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FORT WAYNE-ALLEN COUNTY AIRPORT AUTHORITYREQUEST FOR PROPOSALS

Maintenance Services and System Upgrade

Access Control and Video Surveillance Systems

Fort Wayne International AirportFort Wayne-Allen County Airport Authority

I. IntroductionA. General Information

The Fort Wayne Allen County Airport Authority (FWACAA) desires a comprehensive repairand support contract for its access control and video surveillance systems at the Fort WayneInternational Airport. The agreement will be for a 5-year period beginning October 1, 2017.A fixed cost for each year of the contract will be provided with your proposal to cover theservices being requested herein. In addition, a one-time fixed cost to complete a systemupgrade is a separately priced component of your proposal. The provider will keep thesystems in good operating order with a periodic inspection program. This contract will coverall Software House, American Dynamics, and any third party software’s and/or devices, aswell any other devices directly attached to, or supporting the access control / video systems.Separate pricing is also being obtained for a system upgrade as more fully explained in theScope of Work in Section B.

The proposal must provide, at a minimum, the capabilities and work elementssummarized in the Scope of Work (outlined in Section B below). All required aspectswill be awarded under one single contract.

To be considered, an original and three (3) copies of a proposal must be received at theoffices of the Fort Wayne-Allen County Airport Authority, Suite 209, 3801 W. FergusonRoad, Fort Wayne, IN 46809, by 5 p.m. local time on August 1, 2017. Proposals must besealed and clearly marked "RFP for Access Control Maintenance Services”. The Authorityreserves the right to reject any and all proposals submitted. Discussions may be conductedwith, and best and final offers obtained from, responsible offerors who submittedproposals determined to be reasonably susceptible of being selected for award.

Firms interested in submitting proposals are required to complete a site visit prior tosubmission of their proposal in order to fully assess the requirements of the proposal.Contact Stan Klepper at 260-446-3415 to arrange for an individual site tour. Due to sensitivesecurity issues, the vendor will be required to sign a non-disclosure agreement prior torelease of information regarding the Authority’s network infrastructure. A non-disclosureagreement is enclosed in Exhibit D. Only firms with confirmed ability to provide the servicesincluded in this RFP will be granted the right to view the system.

Questions regarding the proposal should be directed to Stan Klepper, Public SafetyManager . The deadline for receipt of questions is July 14, 2017. Any and allmodifications to this RFP will be made for formal addendum issued and posted on theAuthority’s website. It will be the responsibility of interested proposers to monitor thesite for any posted addendums and submit their proposals taking into consideration theinformation contained in such addendums

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The Fort Wayne-Allen County Airport Authority, in accordance with the provisions ofTitle VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) andthe Regulations, hereby notifies all bidders that it will affirmatively ensure that anycontract entered into pursuant to this advertisement, disadvantaged businessenterprises will be afforded full and fair opportunity to submit bids in response to thisinvitation and will not be discriminated against on the grounds of race, color, ornational origin in consideration for an award.

B. Scope of Work—Specific specifications requirements are outlined in the Scope of Workbelow. General project requirements are outlined in Exhibit A.

FWACAA’s ACS/video surveillance is not a small system. It is a primary standalone networkwith several forms of communication. There are approximately 40 cameras, 75 entry points,with over 600 events programed into the system. Gates and doors are monitored in severalways to include: forced, held, closed, open, rejected card, and so forth. There are severalwork stations, redundant servers, and video storage equipment stretched across manylocations on the airport’s campus. These campus locations include (but are not limited to)the following:

Public Safety Department, 3808 Winters Road, Fort Wayne, INFort Wayne International Terminal, 3801 W. Ferguson Rd, Fort Wayne, INMaintenance Facility, 11414 W. Perimeter Rd, Fort Wayne, INFort Wayne Aero Center, 4401 Altitude Drive, Fort Wayne, INU.S. Customs and Border Protection, 4410 Altitude Drive, Fort Wayne, INAir Trade Center, 12602 Global Drive, Fort Wayne, INVarious gates and access points throughout the entire airport campus

FWACAA’s systems interact with a two-way radio system, fire alarm systems, burglary alarmsystems, and duress systems. The system also does all badging and/or credentialing,tracking and auditing to meet Federal requirements. The system has about 900 activeissued badges currently operating on it. A description listing of the major systemcomponents is shown in Exhibit B. Software House CCure 9000 and American Dynamics arethe major system software elements for the access control and video system in this RFP.Interested firms are responsible, however, to familiarize themselves with all systemelements at the site walk through.

