Appendix A-1 - Full Technical Specs for CMS.pdf

Content Management System (CMS)

Full Technical Specifications

City of Philadelphia – Department of

Aviation

June 6, 2024

CMS Technical Specifications Philadelphia International Airport

CMS Technical Specifications Page 2 of 62

Table of Contents 1 Introduction

1.1 Existing Conditions

1.1.1 Digital display environment

1.1.2 Supporting Infrastructure

1.2 Statement of Work

1.2.1 Implementation Services

1.2.2 Warranty and License

1.2.3 SLA / Maintenance Services (During Implementation)

1.2.4 SLA / Maintenance Services (Post System Acceptance - Optional)

2 Functional and Technical Requirements

2.1 General Requirements

2.2 System Software Requirements

2.3 User Interface

2.4 Security, Performance and Management

2.5 Reporting Requirements

2.6 CMS

2.6.1 CMS Overview

2.6.2 CMS System and Software Requirements

2.6.3 CMS Configuration Requirements

2.6.4 Display Requirements

2.6.5 Content (Screen) Designer Module Requirements

2.6.6 Timing Window

2.6.7 Advertising Requirements

2.6.8 Interface and integration REQUIREMENTS

2.7 Hardware Requirements

2.7.1 General Requirements

2.7.2 Contemporary Technical and Operational Equivalent

2.7.3 Environmental Rating

2.7.4 Head End Devices

2.7.5 System Workstations

2.7.6 Expansion Requirements

3 Execution

CMS Technical Specifications Page 3 of 62

3.1 General Requirements

3.2 Delivery and Storage

3.3 Hardware Installation

3.4 Testing Requirements

3.5 Performance Verification Testing

3.6 Endurance Testing

3.7 Final System Acceptance

Exhibit A – Sampling of Existing Types of Displays

Exhibit B – Cut sheet for form-factor PCs

Exhibit C – PHL Architectural and Engineering Standards

CMS Technical Specifications Page 4 of 62

1 Introduction

The City of Philadelphia (“City”), Department of Aviation (“Aviation” or “Airport” or “PHL”) desires to implement a Content Management System (CMS) to control, manage, and simplify the creation and dispatch of digital display content, such as flight information, baggage information, gate information, wayfinding, advertising, weather reports, queue management, visual paging, ground transportation information, etc., throughout the Airport. The system shall also be capable of providing interfaces with other data sources that are intended to be implemented in the future.

1.1 Existing Conditions

1.1.1 DIGITAL DISPLAY ENVIRONMENT

PHL currently utilizes a FIDS (Flight Information Display System) provided and supported by Amadeus. The system currently delivers flight information and related content to displays throughout the PHL campus. Initially, the CMS will need to interface with our existing Amadeus system and AODB to receive flight and gate information. The full list of information regarding all current displays (e.g., locations, manufacturer, model number, mounting information, etc.) will be shared with the successful Applicant. A sample of existing display types can be found in Exhibit A, which is uploaded as an attachment to eContract Philly.

1.1.2 SUPPORTING INFRASTRUCTURE

PHL provides the communications infrastructure to support the digital display environment. This includes the communications cabling for connectivity of end devices as well as the local area network to support data connectivity. The Vendor shall be required to evaluate the existing infrastructure and identify any new cabling, network, or space requirements to support the proposed solution. If new infrastructure components are required, the Vendor shall provide them in accordance with PHL communications infrastructure standards.

1.2 Statement of Work

1.2.1 IMPLEMENTATION SERVICES

PHL is soliciting competitive proposals from qualified firms to design and implement a content management system and supporting infrastructure as necessary to support the system requirements stated herein. The Vendor shall provide a complete turnkey solution that includes all necessary software, hardware, supporting components, and professional services. All work shall be in accordance with Federal Aviation Administration (“FAA”), Transportation Security Administration (“TSA”) and PHL Department of Aviation Architectural and Engineering Design standards. See Appendix C at the end of this document. The services required include, but are not limited to, the following:

CMS Technical Specifications Page 5 of 62

A. The Vendor shall provide all necessary hardware, software, materials, supplies, and labor to design, configure, and implement the CMS in accordance with the specifications provided herein. The turnkey CMS solution shall meet the identified technical, functional, and performance requirements.

B. The Vendor shall perform coordination with PHL stakeholders (including, but not limited to, PHL Information Technologies (IT) Department, PHL Operations Department, PHL Guest Experience and Marketing Department, PHL Revenue Department, airlines, tenants, construction project representatives, etc. as required. The Vendor shall coordinate with the PHL Program Manager to identify all stakeholders.

C. The Vendor shall be responsible for the design, implementation, and configuration that meets or exceeds the requirements of the Technical, Functional, and Performance Specifications provided herein. In doing so, the Vendor shall provide the following services including, but not limited to:

1. Project management and coordination

2. System design services

3. System installation, configuration, interface, and integration.

4. Coordination with PHL and alignment with PHL processes, procedures, etc. for change management and information security.

