vendor

provided or owner purchased separately. Any optional

per seat, per server or concurrent use licenses shall be

listed. This includes server CAL and/or RDS licenses

Technical

Implementation

A Technical Implementation Plan describing:

How all software needed to deploy the complete system

will be installed and configured such as, on site or

remotely via a remote session connection

The primary database import/conversion method from

an MS Access 2010 MDB file to the vendor provided

database

The solution for sending Email through a third party

SMTP application or built-in application/server service

The method the vendor will use to establish a server trust

relation to the existing Primary Domain Controller

How Active Directory may be used for user authentication or

control share permissions with proposed system

Unattended database backup method

The method used to restore the database

How to archive data, how many years may be accessible when

viewing archived data


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RFP# PC-14-01

2.3 Software Maintenance and Help Responsiveness

Proposer shall submit a detailed description and cost breakout for annual maintenance or support

agreements demonstrating options and coverage.

Proposer shall submit a detailed description and cost breakout for software updates, patches and full

release version upgrades. Explain how these are obtained and which items will be covered under

support agreements.

2.4 Training

The Proposer shall provide training for end users and technical staff, combined or separately as

required. Training hours shall be on site performed within normal working hours.

The Proposer’s provided training shall be considered accepted when the Airport signs for and accepts

the System (System Acceptance Notification – see Exhibit C- Fee Proposal, page 1) and acknowledges

that the APRMS is fully installed and operational, staff has been properly trained and all user

documentation has been received.

Training A Training Plan describing:

Training for System Administration and User Support to include;

a) Installation of Software on Server and Individual

workstations, including patches and upgrades

b) Procedures for backup and restoration of data on server

c) Procedures for setting security levels for users

d) Any special administrative procedures that are

required for archiving older data, or procedures

specific to close out of certain time periods or end

of year closeout procedures

Training for Users to include:

a) Specific training for each module purchased

b) Use of user interface to navigate through the program

c) Use of online help system

d) Procedure for routine data input

e) A briefing on common errors associated with

system implementations that have occurred at

other airports.

f) Time spent debugging software or setups during a

demonstration on training time will not count

toward training time or hours


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RFP# PC-14-01

3.0 TERM OF CONTRACT

Standard Contract Provisions (Exhibit B)

The selected Proposer will be required to execute a contract which shall be in the form of the attached

Sample Professional Services Contract (Exhibit B). If a Proposer has comments related to any of the

provisions in this RFP and/or the contract sample, comments must be made, in writing, no later than

the date specified in the Solicitation Schedule (see Page 3).

Standard Airport provisions (general and specific) will be incorporated into any Contract resulting

from this RFP. Should any selected Proposer and the Airport be unable to finalize a written Contract,

the Airport may proceed to the next most advantageous proposal as determined by the Selection

Committee or issue a new solicitation or cancel the procurement process in its entirety.

4.0 FUNDING SOURCES(s)

The work to be performed is funded with Airport general funds. There are no federal funds involved

with the work under this RFP.

5.0 SELECTION PROCESS

It is the Airport’s intention to solicit proposals from qualified software professionals; to evaluate said

proposals; to negotiate terms and fees; and to award a Contract to the Proposer whose proposal is

determined to serve in the best interest of the Airport. The Airport reserves the right to select the

Proposer on the basis of the proposal provided or to conduct interviews with the highest qualified

Proposers following evaluation and review of the proposals, whichever is determined to best serve the

needs of the Airport. A Selection Committee (“Committee”) will be comprised of Airport representatives. The Airport

reserves the right to request additional information and clarification of any information submitted.

6.1 Proposal Evaluation

Each proposal received will be fully evaluated on the basis of qualifications and criteria deemed by the

Airport to be of importance for the implementation and operation of the APRMS. Airport will select

the Proposer proposing the system that best meets the needs of the Airport considering functionality,

price and experience and will be based on the technical and administrative capabilities in relation to the

needs of the overall project.

The Proposer must include in its proposal the information noted in Section 8.0 – Submission

requirements and must demonstrate how the firm meets the evaluation criteria. The Committee will

consider all documents, the response to this RFP, information gained while evaluating responses, and

other relevant information to make its determination. The Committee’s selection will be the Proposer

that, in the Committee’s sole opinion, is best able to provide the services according to Airport’s needs.

6.0 EVALUATION CRITERIA


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RFP# PC-14-01

6.2 Evaluation Criteria

The Airport will evaluate proposals received based on the following evaluation criteria and will score

proposals up to the maximum number of points as noted for each evaluation criterion. (See detail in

graphic below Evaluation Criteria Table)

1. Implementation Weight: 20 points 2. Functionality Weight: 25 points

3. Cost Weight: 10 points

4. Technology Weight: 15 points 5. Risk

Weight: 5 points

6. Experience/Qualifications Weight: 15 points

7. Appendix A Weight: 10 points

Total Points 100

** Experience/Financial information is further outlined in Submission Requirements -Section 8.0,

(8.5 and 8.6)

Implementation

Methodology

Training/Process

Mapping

Level of 3rd

Party &

Customization

Level of Effort

Consulting Rates

Functionality

RFP Responses to

functional requirements

Vendor’s explanation of

how it will help Spokane

Airport implement the

required functionality to

achieve Spokane Airport’s

improvement objectives

(as outlined in Section 2.0)

Cost

Per-user License

Total Initial License

Maintenance

Implementation

Unknown Costs

Technology

RFP responses

to technical

requirements

Database,

Middleware &

Security

Interface

Integration

Automation

Collaboration

Decision

Support

Analysis

Risk

Software Vendor Quality

Product Roadmap

Support

Implementation Vendor

Quality

Quality of RFP Response

Client Understanding

Experience/Qualifications**

Minimum Experience equals 5

years within the last 10 years

developing & implementing

Lease & Revenue Mgmt

systems

Minimum of 5 Airport clients

Qualifications of key personnel

Sufficient financial strength

Quality of subcontractors


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RFP# PC-14-01

6.3 Minimum Experience

Each Proposer must demonstrate that it has a minimum of five (5) years of experience within the last

ten (10) years in developing and implementing lease and revenue management software systems and

with a minimum of five (5) airport clients.

The individual, partnership, joint venture, or corporation submitting a proposal must have the above

minimum qualifications. If such requirements are not met, Proposer’s proposal may be rejected. If

Proposer is a partnership or a joint venture, at least one of the general partners or one of the

constituent members respectively must possess said minimum qualifications.

6.4 Best and Final Offer

At the conclusion of discussions and negotiations, proposers may be asked to submit a Best and Final

Offer (BAFO).

7.0 INTERVIEWS

Proposers may be required to participate in an interview with and/or make a presentation to the

selection committee and/or other Airport personnel with the date and time to be determined. In the

event of interviews, the Airport will establish evaluation criteria and weighting for each criterion that

will be added to the scores received for the written proposals as part of making a final selection

decision.

8.0 SUBMISSION OF REQUIREMENTS

8.1 Proposal Format and Content

The Airport has made every effort to include enough information within this RFP for a Proposer to

prepare a responsive proposal. Proposals must address each of the evaluation criteria in this RFP in a

clear, comprehensive, and concise manner. Proposers are further advised that lengthy or wordy

submissions are not necessary.

Proposals and their sealed packaging (boxes or envelopes) should be clearly marked with the name and

address of the Proposer and should be marked with the name of this RFP as indicated on page 1 of this

RFP.

Proposals must be organized in the following order:

Table of Contents; Cover Letter; Executive Summary; Project Deliverables; Experience/Qualifications

and Financial Background

As indicated on Page 10, the information required for Experience/Qualifications and Financial

Strength is more specifically outlined in Section 8.5 and 8.6 below.

Proposers must answer all questions completely and accurately and furnish all required information,

data, documentation, and material failure to do so may result in disqualification of the Proposer and/or


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RFP# PC-14-01

rejection of a proposal. Notwithstanding these submittal requirements, the Airport reserves the right,

at its sole discretion, to waive any minor irregularity relating to the proposals.

Proposals must be formatted on 8½” by 11” paper using a minimum 12 point type size. Tabs must be

utilized to separate each section of the proposal. If bound, proposals must be bound on the long (left)

side of the paper. The original proposal must be un-bound. The proposal must also be provided in an

acrobat, pdf format. Proposals that contain erasures or alterations may be rejected.

8.2 Table of Contents

Proposals should contain a Table of Contents. The Table of Contents outlines in sequential order, all

of the areas of the proposal and it allows for clarity and ease of review of the proposal.

8.3 Cover Letter

Each Proposer must submit a cover letter identifying the name and address of the proposing entity. The

original proposal must be signed in ink by an authorized representative of the proposing entity who is

authorized to execute contractual agreements and/or commitments on behalf of the Proposer. The

Cover Letter should address the following:

8.4. Executive Summary

Each proposal must contain an executive summary that summarizes the key elements of the proposal.

Additionally, included in the executive summary, must be a statement that explains why the Proposer

would be the best to choice for the Airport.

8.5 Project Deliverables as outlined in Section 2.2

This section must include Project Planning; System Design; Technical Design; Technical

Specifications; Technical Implementation; and Training.