The provider will be responsible for providing, at a minimum, the following service elementsto maintain the system in outstanding operating condition:

• The provider will provide a comprehensive service program to maintain FWACAA’saccess control and video surveillance system to ensure that all devices are in operatingorder. The contract will cover all labor to maintain all system hardware and softwareelements. The provider will maintain and keep current a software service agreement forthe Software House CCure and American Dynamics video software to ensure that thesystem software is kept current. The provider will be responsible keep the most currentversions of the software installed on the system unless both parties agree to operate ata previous revision for features and functionality. Software running on the FWACAA

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system will be compatible with each other and checked periodically.

• Dedicated account management. FWACAA will be assigned a dedicated accountmanager to oversee our account, immediately address any open concerns or issues, andevaluate annual service satisfaction.

• The provider will be assisting the daily users of the systems in identifying and resolvingproblems found in executing tasks within the systems. Provider will be addressingsystem log issues, assisting daily users with becoming more proficient with the systems,and help promote better systems utilization for the facilities best interest.

• Provider will be expected to have a 24 hour, 7 days a week, including holidays,

emergency response plan for immediate dispatch to the Airport should the systems

have an unexpected problem. Response time for critical emergencies cannot be longer

than 4 hours for onsite assistance at the airport. Critical emergencies are failures at a

system or panel level that would result in the loss of the operation of an entire section

of a building or place the facility at high risk. Critical emergencies are determined by

FWACAA staff and the provider. Non-emergency response time may be incorporated

into the next service call. Non-emergency calls have minimal impact to the overall

operation at the facility and are determined by FWACAA staff and the provider.

• Provider will have at least one dedicated and one back up technician assigned to this

account. This will ensure intimate knowledge of our systems and reduce down-time

and/or repair-time. The dedicated technician will communicate regularly with the

Public Safety Department point of contact to ensure that they are kept abreast of any

system issues.

• The provider will perform scheduled back-ups of the system for storage at the FWACAA

facility. Should a catastrophic event occur, the provider will respond onsite to reload

the files to restore operations.

Repair & replacement services

• Provider will diagnose all ACS / Video systems issues under this contract to include all

other systems they would be connected to (examples; doors, gates, fire alarm systems,

panic systems, etc.). If any issue is found not to be an ACS / video system’s root cause,

the provider will coordinate with the airport’s contact for a repair plan. All labor, travel

time, trip fees, etc. to diagnose system difficulties and repair or replace failed

components will be covered under this contract.

• Any work being done outside of the contract (such as system expansions) will be done at

a reduced labor rate to be reviewed annually. This is to be less than the provider’s

posted retail labor rate. Such labor rate shall be included in the price proposal

submission.

• Parts will be provided by the airport unless prior authorization is given. Any parts

provided by the contract provider will be kept at no more than 20% mark up. The

Airport reserves the right to request original purchase receipts for auditing of the 20%

markup expectation. Pricing for commonly replaced components is being requested in

the price proposal.

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System Upgrade Requirements

The current redundant server software has reached the end of its life and is no longer being supported.Upgrade and installation of new software requires replacement of our servers in order to support theupgrade. The provider will upgrade the American Dynamics server software and replace/upgrade theSoftware House primary and redundant servers. The new servers will have the Stratus everRun extendsoftware installed by a certified Software House technician. All equipment components will bewarranted in accordance with manufacture’s standard warranty. The upgrade approval will be subjectto the availability of funds and will be performed when authorized by the Authority.

Qty Part Number Description

1 ER-EXTP2P Extend Software P2P ARCserve for Disaster Recovery. One Physical Server sourceand one Physical Server target, Includes 1yr maintenance support.

3 PROSERV-AA Professional Services Onsite to implement CA Disaster Recovery Solution (Extend)

2 DELL-RACKSVR7 Dell R730 Rack Server (config 6) ForeverRun Systems with SQL Standard Dual Xeon E5-2640 v3, 32 GB RAM, x6 600 GB 15k RPM SAS Drive, RAID 10, Win Svr 2012 R2, 64-bit

4 CC9000-KIT-SQL C·CURE 9000 SOFTWARE DVD with SQL Server 2012 (4 Core License for use with CCURE9000 / victor Unified System)

Provider qualifications

• Provider’s organization must have been in the ACS / video surveillance business for no

less than 10 years

• All technicians must be trained and qualified, to include certification as an installer,

through C-Cure and American Dynamics with at least 3 years’ experience before being

assigned to the Airport’s account.

• Provider must have an operating branch or office within 175 miles of the airport’s

location.

• Technicians must be able to acquire Airport Security Badge to include a fingerprint

criminal records check. Badging requirement are included in Exhibit A.