5. Interface and Integration with existing systems as required.

6. System testing, including the development of a test environment that is coordinated with

PHL IT and designated stakeholders.

7. System training

8. System commissioning

9. System warranty and support

D. Project implementation will be a phased approach and the Vendor shall be required to develop a phased implementation plan and schedule that is coordinated with on-going construction efforts, that includes refreshing our existing EVID monitors, structures, and casework. The Vendor and PHL will discuss and coordinate, before design phase completion, the development of the final phased implementation approach in terms of the final deployment schedule. Nonetheless, the Vendor will be required to submit preliminary phasing plans to support the evaluation process.

E. In designing the CMS solution, it is desired to standardize hardware, operating systems, network protocols, etc. to facilitate long-term maintenance of the systems. In keeping with this, the systems shall be designed to meet the overall goals of PHL Stakeholders.

F. Any design requirements specified herein are provided for general guidance and standardization. The Vendor may propose alternative solutions to any of the design requirements. In addition to the base design requirements, the Vendor shall provide any

CMS Technical Specifications Page 6 of 62 additional functionality that it deems beneficial to PHL. These additional elements and/or alternatives shall be proposed as options.

G. The Vendor shall prepare the necessary documents required for installing, configuration, testing, and bringing the systems online. Such documents include, but are not limited to:

1. Project management and quality assurance plans

2. Testing plans

3. Component and system submittal documents (such as product specs, cut sheets, etc.)

4. System Management Plan

5. Phased Installation plans

6. Component design plans

7. End User Test and Acceptance plans

8. System user training plan and user documentation

9. As-built drawings and documentation

10. Warranty, maintenance, and support plans including recommended Service Level

Agreements (SLA), final SLA to be negotiated with PHL.

H. The Vendor shall coordinate with representatives of PHL to ensure the system meets the stated requirements as well as the goals of all stakeholders. As such, the Vendor shall conduct workshops with Airport stakeholders to finalize the following design components, as a minimum. Workshops include but are not limited to:

1. System and component functionality

2. Display hardware*

3. Reporting requirements and canned report configurations

4. Content Management System Reports

5. Overall System Performance Management Reports

6. Screen formats and displayed information (all system displays)

7. Content Management System (ADA requirements, display formats, and user interfaces)

8. Overall System Performance Management workshops

* It is the intent to utilize the existing displays with the new CMS. The vendor shall be responsible for reviewing the existing displays, including any existing display driving hardware to ensure the proposed system is compatible with the existing display environment.

I. Supporting Infrastructure – Supporting communications infrastructure for the existing MUFIDS environment, including cabling and local area network (wired) is provided by PHL. The City of Philadelphia Department of Aviation is responsible for providing connectivity from the communications room to the display driver. The Vendor shall perform all required coordination with PHL IT to identify any new end-user, display, display driving devices, etc. that will require connection to the PHL local area network. Where new cabling is required, the

CMS Technical Specifications Page 7 of 62

Vendor shall provide in accordance with PHL Architectural and Engineering (“A&E”) communications infrastructure Standards and Specifications, refer to Exhibit C.

1. Passive Infrastructure: Provide final equipment connection to the network. Provide the necessary patch cables, equipment cables, and work area cables that are required to support the proposed solution. It is the Vendor’s responsibility to fully review the passive infrastructure components not provided by this project and identify in writing where the infrastructure does not meet the Vendor’s requirements. Where new cabling is required, the Vendor shall provide in accordance with PHL’s A&E communications infrastructure standards and specifications. Refer to Exhibit C for more information.

2. Hardware Structures: The Vendor shall be responsible for reviewing any hardware and casework either existing or by others. The Vendor shall be responsible for performing the appropriate coordination with PHL to ensure all CMS solution equipment (display devices, workstations, display driving hardware, etc.) will be accommodated by the casework provided by others, or existing. In addition, the Vendor shall provide all dimensions and interconnectivity requirements of all components to be located within the casework to assist in the coordination effort.

3. Equipment racks/cabinets: The Vendor shall be responsible for the supply and installation of any additional equipment racks or cabinets that may be required for equipment installation within PHL communication rooms. The Vendor shall coordinate with PHL Project Manager to determine the installation location for all equipment that is to be placed within the communication rooms. Where new equipment is required, the Vendor shall provide in accordance with the PHL’s A&E communications infrastructure standards and specifications.

a) Equipment located in the communication rooms shall be rack mounted in standard 19-inch racks within a cabinet enclosure.

b) The Vendor shall provide the appropriate factory or custom rack mount adapters for all equipment installed in the equipment rack, whether specifically itemized or not.

c) The Vendor shall cover unused slots using blank panels.