8.6 Experience/Personnel Qualifications/References Information

This section provides each Proposer an opportunity to outline its experience and the qualifications of

its personnel. Proposer may include information in this section which differentiates its company and

proposal from the other Proposers. Information provided should be concise and applicable. Proposers

shall include, as a minimum, the following information:

a. Clearly communicate how Proposer meets or exceeds the Minimum Experience

Requirements which are: (a) the Proposer must submit information to demonstrate that it

has a minimum of five (5) years’ experience within the last ten (10) years in developing

and implementing APRMS systems (include your firm’s business history and number of

years in business); and (b) have at least five (5) current airport clients utilizing the

Proposer’s APRMS.

b. Describe the nature of Proposer’s business experience in providing and implementing a

software product developed to manage the APRMS system described in this RFP and state

the number of staff you currently employ in such operations.


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RFP# PC-14-01

c. Clearly state the total number of similar APRMS systems and their locations that

Proposer has provided and implemented at airport facilities comparable in size to Spokane

Airport within the last ten (10) years.

d. List any agreements for providing and implementing an APRMS system that have been

terminated or canceled within the past five (5) years prior to the expiration of their

contractual term, including the airport/client’s name. If none, Proposer shall state this in

their proposal.

e. List any lawsuits or disputes resulting in termination of an APRMS contract, or pending

lawsuits or unresolved disputes related to an APRMS contract that Proposer was party to

within the past five (5) years. If none, Proposer shall state this in their proposal.

f. Each Proposer shall identify subcontractors, if any, by company name, address, contact

person, telephone number, qualifications, and project function. Proposer shall also identify

their experience working with each subcontractor.

g. Proposer shall provide:

1. A list of key personnel to be assigned to the project with a complete resume detailing

their experience, education, expertise, qualifications and applicable professional

credentials. Key personnel shall have worked on a minimum of two (2) APRMS

systems of similar size to Spokane Airport.

2. Project Manager: Proposer shall provide the name, address, telephone number, and

qualifications of the individual designated as the single point of contact for all work

to be performed under this RFP (Project Manager). Proposer shall certify and

identify (with client contact information) two (2) prior APRMS installations that the

Project Manager has successfully managed within the last five (5) years. The systems

should be of similar size and technical requirements as the Airport’s system.

h. The Airport reserves the right to conduct reference checks for firms submitting proposals,

either before or after proposals have been evaluated, and/or after interviews have been held

(if any). Proposers should submit with their proposal five (5) verifiable references who

have purchased and have in service the proposed APRMS. The references shall be for

systems installed within the last ten (10) years and shall include and identify the most

recent installation. The references should include the name, title, email address, and

telephone number of the contact person in addition to the name of the airport and version

of the software the airport is currently utilizing.

8.7 Financial Background Information

Proposer shall submit the following financial statements/information. If this information is not

included, your proposal will not be considered for evaluation.

a. Balance Sheets and Income Statements for the current Fiscal Year and prior two (2) Fiscal

Years of operation prepared in accordance with generally accepted accounting principles

and compiled by an independent Certified Public Accountant or notarized by the Chief

Financial Officer or owner.


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RFP# PC-14-01

b. Any additional information considered pertinent to indicate the Proposer’s financial and

operational capabilities.

The Airport reserves the right to request additional information to be used for evaluating responses

received from any or all Proposers. Further, the Airport retains the right to disqualify from further

consideration any Proposer who fails to demonstrate sufficient financial stability to perform the

pending Contract.

8.7 Exceptions

The Airport intends to utilize its standard Professional Services Contract for this project. Each firm

must affirm in its proposal that the terms and conditions of this Contract are acceptable, or if the firm

takes exception to any of the proposed language in the Contract, the firm must specifically describe the

reasons for the exceptions and propose in its proposal alternative language for review and

consideration by the Airport.

Proposer shall include a list of exceptions to the Professional Services Contract (Exhibit B), if any, on

a separate page titled “EXCEPTIONS”.

9.1. Appendix A - General Summary Minimum Requirements/Functional and Technical

Requirements

Appendix A must be completed, signed and submitted with the proposal or the proposal will be

deemed non-responsive.

9.2 Exhibit A – Proposal Form

Exhibit A – Proposal Information Form, comprised of two (2) pages, must be completed, signed and

submitted with the proposal or the proposal will be deemed non-responsive.

9.3 Exhibit C – Fee Proposal

The evaluation process is designed to award this procurement not necessarily to the Proposer with the

lowest cost, but rather to the Proposer whose proposal best meets the requirements of this RFP and the

needs of the Airport.

Proposer shall identify all costs including expenses to be charged for performing the services necessary

to accomplish the objectives of the project. Submit a fully detailed budget including staff costs and

any expenses necessary to accomplish the tasks and to produce the deliverables under the Contract.

Proposer would be required to collect and pay Washington state sales tax, if applicable and costs for

subcontractors are to be broken out separately.

9.0 REQUIRED ADDITIONAL DOCUMENTS


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RFP# PC-14-01

a. Fee Proposal: The Proposer shall complete, sign and submit the attached Fee Proposal (Exhibit

C). Said Fee Proposal shall be certified by an authorized representative of the Proposer.

The proposal fee shall include all components, costs associated with delivery, project management,

implementation, training for APRMS and services required to fulfill the requirements of Section 2.0,

Scope of Work/Services.

9.4. Schedule of Labor Billing Rates (Hourly) Optional Services

Proposers shall complete page 3, Optional Services, of Exhibit C, with all hourly billing rates that

might reasonably be used in the provision of Section 2.0, Optional Services. Such rates shall be

effective through December 31, 2016 and negotiable thereafter, and shall be inclusive of overhead and

profit. The Airport reserves the right to negotiate prices and fees for optional services.

NOTE: Contract payment methods will vary based on the type of service rendered:

a. Fee Proposal (Total System Base Price): The Total System Base Price, as specified in the

Fee Proposal (Exhibit C), (with the exception of b. and c.) below, will be invoiced monthly, based on

the total percentage of work completed. The total percentage of work completed, which will apply to

each invoice, shall be consistent with the detailed implementation Work Plan required in Section 2.2,

under Project Document Deliverables. The “Total System Base Price” includes all costs associated

with delivery, project management, implementation, and training for the APRMS system. Payments

for the Total System Base Price will be subject to 10% retention, which will be released pursuant to

the Professional Services Contract (Exhibit B) and the issuance of Systems Acceptance Notification

by the Airport.

b. Maintenance Fees: Pursuant to the Fee Proposal (Exhibit C), completed by Proposer, the

Maintenance Fees will be treated as annual payments, to be paid on a quarterly basis.

c. Optional Services: Optional Service task orders will be invoiced monthly based on total

labor hours plus reimbursable expenses, i.e., time and materials basis, subject to not to exceed limits.

Optional Services, if any, will be paid monthly at the hourly rates specified in the Fee Proposal

(Exhibit C) to be completed by Proposer in response to this RFP. Optional Service task order

authorizations will be negotiated during the term of the Contract, and will be subject to not to exceed

limits. The Airport is not obligated to require any Optional Services. See Section 2.0, Scope of

Work/Services for additional information regarding Optional Services.

10.0 PRE-PROPOSAL MEETING

A Pre-Proposal Meeting will not be held for this Request for Proposals.

11.0 PROPOSAL SUBMISSION DEADLINE

One (1) original (un-bound), seven (7) bound copies and one (1) copy in acrobat/pdf format of the

proposal, responding to the information requested in this RFP must be received by the Airport no later

than the deadline noted on page 1 of this RFP. Proposals must be delivered to the address indicated on

page 1 of this RFP.


16

RFP# PC-14-01

12.0 RIGHTS RESERVED

12.1 Rights Reserved The Airport reserves the following rights:

1. To waive as an informality any minor irregularities in proposals and/or to reject any or all

proposals.

2. To request additional information and data from any or all Proposers.

3. To supplement, amend, or otherwise modify the RFP through addenda issued.

4. To cancel this RFP with or without the substitution of another RFP.

5. To make such reviews and investigations as it considers necessary and appropriate for

evaluation of the proposals.

6. To not select the highest rated firm if the proposed price is more than the Airport’s budget for

the work.

7. To reject any proposal in the event that the Airport’s analysis of the Proposer’s financial status

and capacity indicates, in the Airport’s judgment, that the firm is not able to successfully

perform the work.

13.0 COMMENCEMENT OF WORK

This RFP does not, by itself, obligate the Airport in any way. The Airport’s obligation will commence

when the Professional Services Contract is approved by the Airport and upon written notice to the

Proposer however, the Airport may establish a different starting date for the Contract. The Airport

will not be responsible for any work done by the Proposer, even work done in good faith, if it occurs

prior to the start date set by the Airport.

14.0 AUTHORIZED SIGNATURE

The authorized representative signature required on all documents associated with this RFP, including

the Contract, must be made by an officer of the company (if applicable).

15.0 PROTEST AND APPEAL PROCEDURES

15.1 Deadline for Protest

The following deadlines for filing protests and appeals based on this RFP shall apply:

a. RFP: Any protest related to the requirements of this RFP must be received by the Airport

Contact Person (identified on Page 4) no later than three (3) business days before the

proposal submittal deadline.

b. Awards: Any protest related to the award of a contract based on this RFP or protest of a

decision by the Airport to reject a proposal must be received by the Airport’s Attorney

within three (3) business days after notification to the protesting party that it was not

awarded a contract or its proposal was rejected.


