Provo Airport (PVU)

Request for Proposals (RFP)

Flight Information Display System (FIDS)

Project #PR2026001033

July 2026

Provo City Municipal Airport

1331 S. Sky Way

Provo, Utah 84601

(801) 852-6715

Contents Provo Airport (PVU)

Request for Proposals (RFP)

Flight Information Display System (FIDS)

1. Introduction

2. Airport Background and Operating Environment

2.1 Existing and Planned Facilities

3. Project Objectives

4. Scope of Work

4.1 Core FIDS Functionality

4.2 User Access and Manual Control

4.3 Display and Content Management

4.4 Hardware Requirements

5. Minimum Technical Specifications

5.1 System Architecture

5.2 Integration & Data Access Requirements

5.3 Offline and Contingency Operations

5.4 Device Playback and Device Management

5.5 Minimum Security and Privacy Requirements

6. Training and Support

7. Vendor Qualifications

8. Proposal Submission

8.1 Submission Requirements

8.2 Disclosure of Proposal Content

9. Evaluation Criteria

11. Statement on Immigration Status

12. Required Insurance Policies and Bonds

13. Procurement Schedule

14. Reservation of Rights

Commented [KJ1]: Section 10 doesn’t exist

1. Introduction

Provo City, Utah, through the Provo Airport (PVU), is soliciting proposals from qualified vendors for the procurement, implementation, and ongoing support of a Flight Information Display System (FIDS) for use throughout the Provo Airport terminal.

This RFP is intended to identify a vendor capable of providing a robust, secure, scalable, and airport-proven FIDS solution that supports current operations and accommodates planned terminal expansion where the existing 5-gate terminal will be expanded to 10 gates.

2. Airport Background and Operating Environment

Provo Airport (PVU) is a commercial service airport serving Utah County and the surrounding region. PVU has experienced rapid passenger growth and is currently in an active period of terminal and airfield expansion. When the original terminal opened in July 2022, passenger enplanements were hovering around 100,000 annually. Since that time growth has surged to surpass 540,000 enplanements in 2025.

2.1 Existing and Planned Facilities

The FIDS solution must support the following current and planned operational environment:

• Gates:

o 5 existing passenger gates o 3 additional gates scheduled to come online in Winter 2027 o 2 additional gates scheduled to come online by Summer 2029 o Total planned gates at full buildout: 10 gates

• Baggage Facilities:

o 2 inbound baggage claim carousels. Interior and Exterior monitors displays required.

o 1 outbound baggage makeup area scheduled for completion in 2027

• Terminal Displays:

o Gate, ticketing, and baggage claim FIDS displays o A minimum of six (6) additional terminal-wide informational displays showing FIDS content

• Federal Inspection Services (FIS) o The airport expansion will include shell space for a Customs and Border Protection Checkpoint sometime in the future. A specific go-live date for this space has not been identified. The selected FIDS vendor should have capability to add FIDS equipment to the Customs area, if needed.

The proposed system must scale seamlessly as these facilities come online without requiring system replacement or major reconfiguration.

Commented [KJ2]: We technically have 5 gates

3. Project Objectives

The objectives of this procurement include:

• Replacement of the existing FIDS with a modern, airport-grade system

• Accurate, real-time dissemination of flight, gate, and baggage information

• Improved passenger experience through consistent and intuitive display layouts

• Operational flexibility for airport and airline staff

• Scalability to support future terminal expansion and airline growth

• Secure access to flight data for external uses such as the airport website and third-party applications

4. Scope of Work

The selected vendor shall provide a turnkey FIDS solution, including all software, configuration, integration, testing, training, documentation, and ongoing support.

4.1 Core FIDS Functionality

The system shall support, at a minimum:

• Departures and arrivals displays

• Gate assignment and gate change messaging

• Baggage claim and baggage carousel assignments

• Outbound baggage makeup area status (when operational)

• Airport operational messages and alerts (add as an optional item)

• Unique destination theming for GIDS (Optional extras)

4.2 User Access and Manual Control

• Authorized airport staff and airline representatives must be able to manually update flight status, gate assignments, and baggage information in real time

• Role-based permissions must restrict access appropriately (e.g., airline-specific

vs. airport-wide access)

• All manual overrides shall be logged with user, timestamp, and change history

4.3 Display and Content Management

• Centralized, web-based management interface

• Customizable layouts, fonts, color schemes, and airport branding to match Provo City’s style guide. (attach style guide to this document as appendix)

• Support for dynamic updates without screen interruption

4.4 Hardware Requirements

• Compatibility with commercial-grade displays, which utilize HDMI inputs.