• At least 3 yrs. experience with networks, fiber optics, wireless bridges ,and Cisco

switching

C. Anticipated key milestone dates for this RFP are:RFP Release June 28, 2017Question Deadline July 14, 2017Proposal Due Date August 1, 2017 @ 5:00 p.m.Proposal Evaluation Period August 2, 2017 to August 11, 2017Award Notification August 22, 2017

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II. Proposal Evaluation ProcessA. Proposal Format

The proposal that the vendor will submit shall contain, at a minimum, the followingcritical information:1. Detail your firm's ability to provide upgrade and perform the maintenance services

outlined in the Scope of Work (Section I.B. above. This description must include, at aminimum, the following information:a. Detail contracts where your firm has completed an upgrade and maintained

similar equipment outlined in this RFP. Include examples of previous projectsthat have similar equipment features contained in the Scope of Work. Yourproposal must include the contact name, title, and telephone number for at least3 similar projects that we may contact for references.

b. Submit the names of key individuals who will be working on the contract andsummarize their qualifications. Provide information on personnel who will beresponsible for completing the upgrade as well as the dedicated systemmaintenance personnel. Detail training, certifications, previous experience, andother information you feel may be relevant. Provide evidence that they meet therequirements in the Scope of Work, Provider Qualifications above.

e. Describe the location of the servicing branch and their approach in respondingto service needs to demonstrate that response criteria will be met. Outline yourplan to back-up the system and complete routine system checks to verify thatthe system is operating properly.

f. Indicate if and when you have visited the site.g. Include the following information regarding your firm's background:

• The location of your firm and the location of servicing personnel.• The structure of your firm and the number of years that it has been in

business. If it previously existed under another name, indicate applicableinformation here.

• A response to indicate whether your firm has ever been sued for issuespertaining to contract performance, whether it has ever been declaredbankrupt, or defaulted or cancelled on an agreement during the last five years.

• Other pertinent information which the proposer believes should beconsidered by the selection committee.

2. Pricing. The provider will list all costs for this project in the format shown inExhibit C. The price provided shall include all equipment, materials, and coststo provide the equipment, installation, and services as described in thisproposal.

D. Evaluation Process

The proposals will be evaluated and ranked on the basis of the written materialsubmitted. Evaluation criteria will be related to the following and weighted as shown:

Weight Criteria

Pass/Fail Compliance with Mandatory EquipmentSpecifications

15% Experience of the firm and references

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20% Quality of the proposed approach of thefirm toward the fulfillment of our servicerequirements and their ability to meet theservice commitments.

20% Qualifications of the dedicated personnelassigned to our account.

30% Pricing

15% Background of the Company

After the initial evaluation, a short list of the top-ranking firms may be developed and arequest made for these firms to give presentations. Proposers should not rely upon thepossibility of a presentation. Your best proposal should be submitted as there may not be aneed for presentations if the selection committee so decides. If presentations are requested,they will be evaluated as part of the award determination.

III. Terms and ConditionsThe provider should submit a sample of their standard maintenance agreement withtheir proposal. The FWACAA does have federal and state requirements that require theinclusion of certain clauses in our agreements. Negotiations of a final contractdocument will begin upon award of the proposal by our Board. If, however, contractnegotiations become a barrier to contract execution and rapid implementation of theproject, the Authority may proceed to the next highest ranked offeror for contractconsideration.

In compliance with the State of Indiana public record laws, all proposals will be availablefor public inspection after award. Trade secrets and proprietary information submittedby a vendor in connection with the procurement shall not be subject to public disclosureprovided the offeror invokes the protection of this section upon submission of theproposal. The specific area or scope of data and materials to be protected must beidentified and the reasons for their protections stated. An all-inclusive statement thatthe entire proposal is proprietary is unacceptable. A statement that costs are to beprotected is unacceptable and may result in rejection of your proposal.

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Exhibit ARequest for Proposals

Maintenance Services and System UpgradeAccess Control and Video Surveillance Systems

GENERAL CONDITIONS

1. All subcontractors employed by the contractor must be covered under the Contractor'sinsurance policies.

2. While on site completing installation, precaution shall be exercised at all times for theprotection of the general public, employees of the project Contractor, and property during thisContract.

3. The Contractor shall examine all Specifications furnished by the Airport Authority and shallnotify the Airport Authority of any errors, omissions, or discrepancies he may discover during hisexamination. The Contractor shall not take advantage of any errors, omissions, or discrepanciesor proceed with work until the errors, omissions, or discrepancies are resolved in writing. Anywork done without authorization will be at the Contractor's risk and responsibility.

