Airport_Security_Access_and_IDMS_Replacement_Consultant.pdf

REQUEST FOR QUALIFICATION

26-010-RFQ

AIRPORT SECURITY ACCESS AND IDMS REPLACEMENT

CONSULTANT

ATTENTION: This is not an order. Read all instructions, terms, and conditions carefully.

IMPORTANT: Proposals must be received no later than 2:00 pm Eastern Time (ET) on

Thursday, April 9, 2026.

RFP# 26-010-RFQ DATE ISSUED: February 26, 2026

By participating in this solicitation, you, on behalf of the Vendor, understand and agree that all plans, drawings, maps, specifications, documents, or similar information included in this solicitation (“Protected Information”) may only be used by Vendor for the purpose of this solicitation and no other purpose. Without the written permission of KCAB, Vendor must not reproduce, copy, duplicate, or disclose the Protected Information by any means, except to employees and agents who have a “need to know” for the purpose of this solicitation. All employees and agents of Vendor are bound by these provisions, and Vendor shall inform those employees and agents of these terms. If Protected

Information becomes available to third parties Vendor is responsible for third party compliance with these terms. Vendor shall indemnify and hold KCAB harmless from any liabilities or damages resulting from the unauthorized use or disclosure of Protected Information.

All Protected Information in any form remains the sole property of KCAB. At the request of KCAB Vendor agrees to immediately return Protected Information to KCAB. All

Protected Information in any form must be destroyed upon completion of the purpose above. KCAB has all rights and remedies available by law and equity to enforce these provisions, specifically including injunctive relief to prevent unauthorized use of the Protected Information.

Table Of Contents

1. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

1.2. SCHEDULE OF EVENTS

1.3. BACKGROUND

1.4. SUBMISSION OF SOQS

1.5. RFQ QUESTIONS

1.6. ADDENDA

1.7. SCOPE OF SERVICES

1.8. DISADVANTAGED BUSINESS ENTERPRISE POLICY

1.9. KENTUCKY OPEN RECORDS ACT

1.10. EVALUATION CRITERIA

1.11. ACCEPTANCE PERIOD

1.12. AWARD

1.13. PERFORMANCE AND PAYMENT

1.14. BADGES AND KEYS

1.15. RECORDS/FINANCIALS

1.16. GRATUITIES AND KICKBACKS

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

1.18. RFQ CONDITIONS AND PROVISIONS

2. VENDOR QUESTIONNAIRE

2.1. VENDOR QUESTIONNAIRE

2.2. ATTACHMENTS

Attachments:

A - 26-010-RFQ Access Control & IDMS Information - Exhibit A

B - 26-010-RFQ Terminal & Conc B Familiarization - Exhibit B

C - 26-010-RFQ SBMT - Existing ALP Drawing - Exhibit C

D - 26-010-RFQ Sample Agreement - Attachment 2

H - 26-010-RFQ ACS & IDMS Replacement Consultant - Ad

1. GENERAL INFORMATION & SUBMITTAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

The Kenton County Airport Board (“KCAB”) will receive proposals for Airport Security Access and

IDMS Replacement Consultant at the Cincinnati/Northern Kentucky Int’l Airport (“CVG”). Proposals must be received by Thursday, April 9, 2026 at 2:00 pm. No proposals will be accepted after that time unless such date or time is extended pursuant to an addendum issued by KCAB.

A pre-proposal meeting and site visit will be held on Thursday, March 5, 2026 at 1:00 pm at

CVG Centre, Admin Offices, 77 Comair Blvd., Erlanger, KY 41018 and Microsoft Teams. Please

RSVP by March 4, 2026, through KCAB’s online bidding system https://procurement.opengov.com/portal/cvgairport. Select Invitation 26-010-RFQ and provide the name of the person(s) attending. See Attachments for RSVP instructions. NOTE: Although attendance at the pre-proposal meeting is not limited, the subsequent walkthrough is limited to a maximum of two (2) persons per company.

As a condition of a grant award, the Owner shall demonstrate that it complies with the provisions of

Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq) and implementing regulations (49

CFR part 21) including amendments thereto, the Airport and Airway Improvement Act of 1982 (49

U.S.C. § 47123), the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.), Section 504 of the

Rehabilitation Act of 1973 (29 U.S.C. § 794 et seq.), the Americans with Disabilities Act of 1990 (42

U.S.C. § 12101, et seq.), U.S. Department of Transportation and Federal Aviation Administration

(FAA) Assurances, and other relevant civil rights statutes, regulations, or authorities, including any amendments or updates thereto. This may include, as applicable, providing a current Title VI Program

Plan to the FAA for approval, in the format and according to the timeline required by the FAA, and other information about the communities that will be benefited and impacted by the project. A completed FAA Title VI Pre-Grant Award Checklist is required for every grant application, unless excused by the FAA. The Owner shall affirmatively ensure that when carrying out any project supported by this grant that it complies with all federal nondiscrimination and civil rights laws based on race, color, national origin, sex, creed, age, disability, genetic information, in consideration for federal financial assistance. The Department’s and FAA’s Office of Civil Rights may provide resources and technical assistance to recipients to ensure full and sustainable compliance with

Federal civil rights requirements. Failure to comply with civil rights requirements will be considered a violation of the agreement or contract and be subject to any enforcement action as authorized by law.