Proposed media players must support HDMI output.

• Ability to operate on existing display infrastructure where feasible.

• The existing FIDS media players are connected via wired ethernet. Wired ethernet connectivity is preferred, though wireless connectivity may be proposed where necessary.

• Ability to mount hardware components behind or directly on existing displays.

5. Minimum Technical Specifications

5.1 System Architecture

• Cloud-hosted preferred that minimizes need for on-premises infrastructure and supports centralized management, scalability, and vendor maintained updates.

Proposals that utilize on-premises servers should clearly identify and itemize all required hardware components and associated costs.

• High availability with redundancy and failover

• Secure role-based authentication

• Compliance with industry cybersecurity best practices

• Multi-Factor Authentication (MFA) Compatibility

5.2 Integration & Data Access Requirements

The airport intends to display flight information on the airport’s public website. The proposed FIDS system must support secure access to flight information data for external systems.

The proposal should include available integration methods, which may include, but are not limited to:

• Application Programming Interfaces (APIs)

• Webhooks or event-based notifications

• Data Feeds (JSON, XML, or equivalent formats)

• Embedded widgets or vendor-hosted content.

Proposals should identify the recommended approach and describe how external systems may consume flight data.

5.3 Offline and Contingency Operations

• The system should meet a minimum uptime commitment of 99.9% monthly availability, excluding scheduled maintenance.

• Vendor should disclose planned maintenance approach and typical maintenance windows.

• Continued display of last-known-good data during connectivity interruptions

• The proposer should describe how the system maintains local functionality during connectivity disruptions, or offline management capabilities.

5.4 Device Playback and Device Management

• The system should support centralized management of displays and media players, including:

o Remote configuration o Remote software updates o Heartbeat monitoring (verifying the device is online and healthy)

• Full HD (1080p) Output

• Landscape and portrait display orientation

• Be compatible with commercial-grade displays and standard media players.

5.5 Minimum Security and Privacy Requirements

The proposed FIDS solution shall:

• Require multi-factor authentication (MFA) for all administrative, privileged, and remote access, including vendor support access.

• Prohibit the use of default, shared, or manufacturer supplied passwords and require unique credentials for administrative access.

• Support role-based access controls, including separation of administrative and non-administrative functions where supported.

• Support secure remote administration and troubleshooting without requiring direct exposure of system components to the public internet.

• Allow vendor or third-party access to be explicitly authorized, time-bound, and logged.

• Be deployable within segmented or restricted network environments typical of airport and OT infrastructure.

• Generate system and administrative logs sufficient for operational oversight, troubleshooting, and security review.

• Support physical hardening for devices deployed in public or semi-public areas, including the ability to restrict or disable unused physical ports and interfaces.

• Be delivered without insecure default configurations enabled and protect system configuration from unauthorized modification.

6. Training and Support

• Initial administrator and user training

• Training for airline representatives (remote or on-site)

• Comprehensive documentation

• Ongoing technical support with defined response times, escalation paths, and response targets

7. Vendor Qualifications

Vendors must demonstrate:

• Experience deploying FIDS at U.S. commercial service airports

• At least three (3) airport references of similar size or growth profile

• Financial and organizational stability

8. Proposal Submission

8.1 Submission Requirements

Proposals shall include:

1. Executive Summary

2. Company Background and Experience

3. Proposed FIDS Solution Description

4. Technical Architecture, Integration, and Data Access Requirements

5. Implementation and Expansion Plan

6. Training and Support Plan

7. Cost Proposal (itemized)

8. Assumptions and Exceptions

9. References

Proposals should not exceed 20 pages in length in total. Technical Architecture may be included as part of an appendix.

8.2 Disclosure of Proposal Content

The Government Records Access and Management Act, Code Section 3.13.010 et seq., Provo City Ordinance (“GRAMA”) states that certain information in the submitted Proposal may be open for public inspection. If the proposer desires to have information contained in its proposal protected from such disclosure, the proposer may request such treatment by providing a written “claim of business confidentiality” and a concise statement of reasons supporting the “claim of business confidentiality” with the Proposal. All material contained in and/or submitted with the Proposal becomes the property of Provo and may be returned only at Provo’s discretion

9. Evaluation Criteria

Proposals will be evaluated using certain criterion. Criterion and their respective weights are shown in the following table:

Evaluation Criterion Weight

Technical approach and system functionality 25%

Integration capabilities 20%

Vendor experience and references 10%

Implementation schedule and scalability

20%

Cost and overall value 25%

Total 100%

Evaluated (Scoring / Preference) Considerations

Proposals can be evaluated based on the extent to which the solution:

• Secures integrations and APIs using authenticated and authorized access methods and documents external data flows.

