5-REQUEST FOR RESPONSE for Master System Integrator - IMACS.docx

METROPOLITAN AIRPORTS COMMISSION

Minneapolis – Saint Paul International Airport 6040 – 28th Avenue South ● Minneapolis, MN 55450-2799 Phone (612) 726-8100

REQUEST FOR RESPONSE

for

MASTER SYSTEMS INTEGRATOR (MSI)

for INTEGRATED MANAGEMENT and Control System (IMACS)

Date Issued: October 15, 2026

Questions must be received by: November 2, 2026

PROPOSALS MUST BE RECEIVED BY: November 16, 2026 at 12:00 PM CT

The Metropolitan Airports Commission is an affirmative action employer.

Table of Contents

Appendix 1 – Instructions for Vendor Response Appendix 2 – Scope of Work for Master Systems Integrator Appendix 3 – Rate Sheet Appendix 4 – Required Contract Provisions Appendix 5 – Affidavit of Non-Collusion Appendix 6 – Insurance Requirements

RFR for IMACS MSI 1 Introduction Project Overview The Metropolitan Airports Commission (MAC) is undertaking a multi-phased IT Operations Modernization Project (ITOM) at the Minneapolis–St. Paul International Airport (MSP) to enhance technology infrastructure, improve data sharing and reporting, modernize software and hardware, and elevate the customer experience while maintaining competitive operational costs. As part of the ITOM project, MAC seeks to modernize its Building Management System (BMS), referenced hence forth as the Integrated Management and Control System (IMACS), which currently supports real-time monitoring and control of infrastructure systems such as HVAC, electrical, plumbing, and life safety.

The MAC is issuing this RFR seeking the services of a qualified Master Systems Integrator (MSI) that will be responsible for the scope of work provided in this document. The MSI shall exclusively be in the regular and customary business of design, installation, and service of computerized building management systems similar in size and complexity to the specified system.

The MAC is currently upgrading their existing Niagara Framework to Version 4.15. This IMACS upgrade will retain the system’s core data architecture while improving usability, integration, and scalability. The system will be designed to reduce manual processes, improve data trust, and support advanced analytics to meet evolving operational demands.

The MAC’s modernization strategy will focus on leveraging Niagara’s open architecture and extensibility to address existing usability, integration, and data quality gaps. New Niagara modules can support the functionality outlined in following sections, including modernizing the user interface, improving data accuracy, reducing alarm fatigue, integrating with MAC’s GIS and enterprise systems, and enabling mobile capabilities for field personnel.

Working at the MAC Remote Work When appropriate, Vendors may perform their work activities remotely. MAC will enable remote access for Vendor staff by following MAC’s application process, complying with MAC standards on an on-going basis, and utilizing approved tools e.g. Bomgar. Remote work does not replace on-site responsibilities when appropriate to advancing the scope of work.

Security Badging The selected Vendor will be required to obtain security clearance for staff participating in on-site activities per standard security practices as outlined at https://www.mymspconnect.com/badging. Vendor staff are permitted to be on-site 6 days (total lifetime) without a badge.

Process, Timeline, Directions Request for Response (RFR) Process MAC has developed a review and evaluation process as described herein. Each response will be evaluated to determine how well it meets the Evaluation Criteria outlined in this document.

A. Verification/Clarification: Verification and substantiation of all information presented in each response will be completed during the evaluation process. Proposers may be asked to revise, clarify and/or provide additional information during the response review process. These requests will require prompt action by the proposer. MAC is not required to ask for clarification or verification on any part of the response.

B. Evaluation: The responses qualifications will be evaluated by the Evaluation Team according to the Evaluation Criteria. The Evaluation Team consists of MAC staff and other evaluators as MAC staff determines appropriate.

C. Evaluation Matrix and Procedures: MAC intends to award the contract to the proposer MAC believes to be the best for MAC when considering the entire Response submitted. Price will not be the sole determining factor. Rather, MAC will utilize the evaluation criteria described in this document. Points will be assigned based upon the Vendors’ strengths in those areas as interpreted by the Evaluation Team.