The Owner reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to

KCAB.

KENTON COUNTY AIRPORT BOARD

Lawrence J. Krauter, Chief Executive Officer

CINCINNATI/NORTHERN KENTUCKY INTERNATIONAL AIRPORT

Hebron, Kentucky 41048

1.2. SCHEDULE OF EVENTS

https://procurement.opengov.com/portal/cvgairport

Release Project Date: February 26, 2026

Pre-Proposal Meeting and Site Visit

(Non-Mandatory):

March 5, 2026, 1:00pm

CVG Centre, Admin Offices, 77 Comair

Blvd., Erlanger, KY 41018 and Microsoft

Teams

Deadline For Questions To Be

Submitted:

March 26, 2026, 11:59pm

Answers To Questions Issued: March 30, 2026, 11:59pm

Proposals Due: April 9, 2026, 2:00pm

Interviews: Anticipate conducting the week of April

20, 2026.

Anticipated Contract Implementation: June 1, 2026

KCAB reserves the right to modify or alter the schedule of events to such extent as may be beneficial to KCAB.

PRE-SUBMITTAL MEETING

To facilitate a comprehensive understanding of the scope of services and expectations for the Airport

Security Access and IDMS Replacement Consultant, a pre-submittal meeting and site visit will be held on Thursday, March 5, 2026 at 1:00 pm, at CVG Centre, Admin Offices, 77 Comair Blvd., Erlanger, KY 41018 and Microsoft Teams.

During the pre-submittal meeting, KCAB staff will provide an overview of the scope of services and expectations of the project and will address questions. The meeting will also provide an opportunity for prospective prime and sub-consulting firms to network. Attendance at the meeting is STRONGLY encouraged.

1.3. BACKGROUND

KCAB is issuing this Request for Qualifications (RFQ) to select a consultant to develop a comprehensive Request for Proposal (RFP) for Design Build contractors to replace the airport’s aging

Security Access Control System and Identity Management System (IDMS). The current access control system is Matrix, installed in 1994, spans forty-two buildings across the 7,500 acres campus, and supports more than six hundred secure access points. No IDMS currently exists and the ID

Department manages over 15,000 badges. These legacy platforms have exceeded their useful service life and no longer meet modern performance, integration, or flexibility expected in today’s aviation security environment. To advance this initiative, KCAB is issuing this RFQ to select a highly qualified Consultant for a Design Build RFP development. The firm selected will be responsible for developing a comprehensive, technically sound, and procurement ready RFP to solicit Design Build contractors. This RFP will define the functional, technical, regulatory, and operational requirements needed to guide the replacement of the airport’s access control and implement an IDMS system. This project is a secondary phase of the prior Security Access Controls Upgrades OR Replacement

Project bid solicitation (25-021-ITB) which had been posted in 2025, and all bids were rejected.

1.4. SUBMISSION OF SOQS

Responses to this RFQ must be submitted electronically through KCAB’s online bidding system which can be accessed at https://procurement.opengov.com/portal/cvgairport. Select the project titled Airport

Security Access and IDMS Replacement Consultant (Invitation #26-010-RFQ) and follow the instructions for submittal. The completed and signed proposal (together with all required attachments) must be transmitted and received through OpenGov no later than Thursday, April 9, 2026 at 2:00 pm

Eastern Time (ET). Proposers should allow for sufficient time to upload and transmit all required information. Proposer is solely responsible to ensure its submission is transmitted prior to the due date and time. KCAB will not accept submissions after the due date and time and is not responsible for any error in transmission including but not limited to power outage, internet connectivity, unauthorized access, etc.

Individual submittals will not be read in public or available for public inspection until after an award determination has been made.

1.5. RFQ QUESTIONS

KCAB is not bound by, and proposers may not request or rely on any oral interpretation or clarification of this RFQ. Therefore any questions regarding this RFQ are encouraged and should be submitted electronically using the Question and Answer tab of this RFQ on KCAB’s online bidding system, which can be accessed at https://procurement.opengov.com/portal/cvgairport.