17

RFP# PC-14-01

15.2 Form and Manner of Filing

a. In Writing: All protests and appeals must be in writing, signed, and specify the reasons and

facts upon which the protest or appeal is based. Failure to raise any reason or fact upon

which the protest or appeal is based shall constitute a waiver and/or forfeiture of such

reason or fact for protest or appeal.

b. File protest of award with Airport Attorney: All protests and appeals must be filed with the

Spokane International Airport, Attention: Jim McDevitt, 9000 W. Airport Drive, Suite 209,

Spokane, WA 99224.

15.3 Airport’s Review of Protests and Appeals

a. The Director of the Properties & Contracts Department shall review and investigate

properly and timely filed protests and appeals. At the Airport’s sole discretion, an informal

hearing may be held with affected parties to gather additional information. The Properties

& Contracts Director shall issue a written decision to the protestor, stating the reasons for

the decision.

b. Appeal to Airport’s CEO: Any further appeal of a formal decision by the Properties &

Contracts Director must be received by the Airport’s Attorney within two (2) business days

of receipt of the written decision by the Department Director. Properly and timely filed

appeals of the decisions of the Department Director shall be reviewed and investigated by

the Airport CEO, who shall issue the Airport’s final decision.

15.4 Failure to Meet Deadline

Failure to meet any applicable deadline for a protest and appeal shall constitute a waiver of any and all

rights to protest and appeal.

16.0 ADMINISTRATIVE REQUIREMENTS

16.1 Cost of the Proposal

The Airport shall not, under any circumstances, be responsible for any costs or expenses associated

with the proposal submitted including, but not limited to, research, investigation, development,

preparation, duplication, production, collation, packaging, delivery, transmittal, or presentation of the

proposal or any other related information, data, documentation, and material. All costs and expenses

incurred by the Proposer in connection with the proposal submitted shall be the sole responsibility of

(borne solely by) the Proposer.

16.2 Public Disclosure

a. Property of Airport: Proposals submitted to the Airport shall become the property of the

Airport and shall not be returned to the Proposer.

b. Proposals are Public Records: Pursuant to Chapter 42.56 RCW, proposals submitted under

this RFP shall be considered public records and with limited exceptions will be available


18

RFP# PC-14-01

for inspection and copying by the public. Except to the extent protected by state and/or

federal laws, proposals shall be considered public documents and available for review and

copying by the public after an award of Contract is made by the Airport.

c. Public Records Exemption: Any proprietary information included in the proposal that the

Proposer wishes to remain confidential (to the extent allowed under the laws of the State of

Washington) should be clearly identified as “Confidential” in the proposal. In addition, the

Proposer must provide the legal basis for the exemption to the Airport.

d. Proposals Not Marked as Confidential: If a proposal does not clearly identify the

confidential portions, the Airport will not notify the Proposer that its proposal will be made

available for inspection and copying.

e. Process for Disclosing Information: If a request is made for disclosure of material or any

portion marked “Confidential” by the Proposer, the Airport will determine whether the

material should be made available under the law. If the Airport determines that the material

is not exempt and may be disclosed, the Airport will notify the Proposer of the request and

allow the Proposer ten (10) business days to take appropriate action pursuant to RCW

42.56.540. If the Proposer fails or neglects to take such action within said period, the

Airport may release the portions of the proposal deemed subject to disclosure.

f. Indemnification by Proposer: To the extent that the Airport withholds from disclosure all

or any portion of Proposer’s documents at Proposer’s request, Proposer shall agree to fully

indemnify, defend and hold harmless the Airport, the City and County of Spokane, their

elected officials, agents and employees, from all damages, penalties, attorneys’ fees and

costs related to withholding information from public disclosure.

j. No Claim Against Airport: By submitting a proposal, the Proposer consents to the

procedure outlined in this section and shall have no claim against the Airport because of

actions taken under this procedure.

16.3 Basic Eligibility

The successful Proposer must not be debarred, suspended, or otherwise ineligible to contract with the

Airport.

16.4 Non-Discrimination

All Proposers will be afforded the full opportunity to submit proposals in response to this RFP. The

Airport is an Equal Employment Opportunity (EEO) organization which does not discriminate against

any prospective firm on the basis of race, religion, color, sex, age, national origin, sexual orientation,

or presence of any sensory, mental, or physical disability in the consideration of contract award.

Successful proposer will be required to comply with all EEO, federal, state, and local laws and

regulations.


19

RFP# PC-14-01

16.5 Approval of Sub-Consultants

The Airport retains the right of final approval of any sub-consultant of the selected Proposer who must

inform all sub-consultants of this provision.

16.6 Funding Availability

By responding to this RFP, the Proposer acknowledges that for any contract signed as a result of this

RFP, the authority to proceed with the work is contingent upon the availability of funding.

16.7 Insurance

Prior to execution of a contract for services under this RFP, the successful Proposer will be required to

provide acceptable evidence of insurance coverage consistent with the insurance requirements outlined

in the Airport’s standard Professional Services Contract (Exhibit B).

17.0 PERFORMANCE BOND / LETTER OF CREDIT

The successful Proposer shall furnish, to the Airport, a Performance Bond or Irrevocable Letter of

Credit in the amount of the total cost of the project as negotiated, prior to commencement of work, and

shall keep the same in force and effect until the Airport provides to successful Proposer the Systems

Acceptance Notification.

Such bond shall be executed by the successful Proposer as principal, and by a surety company

authorized to do business in the State of Washington, as Surety, and conditioned upon the full and

faithful performance by the successful Proposer of all the terms and conditions set forth in the

Contract. Subject to prior approval by the Airport, successful Proposer may provide an irrevocable

letter of credit payable without condition to the Airport in lieu of a Performance/Payment Bond. Any

alternate security shall be upon terms and conditions acceptable to the Airport.

18.0 ABOUT SPOKANE AIRPORT

Spokane International Airport, Felts Field Airport and the Airport Business Park (Spokane Airport) are

jointly owned by Spokane County and the City of Spokane. The city and county operate the airports

under provisions of RCW 14.08 which establishes the operation of airports by more than one

municipality under joint agreement. The operating authority of Spokane Airport is the Spokane Airport

Board, consisting of seven appointees from the two governmental bodies.

The Board is responsible for the oversight of Spokane International Airport, Felts Field Airport, and

the Airport Business Park. The Board also has a Grant of Authority to operate Foreign-Trade Zone

#224.

Spokane International Airport is a 6,140 acre commercial service airport served by six airlines and two

air cargo carriers. The airport processed nearly 3 million passengers and 64,174 U.S. air cargo tons in

2013. It is the second largest airport in the State of Washington and recognized by the FAA as a small

hub.


20

RFP# PC-14-01

Felts Field Airport is a 400 acre active General Aviation airport with over 250 based aircraft, 68

tenants, and more than 59,000 annual aircraft operations. The airport has a Fixed Base Operator and

avionic services available. The Airport has two paved runways and a turf landing strip as well as the

ability to accommodate water landings on the adjacent Spokane River.

The Airport Business Park is an industrial and business park development that comprises 600 acres.

Strategically located adjacent to the airport facilities and Interstate 90, it has 37 buildings and 25

tenants.


21

RFP# PC-14-01

APPENDIX A/EXHIBITS

APPENDIX A - GENERAL SUMMARY OF MINIMUM REQUIREMENTS/

FUNCTIONAL AND TECHNICAL REQUIREMENTS

EXHIBIT A - PROPOSAL FORM

EXHIBIT B - SAMPLE PROFESSIONAL SERVICES CONTRACT

EXHIBIT C - FEE PROPOSAL


1

RFP# PC-14-01

APPENDIX A

GENERAL SUMMARY OF

FUNCTIONAL AND TECHNICAL REQUIREMENTS Page 1 of 25

General Summary of Minimum Requirements:

The Airport is providing a General Summary of Minimum Requirements (“General Summary”) with

the expectation that Proposer will acknowledge and confirm, by completing the tables on page 2 and

page 4, that they will meet the Minimum Requirements listed in this General Summary.

Proposer shall provide technical support for a period of one year at no cost to Spokane Airport. As

enhancements to the system become available and at the Airport’s sole discretion, they may be

incorporated into the system. Costs for any such enhancements shall be clearly defined at the time

they become available. Proposer shall submit, as a part of their proposal, clearly outlined costs

associated with the system which shall include but not be limited to: software program, support

equipment, training costs and anticipated travel costs (if any).

In addition to the following requirements outlined in Appendix A (pages 5-25), please ensure each

functional and technical Minimum Requirement listed below is addressed by marking the appropriate

assertion of the Proposer’s abilities to comply (i.e. Meets As-Is, Meets with Mods, or Not Met).

Failure to mark a functional and technical requirement(s) will result in a default scoring of Not

Met for evaluation purposes. (See Tables on Page 2 and Page 4)

Any response of “Meets with Mods” should include a description of such Modifications or

Alternatives. If the requirement is not met or an alternative is suggested, specify the alternative or

why the requirement was not met in the Modifications or Alternatives column. Additional pages may

be attached to fully describe the Modifications or Alternatives.

A. Minimum Requirements/Product Functionality:

The Airport requires the following functions and capabilities from the APRMS system:

a. The Proposer shall be required to gain on-site knowledge of existing software programs

and equipment. The approved installation schedule will require coordination to minimize

loss of service between the Properties & Contracts and the Accounting departments.

Installation of equipment and cut-over work may require after-hours scheduling.

