Automated Passport Control (APC) Kiosks

Transcription

1 P.O. Box 3529 Portland, Oregon REQUEST FOR PROPOSALS for Automated Passport Control (APC) Kiosks SOLICITATION NUMBER November 26, 2014 PROPOSALS DUE: NOT LATER THAN 11:00 AM, December 30, 2014 LATE PROPOSALS MAY NOT BE ACCEPTED NOTE: A pre-proposal teleconference meeting will be held on Thursday, December 11, 2014 at 8:00 AM Pacific Standard Time. USA Toll-Free: (877) ; USA Caller Paid/International Toll: (954) , Participant Code: Participation is optional. This teleconference is intended to clarify the information provided in this RFP and to provide an opportunity for interested parties to ask questions regarding the Port s requirements and process.

2 TABLE OF CONTENTS 1. OVERVIEW Introduction Background Statement of Work Airport Security and Badging Requirements PROPOSAL PROCESS General Pre-Proposal Interpretation of Contract Documents Public Disclosure of Proposals Submission of Proposals RFP Schedule Protests PROPOSAL CONTENT AND EVALUATION CRITERIA Preparation Format EVALUATION PROCEDURES Competitive Range Evaluation Team Members Interviews / Demonstrations... 9 Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Exhibit F Exhibit G Proposal Form Requirements Checklist Airlines Serving Portland International Airport (PDX) Federal Inspections Services layout depicting passport kiosks locations Fee Schedule Sample Implementation Contract Sample Maintenance and Support Agreement Solicitation No Page i

3 1. OVERVIEW 1.1 Introduction The Port of Portland (Port) is soliciting proposals from experienced firms and individuals capable of providing and installing Automated Passport Control (APC) kiosks to facilitate U.S. Customs & Border Protection (CBP) clearance of arriving international passengers in the Federal Inspections Services (FIS) area of Portland International Airport (PDX). 1.2 Background PDX served over 15 million passengers in 2014 with sixteen passenger carriers, providing between 545 and 670 flights per day. International service is provided to Europe and Asia as well as North America (Canada and Mexico) and is expected to grow in 2015 as two new carriers launch seasonal service to Europe. For detailed information, see Exhibit C - Airlines Serving Portland International Airport (PDX). PDX has 68 aircraft parking positions, 46 of which are equipped with loading bridges for concourse access. Twenty-four of the aircraft gates are not leased and therefore managed by the Port for use by multiple airlines. Situated on the Columbia River, PDX serves the region including the Portland metro area as well as Southwestern Washington. The Port is committed to environmental stewardship, customer service, and strong, effective partnerships. Key partners include airlines, concessionaires, Transportation Security Administration (TSA), CBP, and the Federal Aviation Administration (FAA). Stakeholder collaboration will be an essential component of this project. The airport includes five concourses accessed through two security checkpoints. A connecting corridor provides post-security access to all aircraft gates. International flights arrive on Concourse D in the Federal Inspections Services (FIS) area where they are screened by CBP agents. Airport security screening for connecting passengers is facilitated through a third post-security TSA checkpoint on Concourse D. Passengers whose destination is Portland travel from FIS on the Port-operated buses to the international arrivals waiting area in the baggage claim areas of the airport. The FIS area currently includes 4 Global Entry kiosks for Customs processing. This project will enhance automated clearance options by adding automated passport control kiosks. The Port s Information Technology department, in conjunction with Airport Operations, provides or manages contracted services for airport systems that support passenger processing Common Use, Flight Information / Paging, Access Control, CCTV, and other signage. The selected provider for APC will be expected to be a valued and trusted partner in maintaining PDX s reputation as one of America s best airports. 1.3 Statement of Work The project scope includes the installation of eight (8) Automated Passport Control (APC) kiosks at PDX, based on the layout for the FIS facility (refer to Exhibit D - Federal Inspections Services layout depicting passport kiosks locations), including coordination with and certification by CBP and system acceptance by the Port. The successful proposer is expected to identify the required power, data, and network connectivity to be provided by the Port. Implementation target is late April, 2015 based on the start of new international service, by Icelandair to Reykjavik Iceland in May and Condor to Frankfurt Germany in June. This is in addition to current international service provided by Delta to Amsterdam and Tokyo/Narita, Volaris to Guadalajara, Alaska to Los Cabos and Puerto Vallarta, Alaska and Air Canada to Vancouver BC and Air Canada to Calgary. The project also includes the costs and responsibilities by the vendor and the Port for ongoing support and maintenance of the system and equipment Solicitation No Page 1

