REQUEST FOR PROPOSALS FOR
Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services FOR
Los Angeles International Airport (LAX) Release Date
Wednesday, January 29, 2014
Due Date
Thursday, March 13, 2014 2:00 pm, Pacific Time
Pre-proposal conference
Thursday, February 13, 2014 9:00 am, Pacific Time Room 420 LAWA Administration West Building 7301World Way West Los Angeles, CA 90045
Deadline to submit all questions Thursday, February 20, 2014 2:00pm, Pacific Time RFP Administrator
Jamaal Avilez Los Angeles World Airports Procurement Services Division 7301 World Way West, 4th Floor Los Angeles, CA 90045
[email protected]
Note: All communications regarding this Request for Proposals shall be directed in writing to the RFP Administrator listed above. Written communications may be made through email, U.S. mail, or delivery service. Any proposer communicating with Los Angeles World Airports staff other than the RFP Administrator may be disqualified, and their proposal declared non-responsive.
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
Table of Contents
Page
Section 1: The Opportunity 1.1. 1.2. 1.3. 1.4.
Objective Background Scope of Services Qualifications
3 3 4 19
Section 2: The Proposal 2.1.
2.2.
Contents 2.1.1 2.1.2 2.1.3 2.1.4 2.1.5 2.1.6 2.1.7 2.1.8 2.1.9
Cover Letter Table of Contents Executive Summary Understanding of the Assignment Operations and Maintenance Plan and Approach Organization and References Financial Capability Cost Proposal Submission Format
Process 2.2.1 Pre-Proposal Conference 2.2.2 Questions and Answers 2.2.3 Submission Requirements 2.2.4 Evaluation and Selection Procedure 2.2.5 Additional Terms, Conditions, Disclaimers, and Requirements
21 21 21 22 22 22 24 25 25
26 27 28 28 29
Section 3: The Contract 3.1. 3.2. 3.3. 3.4.
Contracting with LAWA Payment for Services Rendered Labor Compliance Program City Held Harmless
30 30 31 32
Section 4: Appendices Section 5: Attachments
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
SECTION 1: THE OPPORTUNITY 1.1.
Objective Los Angeles World Airports (“LAWA”) seeks competitive proposals from qualified firms to provide professional Information Technology (“IT”) support and services for the operation and maintenance of the Automatic Vehicle Identification System (“AVI System”) at Los Angeles International Airport (“LAX”) on a 24 hours, 7 days a week, 365 days per year basis per the direction of LAWA Information Management and Technology Group (IMTG).
1.2.
Background 1.2.1.
LAWA
LAWA is the Department of Airports of the City of Los Angeles (City) established pursuant to Article XXIV, Section 238 of the City Charter. As a financially self-sufficient, proprietary department of the City, LAWA is under the management and control of a seven-member Board of Airport Commissioners (BOAC) appointed by the Los Angeles City Mayor and approved by the Los Angeles City Council. The Executive Director administers LAWA and reports to the BOAC. LAWA operates and maintains LAX, LA/Ontario International Airport (LA/ONT), and Van Nuys Airport (VNY).
1.2.2.
LAX
LAX is the second busiest origination and destination airport in the world. In 2012, more than 63.6 million people traveled through LAX. Approximately 80 scheduled passenger airlines currently operate at LAX, including 22 domestic and commuter airlines and 58 international airlines. There are more than 2200 commercial ground transportation operators and 10,000 commercial passenger vehicles with authority to operate at LAX.
1.2.3.
LAX AVI System
The LAX AVI System registers, tracks, monitors, and provides data for the assessment of fees for all commercial passenger ground transportation vehicles and counts all vehicle traffic movement in and out of LAX’s Central Terminal Area (CTA) and certain outlying areas (e.g. commercial vehicle holding lots and remote parking lots). The AVI System is comprised of all equipment required for proper operation, including servers, networking equipment, power systems, software components and database software, magnetic traffic loops, AVI reader lane equipment, antennas, indicator lights, enclosures including fans and filters, and all other required cabling and management systems (Hereinafter referred to as “AVI System”). For a list of primary hardware and software, see Appendix 4.1-AVI System Details. The Central System Servers consist of five physical servers (multiple virtual servers), four assigned to production and one physical server committed to test/training. Additionally, there is a separate (non-VMware) dedicated internet-accessible web server. The Page 3 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
Application Server, Database Server, and Lane Server all reside as separate virtual machines in the VMware cluster, on the LAWA internal network. The reporting system provides a standard set of reports, as well as accommodates ad-hoc queries and reports, for managing the LAX ground transportation system based on information collected in a central database.
1.3.
Scope of Services The Contractor (Selected Proposer) shall perform all services on the AVI System (hardware, software, and magnetic loop coils) required to ensure the system is fully functional 24-hours per day, 7 days a week, throughout the term of the contract. The Contractor shall perform maintenance services as recommended by the respective AVI equipment and software manufacturers and as specified herein. In addition, the Contractor shall perform preventive maintenance and repair services to maintain the system reliability, service level agreements, and to ensure compliance with respective equipment warranties. The Contractor shall perform operational functions and tasks to ensure all LAWA requirements are achieved, including, but not limited to, all LAWA requested moves, additions and changes (MAC), the installation of new infrastructure, antennas, readers and all related programming, data backup, retrieval, restoration, archiving and reporting.
1.3.1.
Contractor Staffing
1.3.1.1. The Contractor shall provide sufficient on-site staff resources and on-call maintenance and support services to fulfill the requirements of this Scope of Work and respond in a timely manner per the Service Level Agreement.
1.3.1.2. All Contractor assigned staff shall have the qualifications and experience necessary to perform the services required. Contractor shall submit evidence of certification on AVI systems, if applicable, references, and detailed descriptions of qualifications that demonstrate its assigned staff meets the minimum requirements stated herein.
1.3.1.3. On-site Contractor staff will report to LAWA IMTG. 1.3.1.4. No substitution or replacement of Contractor’s on-site staff shall be allowed without fifteen (15) business days’ prior written notification and approval of LAWA IMTG. Prior to such replacement(s) the Contractor shall show evidence that the replacement personnel are certified by submitting proof of current certifications and work experience on the AVI systems and subsystems.
1.3.1.5. LAWA IMTG reserves the right to review and reject the qualifications of all Contractor employees who will be working under the Contract. LAWA IMTG reserves the right to request the removal and substitution of any personnel working under the Contract and such request may be made without cause and at any time during the term of the Contract.
1.3.1.6. The Contractor shall provide LAWA IMTG with cell-phone numbers, email addresses and other communication tools as directed by LAWA IMTG, to be used Page 4 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
to notify the Contractor of AVI System problems and to escalate unresolved issues as may become necessary.
1.3.1.7. The Contractor shall include LAWA IMTG and assigned staff in any and all communications between it and any LAWA staff and/or LAWA-contracted entities on any topic related to the AVI System including applications and devices. It does not include Contractor’s subcontractors, vendors or suppliers.
1.3.1.8. 24-7 Availability. The Contractor must be available and responsive to notification on a 24-hour, 7 days-a-week basis, including holidays.
