Airport_Technology_Consulting_Services.pdf

REQUEST FOR QUALIFICATIONS

RFQu 26-0072 - Airport Technology Consulting Services

AIRPORT TECHNOLOGY CONSULTING SERVICES

CITY OF PHOENIX

AVIATION

2485 EAST BUCKEYE ROAD

PHOENIX, AZ

85034

RELEASE DATE: October 13, 2026

DEADLINE FOR QUESTIONS: October 26, 2026

RESPONSE DEADLINE: December 3, 2026, 3:00 pm

City of Phoenix

REQUEST FOR QUALIFICATIONS

RFQu 26-0072 - Airport Technology Consulting Services

Airport Technology Consulting Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Supplemental-Terms-And-Conditions-To-All-Airport-Contracts Rev 4-29-26

B - Sensitive Security Information Acknowledgement Form

C - Acceptance of Offer Form 2026

Request For Qualifications #RFQu 26-0072 - Airport Technology Consulting Services Title: Airport Technology Consulting Services

1. Introduction

1.1. Contact Information

Michael Soto III

Aviation

Email: michael.soto@phoenix.gov

Phone: (602) 683-2670

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Michael Soto III) at (602) 683-2670/Voice or 711/TTY, or michael.soto@phoenix.gov, no later than five (5) days prior to the meeting.

Solicitation Issue Date: October 13, 2026

Pre-Offer Conference (Non-Mandatory): October 21, 2026, 9:00am

TO RSVP / register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/rb983e8ffa0099539ab1269a32976bf37

Written Inquiries Due Date: October 26, 2026, 3:00pm

Offer Due Date: December 3, 2026, 3:00pm

Meeting Link:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m8b98e0fd5d40a86f5d7d84 ca1601e009

Join by phone:

+1-415-655-0001 US Toll

Access code: 2340 738 5724

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this Solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

https://cityofphoenix.webex.com/weblink/register/rb983e8ffa0099539ab1269a32976bf37 https://cityofphoenix.webex.com/weblink/register/rb983e8ffa0099539ab1269a32976bf37 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8b98e0fd5d40a86f5d7d84ca1601e009 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8b98e0fd5d40a86f5d7d84ca1601e009 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8b98e0fd5d40a86f5d7d84ca1601e009

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Airport Technology Consulting Services.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be on or about April 1, 2027, which is on or after the ordinance approved start date or the Effective Date, whichever is later.

The term of this Agreement will be for a five (5)-year contract term beginning on the

Commencement Date, with two (2) one-year options to extend, which may be exercised by the sole discretion of the Aviation Director.

This Solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this Solicitation please contact the Procurement Officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire Solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the Solicitation and other related data.

C. Promptly notify the Procurement Officer of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the Solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this Solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this

Solicitation. All materials and documents submitted in response to this Solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the Solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this Solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete Solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/276938. Any interested Offerors without internet access may obtain this Solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Aviation Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire Solicitation, and verify all required information is submitted with their Offer.

2.4. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this

Solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the Solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.5. Inquiries

All questions that arise relating to this Solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/276938

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from the date of distribution of this Solicitation until after the City Council awards the contract. All questions concerning or issues related to this Solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.6. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this Solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.7. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.8. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.9. Submission of Offer

Offers must be in possession of the Aviation Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the Aviation Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/276938. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/276938 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the

Solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For technical assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.10. Withdrawal of Offer

At any time prior to the Solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.11. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events, through remote video and telephone conference with the link and dial-in phone number below:

Meeting Link:

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m731f31137567bb9e9c7b2c511ff85

Join by phone:

+1-415-655-0001 US Toll

Access code:

2348 024 7094

The name of each Offeror may be read and/or viewed. Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement

Portal.