4. Internet Access / WAN Connectivity – The Vendor shall coordinate with PHL to facilitate remote access and/or connectivity for a cloud-based solution through PHL’s existing WAN connections (if an on-premises solution is not proposed). The use of PHL WAN connections shall follow all PHL-specified security and access protocols/procedures.

J. It is desired to re-use the existing display devices and associated display driving hardware to the maximum extent possible in the new solution (Note: an ongoing EVIDS Refresh Project will replace a majority of display hardware). The Vendor shall perform coordination with PHL to review and assess the existing displays and associated driver hardware and firmware (as applicable) to confirm compatibility with the proposed solution. The Vendor shall be responsible for any new or modified hardware and software that is required for the proposed solution.

CMS Technical Specifications Page 8 of 62

K. Perform coordination with on-going construction projects to identify and locate all CMS solution hardware and equipment that will be in the communications rooms provided by these projects. The Vendor shall provide detailed equipment lists, including rack space requirements, power requirements, and heat load generated by the equipment to the project representatives for coordination. The Vendor shall review the layout and configuration of all communications rooms that will house CMS solution equipment and notify PHL representative if any elements do not meet the requirements of the CMS solution.

L. Vendor shall secure and pay for plan check fees, permits, fees, and licenses (including all software licensing such as anti-virus software) necessary for the execution of work as applicable for the project.

M. The Vendor shall provide all required notices to the PHL Project Manager.

N. The Vendor shall comply with codes, ordinances, regulations, and other legal requirements of public authorities which depend on the performance and execution of work.

O. Warranty and License

1. General – The Vendor shall provide a jointly written warranty by the manufacturer(s) and the installer(s) of all equipment and services identified in this RFP on a single document.

The warranty shall guarantee the complete installation of the equipment, system, and software to be free from defects in materials and workmanship for a period of no less than twelve (12) months. The starting point for the warranty shall be from the final system acceptance of the complete system. All labor shall be thoroughly competent and skilled, and all work shall be executed in strict accordance with the best practice of the trades. The Vendor shall be responsible for and make good, without expense to PHL, all defects arising during this warranty period that are due to imperfect materials, appliances, improper installation, or poor workmanship.

2. Hardware Warranty – All hardware supplied as a part of this RFP shall include a warranty throughout the entire duration of the Vendor contractual agreement. The Vendor shall manage all third-party warranties and renew them, as applicable, throughout the life of the contract.

3. Software Warranty – All software supplied as a part of this RFP shall include a warranty throughout the entire duration of the Vendor contractual agreement. The Vendor shall manage all third-party warranties and renew them, as applicable, throughout the life of the contract.

4. Software License – Commercial software packages shall have all registration and licensing documentation filed indicating the City of Philadelphia PHL as the owner of the software.

Costs for commercial off-the-shelf software licenses shall be included.

P. The Vendor shall perform the following services:

CMS Technical Specifications Page 9 of 62

1. Project Management as described herein.

2. Site Survey/System Requirements Validation – conduct site surveys, and stakeholder interviews to refine the requirements contained herein. Validation of the System Requirements includes at a minimum, the activities listed below:

a) Validate that locations for system head-end equipment and servers have ample space and environmental conditions to support the proposed/planned system equipment, as necessary for the proposed solution (if an on-premises or hybrid solution is proposed).

b) Validate test/development lab space, hardware and peripheral requirements to support functional testing of all systems. This shall be coordinated with the PHL Project Manager.

c) Validate locations of existing equipment as necessary based on new equipment requirements.

d) Determine new space allocation throughout the airport as required for deployment of the systems.

e) Validate that the PHL LAN connectivity is available to support new locations and/or new configurations. In any instance where a new network switch is required to facilitate the new configuration the Vendor shall coordinate with PHL to procure the new switch(es). The model number of the new switch will be provided to the Vendor by PHL, the Vendor shall be responsible for procuring and handing over to PHL IT for configuration.

f) Validate data feeds for all system interfaces / integrations and develop detailed interface requirements for any existing airport system required to integrate/interface to the CMS solution.

g) Determine how much new equipment is required, including consideration of space necessary to accommodate equipment.

h) Validate the locations for the system hardware components to ensure they have ample space and proper environmental conditions.

i) Validate reporting requirements.

j) Coordinate with airport stakeholders as necessary to ensure system requirements are fully captured and validated for the CMS solution systems.

k) Conduct System Requirements Review before commencing System Design Phase.

l) Perform coordination with PHL to review and assess the existing displays and associated driver hardware and firmware (as applicable) to confirm compatibility with the proposed solution. The Vendor shall be responsible for any new or modified hardware and software that is required for the proposed solution.