Coordination with the Airport’s Properties & Contracts, Accounting and IT Departments

will be critical and Proposer will submit proposed schedule.

b. The Proposer’s system shall have accounts receivable, cash receipts, electronic billing and

various statistical and financial reporting capabilities, including reporting by revenue type

and customer accounts.

c. Any proposed system must have extensive capacity to provide for management of leases

and contracts, terminal space and all other properties. The system will include Properties

and Contract lease data functions, monitoring compliance requirements along with

secondary document information for items such as bonds and insurance.


2

RFP# PC-14-01

APPENDIX A

GENERAL SUMMARY OF

FUNCTIONAL AND TECHNICAL REQUIREMENTS Page 2 of 25

d. Proposer’s APRMS system must provide a means to import and export data in the following

formats: CSV, XML, MS Access/Excel 2010 (and newer), to other applications such as

Microsoft Office Suite 2010 (and newer).

e. Proposer’s APRMS system must support the generation of ad hoc reports, and if any third

party software is needed to create such reports, it must be identified in the Proposer’s

proposal.

f. Airport APRMS system administrators must have the ability to assign user access and

permissions at different levels with password control. User transaction activity must be

logged and viewable for security audits.

g. Proposer’s APRMS system must be capable of attaching documents of any file type (i.e.

PDF, JPG, TIF, DOC, XLS, XML, etc.) The software must provide viewing capability

from these file associations to local PC applications or a preferred internal file viewer.

h. The system shall have the capability to import and associate DWG, PDF, TIFF, JPG, and

other common image file types to display floor plans and maps. Viewing map images is

preferred from an internal image viewer over external applications.

i. Proposer’s APRMS system shall provide the ability for workflow options and

communication workflow.

j. The APRMS system must provide the ability to send automatic email notification for

workflow options and communication workflow. The system must provide stand-alone

SMTP service to send all Email from an application/server service or a third party SMTP

application. Mail transport must be authenticated and utilize secure encrypted SSL method

not Port 25. Airport IT will provide user credentials for authenticated SSL transport.

Functional Requirement

(See a through j above)

Meets

As-Is

Meets with

Mods

Not

Met

Modifications or Alternatives

(include Cost estimate)s

a.

b.

c.

d.

e.

f.

g.

h.

i.

j.


3

RFP# PC-14-01

APPENDIX A

GENERAL SUMMARY OF


Page 3 of 25

B. Minimum System Integration Requirements:

The Proposer shall provide complete server hardware and OS specifications for Airport IT to procure

and prepare for software installation. The Proposer will configure the server operating system for the

system. The Proposer will provide and install the database, the client/server application(s), any Active

Directory, security and/or policy controls, domain data/folder share permissions, the trust relation to

the Sage 100 Terminal server and any/all other software needed for the complete system.

Upon selection of the successful Proposer, the Airport will provide a copy of the Access database file

to review for importing.

The Proposer will test the database population and integrity after importing the Airport’s existing data.

Any missing objects or fields will be prioritized by the Airport for the vendor’s responsibility to

import by other means.

Proposer must provide a response to each of the three (3) methods indicated below to import

transactions into the Sage 100 General Ledger. The Airport will choose the method/specification that

best meets its business and systems goals.

METHOD 1

APRMS is required to generate and deliver on demand a CSV (comma separated values) data file to a

directory location on the Spokane Airport network. That CSV file must meet a specific data format

schema required by Sage 100 that includes the following fields:

Upon selection of the successful Proposer, the Airport will provide in advance, the following data

elements: Account Number, Account Description, Source Journal Code and Source Module Code. In

addition to the provided values, APRMS is required to return the Transaction Date, a valid Spokane

Airport Journal next transaction ID, Sequential Line Detail ID’s, Reference Description and a Posting

Amount.

Fields Format

Account Number 9 characters maximum including separators

Account Description 30 characters

Transaction Date 8 characters in MM/DD/YY format

Source Journal Code 2 characters

Validated Real Time Sage Journal Transaction ID 4 characters

Sequential Line Detail ID 3 characters

Sage Source Module Code 2 characters

Reference Description 40 characters

Posting Amount Numeric


4

RFP# PC-14-01

APPENDIX A

GENERAL SUMMARY OF


Page 4 of 25

METHOD 2

APRMS is required to generate and deliver on demand a CSV (comma separated values) data file to a

shared folder/directory location on the Airport LAN. The CSV file layout is flexible, however the data

values must meet specific Sage 100 requirements. The data value contents include:

Upon selection of the successful Proposer, the Airport will provide in advance, the following data

elements: Account Number, Account Description and Account Key. In addition to the provided

values, APRMS is required to return the Transaction Date, Sequential Line Detail ID’s, and Debit and

Credit Amounts.

METHOD 3

APRMS is required to generate on demand a CSV, XML or ASCII data file or provide a SQL

connection that minimally contains the following data elements:

Additional fields can be integrated upon request.

Upon selection of the successful Proposer, the Airport will provide in advance the following data

elements: Account Number and Account Description. The data provider, APRMS, is required to return

or make available the required fields listed above. It would be best if APRMS provides a technical

liaison to work with the Airport and/or integration Contractors to assist with configuration and test the

data integration.

Required Fields Format

Transaction Date 8 characters in MM/DD/YY format

Sequential Line Detail ID 6 characters

GL Account Primary Key 9 characters

Debit Amount Numeric

Credit Amount Numeric

Optional Fields Format

Posting Comment 248 characters

Required Fields

Transaction Date

General Ledger Account Code

Debit Amount

Credit Amount

Optional Fields

Posting Comment

Functional

Requirement

Meets

As-Is

Meets with

Mods

Not

Met


(include Cost estimate)s

Method 1

Method 2

Method 3


5

RFP# PC-14-01

APPENDIX A


Page 5 of 25

SECTION A: FUNCTIONAL REQUIREMENTS

Please insure each functional and technical requirement is answered by marking the appropriate

assertion of the proposer’s abilities (i.e. Meets As-Is, Meets with Mods, or Not Met). Failure to mark

a functional and technical requirement(s) will result in a default scoring of Not Met for evaluation

purposes.

The following is a listing of Functional Requirements desired by the Airport. Please complete this

table by indicating if Proposer’s system: 1) meets the requirement as specified (Meets As-Is); 2)

meets the requirement, but with modifications (Meets with Mods); or 3) does not meet the

requirement (Not Met). Any response of “Meets with Mods” should include a description of such in

the Modifications or Alternatives column. If the requirement is not met or an alternative is suggested,

specify the alternative or why the requirement was not met in the Modifications or Alternatives

column. Additional pages may be attached to fully describe the Modifications or Alternatives.

Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or

Alternatives

(include Cost

estimate)s

1. Properties Ability to classify

agreements by type

(i.e. signatory

airline, cargo,

concessions, ground

services, FBO, etc.)

2. Properties User friendly step by

step process for

entering new

agreements


agreements by

services provided

(i.e. food &

beverage, retail,

rental car, etc.)


non-revenue

agreements

5. Properties Ability to record notes

and comments to

agreement records

for contract

management

purposes


6

RFP# PC-14-01

APPENDIX A


Page 6 of 25

Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or

Alternatives (include cost

estimate)s

6. Properties Ability to track and

manage

disadvantaged

business enterprise

data, i.e. participation

goals, ACDBE types,

certification dates,

and special notes

7. Properties Ability to track and

manage payment

security documents;

including type (cash,

bond, LOC),

purpose, ID, amount,

balance, institution,

issue date, expiration

date, etc.

8. Properties Company/contact information including

contact type (e.g.

billing, corporate,

local, emergency,

etc.), contact name,

telephone, fax, e‐ mail, address for

multiple contacts


buildings, spaces,

rooms, etc. by type

(e.g. ; aviation,

non‐aviation,

terminal, air cargo,

office, parking,

industrial, fuel,

land, etc.)


7

RFP# PC-14-01

APPENDIX A


Page 7 of 25

Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or

Alternatives (include

cost estimate)s

10. Properties Ability to handle

multiple types of

location information

(e.g. location

classification, location

description, etc.).

11. Properties Ability to handle

multiple

reference numbers

(e.g. provider

number, agreement

or lease number,

drawing number,

resolution number,

cost account

numbers, etc.)

12. Properties Ability to have

multiple, user‐definable data

types (e.g. multiple

start dates, end dates,

options to renew and

renewal dates, etc.)

13. Properties Ability to track history

of agreements,

amendments,

extensions, etc.

14. Properties Ability to extract data

for mail merge capability. SMTP

service able to send

and receive mail

15. Properties Ability to segregate

contact information by

contact type to allow

for notifications by

contact type (e.g.

notice, insurance, etc.)


8

RFP# PC-14-01

APPENDIX A


Page 8 of 25

Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s

16. Properties Ability to provide

breakdown of leased

space vs. spaces not

leased, and provide

location, size, etc. of

each space

17. Properties Ability to view and

print maps of unleased

spaces. (multiple file

types (tif, jpg, etc.)

18. Properties Ability to view and

print maps of leased

spaces referenced

within agreements

(“leased premises”).