The City will post the Offeror’s name on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/276938 within five business days of the offer opening. Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal. Once the City has reviewed the offers, the City will post an award recommendation on the City's Procurement

Portal. The City will not provide any further notification to unsuccessful Offerors.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m731f31137567bb9e9c7b2c511ff85644 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m731f31137567bb9e9c7b2c511ff85644 https://procurement.opengov.com/portal/phoenix/projects/276938

2.12. Content of Response

The Offeror's response will include the following:

A. Qualifications and Experience: For all groups Offer is interested in submitting for, the

Offeror must provide a detailed description (Not to exceed 5 pages total) of their relevant experience or their subcontractor’s experience for each group. Offerors are allowed and encouraged to subcontract (if necessary) to meet any group qualifications they are submitting for. Offerors must provide resumes for all key personnel, including subcontractors, whose qualifications are being used to meet the minimum requirements for any group. Resumes should detail relevant experience, certifications, education, and prior project work, particularly in airport or public sector environments.

B. Group 1: General IT Consulting

1. Proven experience assessing, designing and integrating scalable IT systems in complex airport or public sector environments.

2. Experience conducting workforce assessments, change management and aligning IT workforce capabilities with organizational objectives, and digital transformation goals.

3. Demonstrated capability in providing strategic technology consulting, including IT roadmaps, modernization planning, and enterprise architecture advisory services.

C. Group 2: Enterprise IT Systems

1. Demonstrated ability to analyze complex datasets, implement enterprise analytics platforms and deliver actionable insights across airport systems.

2. Proficient in system design principles, cloud platforms, and enterprise integration frameworks.

3. Proven experience with implementing and optimizing Business Intelligence (BI) tools such (e.g., Tableau, Power BI) to build dashboards and support data driven decision making.

4. Expertise designing and implementing Customer Relationship Management (CRM) platforms (e.g. Salesforce, Dynamics 365) and customer data workflows.

5. Demonstrated capability enhancing of Enterprise Asset Management Systems

(EAMS) for tracking, maintaining and optimizing enterprise assets.

D. Group 3: Artificial Intelligence (AI) / Machine Learning (ML) & Emerging

Technologies

1. Experience assessing AI readiness and deploying AI/ML solutions in operational settings with adaptability to rapid tech evolution.

E. Group 4: Airport Technology Strategy & Integration

1. Proven success implementing smart infrastructure, passenger-facing technologies and operational systems that enhance airport efficiency and passenger- facing experience.

2. Expertise designing and deploying digital systems in an airport setting, ensuring minimal disruption to operations.

3. Proven experience assessing and deploying and optimizing private LTE/5G or CBRS infrastructure and networks in enterprise or public-sector environments.

4. Demonstrated expertise in developing digital twin strategies, digital twin modeling, indoor precision systems (IPS) design & development, or drone data integration.

5. Proven success supporting airport scenarios, including terminal flow simulation, perimeter security technologies, and infrastructure visualization in complex airport environments.

F. Offeror's Statement of Work:

Offeror must provide a detailed description (Not to exceed 20 pages total) to include:

1. List of Technology Consulting Services identified in Section 3 - Scope of Work, Paragraph 3.3. - Technology Consulting Services, for which the Offeror is qualified to provide.

2. Provide a detailed description of previous Technology Consulting Services at other large hub airports.

2.13. Evaluation and Selection

A. In accordance with Administrative Regulation 3.10, Qualifications Based Selection, a list of qualified Offerors will be established based on the minimum qualifications criteria detailed in Section 2 – Instructions, Paragraph 2.12 – Minimum Qualifications of this

RFQu. The City will evaluate the Offeror(s) as pass or fail for each qualification criteria and only those Offerors that receive a pass for all qualification criteria may be recommended for the Qualified Vendors List (QVL).

B. The Offerors under consideration for this RFQu will be evaluated by the Procurement

Officer. The City reserves the right to request clarification information that the

Procurement Officer deems necessary to make a recommendation to establish a QVL.

The Procurement Officer’s review may be supplemented by subject matter experts, outside professionals, or professionals from other City departments who can provide additional expertise.