3. System Design – The Vendor will develop the system design for all required system elements. At a minimum, the following documents will be provided to PHL for review and approval:

a) System Design Document (SDD): The SDD will describe the system architecture, functional capabilities, and all aspects of system communications, system interfaces, system security, system software, system hardware, system

CMS Technical Specifications Page 10 of 62 performance, and system maintainability. The Vendor is responsible for coordinating with PHL, system vendors, and airlines, as required, to develop system interfaces to the systems. SDD will contain diagrams for both the physical and logical architecture of their solution.

b) Interface Control Document (“ICD”): An ICD will be developed for each system interface. The ICD will describe in detail the interface to the system, data to be exchanged, the mechanism for exchange, and business rules and triggers for the interface shall be included, as a minimum.

c) Hardware and System Software Requirements Document: The Vendor shall provide PHL with a bill of materials for the required hardware and COTS system software necessary for Systems implementation. This will be an update based on the final requirements and design activities.

d) Conduct a Systems Design Review

4. Acceptance Test: The Vendor shall develop an Acceptance Test Plan (ATP) that encompasses all testing required for PHL to fully accept the System. The ATP shall address the functional requirements, system interfaces, system access, and security requirements, system admin functions, system performance, system monitoring, and reporting functions for each System to ensure compliance with the specification requirements and the final SDD. The ATP shall identify test procedures, test steps, test sequences, expected results, and test acceptance criteria with a sign-off area for each test by PHL and Airline representatives. The ATP shall include end-to-end testing between the Systems. The ATP shall be submitted to PHL for review and approval prior to execution.

5. Configuration Management: The Vendor shall develop a Configuration Management Plan for tracking and controlling changes in the software. The plan shall cover procedures for revision control and the establishment of baselines. It shall identify the following as a minimum:

a) Configuration identification - Identifying configurations, configuration items, and baselines.

b) Configuration control - Implementing a controlled change process. The Vendor shall follow PHL’s written change management process when software or hardware changes are made to the production environment.

c) Configuration status accounting - Recording and reporting all the necessary information on the status of the development process.

d) Configuration auditing - Ensuring that configurations contain all intended parts and are sound with respect to their specified documents, including requirements, architectural specifications, and user manuals.

e) Build management - Managing the process and tools used for builds.

f) Defect tracking - Making sure every defect has traceability back to the source.

6. Disaster Recovery: The Vendor will document the process or set of procedures to recover and protect the System in the event of a disaster. PHL’s recovery objective after a disaster is four (4) hours for the system to return to operational status. A disaster is declared when all primary and secondary System(s) are not operational. It will specify procedures to follow in the event of a disaster and actions to be taken before, during, and after a disaster. The

CMS Technical Specifications Page 11 of 62 primary objective is to protect PHL, airlines, and tenants if all or part of its operations and/or computer services are rendered unusable. The Disaster Recovery Plan shall minimize the disruption of operations and ensure that some level of organizational stability and an orderly recovery after a disaster will prevail. A Disaster Recovery Plan shall answer at least three basic questions: (1) what its objective and purpose is, (2) who will be the people or teams who will be responsible in case any disruptions happen, and (3) identify what these people will do (the procedures to be followed) when the disaster strikes. The Vendor shall design and document all processes and procedures of the Disaster Recovery Plan. The Disaster Recovery Plan shall be provided to PHL in an electronic format for review and approval. The final Disaster Recovery Plan shall be provided to PHL in electronic and hard copy format.

7. System Transition/Cutover: The System shall be implemented with no loss of operations for PHL. A highly detailed transition plan is critical to ensure a smooth cutover to the new System. The Vendor shall deliver a Transition/Cutover Plan describing the schedule for a phased System implementation, testing, Airport coordination activities, and tasks for cutover to operational service. It shall include implementation in a non-production environment and after successful testing, data migration of the live System data to production. A schedule of activities for both Vendor and PHL shall be provided to PHL thirty

(30) days before the System cutover. Preferred hours for transition activities are 11:00 pm- 4:00 am, seven (7) days a week, but the Vendor shall coordinate with PHL and receive written approval before performing any cutover tasks. Dependencies between tasks shall be included. The Transition Plan/Cutover shall address the following:

a) Prerequisites to system cutover

b) Site readiness criteria

c) Notification plan and procedures to all stakeholders involved in the cutover process

d) Responsibilities of all Parties involved in cutover

e) Schedule of step-by-step activities to migrate from old system to the new system

f) Tasks and dependencies of all Vendor, PHL, and subcontractor responsibilities

g) Implemented measures to ensure there are no outages of the existing system

h) Fall back process and procedures if cutover does not go as planned.

8. System Procurement – The Vendor shall be responsible for ordering all hardware and COTS software required for System implementation. Quantities shall be documented in the hardware and System software requirements document and approved by PHL. Quantities shall include 10% sparing levels unless otherwise specified or agreed to by PHL. Existing quantities of hardware currently in place will provided to awarded vendor. These quantities will be validated during the requirements validation phase. Any hardware installed on-site will become the property of PHL.