1.3.1.9. Meetings. The Contractor shall ensure personnel with the requisite knowledge and decision-making authority to address issues at hand attends all meetings as required by LAWA IMTG. LAWA IMTG may require attendance in-person.
1.3.1.10. Security Badges. All Contractor employees and sub-contractors working on LAWA property are required to obtain LAWA security badges.
1.3.2.
Operations and Maintenance Support Requirements
1.3.2.1. Software The Contractor shall support the LAX AVI System applications, systems and software per the direction, review and approval of LAWA IMTG. Software support includes, but is not limited to: a. Database maintenance b. Analysis of errors/problems c. Analysis of reports for incorrect reads d. Programming, implementing e. Testing f.
Deploying software fixes/updates
g. Software changes of AVI applications h. Maintaining software applications and data bases, including Operating Systems updates and patches i.
System software updates break fix coordination, resolution and documentation
j.
AVI System software and other business logic reconfiguration
k. AVI System software modifications l.
AVI System software and other Business Logic – updates, fixes, adds
m. Workstations – software configurations/restores n. Clustering configurations/updates
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.2.2. Hardware The Contractor shall provide support for AVI System hardware per the direction, review and approval of LAWA IMTG. Hardware support includes, but is not limited to: a. On-site inspections to verify and monitor the function of the equipment comprising the AVI System including but not limited to readers, UPS, lights, and traffic loop coils b. Alignment and/or replacement of antennas c. Repair and/or replacement of other AVI hardware identified in Appendix 4.1-AVI System Details d. Maintenance of all hardware and software in enclosures e. Maintenance of all infrastructure f.
Reader updates including, but not limited to, configuration, or change of locations
g. Testing
1.3.2.3. Maintenance Contractor will perform preventive maintenance (PM) services as well as any repair services to ensure the equipment operates in accordance with the respective original manufacturers' specifications. When possible, all software and hardware maintenance and warranty support will be done during time periods that do not interfere with system operations. All work shall be performed in accordance with LAWA policies and procedures, including but not limited to Enterprise Change Management, Utility Shutdown, and Lane Shutdown process requirements. (Refer to Attachment 5.1-LAWA IMTG Enterprise_Change_Mgmt_Policy and Attachment 5.2-LAX Utility Shutdown Requirements.) 1.3.2.3.1.
Daily System Monitoring
All components and subsystems of the system will be subject to both manual and automatic daily system monitoring. Contractor will analyze all system components for signs of potential degradation, and take corrective action before components fail. Contractor will identify abnormal or unacceptable conditions or antenna reads. Hardware performance will be proactively monitored through regular maintenance activities. As storage space and disk integrity decrease, upgrades will be recommended based upon the system’s usage and needs. 1.3.2.3.2.
Preventive Maintenance
The Contractor shall perform preventive maintenance services to ensure the equipment operates in accordance with the manufacturers’ specifications and meets LAWA operational needs. The minimum schedule is listed in Appendix 4.2-AVI System Maintenance Schedule. Page 6 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
Preventive maintenance services include, but are not limited to: a. Check and repair all rusted, corroded or loose terminations, connectors, hardware and equipment. b. Measure and record signal inputs and outputs of various system components. c. Verify system operation and performance based on the original manufacturer's specifications. d. Inspect, test, calibrate, clean, lubricate and adjustments for all devices and their components.
perform
e. Conduct any routine maintenance required to maintain the system at required performance levels (i.e. purging old files, adding new tables or directories, etc.) f.
Verify processes, scheduled jobs and back-ups are successful.
g. Apply security software patches, database patches and operating system patches. h. Investigate and conduct analysis of anomalies to include trend analysis. i.
Perform system shutdown and re-start, if required, to keep the system operational.
j.
Inspect enclosures and conduits to ensure all cable access holes and other openings are securely gasketed and sealed to prevent water penetration, enclosure filters are clean and permit free flow of air and the fans are all in good working order.
k. Apply third party software or firmware upgrades, as required. l.
Provide changes to configurable parameters as requested by LAWA.
m. Execute approved software updates resulting from corrective action, business rule changes, and configuration changes. Software maintenance activities shall be scheduled and performed in accordance with LAWA’s Enterprise Change Management Process. During preventive maintenance activities, the Contractor will identify and report all system parts, equipment and materials that are close to end of useful life to LAWA IMTG and replace these in a timely manner. A completed Preventive Maintenance Checklist shall be included in the Monthly Activity Report submitted to LAWA IMTG (Refer to Section 1.3.6.5- Reports).
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.2.3.3.
Corrective Maintenance
Contractor shall perform corrective maintenance, whether planned or unplanned, as needed. Examples include, but are not limited, to the following: a. Retrieve data manually b. Replace damaged or faulty equipment c. Reestablish or reinstall system components following failure or damage to the system (i.e. files, programs, parameters, etc.) Contractor shall put forth all necessary resources to divert or correct an emergency condition. Such emergency conditions will be handled in accordance with policies and procedures established by LAWA IMTG. Should defects be detected in components supplied by third-party vendors, Contractor will identify and isolate the defect. 1.3.2.3.4.
Repair Service
In the event of an equipment malfunction or failure, such equipment shall be replaced, if not repairable on-site. The Contractor will establish all resources, materials and procedures to ensure that any defective equipment is repaired in accordance with the Service Level Agreement. Repair work performed by the Contractor shall be scheduled and performed in accordance with Section 4.3 Service Needs/Work Orders. Any replaced equipment shall returned to LAWA IMTG or discarded in accordance with Section 4.5.2- Replacement Equipment and Materials. Upon completion of a repair, Contractor shall provide a written report in accordance with Section 4.6.4.3-Maintenance Repair Report.
1.3.2.4. Warranties, Guarantees, and Licenses The Contractor warrants that all software fixes and modifications, maintenance workmanship and materials shall be free from defects for a period of one year from date of work. During the warranty period, the Contractor shall supply software maintenance consisting of modifications, bug fixes and patches. All warranty work, including all parts, cost of shipment and labor, shall be performed at no cost to LAWA. All part replacement shall be new and not used or refurbished. All warranties and guarantees of subcontractors, suppliers, and manufacturers with respect to any such work and system equipment/hardware/software shall be obtained by the Contractor for the benefit of LAWA regardless of whether or not such warranties and guarantees have been assigned or transferred to LAWA by separate agreement. The Contractor shall fully endorse such warranties and guarantees on behalf of LAWA. All software, firmware, and respective upgrades provided under this Contract shall be furnished with Contractor, manufacturer and developer technical support for firmware Page 8 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
and software, and the applicable licenses. Contractor shall supply up-to-date electronic copies of operator, user, system administrator, and application administrator instruction manuals, at no additional cost to LAWA.
1.3.3.
Services Needs/Work Orders
1.3.3.1. General All non-preventive maintenance work performed on the AVI System shall have a Work Order (WO) associated with it prior to performance of the work. Emergency or urgent work may precede a WO, however LAWA IMTG shall be notified before such work takes place and a respective WO shall be generated by the IT Service Desk no later than the next business day. All work shall be performed in accordance with LAWA policies and procedures, including but not limited to Enterprise Change Management, Utility Shutdown, and Lane Shutdown process requirements.