C. Upon completion of the evaluation process and in accordance with Administrative

Regulation 3.10, the City may establish a QVL and may assign a detailed scope of work to the selected Contractors, and may negotiate fees for services. The City will develop the order of the QVL based on the order that the responses are received. Placement on a QVL established by the City does not represent or guarantee that the City will assign work to a Contractor on a QVL. An established QVL merely provides the City with an option to request work from a Contractor at the City’s discretion.

2.14. Agreement

The City will require the selected Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will form the basis of any resulting Contract. However, this RFQu does not commit the City to enter a

Contract, to pay any costs incurred in the preparation of an Offer to this request or in subsequent negotiations, or to procure a contract for the project(s).

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 30 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this Solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this Solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this Solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a Solicitation.

C. A response to a Solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s Solicitation. Offers do not become contracts until they are executed by the Deputy Aviation Director or Department Director.

A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the Solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a Solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the

Solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the Solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the Solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar Solicitation.

As long as the Solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the Solicitation with the City staff. Offerors may not discuss the Solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the Solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all

Solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the Solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar

Solicitation. The City interprets the policy as continuing through a cancellation of a Solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the Solicitation.

2.18. Protest Process

Offeror may protest the contents of a Solicitation no later than seven days before the Solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the

Solicitation. Protests filed regarding the Solicitation may be addressed by an amendment to the

Solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the Solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all

Solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the Solicitation and include the following:

A. Identification of the Solicitation number;

B. The name, address and telephone number of the protester;

C. A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

D. The form of relief requested; and

E. The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this Solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a Solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

A. Offers will be reviewed for the documentation of qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

B. Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The

Solicitation states criteria that determine responsiveness, and the Solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

C. Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations, or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

D. Responsibility: To obtain true economy, the City must conduct Solicitations to minimize the possibility of a subsequent default by the contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, financial ability, and facilities for conducting the work to be performed.

E. The Procurement Officer will review each Offer to determine if the Offeror is responsible and responsive. The City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, Contract breach lawsuits or notices of claim and any other sources the City deems appropriate.

Award of the Contract resulting from the Solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to Contract award.

F. The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such Offeror.

3. Scope of Work

3.1. Introduction

The Aviation Department is seeking qualified Contractors to support the evolving technological needs of Phoenix Sky Harbor International Airport. This QVL is being established to provide a streamlined and strategic mechanism for procuring high-quality consulting and professional services. The QVL is designed to ensure access to specialized expertise across four (4) critical

IT service domains, each tailored to enhance operational efficiency, security, innovation, IT strategy, and workforce readiness within the aviation environment.

A. Group 1 – General IT Consulting – Includes design, assessment, strategic planning, workforce planning, change management and delivering scalable, integrated systems that support mission-critical airport functions and long-term digital transformation.

B. Group 2 – Enterprise IT Systems - Includes data analytics, IT Architecture and Business

Intelligence as well as enabling data-driven decision making and operational insights.

C. Group 3 – Artificial Intelligence (AI) / Machine Learning (ML) and Emerging

Technologies – Includes advancing smart infrastructure and passenger services through intelligent automation.

D. Group 4 – Airport Technology Strategy & Integration – Includes design and deployment of advanced technologies that drive Airport 4.0.

The IT Consulting Service Groups resulting from this QVL will be solicited on an as-needed basis and pricing must be all-inclusive. An established QVL merely provides the City with an option to request work from a Contractor at the City’s discretion. There is no guarantee that a Contractor and its IT Consulting Services will be selected for service after being added to the QVL.

3.2. Aviation Department Representative

The Aviation Department Representatives (ADR) for this Contract will be Genie Usher. The

ADR or her designee will coordinate all invoicing and will have sole responsibility for evaluating the acceptability and quality of the services provided under this Contract. The ADR or her designee will be consulted on any concerns and issues arising during performance. The

ADR can be reached at genie.usher@phoenix.gov or (602) 273-3402.

