26_001_LH Common Use Passenger Processing Sys.pdf

Request for Proposal (RFP)

Installation of a Common Use Passenger Processing System at Middle Georgia Regional Airport

03522 03579 90517

26-001-LH

Issued: July 18, 2025

Proposals Due: August 14, 2025

MBE/WBE/DBE Participation: Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE sub-consultants where possible. Small and other disadvantaged businesses requiring assistance with the competitive process can contact Cherise Stephens, Small Business Affairs at (478) 300-2297 or cstephens@maconbibb.us

I. GENERAL

1. Invitation

Notice is hereby given that Macon-Bibb County will receive responses from qualified Common Use Passenger Processing professionals (“Proposers”) for the procurement, design, installation, configuration of a Installation of Common Use Passenger Kiosk/Airline Ticketing System (original plus 3 copies and Flash Drive) in the Procurement Department, 700 Poplar Street, 3rd Floor, Macon, Georgia 31201, until 12:00 o’clock NOON at the time legally prevailing in Macon, Georgia on Thursday, August 14, 2025, for Installation of Common Use Passenger Kiosk/Airline Ticketing System for Macon- Bibb County.

2. NO LATE RESPONSES WILL BE CONSIDERED

3. The deadline to submit questions is Friday, July 25, 2025, by 3:00 p.m. Questions must be emailed to lhardwick@maconbibb.us

4. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE subcontractors where possible. Small and other disadvantaged businesses requiring assistance with the competitive process can contact Charise Stephens, Director of Small Business Affairs at (478) 300-2297 or cstephens2@maconbibb.us .

5. Reservations

Macon-Bibb County will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for submittal preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law.

Each submission should be prepared simply and economically, providing a straightforward, concise description of your firm’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of the Owner’s needs.

Macon-Bibb County makes no guarantee that an award will be made as a result of this RPS and reserves the right to accept or reject any or all submittals, with or without cause, waive any formalities or minor technical inconsistencies, or delete any item/requirement from this RFP or contract when deemed to be in the Owner’s best interest.

Macon-Bibb County will consider only representations made within the submission in response to this RFP. Owner will not be bound to act by any previous knowledge, communication, or submission by the firms other than this RFP.

Failure to comply with the requirements contained herein may result in the submission being deemed “non-responsive” or “non-responsible”. Non-responsive submissions will not be reviewed for potential awards.

6. Surety and Insurance Companies

The Contract provides that the surety and insurance companies must be acceptable to the Owner. The bidder shall require the attorney in fact who executes the required bonds on behalf of the surety to affix thereto a certified and current copy of his power of attorney indicating the monetary limit of such power.

mailto:lhardwick@maconbibb.us mailto:cstephens2@maconbibb.us

Technical Proposal and Cost Proposal should be submitted in separate envelopes.

Responses must be sealed and identified on the outside of the package as and delivered to

26-001-LH

Installation of a Common Use Passenger Processing System at Middle Georgia Regional Airport

Macon-Bibb County Procurement Department 700 Poplar Street

Suite 308 Macon, Georgia 31201

Submissions may not be withdrawn for a period of one hundred and twenty (120) days after the deadline for closing. Macon- Bibb reserves the right to reject any and all submissions and to waive technicalities and formalities. Respondents shall carefully read the information contained herein and submit a complete response to all requirements and questions as directed. Submittals and any other information submitted by in response to the RFP shall become the property of Macon-Bibb County.

II INFORMATION

2.1 GEOGRAPHICAL INFORMATION

Macon-Bibb County (MBC) is located roughly 85 miles southeast of Atlanta, Georgia and 167 miles northwest of Savannah. It is situated in the center of the state- hence the nickname “The Heart of Georgia.”

Macon is home to two airports, the Middle Georgia Regional Airport (MCN) and the Macon Downtown Airport. Collectively, the MBC airports generate over $160,000,000 of total economic activity and serve as productive economic engines for the Middle Georgia Region.