1.3.3.2. Notification 1.3.3.2.1.
System Notification
The AVI System alarm notification service shall automatically notify the Contractor and LAWA IMTG in the event an AVI System component indicates a problem needs investigation. The AVI System will be configured to notify anyone else LAWA determines should be notified. 1.3.3.2.2.
Manual Notification
Manually discovered AVI System and related problems shall be reported to LAWA IMTG. Manually discovered problems may include but are not limited to application related problems (system access, error messages, data discrepancies, etc.), computer system related problems (SAN, servers, switches, etc.), and field equipment related problems (enclosures, reader, loops, etc.). If a faulty AVI System component (hardware and/or software) is discovered while performing preventive maintenance, the Contractor will notify LAWA IMTG to open a WO. LAWA IMTG will forward notification to the Contractor of all WOs created from issues/problems reported by non-Contractor personnel.
1.3.3.3.
Contractor Acknowledgement
The Contractor will contact LAWA IMTG via phone and email to acknowledge the alarm/ notification. If the Contractor does not respond in accordance with the Service Level Agreement, the problem shall be escalated to the next responder level of both the Contractor and LAWA IMTG.
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.3.4. Outages For all system and equipment outages or failures, the Contractor shall have assigned staff addressing the problem until resolved. This shall be on a 24 hour-per-day, 7 dayper-week basis. An outage or failure is defined as a system issue or systems alert that impacts revenue data, billing, enforcement, or business functionality.
1.3.3.5.
Analysis/Resolution
The Contractor will analyze the problem to determine if the problem can be resolved remotely or if on-site response is required. The Contractor shall provide LAWA IMTG a detailed description of the problem, the root cause of the problem, steps and estimated time to resolve it. If the Contractor is unable to resolve the problem in accordance with the Service Level Agreement, the problem shall be escalated to the next responder level of both the Contractor and LAWA IMTG.
1.3.3.6. Closure Once a WO is completed, the Contractor will submit to LAWA IMTG, within three (3) business days, a written detailed description of the issue disposition and/or problem resolution. LAWA IMTG will determine format and if additional information and detail are required for WO closure.
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.4.
Service Level Agreement
1.3.4.1. Service Level Agreement The Contractor will implement systems, internal policies and procedures, and ensure that all AVI System outages, problems and/or issues are fully addressed and resolved in a timely manner as prescribed below. Requirements
Liquidated Damages
Contractor shall notify LAWA IMTG within 1 hour of detection of an AVI System outage/failure. Refer to definition in Section 1.3.3.4.
$100/hour beginning the 2 hour after detection until notification is received by LAWA IMTG.
Contractor shall notify LAWA IMTG by phone and email. Contractor shall notify LAWA IMTG within 1 business day (no later than 12noon Pacific Time on the next business day) of detection of an AVI System issue/alarm (non-outage/failure). Contractor shall notify LAWA IMTG by phone and email. LAWA IMTG reported AVI System issue or problem shall be acknowledged within 1 hour of notification.
nd
nd
$100/day (24 hours) beginning the 2 day after detection until notification is received by LAWA IMTG.
nd
$100/hour beginning the 2 hour after LAWA IMTG submits notification until acknowledgement is received.
LAWA IMTG shall notify Contractor via phone and email. Contractor shall acknowledge LAWA IMTG by phone and email. For all system and equipment outages or failures, the Contractor shall have assigned staff addressing the problem until resolved.
$100/update beginning the 2nd hour until resolution is achieved.
Agreed upon system outages or failures taking longer than one hour to resolve, Contractor shall provide 30 minute updates to LAWA IMTG by phone and email. Notification interval may be adjusted by mutual agreement between Contractor and LAWA IMTG. Within 24 hours after acknowledgement, Contractor shall resolve or have a work-around for the issue/problem. Contractor shall provide LAWA IMTG a description of the problem, the root cause of the problem, steps taken and estimated time to resolution. Contractor shall notify LAWA IMTG by phone and email.
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$1000/day (24 hours) beginning the 2 day after acknowledgement until resolution.
nd
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.4.2. Contractor Deviation from Service Requirements If a problem cannot be identified and/or corrected within the maximum allowed time interval, as specified in the Service Level Agreement, the Contractor shall submit a written statement to LAWA IMTG requesting a repair time extension. If LAWA IMTG approves the time extension, the respective Liquidated Damages will be waived for that period of time.
1.3.4.3. Liquidated Damages Liquidated Damages will be assessed for failure of the Contractor to meet the Service Level Agreement requirements. Liquidated Damages will not be assessed for a delay that occurs beyond the control and without the act, fault or negligence of the Contractor and/or its subcontractors or suppliers, at any tier. Waiting for a manufacturer to replace or repair equipment will not be an acceptable reason for time extension or Liquidated Damages waiver requests.
1.3.5.
Parts and Equipment
1.3.5.1. AVI System Vehicle Transponders Contractor shall procure and supply AVI System Title 21 compliant vehicle transponders as needed by LAWA. All transponders supplied shall be new, unused, and in working order for a period of five (5) years from the date of acceptance for such transponders.
1.3.5.2. Replacement Equipment and Materials All AVI System replacement equipment and materials will be new and unused, and meet or exceed the manufacturer specifications of the equipment listed Appendix 4.1-AVI System Details. LAWA IMTG will be the sole judge in determining equipment equivalence. LAWA may procure directly from the manufacturer, through the Contractor, or other third party vendor, as needed; costs will be covered through the determined mechanism of delivery. All newly installed equipment and parts will become the property of LAWA and all repaired/replaced equipment and parts will be returned to LAWA IMTG. All parts directed by LAWA IMTG to be discarded shall be disposed of following LAWA standards. (Refer to Attachment 5.3-LAWA IMTG Warehouse Procedure, Section 4.7-Salvaging Equipment.)
1.3.5.3.
Spare Parts Inventory Maintenance
Within 60 days of Notice to Proceed Contractor shall review the Spare Parts Inventory and ensure that the prescribed inventory levels are sufficient to meet repair response times per the Service Level Agreement, and the quantity levels are fulfilled. Contractor shall ensure the Spare Parts Inventory is maintained at assigned levels. When equipment and materials are utilized from the Spare Parts Inventory, the inventory shall be replenished to assigned levels within 60 days of usage.
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
Contractor shall provide a monthly report on the Spare Parts Inventory; identify items that require purchase, quantity, estimated cost, and delivery time. LAWA IMTG will review and may procure directly from the manufacturer, through the Contractor, or other third party vendor, as needed.
1.3.5.4. Shipping and Risk of Loss Contactor shall be responsible for the cost of freight and risk of loss for all transponder tags, equipment and materials. Contractor agrees to bear all risks of loss, damage or destruction of the transponder tags, equipment and materials, provided under this Contract, which occurs prior to LAWA IMTG written acceptance.
1.3.5.5.
Tools, Test Equipment, Special Tools and Standard Support Equipment
All tools, test equipment, monitoring hardware and software, ancillary items etc. required by the Contractor to execute the scope of work of this Contract and effectively maintain the AVI System shall be furnished by the Contractor at no additional cost to LAWA. Test equipment, special tools and support equipment include but are not limited to: lifts, hardware and software diagnostics, computers, modems and testers, ancillary items, etc. that may be needed for each subsystem and equipment that comprises the AVI System. The title or ownership of Contractor’s owned or rented tools or standard support equipment will not transfer to LAWA.