D. Interviews and Demonstrations: If the Evaluation Team deems it necessary, it may select some or all responses as finalists and conduct product demonstrations and/or oral interviews.

E. Staff Recommendation: Evaluation Team and Staff will recommend the Response receiving the most points for award to the Planning, Development and Environment (PD&E) Committee. The Commission is not bound by the Evaluation Team or Staff recommendation.

F. Commission Decision: The Commission’s PD&E Committee will consider the Evaluation Team’s and MAC Staff’s recommendation and will make their recommendation to the Full Commission. The Full Commission makes the final decision. Commission approval allows staff to negotiate a contract with the selected vendor. Any proposer may request to speak at either the PD&E Committee meeting or at the Full Commission meeting. The Commission schedule and agendas can be found at www.metroairports.org, Board of Commissioners tab.

G. Award of Contract: MAC will notify the successful proposer of the results of the Commission approval and recommendations. Contract language will be reviewed and agreed upon by both parties.

H. Execution of Agreement: MAC may negotiate any changes in the offer deemed in the best interest of MAC. The Proposer must submit the Insurance Certificate and any applicable documents to MAC before the execution of the Agreement. Once the insurance certification has been received by MAC and both parties agree to all terms in the agreement, both Partes will be required to sign.

Estimated Project Timeline The following provides an overview of the estimated project timeline:

Evaluation Criteria The evaluation will focus on the following areas of the response:

· Company experience and qualifications

· Proposed personnel

· Understanding and approach

· Rates Directions for Preparing a Response Vendors should prepare and arrange their submissions as outlined in Appendix 1 – Instructions for Vendor Response. The submission must be provided in a single PDF with a table of contents that enables the reader to automatically advance to the selected topic.

SUBMITTALS

The following submittals shall be completed by the Vendor:

With submission:

· Affidavit of Non-collusion

· Letter of introduction including response point of contact and confirmation of acceptance of terms of RFR process

· Proposal in accordance with instructions in Appendix 1

· MDHR Workforce Certificate

· MDHR Equal Pay Certificate

· Draft contract for implementation

· Draft contract for support

At time of contract by successful vendor:

· Insurance certificates consistent with requirements identified in Appendix 6 General Terms and Conditions

SOLICITATION INQUIRIES

Vendors shall promptly notify MAC’s Buyer, Andrea Bolstad, at:

https://metroairports.bonfirehub.com/portal/?tab=openOpportunities of any ambiguity, inconsistency or error which is discovered upon examination of the solicitation documents no less than seven (7) days prior to the bid due date. Telephone inquiries or unsolicited visitation by Vendors or their representatives will not be responded to.

COMPETITION IN RESPONDING

MAC desires and encourages free and open competition among responsible Vendors. Whenever and wherever possible, MAC specifications, Solicitation terms and conditions are designed to accomplish such competition, consistent with the necessity to satisfy MAC’s needs and the accomplishment of a good economical operation. Any evidence of collusion among Vendors in any form designed to defeat competitive bidding will be reported to appropriate authorities for investigation and appropriate action. Suggestions from Vendors regarding requirements of Solicitation procedures are welcomed and will be given careful consideration.

COST OF RESPONSE PREPARATION

MAC will not reimburse the cost of preparing, presenting, or providing any Response. Responses submitted for consideration should be prepared simply and economically providing adequate information in a straightforward and concise manner.

SCOPE OF WORK

Any deviation from the SOW or the terms of this RFR must be clearly indicated by the Vendor, otherwise the Response will be considered to be in strict compliance, and the Vendor will be held responsible therefore. ADDENDUM If it is necessary to revise any part of the Solicitation, or if additional data is necessary to enable the exact interpretation of provisions of this Solicitation, an Addendum will be provided to all vendors. Only changes made in writing, via Addendum, will be valid. Questions must be submitted to:

https://metroairports.bonfirehub.com/portal/?tab=openOpportunities

AUTHORIZED SIGNATURE

The Response must be completed and must be fully and properly executed and signed by an officer or other authorized representative, who shall state his or her title and the name of the firm or business. All lines must be completed.