9. System Installation and Test - Two environments shall be installed and tested, in accordance with the execution section of these technical specifications, for the system regardless of whether servers are hosted on-site or off-site. These are the Test/Development Lab Environment and the Production Environment. It will be up to the

CMS Technical Specifications Page 12 of 62

Vendor to determine if the System is implemented sequentially or concurrently. The sequence of installation and test for the system is as follows:

a) Installation of test/development lab environment in coordination with the PHL Project Manager

b) Preliminary Acceptance Test in Test/Development Lab

c) Server installation in the Production Environment

d) Validation Test of Production Environments

e) Cutover Readiness Review

f) System Cutover in accordance with Transition/Cutover Plan

g) Endurance Test

h) Final System Acceptance.

10. Training – The Vendor shall be responsible for providing overall user, maintenance, and system administrator training. Below are the specific training requirements which are part of the scope of work:

a) Training Plan developed by Vendor shall include the types of training, course syllabuses, number of classes of each type, and a recommendation to Personnel on who should attend the training (“Training Plan”). The Vendor shall develop a comprehensive Training Plan for all users and systems administrators. The Training Plan will cover user training, systems administration, systems configuration, and systems maintenance.

b) The Vendor shall fully instruct PHL and key stakeholders in the operation, administration, and maintenance of all products, equipment, and Systems. Training shall be accomplished in a classroom setting augmented by individual instruction as requested by PHL. The Vendor shall provide all training aids, e.g., notebooks, and manuals. The Vendor shall keep a log of all PHL personnel receiving and completing training for each System and note the type of training received.

c) Training shall include the use of the system’s reporting tool to allow end-users to develop customized reports without Vendor support.

d) All training shall be completed a minimum of two (2) weeks before System cutover.

The training schedule is subject to PHL’s approval and shall have enough flexibility to accommodate PHL staff and shift operations for three (3) working shifts. Each training class shall be offered at least once during each of the three (3) working shifts.

e) Training shall be conducted by experienced Vendor staff and supported by training aids. An adequate number and amount of training material shall be provided by the Vendor. The following minimum documents shall be provided as part of the training:

1. functional flow-charts, overall block diagrams, and descriptive material for all software

2. schematic drawings for each of the hardware components

3. all procedure manuals, specification manuals, and operating manuals; and as-built drawings.

CMS Technical Specifications Page 13 of 62

4. Participants shall receive individual hard copies of technical manuals and pertinent documentation at the time the training is conducted. Training shall be scheduled such that PHL and Airline personnel can participate in all courses with no overlap.

f) At least four (4) weeks before the training courses are offered to PHL personnel, the Vendor shall provide the PHL with a final course schedule and syllabus for review and approval by PHL before distribution.

g) The Vendor shall conduct the required training at times and locations as determined by PHL. The class schedules shall accommodate the shift schedules of PHL and airline personnel and shall be approved by PHL in advance. If thirty (30) days or more elapse between training and System cutover, the Vendor shall retrain all previously trained PHL personnel.

h) Each course outline shall include, in addition to the subject matter, a short review of the prerequisite subjects (where appropriate); how this course fits into the overall training program; the course objective; the standards of evaluation; and any other topics that will enhance the training environment.

i) The Vendor shall deliver a video recording of each training course to PHL. All course materials shall be provided to PHL for use in future training, and course videos shall be delivered two (2) weeks before the training.

j) The Vendor will offer additional/refresher training sessions on new software and application releases as part of the warranty/maintenance fee throughout the term of the contract.

k) All training requirements are the minimum requirements.

11. Types of Training

a) User Training: System users shall be instructed in all aspects of operation of the system. Twelve (12) hours of basic user training shall be provided. Additionally, twelve (12) hours of advanced user training shall be provided and will include “Train the Trainer” materials. User training shall be conducted at a location that is coordinated with the PHL Project Manager.

b) Technician Training: Twenty-four (24) hours of maintenance training per class (24 hours of training repeated for each maintenance shift) shall be provided. Training for maintenance technicians shall be provided on site, and shall include, but not be limited to, installation, operation, renovation, alteration, inspection, maintenance and preventive maintenance on each system and subsystem provided, to enable troubleshooting and repair to the component level. Preventive Maintenance training shall include periodic maintenance tasks and their required frequency.

Maintenance training shall be conducted at a location that is coordinated with the PHL Project Manager.

c) System Administrator Training: System Administrator Training shall be provided.

System Administrator Training shall include both classroom work and on the job training and shall be provided on-site at PHL.

CMS Technical Specifications Page 14 of 62

1. Classroom Training: Forty (40) hours of software training shall be provided for system administrators. The Contractor shall structure the course to describe all systems, software and applications and support programs. This course shall include a functional overview of the complete software system. The course material must be presented in depth with the instructor covering detailed design, structure, and algorithms. Location of this training shall be coordinated with the PHL Project Manager.

2. On the Job Training: An additional two (2) weeks of on-the-job training shall be provided. On the job training of the designated PHL personnel shall commence no later than two months prior to expiration of the equipment warranty period.