1.3.6.
Documentation, Records, and Reports
1.3.6.1. System Documentation The Contractor shall maintain current documentation and records of the AVI System, including, but not limited to, the following information, documents and manuals: a. Users Guide b. OLA Users Guide c. Handheld Guide d. Ad Hoc Guide e. Data Dictionary f.
LAX System Operations and Administration Manual (includes network diagrams)
g. LAX Maintenance Plan h. LAX System As-Built Drawings
1.3.6.2. Reliance on LAWA-Supplied Documentation The Contractor may use, but shall not rely/depend on, LAWA documentation in the performance of maintenance and operations functions including the repair and restoration of any type of system failures. Copies of any documentation developed by the Contractor for the AVI System shall be owned by LAWA.
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.6.3. Records The Contactor shall furnish and maintain detailed and itemized logs of all Contractor activity, including, but not limited to, remote monitoring, preventive maintenance, remedial maintenance, on-site and remote technical support, incidents in which the escalation plan is invoked and other labor. Logs shall detail activity per equipment location and include the time, date and duration of each activity on an hourly basis. The log will also include a summary of the system performance, a detail of problem diagnosis and correction, a list of equipment repaired or replaced, etc. All logs will be chronological, legible and include the name and telephone number of the individual performing respective work. 1.3.6.3.1.
Preventive Maintenance Log
All Contractor activity associated with the preventive maintenance function shall be documented, including, but not limited to, all itemized lists, detailed procedures and actual data of periodic maintenance, measurements and checks to be performed. Periodic data recorded shall include, but not be limited to: a. Initial data and status; b. Expected data and status; c. Measured or observed data and status; d. Deviations between expected data and status, and the measured or observed data and status. 1.3.6.3.2.
Site Log
A site log shall be located at all AVI Enclosures and will summarize activity at the respective location upon each visitation by the Contractor. The summary of each Contractor visit to a site shall include, but not be limited to, names(s) of visiting individual(s), date and time of arrival, time of departure, nature of visit, details of work activity, parts replaced, parts removed, parts installed and provisioning performed. The site log shall remain at the respective enclosure at all times.
1.3.6.4. Plans 1.3.6.4.1.
Maintenance Plan
The Contractor shall review the existing design and implementation of the AVI System Maintenance Plan, including pre-defined schedules, impact analysis and restore/recovery procedures, regular patches and/or upgrades, and maintenance and management of the licenses and warranties. Within 10 business days of the Notice to Proceed, Contractor shall confirm the Maintenance Plan subject to the review and approval of LAWA IMTG. 1.3.6.4.2.
Business Continuity and Disaster Recovery Plan
The Contractor shall provide support as needed for the design, testing and implementation of a Business Continuity and Disaster Recovery plan per LAWA IMTG principles and policies. The Contractor shall execute the plan when requested by LAWA IMTG. Page 14 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
1.3.6.5. Reports 1.3.6.5.1.
Monthly Activity Report
Contractor shall submit a monthly activity report that details all maintenance and repairs performed on the AVI System. The report shall include all equipment and software work orders, trouble tickets, alarms received, problem diagnosis, technicians dispatched, preventive maintenance activity and technical assistance rendered during the month. The report shall be in a format approved by LAWA IMTG. 1.3.6.5.2.
Monthly Equipment Report
The Contractor shall provide a monthly report on all changes to equipment inventory with corresponding serial numbers, manufacturers, and model numbers of new equipment additions/replacements and of old equipment being replaced/removed. The Contractor shall include the Spare Parts Inventory; identify items that require purchase, quantity, estimated cost, and delivery time. 1.3.6.5.3.
Maintenance Repair Report
Upon completion of a repair, the Contractor shall provide a written report of work performed, including but not limited to a brief description of the problem, location, root cause, impact analysis, action(s) taken, final status, preventive measures, materials/parts/equipment used, serial number(s) of such items, individual performing the work, start time and end time of report. Maintenance Repair Reports also will be included in the Monthly Activity Report. 1.3.6.5.4.
Baseline Performance Test and Report
Contractor shall perform a Baseline Performance Test and submit a Baseline Performance Report within 60 days of Notice to Proceed. The Baseline Performance Test will verify and document the performance of each antenna and each traffic loop of the AVI System with comparisons against physical observation of transponder vehicle activity and traffic volumes. The test methodology and report format shall be reviewed and approved by LAWA IMTG prior to performance and report submission. A Baseline Performance Report shall be submitted annually, with full detail of the test results and comparative analysis against the prior years’ data. 1.3.6.5.5.
Additional Reports
Contractor shall provide additional reports at the request of LAWA. The content and format of these additional reports shall be determined by LAWA.
1.3.6.6. Format All documents, plans and reports shall be created and stored in formats compatible with LAWA standards and approved by LAWA IMTG. Documentation and records will be directly accessible, without Contractor support/intervention, to LAWA IMTG at all times. All reports shall be submitted in softcopy forms, modifiable by LAWA IMTG. All Page 15 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
documents created and the content and format of each type of report shall be reviewed and approved by LAWA IMTG.
1.3.7.
Training
1.3.7.1. End-User Training The Contractor shall provide 40 hours per year of systems training as requested by LAWA; 40 hours, renewable, for each year of the contract term The training sessions may be on-site or web-based, as determined by LAWA, and may accommodate up to ten (10) LAWA personnel. Training requests may include, but not be limited to: a. User access b. Navigation of the application c. Creation of Ad Hoc Reports d. Demonstration of the functions of the application e. Demonstration of the typical uses of the application f.
System Operation and Support
1.3.7.2. Training Plan, Schedule and Material Contractor shall provide a training plan that includes training objective, brief class description, curriculum to be taught, class size, schedule and location, not less than 10 business days in advance. All training schedules, curriculum and materials shall be subject to review and approval by LAWA and the training material shall be included without any additional cost. LAWA will provide the room for classes.
1.3.8.
AVI System Enhancements
The Contractor shall have the expertise and resources to develop and implement certain “AVI System Enhancements” within 90 days of the contract Notice to Proceed or within the time period agreed to by LAWA IMTG. A visual overview of the following proposed enhancements will be provided as part of the Pre-Proposal Conference. AVI System Enhancements include but are not limited to: a. Develop screen views and three standard reports for on-line accounts b. Add lane level alarms for inactivity thresholds at all lanes c. Add all Service Type/Operator Type data option to all 31 standard reports d. Add violation type filter to one (1) violation report e. Add violation type filter to suspension proceedings report f.
Reassign grouping of lanes for traffic locations listed in the four standard traffic reports Page 16 of 32
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
g. Add prior year comparison data to the four standard traffic reports h. Add hourly circuit totals to one standard circuit report i.
Add transponder and account totals for two standard circuit reports
j.
Expand address listing of citation locations on the violations input screen
k. Create auto-look up and data field population of transponder ID for manual citations l.