• Demonstrates SecurebyDesign / SecurebyDefault development practices.

• Can provide a Software Bill of Materials (SBOM) or similar component transparency upon request.

• Includes a documented vulnerability disclosure and remediation process.

• Supports secure update and patching mechanisms appropriate for continuously operating OT systems.

• Supports passive monitoring or logbased integration with external monitoring or SIEM platforms.

• Demonstrates prior experience supporting airport, critical infrastructure, or OTadjacent environments.

11. Statement on Immigration Status

All Responders are reminded of the requirements of Utah Code Section 63G-12-302 that Provo City is prohibited from entering into any contract for the performance of services with any successful Contractor who does not provide the City with proof of registration and participation in a federally approved immigration status verification system.

Failure to provide the required proof is grounds for rejection of the Proposal.

12. Required Insurance Policies and Bonds

Contractor shall maintain all insurance and endorsements as detailed below. All insurance provisions, limits, endorsements, reporting, cancellation, subcontractor, professional liability, and failure-to-maintain requirements stated herein are mandatory and shall be incorporated into any resulting contract without modification.

Contractor (the Contractor) shall maintain or cause to be maintained on its behalf insurance policies of the types required below with insurance companies authorized to do business in the State of Utah, (i) having a Best Insurance Reports rating of "A" or better and a financial size category of "X" or higher. All sureties shall be listed in the Department of the Treasury Circular 570, with bond amounts not exceeding the ‘underwriting limitation’ amount listed.

(1) Workers' Compensation Insurance: Statutory workers' compensation insurance (Part A). Such insurance shall also include employer’s liability (Part B) insurance in a limit of not less than $1,000,000 for each: accident, disease, and employee. No owner or officer may be excluded.

Required Endorsements

☒ Waiver of transfer of rights of recovery against others to us (CG 24 04 or equivalent)

(2) General Liability Insurance: Commercial General Liability insurance written on an occurrence basis, arising out of claims for bodily injury (including death), property damage, products liability, completed operations liability, personal injury, advertising injury, damage to premises rented to you, with not less than the below-specified limits:

☐ $3,000,000 per occurrence / $3,000,000 aggregate

☒ Additional Insured – Ongoing Operations (CG 20 10 or equivalent)

☒ Additional Insured – Completed Operations (CG 20 37 or equivalent)

☒ Primary and Noncontributory (CG 20 01 or equivalent)

☒ Aggregate Limit Per Project (CG 25 03 or equivalent)

☒ Waiver of transfer of rights of recovery against others to us (CG 24 04 or equivalent)

☐ Contractual Liability – Railroads (CG 24 17)

(3) Automobile Liability Insurance: Automobile liability insurance for the Contractor’s liability arising out of the use of any owned, leased, non-owned, and hired vehicles of the Contractor, with a symbol 1 for any auto, statutory no-fault limits and a liability limit not less than the below-specified limit:

☒ $3,000,000 each accident [Moderate Hazard]

☐ Not Required

☒ Additional Insured

☒ Primary and Noncontributory

☒ Waiver of transfer of rights of recovery against others to us

(4) Excess Liability Insurance: The amounts of insurance required in the foregoing subsections may be satisfied by the Contractor purchasing coverage in the amounts specified or by any combination of primary and excess insurance, so long as the total amount of insurance meets the required limits specified above, and the Excess Liability policy includes/is in excess of all required underlying endorsements. Evidence of excess liability or umbrella policies shall include a schedule of underlying coverages.

INSURANCE PROVISIONS

(1) Additional Insured: The Contractor shall name the City as an Additional Insured for the above- referenced insurance requirements.

(2) Waiver of Subrogation: The Contractor hereby waives any and every claim for recovery from the City, Lenders, and their respective office and employees for any and all loss or damage covered by any of the insurance policies to be maintained under this Contractor agreement to the extent that such loss or damage is recovered under any such policy.

(3) Severability of Interests: The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

(4) Deductibles and Self-Insured Retentions: Any deductibles or self-insured retention exceeding 5% or the policy limit must be declared to and approved by the City. At the option of the City, either: the insurer may be required to reduce or eliminate such deductibles or self-insured retention as respects the City, its officers, officials, and employees; or the contracting party may be required to procure a bond guaranteeing payment of losses and related investigations, claim distribution, and defense expenses.