4. No charge for any extra work or material will be allowed unless the same has been ordered inwriting by the Airport Authority and the price is stated in such order.

5. The successful contractor will complete and submit Exhibit F, Indiana Legal EmploymentDeclaration, prior to execution of a contract.

6. The Contractor will be required to furnish proof of the following types of insurancecoverage.

a) Worker's Compensation (Statutory Requirements).b) Comprehensive General and Automobile Liability:

Bodily Injury $5,000,000/$5,000,000Property Damage $5,000,000/$5,000,000

Insurance Certificates shall show the Fort Wayne-Allen County Airport Authority asadditional insured.

10. The contractor will be required to obtain any and all permits and/or licenses required for thecompletion of this project. Copies of such permits, licenses shall be submitted to the AirportAuthority.

11. The contractor will be responsible for coordinating his work schedule with the airport's tenants.The project shall be completed so that operation of the tenants is maintained at all times.

12. Safety and Security/Airport Issued Access Control Media. Contractors who will be working,unescorted within the Airport Operation Area (AOA), Security Identification Display Area (SIDA),

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or Sterile (Passenger Boarding Areas) of the airport will be required to obtain an airport issuedaccess control media.

All individuals working in these areas will be subject to completing a favorable securitybackground check, including but not limited to a Fingerprint based Criminal History RecordsCheck (CHRC) conducted through the FBI and/or Security Threat Assessment (STA) conducted bythe Department of Homeland Security. Also a 45 minute training session may be required. Thecost for this access control media is $75.00 and will take between 7-10 working days tocomplete. Applications are available at the Airport Authority Office or online atwww.fwairport.com. This process is completed by the Airport Authority’s Public SafetyDepartment 260-747-2624. Identification documents for anyone requesting access controlmedia will be taken from the Department of Homeland Security’s “approved documents list.”This list can be found on the Airport’s website. Any other type of documents will not beaccepted.

Escorting privileges will not be allowed on this project. Anyone working on this project isrequired to obtain Airport Media that includes a fingerprint based CHRC before starting work.

Driving privileges on the AOA wining and testing. This information can be found on the Airport’swebsite. In addition to the testing, a practical ride along with a trained airfield driver is alsorequired to be completed. Airfield driving privileges will be considered on a case by case basis.Airfield driving privileges are also clearly identifiable on the media itself once granted.

Lost badge fees will be applied as necessary in accordance with the Airport’s Rates and Charges.

Airport issued media must be displayed on the outside of any garment above the waist at alltimes when working in these areas.

The contractor shall be responsible for maintaining existing security/safety fencing or barriers inthe construction areas for the duration of the project. The primary Contractor will be heldresponsible for any penalties or fees levied by the Airport Authority, TSA, or the FAA due to theconstruction areas not being secured or operated in a safe manner.

All safety and security measures are subject to change without notice and may requireimmediate action by the contractors at any time.

The Contractor assures that no action by his operations will cause or create a security/safetyviolation of the following:

• Airport Certification Manual

• Transportation Security Administration Regulations Part 1542 -Airport Security

• FAR-Part 139 - Certification and Operations - Land airports serving Certificated Air

Carriers

• Indiana State and Local Laws or Fort Wayne-Allen County Airport Authority Ordinances

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Copies of these regulations and manuals are available at the owner’s office upon request.

13. Ground Vehicle Operations.

Vehicle Traffic & Communications.

All vehicles and/or equipment being utilized on the designated aircraft movement areas shall beequipped with radios tuned to Ground Control on 121.9 Mhz. Any vehicle operating in theaircraft movement areas without a radio shall be escorted by a vehicle equipped with a groundcontrol radio.

Whenever any airport vehicles are operating in the aircraft movement areas, the control towershall direct and/or approve the movements through the use of two-way radios in the vehicle.

All vehicles working in the aircraft movement areas are required to either display an orange andwhite checkered flag (daylight hours only) or have an amber colored flashing beacon operatingat all times. Any equipment or vehicles parked adjacent to aircraft movement areas shall beequipped with orange and white checkered flags or operating beacons.

Crossing runways and taxiways or otherwise operating in an aircraft movement area shall onlybe with permission from Ground Control. No traffic light signals shall be used at any time exceptduring a radio failure and then only tower light signals shall be obeyed.

All vehicles authorized to operate in the aircraft movement areas shall be identified by tenantactivity logo signs or symbols on the vehicles, or vehicle numbers, and orange and whitecheckered flags or beacons.