Add billing code and billing description to the billable accounts standard report
m. Standardize the format of data fields in all 31 standard reports and exports n. Create historical rate chart for all Operator Types o. Create new billing file format for Charter Operations p. Develop feature to be able to schedule and save built-in and ad-hoc reports automatically to different formats, including but not limited to pdf, csv, Excel, xml, to specific network drive locations. q. Develop web services feature to exchange data among other systems Prior to the start of work on AVI System Enhancements, Contractor and LAWA IMTG will develop a complete scope of work description, including deliverables, acceptance criteria, and estimated cost. LAWA IMTG will authorize execution of these AVI System Enhancements either on a lump sum, turnkey or time and material basis, as deemed appropriate by LAWA IMTG. LAWA IMTG will provide written approval prior to the start of work on AVI System Enhancements. Failure to implement an AVI System Enhancement within 60 days of LAWA’s written approval and Notice to Proceed shall result in financial penalties of $100/day for each calendar day delay.
1.3.9.
Additional Work Requests
The Contractor shall have the expertise and resources to perform moves, additions, changes and updates (“Additional Work”) to the AVI System as may be requested by LAWA IMTG. Examples of such work include but are not limited to: a. Repair work due to vandalism or force majeure; b. Conduit/cable installations, including fiber splicing and terminations; c. Installation of additional parts, equipment, system or sub-systems; d. When not covered under the base-proposal pricing, replacement of discontinued hardware and software with new replacement hardware and software; e. Upgrades or user requested modifications to AVI System and related subsystems; and f.
Other operations and maintenance services and repair requirements not included in Section 4.2- Maintenance and Support Requirements Page 17 of 32
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Prior to the start of Additional Work, Contractor will present to LAWA IMTG a complete scope of work description, including schedule, deliverables, acceptance criteria, and estimated cost. The development of detailed requirements will be at no cost to LAWA. LAWA IMTG will authorize implementation/execution of Additional Work either on a lump sum, turnkey or time and material basis, as deemed appropriate by LAWA IMTG. Contractor shall not proceed with Additional Work without LAWA IMTG authorization and a Notice to Proceed.
1.3.10. Information Security Requirements The term ‘Information Systems Security’ referenced in this section refers to application or operating systems software and hardware used to host any component of the AVI System. The Contractor shall incorporate security best practices and meet a standard of due care to support the security policy of LAWA and shall abide by the following requirements:
1.3.10.1. Security Controls The Contractor shall be responsible for configuring security controls to provide individual accountability, audit ability, and separation of duties. Security controls must be consistent with industry best practices, including but not limited to the following: a. Authentication requirements for access to sensitive data and privileged functions b. Applying latest operating system patches to all components c. Applying latest security-related patches to all components d. Utilization of only the services required to meet desired functionality (disable unused services) e. Identification and activation of required TCP/UDP ports, and deactivation of access to other TCP/UDP ports when applicable f.
Logging of all security related events and anomalies including unauthorized or invalid attempts to access privileged services
g. Appropriate securing of components of the information system to ensure the confidentiality, integrity, and availability of information stored.
1.3.10.2. Security Design & Review a. The Contractor shall use a “layered security” approach to network architecture design so that it provides multiple barriers to delay or prevent attackers from exploiting network resources. b. The Contractor shall submit a network diagram for review and approval/acceptance by LAWA Information Security staff. c. The Contractor shall submit an application flow diagram for review and approval/acceptance by the LAWA Office of Information Security. d. The Contractor shall be required to show that the network and/or application flow design conforms to security best practices and is implemented in a fully secure manner. Page 18 of 32
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1.3.10.3. Documentation The Contractor shall provide a security plan that includes, but is not limited to: a. An overview of the information system security posture b. Full technical details regarding information system implementation strategy and documentation or guidelines that the Contractor follows to implement and deliver the information system c. Full technical details regarding security strategy – patches applied, operating system hardening steps, services enabled/disabled, TCP/UDP ports opened/closed, authentication requirements, etc. d. Any deviation from the security best practices shall be documented by the Contractor and must be approved by the LAWA Office of Information Security.
1.3.10.4. Security Assessment A security assessment may be performed by the LAWA Office of Information Security to ensure appropriate security controls have been designed and implemented. At the discretion of LAWA IMTG, prior to or immediately after information system deployment, LAWA or a third-party representing LAWA, may conduct a security assessment of the system prior to final user acceptance.
1.3.10.5. Security Issue(s) Remediation Provision for remediation of security issues as requested by LAWA: a. The Contractor must immediately remediate vulnerabilities and high-priority security issues identified during a security review or assessment. b. The Contractor shall be responsible for remediating high and medium risk level issues within a reasonable timeframe. If the remediation affects the functionality of the information system, the LAWA Office of Information Security may grant an exception depending on the risk level or use other external security methods to minimize the risk. Additional security assessments may be performed after remediation for verification purposes at the discretion of LAWA IMTG.
1.4.
Qualifications LAWA does not intend to limit the type of entity that may propose. Proposing entities may include individuals, corporations, partnerships, limited liability corporations or joint ventures. The Proposer, i.e., the proposing entity, should be the legal entity that will execute the Agreement. Such entity may be one that is newly created for the purpose of proposing on this opportunity. The Proposer need not have all the required skills and experience in house, but may assemble a team to provide the necessary skills and experience (“Proposal Team”). The Proposal Team may be assembled in a variety of ways, including through contracting, partnering, joint venturing, etc. It will be the entirety of the Proposal Team that will be evaluated and scored.
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Proposers should have: 1. Experience with the equipment and software listed in Appendix 4.1-AVI System Details, and 2. Experience in Microsoft C# development, or equivalent, and Oracle 11G. Proposers should be able to provide evidence of their personnel or subcontractors’ applicable or equivalent application certification, experience and proficiency to maintain all aspects of the AVI System in good working condition, per the manufacturer’s specifications and the guidelines and standards provided by LAWA IMTG. Proposers shall have a California C-7 Low Voltage Systems Contractor License.
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Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
SECTION 2: THE PROPOSAL 2.1.
Contents Proposers must: • Verify that the proposal is complete and the firm has completely responded to all proposal items and administrative documents in the RFP. •
Make sure that the proposal is well organized and easy to read.
Written submittal to this RFP process will be the primary basis on which LAWA will consider its award for the contract; therefore, Proposers should be thorough, detailed and as concise as possible when responding to each proposal item and assembling a proposal. In the written proposal, Proposers must include responses to all proposal items requested. Proposers will not be able to add to or modify their proposals after the proposal due date. LAWA may deem a Proposer non-responsive if the Proposer fails to provide all required documents and copies. In submitting the proposal, the Proposer agrees the proposal will remain valid for 180 days after the deadline for submission of proposals, and may be extended beyond that time by mutual agreement. Proposals accepted by LAWA in writing constitute a legally binding contract offer. Proposals must contain all of the following:
2.1.1
Cover Letter
The cover letter, which will be considered an integral part of the proposal, must be on official company letterhead, identify the Proposer’s legal structure (refer to Section 1.4) and be signed by the person or persons who have legal authority to bind the firm in contractual matters with LAWA. It must also contain their contact information. A copy of the Corporate Resolution or other appropriate evidence of authority must be attached to the cover letter. LAWA reserves the right to reject any proposal that contains an unsigned cover letter and/or submits incomplete documentation.