3.3. Technology Consulting Services

A. Group 1 – General IT Consulting: This group requires Contractors with demonstrated expertise in designing, assessing, and implementing scalable IT solutions that support airport operations. Services may include enterprise architecture, systems integration for aviation or public sector environment. Contractors may also be expected to provide strategic IT consulting, such as technology assessments, roadmap development, workforce planning, change management and governance advisory to ensure alignment with organizational objectives and Airport 4.0 framework. IT Consulting Services may include but are not limited to:

mailto:genie.usher@phoenix.gov

1. IT solution design and implementation for enterprise and operational systems.

2. IT strategy and roadmap development.

3. Architecture of software, hardware, and network infrastructure.

4. Integration of legacy and modern systems for seamless data flow.

5. IT workforce planning, change management and organizational development.

6. Competency modeling and workforce alignment in complex, multi-system environments.

7. Technology modernization planning and enterprise architecture advisory.

8. Documentation and knowledge transfer for long-term maintainability.

9. Assessment of current IT environments and development of transformation strategies.

10. Consulting on IT governance, standards alignment, and digital infrastructure planning.

B. Group 2 – (Enterprise IT Systems) Data Analytics, IT Architecture and Business

Intelligence: This group includes Contractors with demonstrated expertise in the assessment, design, and implementation of enterprise-level data analytics, business intelligence and IT architecture. Services support operational insights, performance optimization, and data-driven decision-making across airport systems and departments. IT Consulting Services may include but are not limited to:

1. Assessment and implementation of advanced analytics infrastructure.

2. Development of dashboards and reporting tools for operational insights.

3. Integration of data from airport systems for real-time and historical analysis.

4. Predictive modeling for resource planning and operational efficiency.

5. Optimization of terminal capacity and passenger flow using data analytics.

6. Support for enterprise-wide business intelligence initiatives.

7. Configure and optimize BI tools to support real-time dashboards, reporting, and analytics.

8. Integrate CRM systems with airport operations and customer data sources to enable personalized services and feedback loops.

9. Develop automated CRM workflows for customer service, incident tracking, and loyalty programs.

10. Enhance existing EAMS platforms to improve asset tracking, lifecycle management, and maintenance scheduling.

11. Implement optimization strategies for asset utilization, downtime reduction, and cost control.

12. Integrate EAMS with IoT sensors, GIS systems, and mobile inspection tools to support smart asset management.

C. Group 3 – AI/ML and Emerging Technologies: This group includes Contractors with demonstrated expertise in AI, including generative AI, agentic AI, ML, computer vision, and other emerging technologies applicable to the advancement of airport operations, infrastructure, and passenger services. Due to the rapid pace of innovation in

AI, Contractors must demonstrate adaptability to rapid technological change and maintain or acquire the necessary qualifications and capabilities to meet the evolving requirements throughout the duration of the contract. IT Consulting Services may include but are not limited to:

1. Establishing AI governance frameworks for ethical, secure, and effective deployment.

2. Supporting smart infrastructure initiatives with predictive and autonomous

AI capabilities.

3. Enhancing passenger experience through AI-enabled personalization and real-time responsiveness.

4. Custom LML model development.

5. Implementing AI-driven threat detection and model integrity safeguards.

6. Leveraging predictive maintenance to reduce downtime and extend asset life.

7. Deploying AI-powered surveillance for anomaly detection and incident response.

8. Enabling operational alerting through AI-integrated SCADA and IoT systems.

9. Developing AI models for terminal energy forecasting and dynamic optimization.

10. Analyzing passenger demographics, flight schedules, and foot traffic to optimize concession planning.

D. Group 4 – Airport Technology Strategy & Integration: This group includes Contractors with proven expertise in researching, piloting, deploying, and optimizing advanced technologies within airport environments. Services are aligned with Airport 4.0 framework and aim to enhance passenger experience, streamline operations, increase revenue, and drive innovation. Contractors must demonstrate a deep understanding of aviation-specific challenges and the integration of IT/OT systems in complex airport ecosystems. IT Consulting Services may include but are not limited to:

1. Passenger experience technology design and implementation (e.g., self-bag drop, mobile apps, passenger flow, remote check-in).