Questions received on or before the Deadline to Submit Questions in the Schedule of Events will be posted on the Question and Answer tab of this RFQ on the bidding system per the Schedule of

Events. Answers to questions from any proposer will be available to all proposers.

All communications regarding this solicitation must only be through the Questions and

Answers section of the RFQ or through the Contract and Procurement Administration

Department. No communication is to be directed to any other KCAB personnel unless otherwise instructed by the Contract and Procurement Administration Department. Failure to comply may result in the disqualification of proposer’s submittal.

1.6. ADDENDA

In the event it becomes necessary to revise, change, modify or cancel this RFQ or to provide additional information, addenda will be issued to all recipients of this RFQ.

1.7. SCOPE OF SERVICES

1.7.1. Scope of Work

1. Purpose & Background

The Successful Proposer ("Consultant") must develop a comprehensive, procurement ready Request for Proposal (RFP) to solicit Design–Build (DB) contractors for replacement of the CVG’s security access control system and implementation of an Identity Management System (IDMS). The current

Matrix-based access control system (installed 1994) spans forty-two buildings across the 7,500 acres, controlling over six hundred access points on CVG’s campus. KCAB manages 15,000+ active mag-stripe badges and utilizes multiple 3rd party vendors to vet and comply with TSA/DHS regulations and requirements as it relates to ID media.

2. Consultant Objectives

The Consultant must:

• Assess the current Access Control System and IDMS infrastructure; identify all integrating systems; document gaps/deficiencies. (KCAB’s Geospatial Information and related datasets will be provided to the awarded Consultant.)

• Review existing door hardware for conversion to uniform standards and identify required replacements.

• Make a recommendation on new badge type (i.e., Prox, iCLASS)

• Define a program-level replacement strategy/schedule for each system.

• Specify technical, operational, and compliance requirements, including communications protocols and upgrades to supporting equipment.

• Leverage the *PARAS Report as a reference resource for the RFP.

• Identify relevant grant opportunities and assist KCAB with applications.

• Advise on evaluation criteria and procurement best practices.

• Develop a detailed, compliant, and competitive RFP to solicit DB contractors for each system.

Phase II Services (Post-RFP):

• Guide the Owner through the RFP bid phase (Q&A management, addenda support, technical clarifications) and assist in selection.

• Serve as Owner’s Representative during the DB stage within the Consultant’s professional discipline(s).

• Provide oversight to help ensure final installation meets Owner requirements and the accepted design basis. (CA/CI Services)

3. Scope of Services

Phase I — RFP Development

3.1 Project Initiation & Planning

• Kickoff: Conduct formal kickoff; confirm goals, success criteria, constraints, deliverables, and key contacts.

• Project Management Plan (PMP): Schedule, milestones, roles, risk register, QA/QC, reporting cadence, and document control protocols.

• Confirm use of PARAS Report(s) as a guided reference where applicable.

3.2 Existing System Assessment

• Technical Inventory: Using KCAB’s Geospatial Resource Collection, document: field devices, controllers/panels, network topology, logical/physical zones, alarm points, and all integrations.

o Note: KCAB is currently conducting a geospatial survey to assist the awarded consultant with their assessment of the system.

• Physical Scope Validation: Verify assets across forty-two buildings and six hundred plus access points.

• IDMS Evaluation: Map badge lifecycle workflows; account structure and roles; integrations with

Authorized Signatories, KCAB Dispatch, DHS, and other stakeholders; current identity proofing and audit functions.

• Security & Cyber Assessment: Evaluate alignment with TSA SDs, DHS/Aviation security practices, and cybersecurity frameworks (e.g., NIST). Identify vulnerabilities, end-of-life components, single points of failure, and operational risks.

• Operational Interviews: Engage Security, Operations, IT, Maintenance, Tenants, and other stakeholders to capture pain points and future needs.

• Exhibits A, B, and C are included to assist in the familiarization of CVG's existing systems and campus layouts.

3.3 Requirements Development

• Functional Requirements: Access control features, alarm/event monitoring & response, credential issuance/administration, visitor management, reporting/audit/compliance tools.

• Technical Requirements: System architecture; server/network/storage; high availability, redundancy, and failover; API & integration capabilities; encryption and key management;

logging & SIEM alignment.

• IDMS Requirements: Badge lifecycle workflows; automation/self-service; TSA-aligned auditability; integration with HRIS, law enforcement, credentialing, and access control.

• Airport-Specific Needs: Multi-facility coverage across 7,500 acres; diverse user roles (airlines, contractors, vendors, staff); scalability for campus expansion.

• Regulatory Requirements: Incorporate applicable TSA, DHS, and airport security standards and policies.