(5) Incident Reporting: Contracting party shall agree to disclose to the City all incidents or occurrences of accident, injury, and/or property damage, regardless of whether such incidents are submitted as claims under the contractor’s insurance policies.

(6) Evidence of Insurance: On or before the effective date of each policy and on an annual basis at least 10 days prior to each policy anniversary, the Contractor shall furnish the City with (1) certificates of insurance or binders, in a form acceptable to the City, evidencing all of the insurance required by the provisions of this Section.

Contractor shall provide a certificate of insurance verifying completed operations coverage for a period of not less than two years after project completion. The certificates and endorsements are to be furnished to and accepted by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, with all endorsements, at any time.

(7) Claims-Made Policies: If any policies are written on a claims-made basis, the policy shall provide the Contractor the right to purchase, upon cancellation or termination by refusal to renew the policy, an extended reporting period (Tail) of not less than two years. The Contractor agrees to purchase such an extended reporting period if needed to ensure continuity of coverage. The Contractor’s failure to purchase such an extended reporting period as required by this paragraph shall not relieve it of any liability under this Contract. The retroactive date of any such policy shall be not later than the date this Contract is executed by the parties hereto. If the Contractor purchases a subsequent claims-made policy in place of any prior claims-made policy, the retroactive date of such subsequent policy shall be no later than the date this Contract is executed by the parties hereto.

(8) Policy Cancellation and Change: All insurance policies shall be endorsed so that if at any time they are canceled, such cancellation shall not be effective for the City for 30 days, except for non-payment of premium which shall be for 10 days. If any material change in coverage should occur, the Contractor shall provide notice of any material change in coverage to the City immediately.

(9) Liability Limits: The liability limits shown in this Section are minimum requirements.

To the extent the Contractor maintains, or causes to be maintained on its behalf, liability limits which are higher than the minimum limits stated in this Section, the higher liability limits shall be required of the Contractor.

(10) Failure to Maintain Insurance: In the event the Contractor fails, or fails to cause others on their behalf, to purchase or maintain the full insurance coverage required by this Section, the City, upon 30 days' prior notice (unless the required insurance would lapse within such period, in which event notice will be given as soon as reasonably possible) to the Contractor of any such failure, may (but shall not be obligated to) purchase the required policies of insurance and pay the premiums on the same. All amounts so advanced thereof by the City shall become an additional obligation of the Contractor to the City, and the Contractor shall pay such amounts to the City, together with interest thereon from the date so advanced. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees, or volunteers.

(11) No Duty to Verify or Review: No provision of this Section or any provision of any document related to this agreement shall impose on the City any duty or obligation to verify the existence or adequacy of the insurance coverage maintained by the Contractor, nor shall City be responsible for any representations or warranties made by or on behalf of the Contractor to any insurance company or underwriter. Any failure on the part of the City to pursue or obtain the evidence of insurance required by this agreement from the Contractor and/or failure of the City to point out any non-compliance of such evidence of insurance shall not constitute a waiver of any of the insurance requirements in this agreement.

(12) Subcontractors: Contractor shall include all subcontractors as an insured under its policies or shall furnish separate certificates and endorsements for each subcontractor.

All coverages for subcontractors shall be subject to the requirements stated herein.

(13) Loss Control and Safety: The Contractor shall retain control over its employees, agents, servants, and subcontractors, as well as control over its invitees, and its activities on and about the subject premises and the manner in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the City. Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees and property. The Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected.

(14) Professional Liability (Technology Errors & Omissions): For Contractor’s liability arising out of rending professional service, including design, programming, security, and any other information technology-related work in an amount not less than $3,000,000 each claim, $3,000,000 aggregate. Contractor shall provide a certificate of insurance verifying coverage for a period of not less than three years after project completion.

13. Procurement Schedule

• RFP Issue Date: July 15, 2026

• Pre-Proposal Meeting: July 28, 2026 at 10:00am

• Questions Due: August 5, 2026 at 10:00am

• Proposals Due: August 11, 2026 at 10:00am

• Vendor Selection: August 19, 2026

• Contract Award: August 24, 2026

PVU reserves the right to modify this schedule.

14. Reservation of Rights

PVU reserves the right to reject any or all proposals, waive informalities, request clarification, or cancel this RFP in the best interest of the City.

End of RFP