4 Detailed technical requirements for the system are listed in Exhibit B Requirements Checklist, which must be filled out and submitted with the proposal. 1.4 Airport Security and Badging Requirements The successful proposer will be required to comply with all rules and regulations governing airport security, including but not limited to the security and badging requirements set forth in the PDX Rules, and regulations promulgated by the Transportation Security Administration ( TSA ) and the Federal Aviation Administration ( FAA ), as more fully described in Exhibit F - Sample Implementation Contract. Proposers are encouraged to obtain and thoroughly review the PDX Rules (available at and other governing rules and regulations before submitting a proposal. Solicitation No Page 2

5 2. PROPOSAL PROCESS 2.1 General Evaluation Proposals will be evaluated by a Port evaluation team. The evaluation will be in accordance with Section 3.2.2, Required Submissions and Evaluation Criteria, and may include requests by the team for additional information, oral discussions, site visits, and inquiries into the experience and responsibility of the proposer Obligation to Award The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the Port to award a contract. The Port will not pay any costs incurred in responding to this RFP. The Port may cancel this RFP or reject any or all proposals in accordance with ORS 279B Commencement of Work The successful proposer may not commence work until receipt of a fully executed contract Questions - All questions relating to this RFP must be placed through the Port s online bidding system at the Port s website through the Business Opportunities vendor portal. Questions received fewer than five (5) business days prior to the deadline for receipt of proposals may not be considered. 2.2 Pre-Proposal Interpretation of Contract Documents Changes to RFP The Port reserves the right to make changes to the RFP. Changes will be made by written addendum which will be issued to all prospective proposers on the Port s list of RFP holders Prospective proposers may request or suggest any change to the RFP by submitting a written request. The request shall specify the provision of the RFP in question, and contain an explanation for the requested change. The request must be submitted at least five (5) calendar days prior to the date set for receipt of proposals The evaluation team will evaluate all requests submitted, but reserves the right to determine whether to accept the requested change Amend or Withdraw Proposal A proposer may amend or withdraw its proposal any time prior to the time and date established for submission of proposals. 2.3 Public Disclosure of Proposals Any information provided to the Port pursuant to this RFP is subject to public disclosure pursuant to Oregon s public records laws (ORS to ) The general requirement for public disclosure is subject to a number of exemptions. Each page containing information deemed by the proposer to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc.) should be plainly marked. A general statement that all or certain parts of the proposal are exempt from public disclosure will not be effective unless each page on which those parts appear has been marked in accordance with this section The fact that a proposer marks certain information as exempt from disclosure does not mean that the information is necessarily exempt. The Port will make an independent determination regarding exemptions applicable to information that has been properly marked. Information that has not been Solicitation No Page 3

6 properly marked may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed. The Port will redact pages that include both exempt and nonexempt information to allow disclosure of the nonexempt information Unless expressly provided otherwise in this RFP or in a separate communication, the Port does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law. The Port considers proposals submitted in response to this RFP to be submitted in confidence only until the Port s evaluation is complete, and agrees not to disclose proposals until the Port has completed its evaluation of all proposals and publicly announced the results. 2.4 Submission of Proposals Requirements Each proposer s submission in response to this RFP must: Include one original (marked as such) and 5 copies of the original proposal; and upload a copy in Microsoft or Adobe to PlanetBids; Be submitted in a sealed envelope that is plainly marked Proposal to Provide Automated Passport Control (APC) Kiosks and that bears the proposer s name and address; and Be received by the Port s Contracts and Procurement Manager, Craig Johnsen, at 7200 N.E. Airport Way, Portland, OR (Mailing address: PO Box 3529, Portland, OR 97208). The Port, at its option, may decline to consider late submissions Alternate Proposal Submission Method Proposals may not be submitted by electronic means and must be hardcopy. 2.5 RFP Schedule Deadlines The following schedule is tentative and subject to change at the sole discretion of the Port: Nov 26, 2014 Issuance of RFP to prospective proposers Dec 11, :00 am Pre-Proposal teleconference (voluntary) Dec 30, a.m. for receipt of proposals Jan 20 22, 2015 Interviews / demos (if required) Jan 29, 2015 Selection of apparent successful proposer announced Period of Irrevocability Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals will contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated. 2.6 Protests Objections or Protests A proposer or prospective proposer who wishes to object to or protest any aspect of this procurement must deliver a written protest to the Manager of Contracts and Procurement, 7200 N.E. Airport Way, Portland, OR 97218; mailing address, PO Box 3529, Portland, OR 97208; or Facsimile (503) Solicitation No Page 4