Multiple file types (tif,

jpg, etc.) including

ability to integrate with

a GIS system

19. Properties Ability to link

documents, such as

leases or inspection

reports, to “Tenant

Profile” for “one-

stop” access to all

customer related

information

20. Properties Ability to schedule

action alerts and

notify user when

action is needed to

manage a tenant

relationship

21. Properties Ability for end-user

to define/obtain

benchmarking values

and targets for all in-

process and results

measures


9

RFP# PC-14-01

APPENDIX A


Page 9 of 25

_______

Category Functional

Requirement

Meets

As-Is

Meets w/

Mods

Not

Met


(include cost estimate)s

22. Properties Ability to track &

manage multiple

sub-provider/sub-

tenant information

including contract

compliance, contact

information, etc

23. Properties Ability to have user

definable agreement

status

24. Properties Auto notification for

dates specific to

agreements,

compliance, audit,

insurance expiration,

security deposit, etc.

25. Properties Ability to track

tenant improvement

projects, work order

status and history,

inspection data,

complaints, etc. with

linkage to tenant

profile

26. Properties/

Billing

Ability for Properties

staff to have “read

only” access to billing

area and vice-versa

27. Properties/

Billing

Ability to maintain

separate expiration

dates for lease

agreements and

billing expiration

28. Billing Ability to handle

flexible billing rules

for multiple agmnt

types (i.e. MAGs,

fixed fees, landed

weight, etc.)

29. Billing Ability to utilize

Airport chart of

accounts from

current general

ledger system


10

RFP# PC-14-01

APPENDIX A


Page 10 of 25

Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

30. Billing Ability to separate

billing categories by

type


flexible billing rates

from year to year

32. Billing User friendly

process to create

and print monthly

invoices

33. Billing Ability to email

invoices directly

from system (SMTP

Server)

34. Billing Ability to print a

duplicate invoice

35. Billing Ability to

review/print a

monthly customer

statement (i.e.

showing amount

billed/outstanding) –

with or without

payment history


accommodate

recurring and

intermittent invoices.

Recurring invoices

are produced from

data entered into the

proposed system and

are generated on

specific timeline

(monthly, qrtly,

annual charges);

intermittent or one-

time charges

37. Billing Ability to easily

assign revenue codes


11

RFP# PC-14-01

APPENDIX A


Page 11 of 25 Category Functional

Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s


flexible billing rates

from year to year (e.g.;

market adjustments for

lease agreements,

accelerating MAGs for

concession

agreements, etc.)


flexible billing rules

for multiple agreement

types (e.g. MAGs, %

sales, fixed fee, rental

per square foot, rental

per acre, per circuit

volume, per landing,

per landing weight,

etc.)

40. Billing Rent Calculation ‐ compare owed vs. paid

41. Billing Verification of

monthly rent charges

42. Billing Must have 5 to 7 tax

code fields

43. Billing Ability to adjust

invoices and issue

credit memos

44. Billing Ability to assess

finance charges

45. Billing Ability for end-user

to easily create new

billing rules


automatically

generate user-defined

alerts (i.e. late

payments,

escalations, etc.)

47. Billing Ability to apply

partial payments to

specific line items on

an invoice

48. Billing PCI-DSS


12

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s


electronically receive

funds (ACH, credit

card)


automatically

generate invoices

based on customer

profile/billing

schedule

51. Billing Ability to record

POS transactions as

revenue

52. Billing Ability to create

flexible rules in

handling delinquent

payments, i.e.

decision criteria on

charging delinquent

fees


acknowledge “zero”

invoices, based on

contract terms, and

automatically true-up

at end of defined

period to maintain

accurate status of

customer accounts

54. Reporting

(Properties/

Billing)

Ability to deactivate

tenant records

55. Reporting Ability to generate

reports using

historical data

56. Reporting Ability to

import/export

customer and billing

data for customized

user reporting

57. Reporting Ability to

query/report for

contract

requirements


13

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

58. Reporting Ability to produce ad

hoc reports

based on multiple

criteria against all

database areas

including agmnts.,

revenues, sq.

footage, location,

tenant, etc.

59. Reporting Ability to produce

ad hoc reports

based on space by

space type or bldg.

60. Reporting Ability to generate

reports using

historical data

61. Reporting Ability to record and

report on airport

revenues, gross sales,

airport passenger data,

etc. by concessionaire,

location, agreement,

and category

62. Reporting Ability to generate all

date related reports

by a user

defined range (i.e.

monthly, qtrly.,

calendar & fiscal yr.)

63. Reporting Ability to audit

users activity and

produce a report

indicating activity of

users

64. Reporting All query/search

data returned shall

be capable of

exporting to

Microsoft Office

products/PDF and

emailed directly

from system


14

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

65. Reporting Auto notification for

agreement expiration

(at pre‐determined time

intervals by agreement

type or by individual

agreement)

66. Reporting Auto notification for

compliance,

performance, audit and

inspection issues (e.g.;

insurance expiration,

security deposits, audit

requirement, site visits,

capital improvement

requirements,

inspection

requirements, sales

below %, etc.)

67. Reporting Availability of inquiry

screens without having

to run reports

68. Reporting Ability to generate and

print graphs and charts


hoc reports based on

multiple criteria

against all database

areas including

agreements, revenue,

square footage,

location, tenant,

agreement, etc.



space by space type or

building and also

graphically using GIS


15

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s



services provided or,

equipment type leased

72. Reporting Ability to record and

report on airport

revenues, gross sales,

airport passenger data,

etc. by concessionaire,

airport, location,

agreement & category

73. Reporting Ability to generate all date related reports by

a user defined range

(e.g. monthly, qrtly.,

annually by calendar

year, annually by

fiscal year, etc.)

74. Reporting Ability to audit users

activity and produce a

report indicating

activity of users

75. Reporting Ability to run reports

and easily export data

into MS Excel, MS

Access or MS Word;

CSV or PDF format.

Ability to filter and

sort without

dependence on a

system administrator

76. Functionality Ability to require

approval of billing

schedule before 1st

invoice is generated

77. Functionality Ability to

automatically

generate past due

reports, per user

defined time

schedules, with

notification per

escalation rules


16

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s

78. Functionality Ability to customize

invoice format, based

on tenant/lease rules

79. Functionality Ability to provide

customized invoice

details such as

descriptions, quantity,

amount per unit,

tenant/lease references

80. Functionality Ability to over-ride

invoice dates in the

event invoices are run

after scheduled date

81. Functionality Ability to retrieve

billing information

from multiple sources,

i.e. customer statistics

such as enplanements

82. General User defined

Automated

notifications

or "ticklers" with e‐mail alerts to track

for contract,

insurance certificate

and payment

security expirations,

delinquencies,

compliance issues,

etc.

83. General Roles‐based user

profiles with various

security profiles

84. General Ability to combine

database information

for analysis and

reporting purposes

(e.g. square ftg., sales

information, airport

statistics, service

categories, etc.)


17

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s

85. General Ability to produce an

audit listing of

changes made to the

previous month’s

invoice

86. General Ability to produce a

listing of future lease

action changes for

assistance in

forecasting budget

87. General Ability to report on

both fiscal and

calendar year

88. General Ability to view lease

summary and

detailed history of

invoices & payments

89. General Strong and flexible

work flow

capabilities

90. General Help menus and

error messages

91. General Pull down menus to

drive standards in

database

information (i.e. list

of selections for

agreement

categories, etc.)

Menu options

should be editable

by the Airport

92. General Ability to validate

data entry, where

possible


18

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s

93. General Ability to attach,

and view scanned

documents

94. General Ability to attach or

import jpg, pdf, etc.

95. General Ability to track and

report all

aeronautical activity

statistics, such as

aircraft type, aircraft

weight, number of

enplanements and

deplanements,

number of landings

96. General Ability to retain all

historical data

97. General Ability to post cash

to specific invoices

and non-invoice

specific

98. Attached

Files

Document how

attached files are

stored: within the

database or within a

linked file repository

or another solution

99. Attached

Files

For attached files,

document the

recommended

storage requirements

100. Data Proposer will need to

establish a

comprehensive

database system

backup procedure

including performance

and verification of a

successful backup


19

RFP# PC-14-01

APPENDIX A



Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


cost estimate)s

101. Data Successful implementation will

include two

environments: (1) an

environment for Live

Production data and

operations, as well as

(2) an environment

for installing new

versions, patching and

testing

102. Data Proposer will work

with the Airport to

upload/import user

data as required

103. Email/Export Ability to perform

email workflow

directly from the

APRMS system to

users and/or groups


20

RFP# PC-14-01

APPENDIX A


Page 20 of 25

SECTION B: TECHNICAL REQUIREMENTS

The following is a listing of technical requirements desired by the Airport. Proposals must include

all system components required for successful implementation, software and any requirements

needed to satisfy reporting capabilities. Proposals must specify parameter settings, user controls,

user data, licensing or custom programming needed to implement the APRMS system from its

installed state to a production ready state. Please complete this table by indicating if Proposer’s

system: 1) meets the requirement as specified (Meets As-Is); 2) meets the requirement, but with

modifications (Meets with Mods); or 3) does not meet the requirement (Not Met). Any response of

“Meets with Mods" should include a description of such in the Modifications or Alternatives

column. If the requirement is not met or an alternative is suggested, specify the alternative or why

the requirement was not met in the Modifications or Alternatives column. Additional pages may be

attached to fully describe the Modifications or Alternatives.