3.4 Market Research & Technology Review

• Vendor Ecosystem Analysis: Identify leading platforms and approaches for access control and

IDMS; and deployment models (on Prem/cloud/hybrid).

• Benchmarking: Compare features and delivery models against peer airports of similar complexity; note proven practices and innovations.

3.5 Integration Mapping

• System Identification: Enumerate systems requiring integration (e.g., HRIS, airport ops, CCTV/VMS, credentialing, TSA systems, law enforcement databases). Reference Integration

Table in Exhibit A.

• Data Flow & Interfaces: Produce logical/physical integration diagrams; define APIs, protocols, data schemas, identity governance boundaries, and security controls.

3.6 Procurement Strategy & RFP Development

• RFP Framework: Draft a procurement-ready RFP including background/objectives; scope;

functional & technical specifications; integration and cybersecurity criteria; phasing and implementation expectations; maintenance & support requirements; acceptance testing and commissioning.

• Evaluation Criteria: Define criteria covering technical capability, functionality, cybersecurity posture, past performance, airport experience, cost, and lifecycle value.

• Pricing Structure: Create a standardized pricing template (software, hardware, licensing, labor, professional services, warranties, options/alternates) for apples-to-apples comparison.

• Grant Support: Identify eligible funding programs and provide application support (narratives, scope alignments, budgets, schedules).

• Review Cycles: Facilitate stakeholder reviews; incorporate comments; prepare the final RFP package.

Phase II — Procurement Support & Owner’s Representative

3.7 Bid Phase Support

• Conduct pre-proposal conference(s) and site walks; ensure consistent information transfer to proposers.

• Manage proposer Q&A, prepare/track clarifications, and draft addenda for KCAB issuance.

• Support evaluation committee with conformance checks, scoring tools, interviews, and best-value analysis.

3.8 Design–Build Stage Support (Owner’s Rep)

• Participate in design development reviews for compliance with RFP requirements and Owner standards.

• Review submittals, implementation plans, test/commissioning plans, cutover sequencing, and migration risk mitigation.

• Monitor quality, schedule, and risk; maintain decision matrix and status dashboards.

• Verify that installed systems meet Owner requirements through witness testing, punch list resolution, and acceptance documentation.

4. Deliverables

• Project Management Plan (PMP) & Risk Register

• Existing System Assessment Report (inventory, gaps, risks, photos/as-built overlays)

• Requirements Specification (functional, technical, IDMS, cybersecurity, regulatory)

• Integration Mapping Package (diagrams, interface specs, data flows)

• Market Analysis & Benchmarking Report

• Draft RFP + Final RFP (ready for issuance)

• Pricing Template (standardized cost forms)

• Evaluation Criteria & Tools (scoresheets, conformance matrix)

• Grant Opportunity Memorandum (with application support materials)

• Executive Summary Presentation (for leadership briefings)

• Bid Phase Support Artifacts (Q&A log, addenda inputs, interview scripts)

• Owner’s Rep Documentation (design review comments, test/acceptance plans, punch-lists)

• Complete Documentation Archive

5. Meetings & Communications

• Standing status meetings (bi-weekly unless otherwise directed) with action logs.

• Workshops for key topics: Physical Security Ops, IT/Cybersecurity, IDMS workflows, Airport

Ops & Tenant needs.

• Dashboards and Decision Matrix updated throughout Phases I & II.

6. Schedule & Preferred Timeline

• Kickoff Meeting: within 2 weeks of contract award.

• August - finalized RFP Documents

• September – release RFP

• November 6 – Contractor selected and finalized Board recommendation provided for the

November 23, 2026, Board Meeting.

The Consultant must propose a baseline schedule with milestones for: Kickoff; Assessment

Complete; Draft Requirements; Draft RFP; Final RFP; Bid Phase Support; Selection; Design Review

Gates; Commissioning/Acceptance Support.

(Finalized Schedule Established by the selected Consultant)

7. KCAB Responsibilities / Owner-Furnished Information (OFI)

KCAB will provide:

• Access to facilities and systems; existing documentation and drawings.

• Geospatial Resource Collection datasets and status documentation.

• Applicable PARAS Report(s) and relevant policies/standards.

• Timely stakeholder availability and review feedback.

8. Compliance & Standards

All work products must align with applicable TSA Security Directives, DHS and airport security standards, and recognized cybersecurity frameworks (e.g., NIST). The Consultant must identify any deviations or conflicts and recommend resolutions.

9. Acceptance Criteria

• Deliverables complete, internally QA/QC-checked, and compliant with this Scope.

• Requirements traceability from assessment → specifications → RFP.

• RFP package suitability for competitive DB procurement (clear, complete, and non-ambiguous).