2.1.2
Table of Contents
Include a Table of Contents listing the various sections included in the proposal.
2.1.3
Executive Summary
The Executive Summary must include a brief statement of how the Proposer shall meet the scope requirements as set forth in this RFP document. Proposer must also include information that demonstrates the team’s strengths, the Proposer’s capacity to carry out the type of assignments described in the proposed scope of work, the Proposer’s experience and expertise, and a statement about why the Proposer’s proposal would be the best selection. (2 pages maximum)
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2.1.4
Understanding of the Assignment
The Understanding of the Assignment should explain the Proposer’s understanding and interpretation of the key goals and objectives of this RFP, including compliance with the various regulatory requirements associated with AVI System Operations and Maintenance Support Services and their understanding of the organizational and logistical needs inherent in the scope of services. Areas not in this RFP, but which the Proposer believes are essential to the effective performance and completion of the required services should also be addressed. (2 pages maximum)
2.1.5
Operations and Maintenance Plan and Approach
Proposer should describe the plan and approach for accomplishing the AVI System operations and maintenance support services, enhancements, and as-needed additional work requests as described in this RFP. Proposer should include how it will meet or exceed the Service Level Agreement requirements. Proposer also should include quality assurance/quality control, escalation, and documentation processes, capability and plan for training, and its capability, resources and plan for completing AVI System enhancements and additional work requests. Areas not described in this RFP, but which the Proposer believes to be essential to the effective performance and completion of the services, or would enhance such performance, should be included. (e.g. Additional preventive maintenance tasks to be performed on the hardware and software system components) (10 pages maximum)
2.1.6 A.
Organization and References
Organizational Chart and Proposal Team Identification (2 pages maximum – 8.5" x 11") Submit a project organizational chart identifying the Account Representative and key staff and note which area(s) of the scope of work they will be associated with. Include the following information on the chart: a. Names and titles of individuals who will be involved in this project (with company affiliation). b. A responsibility matrix indicating the reporting structure and task responsibilities of each member of the project team.
B.
Proposal Team Description (5 pages maximum) Proposal shall include a description of the team, its qualifications, and a summary of the duties of each key position in detail as it relates to their responsibilities. The Proposer shall identify all proposed on-site/local staff. Describe and submit proof of the professional qualifications, capabilities, related education, training, experience, accomplishments and certifications of each proposed staff member as it relates to the equipment and software listed in Appendix 4.1-AVI System Details. Specify the proposed staff’s experience with Microsoft C# development, or
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equivalent, and Oracle 11G. Describe the software development methodology, framework and integrated development environment (IDE) used. Provide resumes of proposed key staff as an appendix. Include everyone required to perform the scope of work. Resumes, certifications, licenses, and references must be included in a separate appendix clearly marked “Resumes, Certifications, and Licenses.” Note: Once the Proposal is submitted, the composition of the Proposal Team cannot be altered without consent of LAWA. Once a contract is awarded and executed, LAWA must approve any change to the key staff assigned to the project. New personnel are required to submit a resume stating qualifications and experience to accomplish the project. LAWA reserves the right to verify each candidate’s experience and education. C.
Company Profile (2 pages maximum) Provide a description of the Proposer. a. Identify Proposer’s years of experience, number of staff, location of staff and/or offices (including location of the headquarters office and any local offices), telephone number, fax number, and e-mail address. b. Identify the names of all general partners or owner(s) of your firm, their titles, office location, telephone number, fax number, and e-mail address. c. List key clients and other information relevant to the proposed scope of work. d. Proposer shall submit evidence of possession of California State Class C-7 Low Voltage Systems Contractor’s License.
D.
Experience and References List up to five non-City, non-LAWA, references with which the Proposer has conducted similar services using the reference form provided in Appendix 4.3-Proposer’s Experience and References. References must include: a. Company i. Company Name ii. Business Type iii. Address b. Contact Person The person should be the contract manager or principal individual with direct knowledge of contract and service performance. i. Contact Person Name ii. Title iii. Address iv. Telephone Number v. Email Address c. Project/contract start date Page 23 of 32
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d. Project/contract end date e. Description of the project/contract: i. Name of Project ii. Services provided iii. Address and location of service provided f.
Contract Value If a subcontractor, indicate the total value of the project/contract and the total value of the Proposer’s portion of work on the project.
A list of all current and prior City of Los Angeles contracts, including LAWA contracts, held within the last 10 years shall be provided in accordance with the Administrative Requirements as outlined within Appendix 4.5- Administrative Requirements of this RFP. LAWA, in its sole discretion, reserves the right to request additional references, to contact and verify all references, and to request additional supporting information from the Proposer as LAWA deems necessary.
2.1.7
Financial Capability
This section should provide LAWA with an understanding of the Proposer’s financial capability to provide the services described in this RFP. LAWA reserves the right to request, at any time during the RFP process, any additional information it deems appropriate to assist in determining whether the Proposer has the requisite financial capacity. The Proposer must provide: a. Financial statements for the most recent TWO complete fiscal years audited and certified by a licensed public accountant, or if unaudited, then accompanied by a notarized statement from the Chief Financial Officer certifying the accuracy of the financial information contained in such statements. b. All financial information for each partner, LLC/LLP member, or joint-venture, respectively, if the Proposer intends to organize as a partnership, LLC, LLP or joint venture. c. Written statement from any person or entity to indicate the level of commitment together with the financial information detailed in this section as if the guarantor were the Proposer. LAWA reserves the right to require guarantors’ financial information if the Proposer is an LLC or LLP.
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2.1.8
Cost Proposal
The Proposer shall submit a Proposed Cost Schedule (Appendix 4.4) listing the proposed costs for meeting the requirements requested in the RFP. It shall include: 1. Monthly Operations and Maintenance Support Services Fee 2. Title 21 Compliant Vehicle Transponder Fees The individual transponder fee listed should be based upon purchase orders in lots of 100. Include lead time needed for delivery. 3. Additional Work a. Unit rates for labor b. Mark-up for equipment and supplies c. Mark-up for third-party software d. Training session costs 4. AVI System Enhancements List estimated cost for each AVI Enhancement. All line items are to be determined by the Proposer based on their understanding of the requirements of this RFP. Line items 1, 2, and 3 must be guaranteed for the term of the contract. Base Monthly Support Services Fee must be all inclusive and shall factor in all resources needed to provide the Scope of Work and Level of Service defined in this RFP, including but not limited to all on-site, emergency call-out, repairs and replacements of system equipment and parts, replenishment of spare parts, software support, travel, per diem, parking, office space and supplies, lifts, 3rd party costs associated with electrical work, lane shut down safety requirements, and the development of report, test plans, scope of work, or similar documentation. LAWA reserves the right to opt for as needed, task order based services for any components of the scope of work as detailed in this RFP. The cost model may be lump sum, turnkey or time and materials, based on the hourly rates, and prices quoted and negotiated into the contract.
2.1.9
Submission Format
The following number of copies must be provided: 1. Part 1: The Proposal – One (1) original and six (6) copies of the required information and/or documents as outlined in Section 2 – The Proposal of this RFP. 2. Part 2: Administrative Requirements – One (1) original and one (1) copy of the required administrative forms as outlined in Appendix 4.5-Administrative Requirements of this RFP.