Proof of authority of the person signing the Response, as described in this paragraph, must be furnished upon request.

PRICES

Prices shall be submitted in United States currency as outlined in the price table provided. Prices shall be held firm throughout the duration of the contract. Responses containing an “escalation clause” will not be considered.

CONTRACT

A Response to any Solicitation is an offer to Contract with MAC based upon the terms, conditions, and specifications contained in MAC’s Solicitation. Solicitations or Responses do not become Contracts unless and until MAC’s Purchasing Department executes a purchase order. The purchase order and any contract or agreement will contain the terms and conditions of the Solicitation unless modified by written agreement between Metropolitan Airports Commission and the Vendor.

The Vendor shall identify any contracting vehicle upon which the pricing and or contract would be based, such as a state contract or procurement co-operative, where applicable.

PAYMENT TERMS

MAC’s standard payment terms are net 30 days from the time an invoice is approved. MAC prefers to make payments via Automated Clearing House (ACH) – electronic payments.

SALES TAX

The MAC is exempt from state sales and use taxes on purchases of goods received or services performed on or after January 1, 2017. For more details regarding state sales and use taxes see the Sales and Use Tax portion of the Minnesota Department of Revenue’s website:

http://www.revenue.state.mn.us/businesses/sut/Pages/File-and-Pay.aspx

SUBCONTRACTS

No subcontract shall be entered into by the successful Vendor after a Contract has been executed without advance written notice given to either the MAC Project Manager or the Purchasing Manager for review and approval. As part of Vendor Responses to the Solicitation, Vendors are asked to list any subcontractors to the project. All subcontracts shall comply with Federal, State, MAC ordinance, and local laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Vendor referred to herein. The Vendor is responsible for Contract performance whether or not subcontractors are used. MAC shall not unreasonably withhold approval and shall notify the vendor of MAC’s position within 15 days of receipt of written request by the Vendor.

NON-COLLUSION

In responding to the Solicitation, the vendor affirms, under penalty of perjury, that their Response has been arrived at independently and has been submitted without collusion, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services as described in Solicitation, designed to limit independent quoting or competition. The contents of the Solicitation have not been communicated by the responder or its employees or agents to any person not an employee or agent of the responder or its surety or any bond furnished with their Response and will not be communicated to any such person prior to the official opening of the Request for Response.

INDEMNIFICATION

To the fullest extent permitted by law, Vendor does hereby covenant and agree to indemnify, defend and hold harmless MAC and its Commissioners, officers, agents and employees (collectively “Indemnitees”) from and against any and all liabilities, losses, damages, suits, actions, claims, charges, judgments, settlements, fines or demands of any person arising by reason of injury or death of any person, or damage to any property, including all reasonable costs for investigation and defense thereof (including, but not limited to, investigative fees, attorney’s fees, court costs and expert fees) of any nature whatsoever arising out of or as a result of Vendor’s operation at or about the Premises and the Airport, or the acts or omissions of Vendor’s officers, agents, employees, contractors, subcontractors, licensees or invitees, regardless of where the injury, death or damage may occur.

MAC shall give Vendor reasonable notice of any such claim or action. In indemnifying or defending an Indemnitee, Vendor shall use legal counsel reasonably acceptable to MAC. MAC, at its option, shall have the right to select its own counsel, or to approve joint counsel as appropriate (considering potential conflicts of interest) and any experts for the defense of claims. Vendor, at their expense, shall provide to MAC all information records, statements, photographs, video, or other documents reasonably necessary to defend the parties on any claims.

This provision shall survive expiration or earlier termination of the Agreement. The furnishing of the required insurance hereunder shall not be deemed to limit Vendor’s obligations under this Agreement.

As a distinct and separate indemnification obligation, Vendor shall defend, indemnify and hold MAC harmless from any claims or liabilities as a result of Vendor’s failure to procure and to keep in force the insurance required as part of this Agreement.