• Positive closure of KCAB review comments and sign-off at each milestone.

10. Assumptions & Constraints

• Consultant will not perform engineering design beyond the level necessary to define performance/specification requirements for DB procurement.

• Any specialized testing or destructive investigation will be coordinated with KCAB in advance.

• Proprietary information from vendors will be managed per KCAB’s procurement rules.

1.7.2. Minimum Qualifications

Firms must demonstrate airport specific experience implementing security access control system replacement and Identity Management System (IDMS) projects. Firms must have completed similar projects within the last eight (8) years for airports with a minimum of six hundred access points and processing at least 10,000 badges daily.

1.7.3. RFQ Selection Criteria

The Consultant will be evaluated based on the following criteria:

a. Firm Experience Requirement

Firms must demonstrate airport specific experience implementing security access control system replacement and Identity Management System (IDMS) projects. Submissions must include relevant projects completed within the last eight (8) years for airports with a minimum of six hundred access points and processing at least 10,000 badges daily. For each project, provide specific experience.

• Brief project description

• Airport size and operational complexity. (Number of badges, security access control points, and badges processed daily)

• Project value and delivery method

• Role of the firm and key outcomes

b. Project Team Experience

Respondents must provide a clear and complete organizational chart identifying the proposed project team members, their roles, and reporting structure. Submittals must include:

• Demonstrated experience implementing airport security access control and IDMS programs.

• Availability and commitment of key staff for the duration of the project

• Resumes highlighting relevant technical, security, design, and procurement experience.

c. Project Approach

Firms must describe their methodology for developing a comprehensive RFP for Design-Build contractor procurement. The project approach should address:

• System assessment and requirements development

• Integration, cybersecurity, and regulatory considerations

• RFP document structure and technical specification development

• Schedule management, risk mitigation, and quality assurance processes

d. Stakeholder Coordination

Respondents must outline their approach to stakeholder engagement and coordination across diverse airport departments and external partners. Submittals should demonstrate:

• Experience managing multi-disciplinary airport stakeholders.

• Methods for obtaining input, resolving conflicts, and achieving consensus.

• Communication tools and strategies for ensuring transparency and alignment.

e. Firm Experience Explanation

Firms must provide a concise statement describing what differentiates their organization from other respondents. This may include but is not limited to:

• Specialized expertise or unique capabilities

• Proven methodologies or tools

• Relevant airport security innovations

• Demonstrated success on similar projects.

• Key attributes that position to the firm as the most qualified partner

1.8. DISADVANTAGED BUSINESS ENTERPRISE POLICY

1. Policy. It is the policy of the United States DOT that Disadvantaged Business Enterprises (DBE) as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. Consequently, the DBE requirements of 49

CFR Part 26 apply to this Contract.

The Consultant, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this Contract. The Consultant shall carry out applicable requirements of 49 CFR Part 26, including any amendments thereto, in the award and administration of DOT-assisted contracts. Failure by the Consultant to carry out these requirements is a material breach of this contract, which may result in the termination of this Contract or such other remedy as

KCAB deems appropriate, which may include, but is not limited to:

A. Withholding monthly progress payments;

B. Assessing sanctions;

C. Liquidated damages; and/or

D. Disqualifying the Consultant from future bidding as non-responsible.

2. Prompt Payment. Consultant agrees to pay each subconsultant under this Contract for satisfactory performance of its contract no later than thirty (30) days from the receipt of each payment the

Consultant receives from KCAB. Consultant agrees further to return retainage payments to each subconsultant within thirty (30) business days after the subconsultant's work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of KCAB. This clause applies to both DBE and non-

DBE subconsultants. A violation of the prompt payment provisions contained within a Consultant contract will be grounds for KCAB to terminate such Consultant’s contract. In addition, KCAB may impose such other penalties as are in accord with the provisions of 49 CFR 26.29(b)(1)(2) and (3).

3. Termination of DBE Subcontracts (49 CFR § 26.53(f). Consultant must not terminate a DBE subcontractor listed in its proposal (or an approved substitute DBE firm) without prior written consent of KCAB. This includes, but is not limited to, instances in which the Consultant seeks to perform work originally designated for a DBE subcontractor with its own forces or those of an affiliate, a non-DBE firm, or with another DBE firm. Consultant shall utilize the specific DBEs listed to perform the work and supply the materials for which each is listed unless the Consultant obtains written consent KCAB.

Unless KCAB’s consent is provided, Consultant is not entitled to any payment for work or material unless it is performed or supplied by the listed DBE. KCAB may provide such written consent only if

KCAB agrees, for reasons stated in the concurrence document, that the Consultant has good cause to terminate the DBE firm. For purposes of this paragraph, good cause includes the circumstances listed in 49 CFR § 26.53. Before transmitting to KCAB its request to terminate and/or substitute a

DBE subcontractor, Consultant must give notice in writing to the DBE subcontractor, with a copy to

KCAB, of its intent to request to terminate and/or substitute, and the reason for the request.