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The original of each Part 1 and Part 2 must be marked “Original” on its front page or cover, must contain the original signatures, and must be signed by a duly authorized representative(s) of the Proposer. Each bound copy titled “Part 1: The Proposal” should be printed double-sided on 8½” x 11” paper (11x17 page size may be used if folded to fit size requirements.) Minimum font size is 11point Arial. Each copy should be bound in a three-ring binder with tabbed dividers corresponding to the letters delineating each section as described below. A separate binder labeled “Part 2: Administrative Requirements” shall contain the materials that demonstrate that the Proposer satisfies the administrative requirements. The forms to be completed to meet these requirements are contained in Appendix 4.5-Administrative Requirements of this RFP. All required administrative forms and statements must be completed, properly signed, and submitted along with the proposal. Incomplete submission of the required documents, including any that may need to be notarized by Proposer may deem the proposal non-responsive and it may not receive any further consideration. The original and copies of all parts of the proposal(s) should be enclosed in a single sealed package, with the name and address of the Proposer in the upper left hand corner and marked, “LAX AVI SYSTEM OPERATIONS AND MAINTENANCE SUPPORT SERVICES”. Proposer must also provide a complete electronic copy of the proposal as an Adobe Portable Document Format (“PDF”) file on a flash drive or CD. Failure to follow page limits may prevent a proposal from consideration. Proposer may submit supplemental information such as pictures, tables, figures, etc. where indicated as an appendix and are not subject to the page limitations.
2.2.
Process 2.2.1
Pre-Proposal Conference
The purpose of this conference is to discuss the requirements and objectives of the RFP and respond to questions. A demonstration of the application and visual overview of the proposed AVI Enhancements will be provided. A brief field tour of the AVI System will be offered immediately after. The opportunity to view the AVI System design documents, performance data, historical work orders, and spare parts inventory, will be offered in the afternoon. A signed Non-Disclosure and Confidentiality Agreement will be required by each individual to view the documentation. (Attachment 5.4-Non-Disclosure and ConfidentialityAgreement) Attendance at this pre-proposal conference is optional and not required in order to submit a proposal, though attendance is highly recommended. The pre-proposal conference is scheduled on: Date: Time:
Thursday, February 13, 2014 9:00 am, Pacific Time Page 26 of 32
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Location:
Room 420 LAWA Administration West Building 7301World Way West Los Angeles, CA 90045
Note: RSVP is required by Monday, February 10, 2014, to
[email protected]. Provide your firm’s name, name/title of all attendees, and indicate whether each attendee will attend 1) pre-proposal, 2) the application demonstration, 3) field tour, and/or 4) document review. The tentative schedule for the Pre-Proposal Conference is as follows: • • • •
9:00 a.m – 10:00 a.m. 10:00 a.m. – 11:00 a.m. 11:00 a.m. – 12:00 p.m. 1:00 p.m. – 3:30 p.m.
Pre-Proposal Conference Application demonstration Field tour Documentation review
Sign Language Interpreters, Communication Access Real-Time Transcription, Assistive Listening Devices, or other auxiliary aids and/or services may be provided upon request. To ensure availability, you are advised to make your request at least 72 hours prior to the meeting you wish to attend. Due to difficulties in securing Sign Language Interpreters, five or more business days’ notice is strongly recommended. For additional information, please contact LAWA’s Americans with Disabilities Act (“ADA”) Coordinators Office at (424) 646-5005 or by e-mail at
[email protected]. You may also contact the ADA Office via the California Relay Service at (800) 735-2929.
2.2.2
Questions and Answers
Any questions regarding the proposal requirements and any additional proposal criteria, instructions, or corrections, if any, received prior to the pre-proposal conference, may be discussed at the pre-proposal conference. All questions received by the deadline established below will be addressed in an addendum posted to www.labavn.org. In addition, should LAWA amend the requirements set forth herein, a written addendum will be issued reflecting any changes and such addendum will also be posted at www.labavn.org Thus, all firms submitting proposals in response to this RFP must register in www.labavn.org. All questions or requests for clarification on the RFP must be clearly presented in writing and transmitted by email no later than Thursday, February 20, 2014, at 2:00 pm, Pacific Time, Click here to enter contact name via email at
[email protected]. LAWA will only communicate with one person per proposal. It will be the responsibility of the Proposer to identify in the proposal the correct name and address of the contact person, phone number, fax number, and e-mail address.
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2.2.3
Submission Requirements
Potential Proposers should read, review and understand this RFP, all the attachments and any addenda issued. The Proposer should submit a proposal in accordance with the instructions given in this RFP. The proposal should be prepared as specified as to form, content, and sequence. The proposal must be received by LAWA by 2:00 pm, Pacific Time on Thursday, March 13, 2014. Please use the address below to submit your proposal: Los Angeles World Airports Procurement Services Division 7301 World Way West Los Angeles, CA 90045 Attention: Jamaal Avilez LAWA will not consider any proposals received at the wrong location or after the due date and time.
2.2.4
Evaluation and Selection Procedure A. Evaluation Criteria LAWA has established specific evaluation criteria to assist in the evaluation of proposals. The criteria are as follows: Item 1
2 3
Evaluation Criteria Points Experience and capabilities of the Proposer’s firm and 35 proposed staff in meeting the requirements and providing the services described in the RFP (includes past performance reference checks) Operations and Maintenance Plan and Approach 30 Proposed Costs 35 Total Points 100
B. Interviews and Short-Listing LAWA reserves the right to conduct interviews or to proceed without conducting interviews. The purpose of interviews, if conducted, would be to allow Proposers the opportunity to clarify and expand upon aspects of their proposal. They also present an opportunity to evaluate key personnel and discuss issues of experience, performance, financials, qualifications and quality assurance. Proposer(s) (either all or a short list) may be subsequently re-interviewed for final evaluation. Proposers may bring presentation boards or use on-screen PowerPoint presentations.
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Furthermore, LAWA reserves the right to interview only a short list of Proposers or to establish a short list of proposals without conducting interviews. If a short list is used, it will be based on the evaluation panel using all the evaluation criteria listed above and by applying the same relative weights assigned to these criteria as listed. If LAWA elects to establish a short list among the Proposers, LAWA reserves the right for the Proposal Evaluation Panel to determine the number of short-listed proposals during the evaluation process. Scores arising from any short-listing process will not be carried forward to subsequent rounds or final scoring of the proposal/interview process. C. Scoring and Ranking Scoring will be accomplished by using a “Must” system. Under this system, after evaluating all proposals, each member of the evaluation panel must award the maximum potential points designated for each criterion above to at least one proposal that best meets the requirements of that criterion. Each evaluation panel member, however, may also award the maximum potential points to other Proposer(s) that, in the opinion of the evaluation panel member, demonstrate(s) comparable quality in the criterion. Once each evaluation panel member has completed scoring, the evaluation panel members’ scores will be converted to rankings (i.e. 1st, 2nd, 3rd, etc.). These rankings among evaluation panel members will then be added to determine the overall ranking by the evaluation panel. D. Approval of Selection and Award of Contract(s) Once contract negotiations are completed, the selected Proposer(s) will be required to enter into a contract agreement with LAWA. Any such contract(s) will be subject to award by the BOAC and approval as to form by the City Attorney. LAWA reserves the right to award a contract(s) based on all or only a portion of the scope of work outlined in this RFP. LAWA reserves the right to award all or portions of a Proposer’s proposal and/or require that one Proposer collaborate with another for the provision of specific services, either prior to execution of a contract or at any point during the life of the contract.