Vendor shall not use or permit the Premises to be used in any manner that would void Vendor or MAC’s insurance or increase the insurance risk. Vendor shall comply with all requirements imposed by the insurers for MAC and Vendor.

This indemnification is intended for the indemnified parties and their legal representatives. The provided indemnification is not intended to relieve a primary insurer of its coverage obligations.

PATENTS, COPYRIGHTS, ETC

The successful Vendor shall hold and save MAC, its officers, agents, servants and employees, harmless from liability of any kind of nature, for or on account of, the use of any copyrighted composition, secret process, patented or non-patented invention, article or appliance furnished or used in the performance of this Contract. The successful Vendor shall agree with MAC in the event of suit or suits against MAC asserting patent infringement or infringements with respect to said item/material or any part thereof, to defray all costs, disbursements and expenses, including reasonable attorney fees, incurred by MAC in connection with such suit or suits, and to indemnify and save MAC harmless in all such suits. In all above matters, Vendor shall be required to use counsel acceptable to MAC.

COMMISSION RESERVATIONS

1. MAC reserves the right to reject any or all responses and to waive any minor irregularities, informalities or discrepancies, and to award the Agreement to the Vendor that provides the best value to MAC as determined by the Evaluation Team, Staff, or Commission.

1. MAC will not be obligated to respond to any response submitted nor shall it be legally bound in any manner whatsoever by the receipt of a response.

1. Each Vendor must carefully examine the RFR and related documents. Failure on the part of any Vendor to make such examination and to investigate thoroughly the RFR and related documents will not constitute grounds for declaration by a Vendor that it did not understand the conditions with respect to its response.

1. Any and all agreements arising out of responses submitted (including any negotiations that follow) will not be binding on MAC, its officers, employees, or agents unless duly executed by the Executive Director or his designee following approval by the Commission.

1. MAC reserves the right to postpone the response submittal due date and/or agreement start dates.

1. Should the successful Vendor fail to execute and deliver the agreement within the time period as referenced herein, MAC is free to negotiate an agreement with the next best Vendor.

1. MAC’s selection of a successful Vendor, either from among the Vendors responding to this RFR or otherwise, as herein set forth, will be made solely at its discretion regardless of the data submitted by any Vendor. The Evaluation Team and the Commission will evaluate the criteria listed, and such other factors, as it considers appropriate. MAC may consult all personal, business and financial references familiar with Vendor’s prior operations and management of prior projects. Submission of Vendor’s response to the RFR will constitute permission for MAC to make such inquiries and authorization to third parties to respond thereto.

1. All responses received shall become MAC’s property and will not be returned. MAC reserves the right to retain or discard responses following the conclusion of this RFR process.

ENVIRONMENTAL PREFERABLE PRODUCTS

The MAC is committed to purchasing goods and services that have a lesser or reduced effect on human health and the environment when compared with other goods and services that serve the same purpose.

RELATIONSHIP OF PARTIES

It is understood and agreed that nothing in this specification is intended or should be construed as in any way creating or establishing the relationship of co-partners between the parties hereto or as constituting Vendor as the agent, representative or employee of the MAC for any purpose or in any manner whatsoever. Vendor is to be and shall remain an independent contractor with respect to all services performed under this specification and contract. The Vendor shall agree that all labor provided by individuals to perform the services under this agreement is under the direction and control of the Vendor and such individuals are not considered Common Law Employees of the MAC.

ORDINANCE REQUIREMENTS

The Vendor shall comply with all applicable federal, state and local laws, including MAC ordinances. Ordinances can be found at Documents & Resources | Metropolitan Airports Commission (metroairports.org)

GOVERNING LAW

This Solicitation and any ensuing Contract or purchase order shall be governed by the Laws of the State of Minnesota.

NON-EXCLUSIVE

This contract is non-exclusive unless otherwise stated in the following specifications. If MAC’s need is better met outside of this contract, MAC may proceed in an appropriate manner.

EMERGENCY PURCHASES

MAC reserves the right to purchase from other sources those services which are required on an emergency basis and cannot be supplied immediately by the Vendor.