7 2.6.2 Timeliness If the protest relates to matters that are apparent on the face of the solicitation documents or that are otherwise known or should have been known to the protester, the protest must be delivered no fewer than five (5) business days prior to the deadline for the Port s receipt of offers If the protest relates to other matters, including but not limited to the award of the contract, it must be delivered as soon as possible, and in no event more than five (5) business days, after the protester knows or reasonably should have known of the award of the contract, the Port s intent to award the contract, or other matters to which the protest is addressed Delivery A protest is delivered, for the purposes of this paragraph, when it is actually received by the Port s Contracts and Procurement Department staff Late Protests The Port may decline to review a late protest A protest shall be deemed to include only the documents timely delivered pursuant to this paragraph. It must clearly state all of the grounds for the protest and must include all arguments and evidence in support of the protest. Testimonial evidence may be submitted by affidavit. The Port may investigate as it deems appropriate in reviewing the protest, and will issue a written response to the protest. The Port may proceed with contract award, execution, and performance while a protest is pending. Solicitation No Page 5

8 3. PROPOSAL CONTENT AND EVALUATION CRITERIA 3.1 Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer s ability to satisfy the requirements of this RFP. Submissions of technical literature, display charts, or other supplemental materials are the responsibility and within the discretion of the proposer. The Port will not be liable for any expense incurred in the preparation of proposals. Firms interested in being considered for this work must submit the following written information for review by the evaluation team Proposers are encouraged to provide complete information in their written proposals. However, except as provided otherwise below, a proposal response to section shall be in a font size no smaller than 10 points. Each side of a sheet of paper is considered one page. Double-sided printing of the hard copy is encouraged. Pages should be numbered consecutively and fastened in the upper left-hand corner only. There should be no other bindings, such as comb-binders, presentation folders, 3-ring binders, etc. 3.2 Format Proposals shall conform to the following format: Part I - Proposal Form The proposal form follows this section of the RFP. Proposers must complete the Proposal Form (Exhibit A) and include it as the first page of their proposal Part II - Required Submissions and Evaluation Criteria Proposals will be evaluated by the Port s evaluation team based upon the criteria shown below. If no criteria weighting is shown, then the criteria are listed in their relative order of importance. Although some of the criteria may be given more weight than others, each proposer is expected to provide the Port with a comprehensive proposal which allows the Port to do a complete evaluation against the criteria Qualifications of Proposer - Weight 20 (a) (b) (c) Provide an executive summary of your firm, including number of years in business and financial health; Describe your firm s ability to provide the identified services; Provide examples of three implementations including broad scope and delivery timelines; specifically include how the proposer worked with the customer to meet system operations requirements, provide training, implement the solution, and identify needs and roles for ongoing system support Project Approach and Project Management - Weight 20 (a) (b) (c) (d) (e) Identify the project team, roles, and responsibilities; indicate where this team has worked together on similar projects; indicate where and how the Port would participate in the project plan; Identify the project manager, highlighting experience with similar airport installations; Identify anticipated responsibilities for the Port staff in order to ensure a successful implementation; Describe the approach to managing the project, including project status reporting and team coordination; Describe the implementation strategy, training, and plans for transition to operations; Solicitation No Page 6