This training shall be conducted on site at the Airport. The Vendor shall provide PHL specified trainees with daily job supervision and direction by a Vendor Representative. The Vendor shall answer any and all questions regarding the operation, repair, and maintenance of the system, software, and equipment.

11. Vendor Submittals

a) Pre-Award Submittals (submitted with proposal documentation):

1. Refer to the base RFP for all submittals that are required to be included with the proposal.

b) Post-Award Submittals (submitted after contract award): All submittals are subject to the PHL representative approval. Contract submittals shall be submitted for one round of review and comment by the PHL. The Vendor shall be responsible for incorporating all comments and resubmitting. If a revised submittal is rejected by the PHL, additional review and comment of the submittal shall be conducted by the Airport at the Vendor’s expense.

c) The delivery dates of submittals will be negotiated unless specified herein. The Vendor shall supply any submittal within five (5) working days if requested by the Airport.

d) The Vendor shall provide the following submittals in addition to those already required throughout the document:

1. Submittal Schedule

2. Detailed Project Schedule as defined herein.

3. System Design Document (SDD): The SDD will describe the system architecture, functional capabilities, and all aspects of system communications, system interfaces, system security, system software, system hardware, system performance, and system maintainability. The Vendor is responsible for coordinating with the Airport, system vendors, and airlines, as required, to develop system interfaces to the systems. SDD will contain diagrams for both the physical and logical architecture of their solution.

4. System Environmental Requirements: Provide the environmental specifications for each system component that will be in a PHL communications room. This information shall include heat load documentation, electrical

CMS Technical Specifications Page 15 of 62 requirements, equipment dimensions and weight, and any special requirements or limitations of each system component.

5. Phased Implementation/Deployment Plan: Provide before finalizing the design phase, a mutually agreed plan with the Airport for the phased implementation and deployment of the system solution.

6. Proposed Products List: Include the name of the manufacturer, trade name, model number, related section number, specification paragraph numbers, and reference standards for each listed product.

7. Interface Design Documents (IDDs) and Interface Control Documents (ICDs) for each identified interface/integration. This shall be required for all interfaces during implementation as well as any future interface that is implemented during the duration of the contract.

8. System Drawings: The Vendor shall submit drawings that clearly illustrate the proposed system(s) architecture and show the normal flow of data throughout the system(s).

9. Head-end Configuration: The Vendor shall submit drawings and documentation indicating the system and server configuration. Configuration details shall include rack layout, server hardware and software configuration, and storage configuration.

10. System Administration Documentation: The Vendor shall supply ITIL best practices-based System Administration documentation, including draft Service Level Agreements to be provided to users or user groups which detail the operation and performance requirements of the CMS solution. This documentation shall provide complete information on the operation, maintenance, performance, and troubleshooting of the systems and shall include a parts list and sources of supply for parts. Electronic copies shall be provided in a format approved by Airport Representative.

11. User Documentation: The Vendor shall supply User operation and procedures documentation that explains how the system(s) operate from a user perspective, along with procedures for use and draft SLAs regarding performance levels that may be desired. This documentation shall be in accordance with and contain at least as much information as that included within the system(s) online help system. The information included in this documentation shall be covered during system training provided by the Vendor. Electronic copies shall be provided in a format approved by an PHL Representative. The manual shall be integrated into the online help system for the CMS solution.

12. As-built drawings: The Vendor shall supply system as-built drawings before final system acceptance. These drawings shall be in a drawing format approved by the Airport Representative and shall detail system component interconnectivity, component locations, and room/rack layouts.

CMS Technical Specifications Page 16 of 62

13. Test Plans: The Vendor shall supply system test plans for each phase of testing (i.e., performance verification testing and endurance testing as specified in the execution section of these technical specifications) as well as all related test results and reports. Each test shall include a purpose/goal, detailed procedure, and clear pass or fail criteria. Each specification requirement shall be tested and referenced. A summary cross-reference between each test and the specification shall be provided and sorted in the order of the specification requirements. The testing plans shall include all required testing scripts for the performance of testing.

14. Training Plan: The Vendor shall supply training plans and course materials for all required training as described herein.

15. COTS Software Report: The Vendor shall provide a document identifying each Common Off-The-Shelf (COTS) software package. The submittal shall state the purpose of the software package, where it shall be used, and how it shall be used. The software license information shall be included.

16. Maintenance Schedule: A recommended schedule for preventative, routine, and emergency maintenance indicating frequency and response time shall be provided. Preventative maintenance services during peak activity periods shall be avoided. The Vendor shall coordinate with the Airport to define peak activity periods. The Vendor shall submit a finalized preventative maintenance schedule for PHL approval.

17. Response Escalation Plan: The Vendor shall submit a recommended response escalation plan that defines the level of severity of a problem and the associated service response times. The use of this response plan and its details will be negotiated with the Airport. Repairs are to be made as expeditiously as possible. If parts are immediately unavailable, the fastest means of shipment shall be used, including overnight-expedited shipping.

