1-02 Scope of Work BVB 407-26 JLO.pdf

Specification No. BVB 407-26 JLO

THE CITY OF AMARILLO, TEXAS

PURCHASE SPECIFICATION

FOR

AIRPORT – REPLACE MULTI-USER FLIGHT INFORMATION DISPLAY SYSTEM

BVB 407-26 JLO

1.0 CLASSIFICATION AND SCOPE

1.1 Classification

The City of Amarillo, Rick Husband Amarillo International Airport, intends to replace the existing multi-user flight information display system that is currently installed throughout the Airport’s commercial passenger terminal building.

1.2 Scope

The current multi-user flight information display system (MUFIDS), which utilizes Mac Mini’s, is being discontinued by the original vendor and requires replacement. The replacement includes some of the MUFIDS display monitors, the system computers, and system switches. The cabling within the system does not need replacing (except as noted).

This replacement also includes a five (5) year service contract to provide flight information, warranty, and system services. The system needs to be operational by October 1, 2026.

2.0 Use

The multi-user flight information display system will be replaced at the commercial passenger terminal located at Rick Husband Amarillo International Airport, 10801 Airport Blvd., Amarillo, Texas, 79111.

3.0 Detailed Specifications

3.1 TERM OF AGREEMENT

The selected vendor shall provide the required equipment, install such equipment, test the equipment, and make the system fully operational on October 1, 2026. The term of the service agreement shall be for a period of five (5) years, beginning on the day that the required equipment is fully installed (as determined by the Airport). There shall be two separate and distinct renewal options of five (5) years each, each upon mutual agreement of the Airport and the selected vendor.

3.2 REQUIRED EQUIPMENT & SOFTWARE

The selected vendor shall provide the appropriate equipment, the specific equipment listed (if specific details are given), or otherwise equipment with the characteristics listed, to meet the following functional needs of the MUFIDS system:

a. Computer hardware needed to service all Flight Information Display, Baggage Information

Display, and Gate Information Display monitor locations. This includes any replacement or new cabling to each location (whether currently installed or not) if needed to meet system operational requirements. There are currently thirty-four (34) single monitor locations and eight (8) dual monitor locations. All have electricity at the locations. See the monitor schedule for changes and additions. New hardware to service all locations indicated on the monitor schedule should be provided.

b. Signal Converters shall be provided for any extended data signal runs between computer hardware and video monitors. Ethernet is generally provided between communications rooms and all current monitor locations. If any new runs over two hundred fifty (250) feet will be utilized, fiber optic cabling shall be used, and needed fiber converters provided and installed by the awarded vendor.

c. Forty-eight (48) inch and sixty-five (65) inch Commercial Grade video monitors at each MUFIDS monitor location (except where specifically noted – see attached monitor schedule).

A total of thirty-six (36) new video monitors shall be provided by the awarded vendor. (This includes one (1) spare). Each of these monitors shall be of the LED-LCD type with a resolution of 1920 x 1080 (1080p), have a thin bezel with sideways facing connections to facilitate flexible installation, and have VESA (Video Electronics Standards Association) mounting capability. Four (4) monitors require ceiling pole mounts. See the attached monitor schedule for more information. Some require higher than normal brightness (See the attached monitor schedule for more information). At the remaining monitor locations, the currently installed monitors should be used.

d. Any and all network equipment installed in the current MUFIDS network. All network equipment shall be replaced and located in current communications rooms and attached to an existing UPS unit a UPS unit is currently in use at that particular location.

e. All remote computer hardware that will service and process the MUFIDS software-as-a-service. This shall include any and all redundant hardware necessary to provide at least one

(1) backup remote location (externally). To clarify, the provider must have the capability to process the services through at least two (2) locations, in case one location is ever compromised.

f. All mounting hardware for each MUFIDS video monitor and all computer hardware and network equipment (i.e. switches/routers).

g. All software and system operating systems (including appropriate licenses) to operate any server, computer, or other required hardware so that the system functions properly as an airport multi-user flight information display system.

h. Baggage Carousel Input Portal. A return baggage input portal shall be provided where airline staff off-load baggage onto the return baggage carousels which allows staff to select the appropriate carousel being used. This portal may use an iPad type of input device or other type of input device, either of which must be in a ruggedized type enclosure and must be mounted near the baggage carousels. One device per carousel should be provided. This portal shall allow (and require) an authentication PIN.

i. Content Management. The software shall feature a content management portal that allows airport management to manage what information is shown on individual monitors.