9 (f) (g) (h) (i) Describe available training and sample curriculum, for system administration, hardware support, monitoring, and reporting; Describe available training for staff that will provide support for customer use of the kiosks; Describe how the project team will work with the Port and Customs personnel to test, certify, and accept the system; Describe how the project team will meet the Port s implementation timeframe as described in the Statement of Work Solution Functionality and Technical Design / Architecture - Weight 15 (a) (b) (c) (d) (e) (f) (g) Describe the system solution and how it addresses the Port s requirements; Complete Exhibit B Technical Requirements; any additional costs must be included in Exhibit E Fee Schedule; Provide an overview and drawing of the system architecture; Describe the network connectivity requirements; Identify power, data, and any other environmental requirements for installation; Provide samples of available reports for managing and monitoring performance of the system; State where and how the proposal deviates from the general requirements of the RFP System Support and Maintenance Weight 5 (a) (b) (c) (d) (e) (f) Describe the anticipated Port technical and customer support staffing requirements for successful day-to-day operation of the system; Explain options for support and maintenance; Describe any system monitoring and alerting capabilities that support continuous operations, e.g. low paper, etc.; Explain the approach for ongoing system upgrades as new requirements and options are introduced as part of CBP processes; Explain anticipated system upgrade cycles, upgrade methodology, and the coordination with the Port for upgrades; Provide a sample of the system maintenance agreement identifying support service levels Customer Ease of Use Weight 20 (a) (b) (c) (d) (e) (f) Describe the customer interaction with the kiosk, including reading the passport and capturing the photo; Identify the typical transaction time to review the customer information and produce the receipt for presentation to the Customs agent; Describe any ergonomic features of the kiosks that facilitate customer use and transaction processing, including adjustments for height, camera view, and lighting; Identify relevant industry biometric standards, current or evolving, that are supported by the kiosks; Identify language capabilities that are currently available or planned; Describe available standard or ADA accessibility options; Solicitation No Page 7

10 Cost/Fees - Weight 20 (a) Fill out Exhibit E Fee Schedule, identifying implementation, maintenance, and any other recommended costs; (b) Proposal fees should be inclusive of all travel and other reimbursable expenses References (not weighted, but used to verify information provided in the proposal). Provide the names and current contact information of three references having direct knowledge of the Proposer s work related to this RFP. Solicitation No Page 8

11 4. EVALUATION PROCEDURES 4.1 Competitive Range An evaluation team will determine which proposals are within the competitive range in accordance with the evaluation criteria set forth in Section 3. Only those proposals determined to be within the competitive range will be considered for award. 4.2 Evaluation Team Members One or more evaluation team members may conduct an initial evaluation of all proposals, using the evaluation criteria set forth in Section 3, and may identify a subset of proposals as finalists for further evaluation by the evaluation team After the initial evaluation, members of the evaluation team may perform any of their functions individually, or as a group consisting of two or more evaluation team members If particular functions are performed by individual evaluation team members or by a group consisting of less than the full evaluation team, the evaluation team members performing the functions shall report to the full team a summary of the information gathered or conclusions reached A report of final evaluation results and any recommendation regarding award of a contract may be made to the Executive Director or the Executive Director s designee without the participation of all evaluation team members, provided that a majority of evaluation team members participate. 4.3 Interviews / Demonstrations Selected proposers may be invited to participate in an interview stage of the evaluation process. Proposers should be prepared to respond to questions related specifically to their proposals and other pertinent matters with respect to the RFP. Solicitation No Page 9

12 EXHIBIT A Proposal Form Port of Portland Automated Passport Control (APC) Kiosks Solicitation No The undersigned proposer submits this proposal in response to the Port s Request for Proposal (RFP) for the contract named above. The proposer warrants that the proposer has carefully reviewed the RFP and that this proposal represents proposer s full response to the requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the proposer will contract with the Port, agrees to all terms and conditions found in the attached sample contracts, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents. The proposer further warrants that the proposer has not and will not discriminate, in violation of ORS 279A.110, or any other local, state or federal law, against any minority, women or emerging small business enterprise or other protected individuals, in the development or presentation of this proposal, or in obtaining any required subcontract. The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in Section 8 of Exhibit F Sample Implementation Contract and Section 9 of Exhibit G - Sample Maintenance and Support Agreement. Indicate in the affirmative by initialing here: The proposer hereby acknowledges receipt of Addendum Nos.,,,, to this RFP. Name of Proposer: Business Address: Telephone Number: Fax Number: Address: Authorized Signature: Printed/Typed Name: Title: Date: Solicitation No Page 10