Appendix_W_-_Project_Management_.docx

RFP 2026-RFP-0026 Identity Management System – SMF Airport

APPENDIX W - Project Management

Project Management, Staffing, and Implementation Planning Requirements

Proposals must include all resources necessary to deliver a fully functional Identity Management System (IDMS) solution through the design, development, configuration, deployment, and stabilization phases of the project. This includes the provision of qualified project management and technical resources capable of effectively overseeing and executing the implementation, integration, and transition to steady-state operation of the IDMS throughout the entire project lifecycle.

The Proposer shall assign a dedicated Project Manager who will serve as the single point of contact for all aspects of the IDMS implementation. The Proposer’s Project Manager will be responsible for coordinating all project activities; managing schedules, risks, and dependencies; ensuring delivery of all required deliverables; and maintaining adherence to the approved scope, implementation plan, and applicable County and Airport standards. The County will assign a Project Manager to oversee the project and may engage consulting services to provide additional guidance. The Proposer’s Project Manager must collaborate closely with the County Project Manager and designated County, Airport, and consultant representatives for the duration of the project.

The proposal shall include a comprehensive Implementation Plan and project schedule that clearly defines coordination and engagement with Airport Security, Access Control, and Badging Office staff; County and Airport IT staff; and any other required Airport stakeholders. The proposal shall also include a detailed Work Breakdown Structure (WBS) at the task level, identifying roles and responsibilities for each activity, including whether the work will be performed by the IDMS Contractor, Airport personnel, County IT, or other parties.

The WBS must explicitly identify tasks and dependencies requiring Airport or County participation, including internal deliverables that must be completed to support project execution. This shall include, at a minimum, preparation and availability of the server, storage, and supporting infrastructure environments required for successful implementation of the IDMS.

<Response>

<Response>

Item Milestones

Payment for each defined milestone will be contingent upon verification and approval of milestone completion. Upon completing a milestone, the Contractor shall submit all associated deliverables to the County Project Manager (PM) for review. The PM and the Contractor will jointly confirm milestone completion by signing a Milestone Completion Certificate or equivalent documentation. No payment for any milestone will be issued until both parties have executed this written confirmation. Upon receipt of the fully executed confirmation, the County will process payment in accordance with the terms of this Agreement.

<Response>

Provide the team composition for each proposed phase of the IDMS implementation, including design, development, configuration, deployment, testing, stabilization, and post-deployment support. For each role, include a resume or detailed description of relevant experience, emphasizing prior work on IDMS or related access control system projects, as well as the duration each individual has been performing these duties with the Proposer’s organization.

To clearly demonstrate accountability and collaboration, include a RACI matrix (Responsible, Accountable, Consulted, Informed) for all key roles across each phase of the project. The RACI matrix should indicate:

· Responsible (R): Team members executing the work for each task or deliverable.

· Accountable (A): The individual ultimately answerable for task completion.

· Consulted (C): Subject matter experts or stakeholders whose input is sought.

· Informed (I): Parties who need to be kept updated on progress or decisions.

Include specialized expertise areas in the RACI matrix where applicable, such as:

· Identity and access management integration

· Security and compliance controls

· System configuration and deployment

· User training and knowledge transfer

· Ongoing system support and stabilization This approach will demonstrate that the Proposer has a structured, accountable, and well-staffed team capable of delivering a fully functional and sustainable IDMS solution while coordinating effectively with the County and any consulting resources.

<Response>

Explain how your methodology ensures:

· Early identification of technical and operational risks, such as integration challenges with existing IT infrastructure, security vulnerabilities, or data migration issues.

· Development of mitigation strategies tailored to IDMS projects, including contingency planning, fallback procedures, and corrective actions.

· Ongoing monitoring and management of risks, with clear accountability and reporting mechanisms to the County Project Manager and relevant stakeholders.

· Proactive communication of risks, impacts, and resolution strategies to County leadership and project teams.

· Compliance with security, privacy, and regulatory standards, including access control and identity management best practices.

Provide examples from prior IDMS or related access control system projects demonstrating how your risk assessment and mitigation methodology successfully minimized project disruptions, ensured system stability, and delivered expected outcomes.

<Response>

Explain your approach to:

· Unit Testing: Verifying individual components of the IDMS function correctly and meet design specifications.

· Integration Testing: Ensuring seamless interaction between IDMS modules and existing County systems, including access control, and other integrated applications, such as the DAC, computer-based training systems, Operations Database, etc.

· Regression Testing: Confirming that new changes or configurations do not adversely impact existing functionality.

· System Testing: Validating end-to-end IDMS workflows, user roles, and permissions in real-world scenarios.

· Performance and Stress Testing: Assessing system responsiveness, scalability, and reliability under expected and peak loads.

Include any tools, frameworks, and best practices used for testing, as well as your process for documenting results, tracking defects, and verifying resolution. Describe how your testing methodology supports risk mitigation, compliance, and successful deployment of a fully functional IDMS solution.

Provide examples from previous IDMS or similar access control projects where this testing approach ensured system stability, performance, and user adoption.

<Response>

· End-User Training:

Provide training for County staff and stakeholders to ensure effective, confident use of the IDMS for daily operations. Include approaches for interactive learning, role-based training, and hands-on exercises that reflect real-world workflows, access requests, and identity management tasks.

· Application Administrator Training:

Provide training for administrators responsible for configuring, monitoring, and managing both technical and functional aspects of the IDMS. This should cover system setup, role management, access provisioning, workflow configuration, reporting, and troubleshooting best practices.

· Technical Training:

Provide training for technical staff on the underlying architecture and infrastructure of the IDMS. Include instruction on system maintenance, integration points, security protocols, performance monitoring, and procedures required to sustain long-term system operation.

Explain how your training methodology ensures knowledge retention, skill development, and self-sufficiency among County personnel. Include methods for documentation, training materials, virtual or in-person sessions, assessments, and post-training support.

Provide examples from previous IDMS or access control system implementations demonstrating successful adoption, effective knowledge transfer, and sustained operational capability for end users, administrators, and technical staff.

<Response>

Explain how change requests are handled, including:

· Submission process: How County staff or stakeholders can formally submit requests for new features, enhancements, or modifications.

· Evaluation and prioritization: Criteria used to assess feasibility, impact, and alignment with County objectives.

· Approval workflow: Roles and responsibilities for reviewing, approving, and scheduling changes.

· Implementation and testing: Procedures for integrating enhancements into the IDMS, including regression, system, and user acceptance testing.

· Communication and documentation: How changes are communicated to users and documented for ongoing support and maintenance.

· The Contractor shall provide a transparent pricing model for all potential Customer Specific Change Costs. All pricing associated with any proposed change shall be fully negotiated and agreed upon by the Airport stakeholder prior to the implementation of the change.

Provide examples from prior IDMS or similar access control projects demonstrating how your process successfully delivered enhancements while maintaining operational continuity and stakeholder satisfaction.

<Response>

Appendix W - Project Management Page 2 of 2 image1.png