2. Evaluation and optimization of airport operational technologies (e.g., AODB, RMS, BHS, ramp turnaround).

3. Development of digital twin strategies and roadmaps for airport environments.

4. Modeling of terminals, airfields, facilities, and systems to simulate operations and predict outcomes.

5. Development of smart airport strategies using IoT, sensors, and connected infrastructure.

6. Integration of digital systems across landside, airside, and terminal operations support for pilot programs, technology trials, and innovation roadmaps.

7. Private Wireless network architecture and backhaul design.

8. Site surveys and RF propagation modeling.

9. CBRS spectrum access system (SAS) integration.

10. Wireless network slicing and QoS configuration for critical applications.

11. Ongoing monitoring, optimization, and managed services.

12. Deployment of CBSDs, radio access network (RAN) base stations.

Each group includes representative services that illustrate the types of engagements anticipated under this contract. These examples are not exhaustive. As technology continues to evolve and throughout the contract period, the City may propose additional representative services within each group to ensure the QVL remains responsive to emerging needs while maintaining access to a vetted pool of Contractors capable of supporting strategic initiatives, accelerating innovation, and delivering resilient, future-ready IT operations.

3.4. Subcontracting Requirements

A. If a Contractor relies on a subcontractor to meet any minimum qualification or experience requirement for a specific Group, the City requires that the same subcontractor actively perform the work associated with that Group for all resulting

Statements of Work (SOWs) issued under the Qualified Vendors List (QVL). The subcontractor’s role, responsibilities, and level of involvement must be consistent with the qualifications used to establish eligibility for that Group.

Offerors shall clearly identify any such subcontractors in their Offer, including the specific

Group(s) for which the subcontractor’s qualifications are being submitted. Upon award to the QVL, the Offeror shall ensure the proposed subcontractor remains engaged for the performance of work within that Group unless otherwise approved in writing by the City.

Requests to replace, remove, or materially reduce a qualifying subcontractor’s participation will not be accepted without prior written approval by the ADR or her designee and may result in removal from the QVL for that Group.

B. Continuous Compliance and Verification

The Contractor and subcontractor must maintain compliance with all requirements for the full duration of the Contract. The Airport reserves the right to verify qualifications, request documentation, or audit performance at any time.

3.5. Payments

A. Each invoice will be accompanied with itemized receipts, if applicable. The invoice will be submitted free of mathematical errors and/or missing supporting documentation.

All appropriate documentation will be provided that supports the charges reflected in the invoice. Upon finding an error and/or missing documentation, the City will return the invoice to Contractor. Contractor will promptly resubmit the revised invoice to the City.

Each revised invoice will document the date that the revised invoice is submitted to the City.

B. Contractor’s requests for payment must be submitted with documentation of dates and hours worked, hourly rate charged, and a detailed description of the services performed.

Failure of the City to identify an error does not waive any of the City's rights.

3.6. Additional Work Unrelated to Aviation Projects

A. Contractor will not engage with or solicit other Aviation business partners without prior approval of the ADR or her designee.

B. Aviation will not pay for any hours Contractor and/or its' employees spend on contract administration and/or Contractor's staff meetings.

C. Any additional work unrelated to projects approved by Technology will not be charged to

Aviation without prior approval of the ADR or her designee.

3.7. Reimbursable Expenses

Pre-approved reimbursable expenses, if applicable, will be reimbursed with no additional charges for overhead, benefits, administrative support, or related expenses. All reimbursable expenses must be pre-approved by the ADR or her designee in writing and must be reasonable and prudent. Travel will be reimbursable for Aviation projects that require travel. Travel will only be reimbursable with prior written approval from the ADR or her designee.

3.8. Parking Accomodations

The City will provide parking in the vicinity of the work site for up to six (6) contract employees.

Parking privileges assigned to contract employees may be used only during assigned work hours. The Contractor will be assessed an administrative fee and a monthly fee for each contract employee requiring a parking access card in accordance with Phoenix City Code

§4-58 (C). The administrative fee and the monthly fee are considered reimbursable.