DATA PRACTICES LANGUAGE

All data submitted to MAC by proposers are governed by the Minnesota Government Data Practices Act (MGDPA). Under Minn. Stat. § 13.591, once a response is opened, the name of the proposer becomes public information. All other information in the response does not become public until MAC has completed the negotiation of its agreement with the selected proposer (“completion of the evaluation process”).

After MAC has completed the evaluation process, the evaluative data (data created or maintained by MAC as part of the evaluation process) and all of the information in the responses become public, with the exception of trade secret data.

A statement by a proposer that his or her data is copyrighted or otherwise protected does not necessarily prevent public access to the data in the response at such time that the data would otherwise become public by law.

Prior to the completion of the evaluation process, proposers are not entitled to inspect responses submitted by other proposers or evaluative data created by MAC as part of the selection process. During that process, MAC staff, its consultants, and MAC Commissioners may be informed of the data in the responses and may view the responses. Also, prior to the mailing of the staff memo, proposers may discuss the responses with MAC Commissioners, but MAC Commissioners are not able to reveal the contents of the other responses.

In MAC’s public committee and commission meetings, Commissioners may discuss any trade secret information submitted in the responses to the extent reasonably necessary to conduct the business at hand. The discussed data, however, retain their classification as private or nonpublic.

If all responses to a response solicitation are rejected by the Commission prior to completion of the evaluation process, all response data, other than that which was made public at the time of response opening, remains private or nonpublic until a re-solicitation of the response results in completion of the evaluation process or a determination is made to abandon the process. If the rejection occurs after completion of the evaluation process, the data remain public. If a re-solicitation of responses does not occur within one year of the response opening date, the remaining data then become public.

All of the abovementioned provisions in this section are governed by Minn. Stat. § 13.591.

Proposers who believe their responses may contain data that qualify as trade secret information are directed to the following paragraphs.

In order to qualify for classification as trade secret information, the data must meet all of the provisions set forth in Minn. Stat. § 13.37, subd. 1(b). Trade secret information is defined as:

government data, including a formula, pattern, compilation, program, devise, method, a technique or process (1) that was supplied by the affected individual or organization, (2) that is the subject of efforts by the individual or organization that are reasonable under the circumstances to maintain its secrecy, and (3) that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

Proposers who wish to maintain a classification of trade secret information with respect to any data contained in their responses must submit two versions of their response. Each version of the response must be conspicuously marked either “PUBLIC” or “NOT PUBLIC” on the cover page. In the not public version, proposer should redact all data claimed to be trade secret information under Minnesota law. In addition, because the MGDPA requires MAC to justify each redaction made to a document prior to its release to the public, MAC requires that proposer provide a redaction-by-redaction justification for the information’s classification as trade secret information. See Minn. Stat. § 13.03, subd. 3(f).

Trade secrets lose their protected status “if they are [not] the subject of efforts by the individual or organization that are reasonable under the circumstances to maintain [their] secrecy … .” Minn. Stat. § 13.37, subd. 1(b). Thus, each trade secret justification should include a description of the internal controls used by proposer to regulate the possession, use, and dissemination of the alleged trade secret. These controls could include: employee non-disclosure agreements, “need to know” access policies, data segregation techniques, etc.

In addition, because trade secret information must “derive[] independent economic value” from its secrecy, each justification should include evidence of the financial value of the alleged trade secret. Evidence of this sort could include: development budgets for the secret, performance benchmarks pertaining to the secret, the secret’s place in proposer’s intellectual property management program, expenses incurred protecting the secret, etc.

Further, MAC requests that redactions of trade secret information be made at the most granular level possible. It will generally not be sufficient for proposer to redact entire pages, paragraphs, or even, in some cases, sentences. The MAC has created several instructions, with examples, for redacting information, which are available upon request.

Finally, because trade secret information must be the subject of reasonable efforts to maintain its secrecy, if MAC does not receive a not public version of the response with sufficient justifications for the redactions, MAC may conclude that all data contained in the response are public based upon the lack of efforts to maintain secrecy.