18. Disaster Recovery Plan: Due to the critical nature of airport operations, the Vendor shall prepare a disaster recovery plan. The Vendor shall include a description of how the Vendor will be able to respond with the necessary labor, hardware, software, technical support, materials, equipment, and other requirements to ensure the Airport systems are up and running properly throughout a disaster scenario. Provide a timetable detailing actions in a “cause and event” scenario. A summary description of the Vendor’s plan shall be provided with the proposal response, and a detailed “disaster recovery plan” shall be delivered to the Airport within 90 days of notice to proceed.

19. Software Documentation and Utilities: All software shall be delivered with full documentation. Documentation shall include software error messages, description, and troubleshooting guide. The documentation shall include textual explanations and instructions and be supported by appropriate graphs, flowcharts, and/or block diagrams. The adequacy of the flowcharts and the block diagrams shall be at the discretion of PHL Representatives.

CMS Technical Specifications Page 17 of 62

20. Software Backup Copy: The Vendor shall provide software configuration backup copies and/or other mechanisms for the restoration of the implemented solution in the event of system failures with the overall goal of eliminating/minimizing any disruption to service.

21. Maintenance Manuals: Manuals including maintenance instructions, procedures, and other descriptive material as received from the manufacturers shall be provided, stored, and managed by the Vendor to support on-going maintenance and support activities.

22. Preventative Maintenance Manual: Instructions shall be provided for preventive maintenance procedures that include examinations, tests, adjustments, and periodic cleaning. The manuals shall provide guidelines for isolating the causes of hardware malfunctions and for localizing faults. The manuals shall provide thorough instructions on the use of any specialized test equipment needed for hardware maintenance.

Q. Project Management Requirements – Within 30 calendar days after execution of the Notice to Proceed, the Vendor shall develop and submit to the Airport a detailed Draft Project Management Plan (PMP) addressing all aspects of implementing and accomplishing the services as described herein. It shall be a comprehensive plan for assisting the Airport to control, direct, coordinate, and evaluate the work performed during each project phase. In developing this plan and its updates, the Vendor shall work closely with the Airport, Airport Consultants and representatives, and other appropriate firms and individuals involved with the project. Following a review of the Draft PMP by the Airport, the Vendor shall incorporate comments and issue a final PMP within 10 days of receipt of comments.

R. Project Coordination

1. The Vendor's project management related equipment and software shall be compatible with the systems and software used by the Airport, including the appropriate version of Microsoft Office, Auto-CAD/Revit, Bluebeam Revu, and Electronic Project Management Systems.

2. The Vendor shall coordinate with the Airport at all times.

3. Provide a Project Directory/Contact List. A detailed directory of the team and contact points, including (but not limited to) company, name, title, address, telephone number, fax number, and email address.

4. The Vendor shall coordinate implementation activities included under the various Sections of these specifications to assure efficient and orderly installation of each part of the Work.

5. Coordinate installation of different components to assure maximum performance and accessibility for required maintenance, service, and repair of all components. Make adequate provisions to accommodate items scheduled for later installation.

CMS Technical Specifications Page 18 of 62

6. The Airport will have other contracts in progress at these sites with which this Vendor will have to coordinate and cooperate during the performance of this Work. The Airport will assist in coordinating these efforts as required.

7. The Airport may award additional separate contracts for additional work to be performed at the site with which this Vendor may have to coordinate and cooperate during the performance of the Work.

8. Schedule

a) Within 30 calendar days after the Notice to Proceed, submit to the Airport an implementation schedule for effectively planning and reporting on the status of the project to ensure completion within the approved schedules. The schedule shall include computer-generated reports and master Critical Path Method (CPM) milestones of all project activities.

b) The schedule shall identify activities, scheduling, and show relationships between activities such as "approve the final design, completion of the implementation plan, system commissioning" and similar milestone activities. The level of detail shall be satisfactory to the Airport and sufficient to identify:

1) The work components of the project and their associated costs.

2) The types of work and services involved.

3) Design and Program Development phases of work

4) Procurement, fabrication, delivery, installation, and testing of major materials and equipment.

5) Access to and availability of work areas.

6) Interfaces and dependencies with other contractors/stakeholders.

7) Manpower, material, and equipment restraints.

8) Startup and testing activities.

c) Revisions to Schedules

1) Indicate the progress of each activity to date of submittal and the projected completion date of each activity.

2) Identify activities modified since the previous submittal, major changes in scope, and other identifiable changes.

3) Provide narrative reports to define problem areas, anticipated delays, and impact on the schedule. Report corrective action taken or proposed and its effect.

4) The Vendor is solely responsible for the scheduling of the Contract scope of work. The Vendor’s management personnel shall actively participate in the development of the Schedule so that the intended sequences and procedures are clearly understood by the Vendor’s organization. The Vendor is solely responsible for the costs of fulfilling the requirements.