2.2.5
Additional Terms, Conditions, Disclaimers, and Requirements
Proposers are expected to read and understand all terms, conditions, disclaimers, and requirements associated with this RFP. You will find the Additional Terms, Conditions, Disclaimers, and Requirements in Appendix 4.6 of this document.
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SECTION 3: THE CONTRACT 3.1.
Contracting with LAWA It is the intent of LAWA to negotiate a contract with the selected Proposer(s) for a term of three (3) years. Refer to Attachment 5.5-Sample Contract. The contract for the LAX AVI System Operations and Maintenance Support Services will be awarded by the BOAC to the Proposer that best meet the requirements specified in this RFP. Degree of responsiveness to the RFP and qualifications to successfully implement the proposed program will be determined by LAWA from the information furnished by the Proposer in the submittals; the interview committee session, if held; and any other sources determined to be valid by Executive Management or the BOAC. An award will not be made until after LAWA has verified information regarding the demonstrated experience and responsibility of the Proposer. Each Proposer consents to LAWA obtaining such verification by submitting its proposal. LAWA reserves the right to reject all proposals. Note: No contract or portion thereof may be assigned without consent of the Executive Director within his/her authority or the BOAC. The Contractor will not permit any subcontractor to be voluntarily assigned or transferred or allow the contract to be performed by anyone other than the original subcontractor(s) listed on the original response to the RFP without written consent of the Executive Director within his/her authority or the BOAC.
3.2.
Payment for Services Rendered The selected Contractor will submit invoices requesting payment for the services completed on the scheduled agreed upon in the contract. The contract will also determine how additional charges (if allowed) such as, City-approved reimbursable expenses incurred and labor hours incurred by personnel during the billing period will be invoiced. The selected Contractor will attach to each billing a status report specifying and itemizing in detail the tasks and deliverables, total monthly fees and expenses, and cumulative fees and expenses incurred to-date. Certain definitive tasks or deliverables may be paid on a task-fee basis if the contract stipulates. Other specific billing instructions will be described in the contract language.
3.3.
Performance Bond After award of contract, but before any work is performed under the contract, the successful bidder will be required to file a Performance Bond with LAWA to be approved by the City. The successful bidder shall provide the Performance Bond on a form provided by LAWA. The Performance Bond shall be for 100 percent of the contract price to guaranty faithful performance of all work. The Performance Bond must be issued by a surety who is authorized to issue bonds in California. Refer to Attachment 5.6-Performance Bond Form.
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3.4.
Payment Bond After award of contract, but before any work is performed under the contract, the successful bidder will be required to file a Payment Bond with LAWA to be approved by the City. The successful bidder shall provide the Payment Bond on a form provided by LAWA. The Payment Bond shall be for not less than 100 percent of the contract price to guaranty claims of material suppliers and mechanics and laborers employed by or under the contract. The Payment Bond must be issued by a surety who is authorized to issue bonds in California. Refer to Attachment 5.7-Payment Bond Form.
3.5.
Labor Compliance Program The selected Contractor shall comply with the City of Los Angeles Labor Compliance Program. Refer to Attachment 5.8-City of Los Angeles Labor Compliance Manual. Prevailing Wages Any contract awarded hereunder will require the Contractor to comply with the provisions of the Labor Code of the State of California, relating to Public Works Wages. These provisions require the Contractor to pay not less than the "General Prevailing Rates" to all workers employed in the execution of the contract and to post a copy of the "General Prevailing Wage Rates" at the job-site, in a conspicuous place available to all employees and applicants for employment. The "General Prevailing Wage Rates" shall be those rates as determined by the Director of the Department of Industrial Relations of the State of California available at http://www.dir.ca.gov/dlsr/statistics_research.html. Copies of these rates are on file in the Office of Contract Compliance, Bureau of Contract Administration, telephone (213) 847-1922. Information regarding prevailing wage rates may be obtained from the Division of Labor Statistics and Research, Prevailing Wage Unit, P.O. Box 420603, San Francisco, CA 94142, Telephone (415) 703-4774, Fax (415) 703-4771. Along with the commonly recognized classifications, the following categories are also covered under prevailing wage laws: -
Offsite truck hauling; Geotechnical / geological work; Inspection; and Testing work;
Jobsite Workers Along with "Journeymen", Apprentices must be employed when apprenticeable crafts are being utilized. All apprentices must be registered in a Federal or State of California Approved Apprenticeship Program. The use of "Journeymen" must comply with all State of California labor Laws. Page 31 of 32
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Certified Payroll Records Certified payroll records shall be submitted, to the City's Office of Contract Compliance by the Prime Contractor and all Subcontractors performing work on the project, regardless of dollar amount or type of contract. These payroll records shall be submitted to the Office of Contract Compliance, through the Department of Public Works, Bureau of Contract Administration. These payroll records shall be submitted to the Office of Contract Compliance, through the Department of Public Works, Bureau of Contract Administration, Online Certified Payroll System (OCPS). The period covered shall be from the time work starts until all work is completed on the project. Failure to submit said certified payrolls on time may result in the withholding of progress or retention payments to the Prime Contractor and the assessment of penalties as set forth in the California Labor Code. This project has been identified for submission of certified payrolls through the Department of Public Works Bureau of Contract Administration’s Online Certified Payroll System (OCPS). The OCPS is a web based program that will allow contractors to submit certified payrolls electronically. Contractors (of any tier) will be required to submit their certified payrolls through the OCPS. Contractors (of any tier) shall be responsible for maintaining certified copies of payroll records as required by law (§ 1776 of the California Labor Code). The prime contractor shall be responsible for ensuring that all their subcontractors regardless of tier submit certified payrolls through OCPS. Training for OCPS will be provided by the BCA during the second and fourth Wednesday of each month. For further questions, please send an email to
[email protected].
3.6.
City Held Harmless The contract to be awarded will contain a Hold Harmless provision. Refer to Attachment 5.5Sample Contract.
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SECTION 4: APPENDICES 4.1. AVI System Details 4.2. AVI System Preventive Maintenance Schedule 4.3. Experience and References Form 4.4. Proposed Cost Schedule 4.5. Administrative Requirements 4.6. Additional Terms, Conditions, Disclaimers, and Requirements
Request for Proposals for LAX Automatic Vehicle Identification (AVI) System Operation and Maintenance Support Services
SECTION 5: ATTACHMENTS 5.1. LAWA IMTG Enterprise_Change_Mgmt_Policy 5.2. LAX Utility Shutdown Requirements 5.3. LAWA IMTG Warehouse Procedure 5.4. Non-Disclosure and Confidentiality Statement 5.5. Sample Contract 5.6. Performance Bond Form 5.7. Payment Bond Form 5.8. City of Los Angeles Labor Compliance Manual