The Middle Georgia Regional Airport is conveniently located less than 12 miles from downtown Macon, with easy access to I-75 and I-16. The airport’s location is attractive for aviation growth, as Middle Georgia Regional Airport grows, we want to be prepared with a Common Use Passenger Processing System.

2.2 BACKGROUND

With all the new equipment on the market, the primary goal of this Request for Proposal (RFP) is to acquire the services of a Vendor able to provide a modern Common Use Passenger Processing system.

2.3 FACILITY INFORMATION

MCN is owned and operated by Macon-Bibb County and is 1,149 square acres. The terminal facility includes approximately 25,000 square feet of enclosed space. Our system will consist of locations such as our airline ticket counters, gate counters and other locations.

2.4 SCOPE OF WORK

The scope of work required under this RFP includes the procurement of common use passenger processing systems and associated equipment (including software), design, installation, implementation, configuration, testing and training and any other applicable equipment, hardware and software associated with common use passenger processing systems. The selected Vendor must ensure it has adequate resources to provide these services and to meet the needs of Middle Georgia Regional Airport. The commonly used passenger processing system recommended by the Vendor by these facilities must have the following features:

• Common Use Platform for facilitating airlines’ agent-facing passenger check-in and boarding processes to include a Common Use Boarding Pass Scanner System

• Equipment that will enable our airport, airlines, and their handling agents to access their respective IT applications:

o CUPPS (“Common Use Passenger Processing Systems”) applications o CUTE (“Common Use Terminal Emulator”) applications, or “TEs” o Boarding Pass Reader “BPR” – must scan 1 and 2 D barcodes from printed boarding passes, mobile phone screens (with glare resistant capability) o Hands free and handheld options preferred.

o CUWS Common use workstation with intel i5/i7 or equivalent, minimum 16GB RAM, SSD, 256GB+, Dual Monitor support.

o Must support ARINC 928, IATA RP 1797 and IATA RP 1796 o Compatible with certified CUPPS providers o Boarding Gate display monitors o Thermal printers o Web browser-based applications o CUSS (“Common Use Self Service”) applications o Warranty Terms and service level agreements (SLAs) o Integrative support and training o 4 systems behind ticketing counter in airport terminal and 2 in secure area at the counter, 4 self-service ticketing kiosks o All wired and functioning o 24/7 remote support services available o Operational by mid-September and fully functional by October 16th o Please provide installation timeline and testing procedures.

o Comply with ADA and TSA requirements.

This gives the airport and airlines the ability to maintain and share their existing airline DCS and Operations applications on the same platform. It is critical that a common use solution with a solid foundation provides for recurring updates of airline operations applications. We are looking for the latest most modern technology available.

Middle Georgia Regional Airport will consider any additional features suggested by the Vendors. The airport also reserves the right to continue with the Vendor selected or has the option to conduct a new selection process for future services beyond those services identified in this RFP.

2.5 TOURS

If any Proposer wishes to view the airport (not mandatory but suggested), they may schedule a tour of the Airport during the week of July 21, 2025. The tour will take place at Middle Georgia Regional Airport, 1000 Terminal Drive, Suite 100, Macon, Georgia 31216. Please contact Justin Roland to schedule a tour at

(478) 703-2815.

III INSTRUCTIONS TO RESPONDENTS

3.1 INTRODUCTION

The Middle Georgia Regional Airport (MCN) is seeking proposals from Common Use Passenger Processing professionals for the procurement, design, installation, configuration of a Common Use Passenger Kiosk/Airline Ticketing System. The system will need to be installed and operational by the 4th week of September 2025 (approximately September 22, 2025).

3.2 RESPONSIBILITY FOR PROPOSAL

Each Respondent is responsible for carefully examining the terms and conditions set forth in this Request for Proposals, and for otherwise judging for itself all the circumstances and conditions affecting the Respondent’s Proposal. Submission of a Proposal shall be conclusive evidence that the Respondent has conducted such examinations and investigations. Failure on the part of the Respondent to do such examination and to investigate fully and thoroughly shall not be grounds for any declaration that the Respondent did not understand the conditions of the RFP.