Category Technical Requirement

Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

1. Other

Software

Property & Revenue

Management software

shall be compatible

with Microsoft Office

Suite, Version 2010

and newer

2. Help Desk Ability to obtain same

day software

assistance during

regular business

hours (M-F, 7:30 am

to 5:00 pm PST)

3. Data Data must be able to be exported (through file or direct integration)

with Airport’s general

ledger system

4. Reporting Vendor must develop

reports if the system

provided reports do not

satisfy Airport’s

requirements


21

RFP# PC-14-01

APPENDIX A


Page 21 of 25


Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

5. Workflow Allow a secondary

approver to see items

needing approval

when the primary

approver indicates he

or she is unavailable

6. Workflow Allow an

administrator to

configure notification

options for workflow

processes

7. Workflow Allow approvers to

delegate approval

actions for specified

periods of time

8. Workflow Allow users to display

all previous approvals

for a transaction when

reviewing the

transaction

9. Workflow Provide a graphical

tool to assist the

design of business

flows

10. Workflow Provide alerts for

workflow items that

have been in a queue

longer than

administrator defined

period of time

11. Workflow Provide automatic

notification alerts

based on workflow

events (i.e. to the

requestor upon PO

creation, receipt, etc.)

12. Workflow Provide workflows that

can be customized to

user requirements,

including support to

email messaging, work

list, and API workflow


22

RFP# PC-14-01

APPENDIX A


Page 22 of 25


Meets

As-Is

Meets

with

Mods

Not

Met


(include cost estimate)s

13. Workflow Support integrated

workflow between

Property Management,

Accounts Receivable

and Cash Receiving

modules

14. Workflow Support multi-level

approval processes

16. Workflow Track items submitted

for approval and

review with a

time/date stamp

17. Workflow Records stored in

standard application

database tables for an

unlimited timeframe

18. Workflow Purge and archive

capabilities, with user-

defined time periods

19. Workflow Transactional audit trail

across modules such as

AR and cash

receipting, including

transactional

origination and ability

to see all related

records

20. Workflow Transactional audit trail

by user including date

initiated, revised and

completed

21. Workflow Allow an authorized

user to override a

particular workflow

step; log such events

for review by system

administrator

22. Security Allow administrator to

generate online

inquiry and batch

reports to review user

roles and users defined

in the system


23

RFP# PC-14-01

APPENDIX A


Page 23 of 25


Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

23. Security Allow administrator

to review and report

on attempted

violations by batch

or online

24. Security Capture information

about each

unauthorized access

attempt, e.g. user ID,

workstation, date,

time, transaction,

attempted type of

access (read, modify,

etc.)

25. Security Control access by

level/function, which

will apply to online

activities, batch

processing, report

writer, retrieval

software and system

utilities at the system

level, database,

module, field, inquiry,

record, report,

transaction, table,

group, organizational,

individual and site

level

26. Security Log all password

modification actions

27. Security Disable a user’s

access without losing

the user’s profile so

that, at a later date, the

access could be

enabled without re-

entering the profile

data

28. Security Provide audits

that contain user

ID, transaction

date/time and

transaction code


24

RFP# PC-14-01

APPENDIX A


Page 24 of 25


Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

29. Security Record and maintain

changes to security

profiles (e.g. user

name, date and time

stamp)

30. Security Record and maintain

past security profiles

(e.g. history of

security access for an

employee) when

changes are made to

an employee’s

security profile

31. Security Support role based

security

32. Security Allow users to undo

entries prior to

saving

33. Security Provide summarized

and detailed reports

on user access, usage

and audit logs, etc.

34. Security Provide access and

documentation of

metadata and table

relationships

35. Security Allow administrator

to set a minimum

password length (e.g.

eight characters)

36. Security Allow an

administrator to reset

passwords for

subsequent change by

the user


25

RFP# PC-14-01

APPENDIX A


Page 25 of 25


Meets

As-Is

Meets

with

Mods

Not

Met

Modifications or


estimate)s

37. Security Allow an

administrator to set an

invalid password

threshold for the

number of invalid

logon attempts; when

exceeded, lock the

user from all further

attempts and notify

the administrator

38. Attached

Files

Ability to attach, upload, and store data and digital files by accessing the file on the local computer,

network or attached

peripheral

39. User Ability for the Airport to identify data entry fields as “required” to ensure completeness

40. User Provide a consistent

user interface

throughout the total

system

41. User Provide “gray-out”

of commands and

menu options not

available in the

current context


1

RFP# PC-14-01

Exhibit A

Proposal Form

Page 1 of 2


Request for Proposals for

Property and Revenue Management Software System and Implementation

In addition to the requirements of the Request for Proposals dated November 2, 2014 including but not

limited to the General Requirements, the following documents must be submitted as part of the sealed

proposal in order for the proposal to be considered.

Appendix A - Appendix A - General Summary Minimum Requirements/Functional and

Technical Requirements

Exhibit A

o Proposal Form

o Acknowledgement of Addendums

Exhibit B – Exceptions (if any)

Exhibit C – Fee Proposal

Proposal Deposit ($10,000.00)

Proposer is bound by this offer for a period of one hundred twenty (120) days following the

date of proposal opening and may not withdraw its offer during this period.

It is understood by the Proposer that the Airport reserves the right to reject any and all

proposals. If selected, the Proposer hereby agrees to enter into a Professional Services Contract with

the Airport to provide an APRMS system as proposed in Proposer’s proposal, under the terms and

conditions as set forth in the Request for Proposal dated November 2, 2014 and under the terms and

conditions of the Professional Services Contract.

The Proposer hereby certifies the truth and correctness of all statements and of all answers to

questions made herein. Omission, inaccuracy, or misstatement may be cause for rejection of a

proposal. In the event of a mathematical error, the cost as quoted will prevail.

OFFICIAL AUTHORIZED TO SIGN FOR PROPOSER:

_______________________________________

Name

_______________________________________

________________________________________________

Address

______________________________________________________ _______________________

Signature Date


2

RFP# PC-14-01

Exhibit A

Proposal Form

Page 2 of 2

ACKNOWLEDGEMENT OF ADDENDUM(S)

Proposer Acknowledges Receipt of Addendum(s), if any:

Acknowledgment of Addendum(s) if any, is hereby made;

Addendum # 1 _______________

Addendum # 2 _______________

Signature: __________________________________

Name: _____________________________________

Title: ______________________________________

Name of Business: ___________________________

Date: ______________________________________


1

RFP# PC-14-01

EXHIBIT B

SAMPLE PROFESSIONAL SERVICES CONTRACT

Page 1 October 15, 2014 - SIA PSA FORM 1 (Non A & E)

Contract #____________________________

PROFESSIONAL SERVICES CONTRACT

For

Airport Property and Revenue Management Software System and Implementation

Project #00-00-0000

THIS CONTRACT, made and entered into this _____ day of ___________________, 20___, by

and between SPOKANE AIRPORT, by and through its AIRPORT BOARD, created pursuant to

the provisions of Section 14.08.200 of the Revised Code of Washington, as a joint operation of

the City and County of Spokane, municipal corporations of the State of Washington, hereinafter

referred to as “Airport,” and ____________________, a Company organized and incorporated in

the State of _____________, hereinafter referred to as “Vendor.”

Vendor shall provide professional services for the installation and implementation of an Airport

Property and Revenue Management Software System, Project ##_______________, for Spokane

International Airport, Felts Field Airport and the Airport Business Park (hereinafter referred to as

“Spokane Airport”). Said services shall be in accordance with the Request for Proposals

(“RFP”) dated November 2, 2014 “RFP# PC-14-01 and the Vendor’s Proposal, dated

__________, 2014, incorporated herein and made a part hereof.

WITNESSETH:

The parties hereto agree as follows:

1. TIME OF PERFORMANCE: This Contract shall run from time of execution by both

parties until terminated as provided for herein.

2. MODIFICATION. The Airport may modify this Contract and order changes in the work

whenever necessary or advisable. Vendor will accept modification when ordered in writing by

the Airport’s designated representative, the time for performance and compensation being

mutually agreed upon. Vendor shall make revisions to work included in this Contract as are

necessary to correct errors and omissions appearing therein when required to do so by the

Airport without additional compensation.

3. COMPENSATION: The Airport will pay Vendor per the RFP dated November 2, 2014

“RFP# PC-14-01 and the Vendor’s Proposal, dated __________, 2014, incorporated herein and

made a part hereof. The negotiated fee for said services shall be $______________. Payments

for the Total System Base Price will be subject to 10% retention, which will be released upon

issuance by the Airport of the System Acceptance Notification.

The Vendor agrees that any work identified during the project as outside of the original

Scope of Work/Services shall be discussed with the Airport prior to execution of such work. A

separate written scope and fee will be prepared and forwarded to the Airport for consideration.

Any work completed by the Vendor outside of the Scope of Work without express written prior

approval from the Airport shall be considered incidental.


4. PAYMENT: Vendor will send its applications for payment to:


Airport Property and Revenue Management Software System and Implementation

Project #________________

9000 W. Airport Drive, Suite 204

Spokane WA, 99224

5. COMPLIANCE WITH LAWS: Vendor shall comply with all applicable federal, state,

and local laws, regulations and executive orders which are incorporated by reference.

6. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY

AND VOLUNTARY EXCLUSION: The Vendor certifies, by execution of this Contract, that

neither it nor its principals is presently debarred, suspended, proposed for debarment, declared

ineligible, or voluntarily excluded from participation in this transaction by any State or Federal

department or agency. It further agrees by executing this Contract that it will include this clause

without modification in all lower tier transactions, solicitations, proposals, contracts, and

subcontracts. Where the Vendor or any lower tier participant is unable to certify to this

statement, it shall attach an explanation to this Contract.