B. Acknowledgement By submitting a response, the proposer acknowledges that all information is subject to potential disclosure and agrees that MAC will have no liability for any such disclosure.

In addition, the proposer acknowledges that an executed agreement (including a professional services authorization) with MAC is public data in its entirety, unless otherwise noted in the agreement.

C. Data on Individuals Persons who supply data about themselves in response to this RFR/RFQ are entitled to know the following information under the Minnesota Government Data Practices Act:

0. The information requested will be used to evaluate the responses;

0. The proposer is not legally required to supply this information;

0. Failure to supply information may result in a determination by MAC that the response is non-responsive; and

0. The public is authorized by law to receive information that is not classified by law as private, confidential, or nonpublic data.

NON-DISCRIMINATION

MAC hereby notifies all Vendors that it does not discriminate in the selection of Vendors on the basis of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. The successful Vendor must agree to comply with all applicable federal, state and local equal opportunity and affirmative action laws, directives and regulations

SMALL BUSINESSES

In accordance with MAC’s policy, MAC acts affirmatively to promote and enter into Contracts with Small Businesses (SBs). “Small Business” means: Certified businesses designated by the Commissioner of Administration (TGBs, EDs, VOs); certified business in the federal Disadvantaged Business Enterprise (DBE) program; certified business in the CERT program; or businesses determined to be a “small business” by MAC. The successful Vendor will cooperate with MAC in meeting MAC’s commitments and goals with regard to the maximum utilization of SBs whenever possible in the performance of this Solicitation. For this solicitation the MAC will not apply specific goals.

For questions concerning small business certifications, contact Jeffey Weinhagen, Small Business Program Manager at (612)726-8193 or jeffrey.weinhagen@mspmac.org.

EQUAL PAY AND WORK FORCE CERTIFICATES

The Women’s Economic Security ACT (WESA) provides that certain large vendors must secure an equal pay certificate prior to executing a contract for a solicitation. The Department of Human Rights (MDHR) has an equal pay certificate form to be utilized by administrative agencies in evaluating solicitation responses. All vendors that have more than 40 full-time employees for a single day in Minnesota or in their primary place of business must be listed on the MDHR State Contractor Status Report as either Certified, Exempt or Pending. Any pending certificates must be issued before award of the contract.

Certain companies contracting with the State of Minnesota, cities, counties and the University of Minnesota must have a Workforce Certificate. Workforce Certificates require companies to maintenance a workplace free from discrimination under the Minnesota Human Rights Act.

General questions and application forms are available on the MDHR website at http://mn.gov/mdhr/compliance/pay_equity.html. Vendor must meet this requirement for Responses totaling more than $500,000.

TITLE VI SOLICITATION NOTICE

MAC, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

DOCUMENT

This document and the necessary forms are provided in PDF and native formats. No additions to text or inserting language or comments is allowed within the documents except where a response is requested or is appropriate to elucidate the Vendors response. In the event any items are intentionally or unintentionally changed, the original documents provided by MAC constitute the legal writing unless changed by addendum.

RESPONSE SUBMISSION

The Metropolitan Airports Commission’s solicitations uses the Bonfire platform, which provides improved functionality for users. The new platform streamlines bid submission and communications between the MAC and bidders. Vendor will need to register at:

https://metroairports.bonfirehub.com/portal/?tab=openOpportunities TERM – Implementation The Terms and Conditions of the agreement for the implementation of the solution shall begin upon contract execution and remain in effect throughout the implementation period up and until MAC has provided its approval of completion and acceptance of the solution.

TERM and RENEWAL – Maintenance and Support The Maintenance and Support period shall be in effect for 1 year following acceptance of the solution by MAC. The Vendor agrees that MAC shall have the right to renew the Maintenance and Support agreement for 4 additional 1-year renewal terms. In the event that MAC exercises such right, all terms, conditions and provisions of the original Maintenance and Support contract shall remain the same and apply during the renewal period. Each renewal period shall automatically renew unless MAC provides 3-month written notice of its intent not to renew. MAC reserves the right to cancel any renewal term at anytime by providing 3-month written notice.

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