3.3 PROPOSAL SUBMITTAL

Respondents shall abide by all the procedures set forth in the Request for Proposals in the preparation and submission of their Proposal. Each Respondent must include one unbound original and one digital copy of the Proposal. Mail or deliver this material to: Procurement Department, Suite 308 Macon-Bibb City Hall 700 Poplar Street Macon, Georgia 31201

3.4 PROPOSAL DEADLINE

Proposals must be received at the address provided in Section 3.3 herein no later than Thursday August 14, 2025, by 12 p.m. EDT.

3.5 PROPOSAL and SCORING CRITERIA

A successful proposal will be required to include the following information:

• Company name and address.

• Cover letter signed by an authorized individual, stating their interest and that they have read and will comply with all terms and conditions of the RFP.

• Provide primary contact person name, tile, telephone number and email address.

• Include any public agencies that have worked with in the past five (5) years.

• Include three (3) or more references with the following information: name of clients with similar projects within the past five (5) years, scope of work, location, and the name and telephone number of the project manager.

• Provide a list of sub-contractors, if any, and the services they will provide.

• Provide a specification document for all major equipment proposed as part of this RFP.

• Provide an itemized list of all costs and fees associated with the project. Indicate any recurring license fees etc...). Include a price list for standard services and equipment, software (including licensing fees), maintenance fees, warranties and technical support.

Scoring Criteria (total possible number of points = 100)

Experience and Capacity 40 pts Project Approach and Project Timeline 30 pts Presentation 10 pts Price 20 pts

3.6 SBE/DBE

The COUNTY is committed to promoting the development of small business enterprises (SBE) and disadvantaged business enterprises (DBE) in this area. All SBE and DBEs are encouraged to participate in this RFP process and the COUNTY agrees to comply with all applicable federal, state and local laws, including the Civil Rights Act of 1964 as amended.

IV POST- SUBMITTAL EVENTS

4.1 EVALUATION OF PROPOSALS

The COUNTY will use scoring/evaluation criteria it judges most appropriately to the review process and the relative importance of these criteria will be determined at the sole discretion of the COUNTY. No Respondent shall have any cause of action against the COUNTY arising out of a failure to secure an agreement with the COUNTY, failure by COUNTY to consider a Respondent's Proposal or the methods by which the COUNTY evaluated Proposals received. The selection of the prospective Operator and the decision to engage in negotiations with that Operator shall be at the sole discretion of the COUNTY.

Proposals will be judged on the Vendor’s ability to provide the experience, capacity in the form of equipment and services that meet the requirements set forth in this RFP as described in their submitted proposal The COUNTY reserves the right to make such investigations as it deems necessary to determine the ability of the Vendor to provide services meeting a satisfactory level of performance in accordance with the COUNTY requirements. Interviews and presentations by one, several, or all of the vendors may be requested by evaluators if deemed necessary to fully understand and compare the vendor’s capabilities and qualifications. The adequacy, depth, and clarity of the proposal will influence, to a considerable degree, its evaluation. Contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the COUNTY. After evaluating the proposals. The COUNTY reserves the right to further negotiate the proposed work and/or method and amount of compensation.

4.2 PROPOSAL SELECTION

The COUNTY intends to select a Proposer to install a common use passenger processing system at the Airport but reserves the right to accept none of the Proposals, to negotiate for modification of any Proposal with the mutual consent of the Proposer, to accept the Proposal which, in the judgment of the COUNTY, shall be deemed the most advantageous to the COUNTY, and/or to proceed in any other manner deemed to be in the COUNTY’s best interest.

4.3 COUNTY CONTACT

Inquiries on all matters pertaining to this RFP or the process should be directed at:

Laura Hardwick

Procurement Director 700 Poplar Street Suite 308, 3rd Floor Macon, GA 31201 Lhardwick@maconbibb.us mailto:Lhardwick@maconbibb.us

V. APPENDIX

5.1 Areas for use of Self-Service Kiosks and Common Use System for ticketing:

4. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE subcontractors where possible. Small and other disadvantaged busi...