All vehicles operating in aircraft non-movement areas are restricted to 15 MPH except whentowing equipment; then the speed is restricted to 5 MPH or as safe operations will permit. Allvehicles operating in non-movement areas must be identified by company logo or name orequipped with an aviation checkered flag or beacon.

All escort vehicles operating in the aircraft movement areas shall be in radio contact withGround Control at all times for authorization to conduct operations from Ground Control.Vehicles providing escort must escort vehicles from point of entry to point of exit from theaircraft operations area.

14. Vehicle Operators.

Authorized Persons

Operators of vehicles authorized by the Director of Airports to operate within the Air OperationsArea (AOA) shall be properly tested with all results on file with the airport Public Safety

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Department. All contractors requiring employees to obtain Airfield Driving Privileges will berequired to study the Airport Authority’s “Drivers Training Materials”, complete a ride-alongfield inspection for airfield familiarization, and take a written test with a passing score of 90%.The contractor must also assume responsibility for his employees' actions while operating avehicle on an aircraft movement area.

Any person found operating a vehicle in a manner not consistent with safety and/or does notcomply with Ground Control instructions will be in violation of the Airport Certification Manualor Airport Ordinances may have their Driving Privileges revoked, fined, and be denied any futureaccess to the Air Operations Area (AOA).

Enforcement

The airport Public Safety personnel and/or TSA personnel will conduct spot checks of vehicleoperators in aircraft movement areas to insure everyone is properly permitted. Anyone notproperly permitted will be removed from the area and his employer notified.

Compliance

In the event a report is received of unauthorized vehicle(s) or person(s) on the Airportoperations area, an Airport Authority vehicle will be dispatched to intercept and escort theviolator from the premises. A report will be prepared and kept on file concerning all suchincidents. Appropriate corrective action will be taken as per Airport Authority Ordinance.Surveillance is maintained to ensure that only authorized vehicles operate on designated A.O.A.movement areas and that established rules and ordinances are complied with, and thatappropriate action is taken when violations are observed or reported.

Description QtyCard Access qty

I-STAR Classic/Pro Control panel 8I-STAR ex. Control panel 13

Doors 78Readers 102

Bio Readers 3Inputs 437

input boards 30Outputs 236

output boards 29credential (Card Holders) 3862

clearances (Access Levels) 131

Locks, door contacts, Power supplies/Batteries, Tampers Alarm switches, Etc

CamerasAD ADCI625-P132 A/D P/Ts 32

Bosch Auto Dome P/T 1Bosch Dinion-IP-NWC (Fixed) 9Bosch FlexiDome ND (Fixed) 1

Bosch FlexiDome (Gen) (Fixed) 2AD Fixed ADCi610-D323 1

Wireless Units:Cisco 1400 5EnGenius 4

ServersCard Access Dell Power Edge R510 Windows Server 2008 64bit 2

Camera HP-L380E-Pro_Liant_Gen8 2Virtual 1

PC ControllerServer controllers Dell Windows Server 2008 2

Work stations (They Supplied we just maintain software)badging 1viewing 4

PrinterFargo High Definition Photo ID HDP5000 2

SwitchesNetwork Switches in the field 22

Telephone AccessTEC System E-40-SS-EWP 1

Alarm panelBosch D7412GV4/ 3-Keypads 1BLUE LINE Motion Detector 10

DC 3panics 6

UPS UnitsGate units 12

Inside ones supplied by Airport ?

Price Matrix—Exhibit CMaintenance Services and System Upgrade

Access Control and Video Surveillance Systems

Fort Wayne International AirportFort Wayne-Allen County Airport Authority

Description Price

Maintenance Costs per RFP Requirements:Year 1 Price

Year 2 Price

Year 3 PriceYear 4 Price

Year 5 PriceTotal 5 Year Maintenance Costs

System Upgrade Cost (lump sum price for complete installation)

Equipment Mark Up % Not-to Exceed

Replacement Part Cost for each of the following components (per each):

PTZ Camera: IPS02P60CWTT Illustra Pro 2MP PTZ

Access Control Panel STAR016W-64ANPS ISTAR PRO (1) GCM II and (2) ACM IIFOR UP TO 16 READERS

Control Panel Power Supply AS0063-00 Software House Panel Power Supply

Card Reader 921PTNNEK00000-S001 RDR, RPK40, MULTICLASS, SE REV E,KPD, STD PROX, STD, WIEGAND, BLK

The pricing listed above shall include all equipment, and services as outlined in the proposal.

__________________________________________________________Signature Authorized Company Representative

__________________________________________________________Company Name

__________________________________________________________Address

___________________________________________________________E-Mail

___________________________________________________________Phone