9. Reporting

a) The Vendor shall keep accurate and detailed computerized/written records of progress on the project during all stages. Maintain frequent contact by telephone, site visits, meetings, etc., with all parties involved in the project. Submit weekly hard copy/written

CMS Technical Specifications Page 19 of 62 progress reports to the Airport including, but not limited to, information concerning the work of the project. Initiatives taken by the Vendor to preclude delays, percentages of completion, number and amounts of modifications and claims, analyses of the schedule, and other analyses necessary to compare actual performance with planned performance. The Vendor shall use any applicable PHL forms and procedures.

10. Meetings

a. Pre-Implementation Conference

1) The Airport will schedule a Pre-Implementation Conference before the start of implementation.

2) The purpose of the Conference is to review responsibilities and understand Vendor’s personnel assignments.

3) The Conference shall be chaired by PHL Representatives.

4) Authorized representatives of the Airport, the Vendor, the Vendor’s proposed project superintendent, and other concerned parties shall each be at the Conference. All attendees shall be persons familiar with and authorized to conclude matters relating to the Work.

5) The Conference agenda will be set by the Airport.

b. Weekly Progress Meetings

1) The Airport shall set and conduct weekly Progress Meetings at a location designated by the Airport.

c. Coordination Meetings

1) From time to time, there may be a need for either the Airport or the Vendor to call for a Coordination Meeting.

2) Coordination will be considered necessary by either or both parties.

3) The subject of the Meeting will be an item or event under their control, or it will be one under the control of others with which the Airport and/or Vendor shall coordinate.

4) Attendees shall be determined by the Airport and/or Vendor.

5) The meeting agenda shall be determined by the Airport and/or Vendor.

6) No later than three (3) days after each Coordination Meeting, the Airport or Vendor shall distribute minutes of the meeting to each party present and to other parties as considered appropriate. Included will be a brief summary, in narrative form, of the meeting and its results to be reviewed and commented on by all the meeting attendees within two (2) business days. The comments are to be incorporated by the Vendor and then the meeting minutes shall be distributed to the meeting attendees in their final form.

CMS Technical Specifications Page 20 of 62

S. Quality Control

1. General

a) In addition to the requirements set forth, the Vendor will comply with the Airport’s quality control plan and all applicable local and national codes.

b) Quality control services include inspections and tests and related requirements including administration, management, supervision, reports, record keeping, or other services.

c) Quality control services do not include Quality Assurance or Contract enforcement activities performed by the Airport.

d) Quality Control activities as described in the specifications shall be provided by the Vendor unless specifically stated to be provided by the Airport.

e) Quality control services are required to verify compliance with the requirements specified or indicated. These services do not relieve the Vendor of responsibility for compliance with Contract Documents.

2. Description of Program

a) The Vendor shall develop and submit for approval, a Quality Control Program to perform inspection and tests of all items of work, including that of any subcontractor team members. This Program shall ensure conformance to applicable specifications and drawings with respect to the materials, codes, workmanship, construction, finish, functional performance, and identification. This Program shall be established for all implementation work performed under this Contract. The Vendor’s Quality Control Program shall specifically include surveillance and tests required in the technical provisions of the Specifications.

b) Personnel

1. The Vendor agrees to provide secretarial and/or clerical, administrative, technical, and professional personnel as required herein and as negotiated and agreed upon for performing work specified during all Project Phases. The Vendor shall provide a dedicated, stable, and technically qualified staff to maintain continuity in the level of services. The people named in the proposal shall be those individuals that perform the activities associated with the Contract; requests for substitutions in the original staffing proposed, evaluated, and accepted are undesirable and will be stringently reviewed. The Vendor shall submit requests for any key staff substitutions in writing to the Airport 30 days in advance of the expected date of substitution. The Vendor is not allowed to make any key staff substitutions without receiving subsequent written authorization from the Airport.

2. Staffing

a) Before the performance of any Contract work, the Vendor shall provide the most appropriately qualified members of its staff. The Vendor is required to submit for

CMS Technical Specifications Page 21 of 62 administrative approval by the Airport the project team members by names, organizations, and roles along with their resumes, if not provided in the Vendor's proposal.

b) Subcontractors and Consultants. Substitutions of subcontracted or consultant firms included in the proposal are subject to the written approval of the Airport.

Changes in individuals employed by these firms will be approved administratively by letter between the Airport and Vendor.

c) Acceptance: In the event that any of the personnel/consultants named are unable to perform because of death, illness, resignation from the Vendor's employ, dissolution of the agreement, or other reasons, the Vendor shall promptly submit (within two weeks) to the Airport detailed written explanations of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any other information deemed pertinent to approvals of substitutions. No substitutions shall be made without the prior written approval of the Airport.

d) Removal: the Airport shall have the right to effect removals of any Vendor…