7. OWNERSHIP OF DOCUMENTS: All work plans, specifications, reports and other

related documents prepared by Vendor under the RFP and this Contract are and shall be the

property of the Airport. Any reuse shall be at the Airport’s sole risk.

8. ASSIGNMENTS: This Contract is binding on the parties and their heirs, successors, and

assigns. Neither party may assign or transfer its interest, in whole or in part, without the other

party's prior written consent.

9. LEGAL CLAIMS AND ATTORNEY FEES:

A. Each party hereto shall promptly report to the other any claim or suit against it

arising out of or in connection with Vendor’s duties. Subject to paragraphs 20 and 27 of this

Contract, the Airport and Vendor each have the right to compromise and defend the same to the

extent of its own interest; provided the defense of the same has not been tendered and accepted

by the other party. Vendor is an independent Contractor in every respect, and not the agent of

the Airport.

B. In the event either party requires the services of an attorney in connection with

enforcing the terms of this Contract or in the event suit is brought for the recovery of fees or

other sums or charges otherwise payable to Vendor, the prevailing party will be entitled to

reasonable attorneys’ fees, Vendors’ fees, witness fees and other costs, both at trial and on

appeal. For purposes of calculating attorneys’ fees, legal services rendered on behalf of the

Airport by public attorneys shall be computed at hourly rates charged by attorneys of comparable

experience in private practice in Spokane, Washington.

10. FEDERAL NONDISCRIMINATION:

A. Vendor understands and acknowledges that the Airport has given to the United

States of America, acting by and through the FAA, certain assurances with respect to

nondiscrimination, which have been required by Title VI of the Civil Rights Act 1964 and by 49


CFR Part 21 as a condition precedent to the Government making grants in aid to the Airport for

certain Airport programs and activities, and that Airport is required under those regulations to

include in every agreement pursuant to which any person or persons, other than Airport, operates

or has the right to operate any facility on Spokane Airport providing services to the public, the

following covenant, to which Vendor agrees: B. Vendor, in its operation at and use of Spokane Airport, covenants that:

1. No person on the grounds of race, color, or national origin shall be excluded

from participation in, denied the benefits of, or be otherwise subjected to discrimination in the

use of said facilities;

2. In the construction of any improvements on, over, or under such land and the

furnishing of services thereon, no person on the grounds of race, color, or national origin shall be

excluded from participation in, denied the benefits of, or otherwise be subjected to

discrimination;

3. It shall use the Premises in compliance with all other requirements imposed by

or pursuant to 49 CFR Part 21, Nondiscrimination in Federally-Assisted Programs of the

Department of Transportation Effectuations of Title VI of the Civil Rights Act of 1964, and as

that regulation may be amended; and

4. Vendor further agrees promptly to provide the Airport, upon written request by

the Airport, such information the Airport is required to obtain from Vendor to show compliance

with applicable nondiscrimination laws.

11. SEVERABILITY: If any term or provision of this Contract shall to any extent be held

invalid or unenforceable, the remaining terms and provisions of this Contract shall not be

affected thereby, but each term and provision of this Contract shall be valid and be enforced to

the fullest extent permitted by law.

12. NON-WAIVER OF BREACH: The waiving of any of the covenants of this Contract by

either party shall be limited to the particular instance and shall not be deemed to waive any other

breaches of such covenants. The consent by the Airport to any act by the Vendor requiring the

Airport’s consent shall not be deemed to waive consent to any subsequent similar act by the

Vendor.

13. ANTI-KICKBACK: No officer or employee of the Airport, having the power or duty to

perform an official act or action related to this Contract shall have or acquire any interest in the

Contract, or have solicited, accepted or granted a present or future gift, favor, service or other

thing of value from or to any person involved in this Contract.

14. EXPERT LEGAL TESTIMONY: In the event of any legal or other controversy

requiring the services of Vendor in providing expert testimony in connection with any project,

except suits or claims by third parties against the Airport arising out of negligent errors or

omissions of Vendor, the Airport shall pay Vendor for services rendered in regard to such legal

or other controversy, including costs of preparation for controversy. Such payment to Vendor

shall be at rates mutually agreed upon.

15. STANDARD PERFORMANCE: Vendor, in carrying out its responsibilities, acts, and

duties, shall observe and meet the standard of an experienced and qualified professional software


vendor, performing similar services under similar conditions.

16. SAFETY: Vendor shall be responsible for initiating, maintaining and supervising all

safety precautions and programs in connection with the performance of the services

contemplated herein for its own personnel while located on the project site.

17. ACCESS, APPROVALS and PERMITS: The Airport shall arrange for access to and

make all provisions for Vendor to enter Spokane Airport property as required for Vendor to

perform its services.

18. MAINTENANCE OF RECORDS: Vendor shall make available to the Airport’s auditor,

or his fully authorized representative, all records created as a result of the Contract including

pertinent information which Vendor shall have kept in conjunction with this Contract and which

the Airport may be required by law to include or make part of its auditing procedures, or which

may be required for the purpose of funding the service contracted for herein. Vendor agrees to

maintain a copy of said records for a minimum of seven (7) years following completion of its

services.

19. INDEMNITY AND WAIVER OF DAMAGES:

A. The Vendor shall indemnify, hold harmless and defend the Airport, the City and

County of Spokane, their elected and appointed officials, agents, employees and representatives

from and against any and all claims and actions, demands, damages, civil penalties, charges,

judgments, losses, liabilities of any character or kind and other legal actions and proceedings of

whatever nature, including reasonable attorney’s fees (including fees to establish the right to

indemnification) resulting from, arising out of, related to, or caused by Vendor’s or SubVendor’s

conduct of business or from any activity or other things done, permitted, or suffered by Vendor

in, or about Spokane Airport or other act or failure to act, excluding only claims or actions

arising out of the sole negligence of the Airport, the City and County of Spokane, their elected

and appointed officials, agents and employees, provided that the Airport shall give the Vendor

prompt and reasonable notice of any such claim or actions made or filed against it.

B. Vendor hereby agrees to release and hold harmless the Airport, the City and County

of Spokane, its elected and appointed officials, agents and employees, from any damages to the

Vendor caused by noise, vibrations, fumes, dust, fuel particles and all other effects that may be

caused by the operation of aircraft landing at or taking off from, or operating at or on Spokane

Airport; and the Vendor does hereby fully waive, remise and release any right or cause of action

which it may now have or which it may have in the future against the Airport, its successors and

assigns, due to such noise, vibrations, fumes, dust, fuel particles, and all other effects that may be

caused or may have been caused by the operation at or on Spokane Airport. The above exception

shall not limit a cause of action against other persons or entities, including licensees,

concessionaires or aircraft operators.

C. Vendor further agrees to hold the Airport, the City and County of Spokane, their

agents, officials and employees free and harmless for any claims arising out of the damage,

destruction or loss of any or all of Vendor’s equipment excluding any claims arising out of the

sole negligence of the Airport, the City and County of Spokane, their elected officials, agents and

employees.

20. INSURANCE: The Vendor shall, at its own cost and expense, maintain insurance in full


force and effect during the term of this Contract in such amounts as to meet the minimum limits

of liability specified below, and insurance shall be placed with companies or underwriters

authorized to issue said insurance in the State of Washington and carry a Best’s rating no lower

than A-. Failure to obtain and maintain such insurance shall constitute a default under this

Contract. The insurance policy(ies) shall be the standard comprehensive insurance coverage,

with aircraft exclusions deleted, to cover all operations of the Vendor. The policy(ies) shall

include, but not by way of limitation, bodily injury; property damage; and contractual coverage,

including the obligations pursuant to Article 7 - INDEMNITY AND WAIVER OF DAMAGES,

herein. The Airport, the City and County of Spokane, their elected and appointed officials,

agents and employees shall be named as additional insureds with respect to the Vendor’s use of

Spokane Airport and the Premises which are the subject of this Contract. The Vendor’s

insurance shall be primary and non-contributory with any insurance maintained by the additional

insureds. Vendor shall promptly upon execution of this Contract, furnish to the Airport

appropriate certificates of insurance and additional insured endorsements evidencing coverage

affected and to be maintained for the term of this Contract. The coverage shall not be less than

One Million Dollars ($1,000,000), combined single limit with an annual aggregate coverage of

Two Million Dollars ($2,000,000). The Vendor’s insurance policies shall be endorsed so that the

insurance carrier will provide the Airport with at least thirty (30) days notification prior to

cancellation or material change. Such notice of cancellation or material change shall be mailed to

the Airport by certified mail. Where any policy(ies) has/have normal expirations during the term

of this Contract, written evidence of renewal shall be furnished to the Airport at least thirty (30)

days prior to such expiration. Upon written request by the Airport, Vendor shall permit the

Airport to inspect the originals of all applicable policies. The Vendor’s insurance identified in

this Article 20 shall include a waiver of subrogation in favor of the additional insured. This

Article 20– INSURANCE, shall be subject to periodic adjustments by the Airport.

21. NON-PERFORMANCE

A. Vendor shall perform all work to the satisfaction of the Airport, who shall have the

right of inspection at all times and whose appraisal and acceptance of the work shall be a

precedent to any payment made by the Airport under this Contract.

B. In the event of any dispute regarding employee(s) or scope of work required under

this Contract, the decision and judgment of the Airport shall be final and binding.