Consultant must give the DBE five days to respond to Consultant's notice and advise KCAB and

Consultant of the reasons, if any, why it objects to the proposed termination of its subcontract and why KCAB should not approve Consultant's action. If required in a particular case as a matter of public necessity (e.g., safety), KCAB may provide a response period shorter than five days. In addition to post-award terminations, the provisions of this section apply to pre-award deletions of or substitutions for DBE firms put forward by offerors in negotiated procurements.

1.9. KENTUCKY OPEN RECORDS ACT

Each proposer must specifically identify any portion of its proposal which it deems confidential, or which contains proprietary information, patents, copyrights or trade secrets. Proposer should provide justification of what material should not be disclosed, upon request, by KCAB to a third party. All documents received by KCAB are subject to general inspection under the provisions of Kentucky

Revised Statutes Chapter 61.870 et seq, the “Kentucky Open Records Act”, subject to very narrow exceptions. These statutes may require disclosure of documents a proposer deems confidential. KCAB may otherwise use or disclose the data submitted by each proposer for any purpose, unless such data is so identified as confidential or proprietary by the proposer. The proposer’s opinion of proprietary information is not binding upon KCAB.

1.10. EVALUATION CRITERIA

No

Evaluation Criteria Scori ng

Metho d

Weigh t

(Point s)

1. Firm's Experience

Firms must demonstrate airport specific experience implementing security access control system replacement and Identity Management System (IDMS) projects. Submissions must include relevant projects completed within the last eight (8) years, for airports with a minimum of six hundred access points and processing at least 10,000 bags daily. For each project, provide specific experience.

• Brief project description

• Airport size and operational complexity. (Number of badges, security access control points, and bags processed daily)

• Project value and delivery method

• Role of the firm and key outcomes

0-100

Points

(30% of

Total)

2. Project Team Experience

Respondents shall provide a clear and complete organizational chart identifying the proposed project team members, their roles, and reporting structure. Submittals must include:

• Demonstrated experience implementing airport security access control and IDMS programs.

• Availability and commitment of key staff for the duration of the project

• Resumes highlighting relevant technical, security, design, and procurement experience.

0-100

Points

(25% of

Total)

3. Project Approach

Firms must describe their methodology for developing a comprehensive RFP for Design-Build contractor procurement. The project approach should address:

• System assessment and requirements development

• Integration, cybersecurity, and regulatory considerations

• RFP document structure and technical specification development

• Schedule management, risk mitigation, and quality assurance processes

0-100

Points

(20% of

Total)

4. Stakeholder Coordination

Respondents must outline their approach to stakeholder engagement and coordination across diverse airport departments and external partners. Submittals should demonstrate:

• Experience managing multi-disciplinary airport stakeholders.

• Methods for obtaining input, resolving conflicts, and achieving consensus.

• Communication tools and strategies for ensuring transparency and alignment.

(15% of

Total)

5. Firm's Differentiate from Competitors

Firms must provide a concise statement describing what differentiates the organization from other respondents. This may include but is not limited to:

• Specialized expertise or unique capabilities

• Proven methodologies or tools

• Relevant airport security innovations

• Demonstrated success on similar projects.

• Key attributes that position to the firm as the most qualified partner

(10% of

Total)

1.11. ACCEPTANCE PERIOD

Proposals in response to this RFQ must indicate it is valid for a period no less than one hundred twenty

(120) days from the closing date.

1.12. AWARD

A. KCAB intends to award a contract or contracts resulting from this solicitation to the responsible proposer(s) whose proposal represents the best value after evaluation in accordance with the criteria included in this RFQ.

B. KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

C. KCAB intends to evaluate proposals and may award a contract without discussions with proposers. Therefore, the proposer’s initial proposal should contain the proposer’s best terms from a cost or price and technical standpoint.

D. KCAB reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered.

E. KCAB reserves the right to make multiple awards if, after considering the proposals submitted, it is in KCAB’s best interest to do so.

F. The successful proposer will be required to enter into a contract substantially in the form of the contract included under the ATTACHMENTS Tab and incorporated by reference. All proposers are required to note any exception(s) to the attached contract and are required to specifically state the exception(s) and the reason(s) for the exception(s). No exceptions will be recognized to the Government Clauses section of the proposed contract. If no exceptions to the contract are included in the proposer’s response, the proposer is expected to execute the contract in the form set forth herein. Final acceptance of a proposal and contract is contingent upon reaching a mutually satisfactory agreement regarding noted https://procurement.opengov.com/portal/cvgairport/projects/238108/document?section=2266720 exceptions. If an acceptable and timely agreement is not reached, KCAB reserves the right to disqualify the proposer and to reevaluate the remaining proposals. KCAB reserves the right to refuse to negotiate with a successful proposer on any item not specifically excepted in its submittal.