Replacement cards due to loss or damage will be assessed fees in accordance with Phoenix City Code §4-58 (C); these fees are not reimbursable.

3.9. Remote Access to City Networked Assets

A. Access to any City networked asset is only granted to the Contractor and its subcontractors if Aviation’s Assistant Chief Information Officer or his/her designee determines there is a contractual reason for such remote access. Privileged

Remote Access is the term used by Aviation for remote access given to contractors who require access to certain City-networked assets such as, but not limited to, servers, business applications, and data.

B. Each individual requesting a Privileged Remote Access account must successfully complete a background screening and security check at Contractor’s sole cost and expense. The background screening provided by the Contractor will comply with all applicable laws, rules, and regulations.

C. Contractor and its subcontractors understand that the City may, from time to time and at its sole discretion, make changes to the security infrastructure in order to protect the interests of its citizens. Such changes may require the Contractor and its subcontractor to reconfigure or change elements of their access to Privileged Remote

Access and that such changes may occur without prior notification. Any changes in

Privileged Remote Access methods are wholly the responsibility of the Contractor and its subcontractors and the City will not be liable for any expenses incurred by the Contractor and its subcontractors in having to update their Privileged Remote

Access. A current list of acceptable operating systems, anti-virus, and firewalls may be made available upon request by the Contractor.

D. Contractor and its subcontractors will comply with all applicable City standards, policies, and procedures for access privileges, copies of which may be made available to Contractor and its subcontractors upon request.

E. Contractor's and its subcontractors' access will be immediately revoked by the City upon termination, cancellation, or expiration of this Contract.

F. The City requires Contractor or its subcontractor to access its systems remotely using secure Multi-Factor Authentication (MFA) method. The Contractor or its subcontractor must be able to use City’s MFA solution in order to gain remote access. Contractor or its subcontractor may not be able to get an exception for this cybersecurity requirement where remote access is required.

3.10. Account Management Procedures

A. Every individual who uses a City computer system will be assigned a unique user ID in accordance with City information technology standards and procedures. Every City-issued user ID and related password is intended for the exclusive use of a specific individual. While user IDs can be shared in electronic mail messages and in other places, passwords will never be shared with anyone.

B. Individuals are responsible for all activity that takes place with their City provided user ID and password or other authentication mechanism. Individuals will change their passwords immediately if they suspect they have been discovered or used by another person.

C. Individuals will log off from multi-user systems connected to any City internal network when they leave their desks for more than a few minutes.

D. Individuals will not test or attempt to compromise computer or communication system security measures. Incidents involving unapproved system hacking, password guessing, file decryption, bootleg software copying, or similar unauthorized attempts to compromise security measures may be unlawful and may result in immediate termination of this Contract without notice. Shortcuts bypassing systems security measures, pranks, and practical jokes involving the compromise of systems security measures are absolutely prohibited.

E. Contractor will report all significant changes in staff duties or employment status promptly to the system administrator responsible for applicable user IDs.

F. Contractor will immediately notify the ADR if other access control mechanisms are broken or if it suspects that these mechanisms have been compromised.

3.11. Change Management Procedures

Contractor will comply with all applicable change management procedures as prescribed by the

Aviation Department.

4. Minimum Qualifications

To be considered for inclusion on the QVL, the qualified and responsive Offeror must meet the minimum qualifications listed below. Offerors may submit Offers for any groups for which they meet the specified qualifications. Offerors are allowed and encouraged to subcontract, as necessary, to ensure they can meet all required group qualifications described in this

Solicitation. Any proposed subcontracting arrangements must comply with all applicable requirements of the Solicitation and must be clearly identified in the Offeror’s Offer. The Offeror, whether through its own qualifications or those of its subcontractors, must meet the minimum qualifications for each Group. Failure to meet the minimum qualifications for any Group will result in the Offeror being deemed nonresponsive for that Group.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Group 1 - General IT Consulting

Offeror must have experience in providing General IT Consulting services for a minimum of five (5) consecutive years in the last ten