22. CANCELLATION OF CONTRACT

This Contract shall be subject to cancellation by the Airport upon thirty (30) days

advance written notice should Vendor fail to perform the services as outlined in the RFP, Scope

of Work and as agreed to in the Proposal submitted by Vendor. The Airport is not obligated to

pay any fees or expenses which specifically involve negligent acts or omissions on the part of

Vendor.

23. AUTHORIZATION TO PROCEED: Vendor will not begin work on any of the services

listed until the Airport provides written direction to proceed.

24. FORCE MAJEUR: Neither the Airport or Vendor shall hold the other responsible for

damages nor delay in performance caused by acts of God, strikes, lockouts, accidents, or other

events beyond the control of the other or the others employees and agents.


25. HAZARDOUS MATERIALS: Dealing with hazardous materials is not within Vendor’s

obligations. An amendment to this Contract will be required for work involving hazardous

materials.

26. SERVICES OF VENDOR: Unless this Contract is terminated as specified herein by

reason of substantial failure of either party to fulfill its obligations under this Contract, Vendor

shall perform all services specified in this Contract.

27. SUBMISSION OF CONTRACT: The submission of this document for examination and

negotiation does not constitute an offer or Contract. This document shall become effective and

binding only upon execution and delivery hereof by an authorized representative of each the

Airport and Vendor. No act or omission of any officer, employee or agent of the Airport shall

alter, change or modify any of the provisions hereof.

28. RELATIONSHIP OF THE AIRPORT AND VENDOR: Nothing contained herein shall

be deemed or construed as creating the relationship of principal and agent, partnership, or joint

venture, and no provision contained in this Contract nor any acts of Vendor and the Airport shall

be deemed to create any relationship other than that of Vendor serving as an independent

Contractor of the Airport.

29. SURVIVAL OF INDEMNITIES: All indemnities provided in this Contract shall survive

the expiration or any earlier termination of this Contract. In any litigation or proceeding within

the scope of any indemnity provided in this Contract, Vendor shall, at the Airport’s option,

defend the Airport at Vendor’s expense by counsel satisfactory to the Airport.

30. APPLICABLE LAW; VENUE; WAIVER OF TRIAL BY JURY: This Contract, and

the rights and obligations of the parties hereto, shall be construed and enforced in accordance

with the laws of the State of Washington. Jurisdiction and venue for any action on or related to

the terms of this Contract shall be exclusively in either the United States District Court for the

Eastern District of Washington at Spokane or the Spokane County Superior Court for the State of

Washington, and the parties irrevocably consent to the personal jurisdiction of such courts over

themselves for the purposes of determining such action and waive any right to assert a claim for

inconvenient forum. In any action on or related to the terms of this Contract, the parties (for

themselves and their successors and assigns) hereby waive any right to trial by jury and

expressly consent to trial of any such action before the court.

For Internal Use Only

Project Number: ___________

Funding Source: Airport General Funds

Attachments:

Exhibit A: Request For Proposals dated _________________, 20____

Exhibit B: Vendor’s Proposal dated ____________________, 20____


IN TESTIMONY WHEREOF, witness the signature of the parties hereto the day and year first

above written:

SPOKANE AIRPORT BOARD: APPROVED AS TO FORM:

__________________________________ _____________________________

By: Lawrence J. Krauter James A. McDevitt

Chief Executive Officer General Counsel

VENDOR

________________________________

Title: ___________________________

STATE OF )

) ss.

COUNTY OF )

I certify that I know or have satisfactory evidence that

_________________________________ is the person who appeared before me, and said person

acknowledged that he/she signed this instrument and stated that he/she was authorized to execute

the instrument and acknowledged it as the _______________________________ of

_____________________________________, to be the free and voluntary act of such party for

the uses and purposes mentioned in the instrument.

Dated: ________________________

Notary Public

Print Name

My commission expires


RFP# PC-14-01 1

EXHIBIT C

FEE PROPOSAL

Page 1 of 5

The following pricing shall be submitted as the all-inclusive pricing to provide Spokane Airport with

an APRMS system in accordance with the requirements set forth in this RFP. The proposal price shall

include all components, procedures and services required to install and/or interface components to

provide a complete operating system that meets the requirements of Section 2.0 - Scope of

Work/Services.

Proposer must provide proposed pricing for follow-on maintenance (see page 4 of this Exhibit C and

Proposer must also provide pricing for “Optional Services; Schedule of Labor Billing Rates (Hourly)”

(See page 4 of this Exhibit C)

The successful Proposer shall provide full warranty and maintenance to the Airport for the first twelve

(12) months of the Contract term at no additional cost to Airport. The effective date of the warranty

period shall be the date the Airport signs the System Acceptance Notification. The System

Acceptance Notification is defined below:

Systems Acceptance Notification:

The Systems Acceptance Notification is defined as the Airport’s written acknowledgement to

Proposer that the APRMS system is fully installed and operational, staff has been properly trained, all

user documentation has been received and all other deliverables stated in the Contract and Proposer’s

proposal in response to RFP # PC-14-01 “Airport Properties and Revenue Management Software

System and Implementation” have been accepted by the Airport. The Systems Acceptance

Notification shall be signed by the Airport’s Chief Executive Officer and shall include a specific

date of acceptance deemed the “Systems Acceptance Date”. The Systems Acceptance Date may be

designated retroactively.

The Fee Proposal shall include pricing options for annual maintenance services on a per quarter

basis. Maintenance options shall define normal service coverage and response times; incorporation

of additional customized software, services to be provided such as patches and fixes, upgrades,

updates, including installation, testing, troubleshooting and training; and general maintenance

support for problem tracking and reporting.


RFP# PC-14-01 2

EXHIBIT C

FEE PROPOSAL

Page 2 of 5

Proposer must use the table below to provide a total cost summary of the proposed APRMS system. See following pages for tables to provide detailed cost breakouts.

TOTAL COST SUMMARY

COST COMPONENT UP-FRONT

INVESTMENT

RECURRING COSTS

(ANNUAL)

COMMENTS

SOFTWARE (LIST EACH APPLICATION BELOW)

TOTAL SOFTWARE

SERVICES

OPTIONAL SERVICES MAINTENANCE

SERVICES

TRAVEL

TOTAL


RFP# PC-14-01 3

EXHIBIT C

FEE PROPOSAL PAGES

Page 3 of 5

Cost Details – Software

Use the table below to detail the up-front and recurring costs associated with each application included

in your proposal. Such costs include but are not limited to licensing fees, up-front purchase of

application and/or source code, annual support fees, annual maintenance fees and database applications.

Cost

Component

UP-FRONT COSTS RECURRING COSTS (ANNUAL) Comments

Number

of Units

Cost

per

Unit

Total

Cost

Payment

Cycle/Due

Number

of Units

Cost

per

Unit

Total

Cost

Payment

Cycle/Due

Total -

Software

Cost Details – Services

Use the table below to detail up-front and recurring costs associated with providing services to

implement and activate the proposed system. This includes consulting activities associated with

business process design, training, testing, application installation, application configuration, data

conversion, and interface design and application customization. Travel and expenses should be included

in this breakdown as well. Detail the consultant role and name (if known), core activities, the proposed

rates, hours and total cost.

Role or

Resource

Key

Activities

UP-FRONT COSTS Recurring Costs (Annual) Comments

Hours Rate

per

Hour

Total Payment

Cycle/Due

Total

Cost

Payment

Cycle/Due

Total -

Services


RFP# PC-14-01 4

EXHIBIT C

FEE PROPOSAL PAGES

Page 4 of 5

Optional Services - Schedule of Labor Billing Rates (Hourly):

These rates shall be effective through December 31, 2016 and negotiable thereafter and shall be

inclusive of overhead and profit.

Optional Services (Staff Positions) Billing Rate per Hour

Annual Maintenance Service Options: Proposer to provide pricing below for Maintenance

Service Options available to the Airport.

Maintenance

Service Options

Service Coverage

& Response Time

Major Software

Version Release

Patches & Updates License

Fees

Option 1

Option 2

Option 3

Option 4

Total Cost: $ $ $ $


RFP# PC-14-01 5

EXHIBIT C

FEE PROPOSAL PAGES

Page 5 of 5

The Proposer certifies, by signature below, the following:

a. This pricing is current, accurate, complete and is presented as the Total Pricing, including ”out-of-

pocket” expenses (if any), for the performance of the Contract in accordance with the

Requirements/Scope of Work/Services of this RFP.

b. This proposal is current, accurate, complete, and is presented to the Airport for the performance of

the Contract in accordance with all the requirements as stated in this RFP; and

c. This proposal is submitted without prior understanding, agreement, or connection with any

corporation, firm, or person submitting a proposal for the same materials, services, and supplies and

is, in all respects, fair and without collusion or fraud; and

d. Proposer has the financial stability to fully perform the terms and conditions as specified

herein. The Airport reserves the right to request financial information from the Proposer at any time

during the solicitation process and in any form deemed necessary by the Airport.

IMPORTANT:

Failure to complete, sign and submit this Exhibit C – Fee Proposal, in its entirety, will be cause for

“Immediate Rejection” of the entire proposal response.

TITLE:

NAME (PRINT):

COMPANY:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE NO:

SIGNATURE:

DATE: ______________________________________________________

Documents

Request for Proposals Property and Revenue Management Software System …business.spokaneairports.net/core/files/business/uploads... · 2014-11-02 · 1.1 Purpose of the Project This