G. KCAB will have the right, at its sole election, to alter the specifications and/or frequencies of services required and tailor the contract price to said change (increase or decrease).

H. The term of the agreement will be for 2 years.

1.13. PERFORMANCE AND PAYMENT

The successful proposer shall issue an invoice on a monthly basis for work performed along with supporting data. KCAB will pay submitted invoices on a net 30 basis subject to the terms of the attached agreement.

1.14. BADGES AND KEYS

1. Contractor must badge a sufficient number of employees to satisfactorily complete its obligations under this contract regardless of circumstances. This will require a background check made through a fingerprint process. When determining the number of employees to badge, Contractor must consider absent employees due to illness, vacation, employment termination, or other reasons, emergency/on call situations, and supervisors who need access for inspection/supervision visits.

2. Contractor is responsible for the cost of badging. The current fee for identification badges is

$44.00 per badge for the badge, security threat assessment, and for fingerprinting.

3. Contractor must return all badges upon expiration or termination of the contract whichever is earlier. Additionally, Contractor shall immediately return an employee’s badge when that employee is no longer employed by Contractor. Contractor shall pay $100.00 per badge for each badge not returned within ninety (90) days from the date the Contractor is required to return the badge(s).

4. Contractor is responsible for all keys or badges issued to Contractor’s employees. Such keys or badges may not be duplicated. Contractor shall return any or all keys or access cards to KCAB when requested by KCAB. If the loss of keys or access cards requires changing the combination of locks or changing other access equipment, the cost of such labor and material may be charged to Contractor at the discretion of KCAB. Replacement of lost or damaged keys or badges will be provided at Contractor’s expense. Any fines or civil penalties assessed to KCAB caused by Contractor negligence is the responsibility of Contractor.

5. Badge replacement is at the sole discretion of KCAB. A $100.00 fee will be assessed per lost badge. In the event a Contractor’s employee loses a second badge, the Contractor shall pay

$200.00. If a third badge is lost, the badge will only be renewed with permission of the Airport

Security Coordinator and the Contractor shall pay $300.00.

6. If necessary, KCAB will provide initial supply of keys after receipt of a $500.00 deposit from

Contractor. In the event Contractor loses or duplicates a key(s), KCAB will charge the cost of rekeying the lock(s) of the corresponding area against the $500.00 deposit. Contractor shall be responsible for the full cost of rekeying if Contractor loses or duplicates a key. Any funds remaining of this $500.00 deposit upon termination of the contract will be returned to contractor upon KCAB’s receipt of all keys.

1.15. RECORDS/FINANCIALS

In submitting proposals on any item to be purchased by KCAB, the proposer hereby agrees to make available any and all records, books of account, correspondence, or other information reasonably necessary to enable KCAB or its designated agents to investigate the responsibility of the proposer in terms of its financial status, capacity to produce, sources of supply, performance record in the business or industry, and any other matter reasonably related to the proposer’s probable ability to perform adequately under a contract if it is awarded to the proposer.

1.16. GRATUITIES AND KICKBACKS

It is a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any KCAB employee, the proposal shall be disqualified and shall not be reinstated.

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

By the submission of this proposal, the proposer certifies that:

1. The proposal has been arrived at by the proposer independently and has been submitted without collusion with any other vendor.

2. The contents of the proposal have not been communicated by the proposer, or, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the proposer or its surety on any bond furnished herewith and will not be communicated to any such person prior to the official opening of the proposal.

3. No proposer may submit more than one proposal for this purchase. It shall be the responsibility of each proposer to obtain the prior written permission of KCAB before proposal opening in every situation in which the proposer, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

1.18. RFQ CONDITIONS AND PROVISIONS

The terms and conditions of this request for qualifications (RFQ) include all general and special conditions as enumerated herein.

All participating proposers agree to comply with all of the conditions, requirements and instructions of this RFQ as stated or implied herein. Any alteration, erasure or interlineation by the proposer in this proposal constitutes cause for rejection by KCAB. Should KCAB omit anything from this RFQ which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall notify the Contract and Procurement Administration Department prior to the deadline for question submissions as per the time and date shown in the Schedule of Events.

Typographical errors in entering quotations on this proposal may result in the disqualification of this proposal.

All proposers are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of proposal.