3.3 REQUIRED SERVICES

The selected vendor shall provide the following services, which shall be included in the service contract agreement:

a. Multi-User Flight Information Display software - as a service. Such display system/software shall be customized to the Airport’s needs, servicing all the current airlines operating at the Airport (American, United, Southwest) with the capability to service additional legacy and low-cost air carriers as needed. This software shall be provided as a service, with the primary system components (server and backups) being hosted by the vendor. The system shall be virtually maintenance-free, as the Airport shall have no maintenance duties or burdens to ensure at least a 99% system uptime. This system software shall control all of the on-site Airport flight information display locations in the Airport Terminal and the capability to accommodate other remote locations chosen by the Airport (such as off-site hotels). The software shall provide real-time flight status information about flights to/from the Rick Husband Amarillo International Airport, departure/arrival gate information, and baggage carousel information at any and all monitor locations desired by the Airport. The software provided shall be cutting edge flight information display system technology, with the capability to fully utilize 1080p monitors available on the market and be able to display customized flight information layouts, custom advertising, flight tracking information, and display any and all information in either landscape or portrait formats. The software shall be customized (with formats, sizes, layouts, and esthetics as desired by the Airport) to provide appropriate display information at the boarding lounge gates, generic locations throughout the terminal building, in the ticket counter area, and in the baggage claim area. The software shall also receive scheduled airline flight information data feeds from the vendor’s chosen sources in order to provide the most accurate flight information possible. The Airport and the airlines shall be able to override the data feeds for any particular flight at any time to input information or changes that are local in nature, also providing the opportunity to give data authority back to the data feeds at any time for any flight. The Airport and the airlines shall also be able to input non-scheduled and charter flight information that is not otherwise available from any other source. Additionally, the software shall have the capability to integrate with the Airport’s public address system by providing an integrated voice-to-text service (widget) that will display important verbal information in a textual format on selected flight information display monitors. If this voice-to-text service is supported by the Airport’s public address system and the Airport decides to engage this service at any time within the service contract period, the selected vendor shall assist with the implementation of this service at no additional cost.

b. The Multi-User Flight Information Display software shall also provide live flight tracking via an on-screen map with weather radar overlay, visual paging capability, emergency messaging capability, integrated marketing and advertising messaging, and website MUFIDS integration. The software shall also be configurable and customizable to show the Airport’s logo/date/time and other information the Airport desires on any MUFIDS screen at any time.

The selected vendor shall work directly with the Airport/City to ensure the website integration is fully functional at the time of system cut over.

c. The software shall be remotely monitored and maintained by the vendor 24 hours per day, 365 days per year for the life of the contract.

d. All licensing shall be included, as needed.

e. Initial programming, customization, installation, and setup shall be included.

3.4 WARRANTY AND UPDATES

The selected vendor shall warranty all multi-user flight information display system components installed at the Airport, and those systems installed at locations remote to the Airport but which are part of the Airports functional system, for a period of one (1) year from the date the system is fully installed (as determined by the Airport), except for the Commercial Grade Monitors which shall be warranted for a period of three (3) years from the date of purchase by the vendor. Additionally, the vendor shall provide any and all system software and firmware updates that may be generated by the vendor during the contract term(s) at no additional charge.

The selected vendor shall provide twenty-four (24) hour troubleshooting via telephone (and remotely online) and be able to provide replacement parts for the system within seventy-two (72) hours.

3.5 ADDITIONAL ITEMS

The selected vendor shall remove all components being replaced (except needed wiring and cabling) from the currently installed MUFIDS system. All removed components shall be returned to the Airport for recycling. All installation work shall be accomplished between the hours of 7:00 P.M. and 4:00 A.M. and shall be coordinated with the Airport staff.

For all additional cabling/wiring needed, the selected vendor is to provide all of the materials needed and the labor to install the items (including cable pulls) and terminate any and all cable ends. The Airport will indicate the best location(s) for cable runs but will not provide any labor to accomplish the work. All current MUFIDS monitor locations have satisfactory Ethernet service already running to them, except as may be noted on the monitor schedule. These existing cables do not need to be replaced unless determined to be defective or beyond useful life by the selected vendor.

The selected vendor shall provide a minimum of 8 man-hours of system training, to be conducted at dates and times agreeable to the Airport. The training shall include training for system users (including airline staff), system administrators, and a detailed technical system overview for the Airport’s IT/facilities staff. Group training will be possible, but some individualized sessions may be necessary.

An additional 48” MUFIDS monitor shall be provided as an on-site spare (listed on the monitor schedule). An additional single-monitor computer shall be provided as an on-site spare (if the installed system uses computers at each monitor location). A spare switch of each type used within the system shall also be provided. These items are in addition to those items listed elsewhere in this document.

Fingerprint background checks and appropriate airport identification badging will be required for at least one vendor supervisor working on this project on site at the Airport. Work in communications rooms that are not located in secured areas of the terminal building may be done prior to receiving an airport identification badge. Secured area training, up to 2 hours per person, may also be required prior to receiving an airport identification badge with authorization to enter secured areas. Failure of vendor supervisors to pass required background/security checks shall result in those failed personnel not being allowed to work on the Airport property. It is the vendor’s responsibility to provide personnel that are capable of passing all background/security checks.

System cut-over and testing shall be accomplished during a single evening (8pm to 5am). Cut over from the existing MUFIDS system to the new MUFIDS system shall be mindful and accommodating of the flight schedule. Key FIDS locations shall not be out of service during significant passenger traffic periods.

Invoicing/billing for the required services shall be on a monthly basis. Please list the pricing for the first five (5) years of service on the bid table, itemized by year.

The Airport’s partner airlines have requested that the system be able to show standby lists at the gates and show boarding group currently boarding at the gates. Please indicate in your response whether or not your system can provide these functions.