Unit price for each item must be shown for the unit of measurement indicated. In case of error in extension of prices, the unit price governs.

Each proposer shall fully acquaint and familiarize themselves with the conditions as they exist and the character of the operations to be carried on under the proposed contract and make such investigations as the proposer may see fit so that the proposer shall fully understand the facilities, physical conditions and restrictions associated with the services.

The successful proposer shall comply with all of the specifications, terms and conditions of this RFQ.

KCAB is not liable for any costs incurred by proposer in the preparation of proposals or for any work performed in connection therein.

2. VENDOR QUESTIONNAIRE

2.1. VENDOR QUESTIONNAIRE

1. Minimum Qualifications*

Provide a brief (1) page summary demonstrating the minimum qualifications of airport specific experience implementing security access control system replacement and Identity Management

System (IDMS) projects, having completed similar projects within the last eight (8) years for airports with a minimum of six hundred access points and processing at least 10,000 badges daily. More detailed information regarding this requirement is asked for in the Firm Experience Requirement question.

*Response required

2. Cover Letter (Limit 1 page)*

Include a cover letter which serves to introduce the firm or team and highlights the overall approach philosophy. This should include the name, address, email address, and telephone number of the primary representative(s) to be contacted regarding your response. The letter should be signed by a person who is authorized to negotiate terms, render decisions, and commit the firm/individual resources. The cover letter may not exceed 1 page and does not count toward the page limit.

*Response required

3. Firm's Experience (Limit 4 Pages)*

Firms must demonstrate airport specific experience implementing security access control system replacement and Identity Management System (IDMS) projects. Submissions must include relevant projects completed within the last eight (8) years for airports with a minimum of six hundred access points and processing at least 10,000 badges daily. For each project, provide specific experience.

• Brief project description

• Airport size and operational complexity. (Number of badges, security access control points, and badges processed daily)

• Project value and delivery method

• Role of the firm and key outcomes

*Response required

4. Project Team and Experience (Limit 3 pages)*

Respondents must provide a clear and complete organizational chart identifying the proposed project team members, their roles, and reporting structure. Submittals must include:

• Demonstrated experience implementing airport security access control and IDMS programs.

• Availability and commitment of key staff for the duration of the project

• Resumes highlighting relevant technical, security, design, and procurement experience.

*Response required

5. Project Approach (Limit 5 pages)*

Firms must describe their methodology for developing a comprehensive RFP for Design-Build contractor procurement. The project approach should address:

• System assessment and requirements development

• Integration, cybersecurity, and regulatory considerations

• RFP document structure and technical specification development

• Schedule management, risk mitigation, and quality assurance processes

*Response required

6. Stakeholder Coordination (Limit 1 page)*

Respondents must outline their approach to stakeholder engagement and coordination across diverse airport departments and external partners. Submittals should demonstrate:

• Experience managing multi-disciplinary airport stakeholders.

• Methods for obtaining input, resolving conflicts, and achieving consensus.

• Communication tools and strategies for ensuring transparency and alignment.

*Response required

7. Firm's Differentiate from Competitors (Limit 2 pages)*

Firms must provide a concise statement describing what differentiates their organization from other respondents. This may include but is not limited to:

• Specialized expertise or unique capabilities

• Proven methodologies or tools

• Relevant airport security innovations

• Demonstrated success on similar projects.

• Key attributes that position to the firm as the most qualified partner

*Response required

8. Certification Forms*

Please download the below documents, complete, and upload.

• 26-010-RFQ_Certification_Fo...

*Response required

9. Exceptions*

State in writing all exceptions to this RFQ or attached Proposed Agreement. Exceptions should list referencing page and paragraph numbers. If no exceptions are taken, the proposal must include a statement that the bidder takes “No Exceptions”. Does not count towards page count.

*Response required

10. Provide a copy of your Certificate of Insurance*

*Response required

11. Confirmation*

By submitting a proposal, the proposer consents to its use and acceptance of electronic signatures to execute any awarded contract and associated agreements. Proposer agrees to be bound by electronic signatures to the same legal effect and extent as if manually signed. KCAB expects the successful proposer will execute any awarded contract using KCAB’s electronic signature service unless the proposer includes an exception with its proposal signifying its desire to sign manually. Included with the proposal, proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

A. Full Name;

B. Position Title; and

C. Email Address.

https://government-project.s3.us-west-2.amazonaws.com/238108/573c7a16-ff64-4a08-ba54-64d74a454ab7_26-010-RFQ_Certification_Forms_-_Attachment_1.pdf

Please provide this information in the next questions.

☐ Please confirm

*Response required

12. Provide the following:*

Proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

A. Full Name;

B. Position Title; and

C. Email Address.

*Response required