Bid Notice-BOI Airport Operations Center (AOC) Video Wall System.pdf

CITY OF BOISE

DEPARTMENT OF AVIATION

REQUEST FOR PROPOSALS

RFP2027-001

BOI Airport Operations Center (AOC) Video Wall System

RFP2027-001 – BOI AOC Video Wall System Page | 2 of 10

TABLE OF CONTENTS

1. Project Information

2. Scope of Work

3. Proposal Format

4. Evaluation Criteria

Attachments:

Attachment 'A' – Technical / Performance Requirements

Attachment 'B' – Pricing Forms

RFP2027-001 – BOI AOC Video Wall System Page | 3 of 10

1. Project Information

The City of Boise (the “City”) is issuing this solicitation to procure a qualified Systems Integrator to design, furnish, install, integrate, commission, and support a replacement video wall system for the Boise Airport (BOI) Airport Operations Center (AOC).

The AOC serves multiple mission-critical functions, including situational awareness for routine monitoring, irregular operations, and emergency response; however, the current environment is fragmented and overly dependent on multiple individual PCs and cumbersome software-based control switching. The existing display is a tiled LCD video wall (six panels wide by two panels high) that is currently in AOC operational use and will be removed and replaced under this RFP. The existing wall uses aging legacy control equipment, per-monitor video encoders, and a single-server/single-switch architecture that has produced reliability and maintenance concerns, including a recent incident in which the failure of a single control PC caused the loss of several wall displays.

The site currently supports AV-over-IP transport, a dedicated VxLAN network environment, UPS backup providing approximately sixty (60) minutes of runtime, and generator support for key systems. These existing capabilities should be leveraged where practical by the proposed solution.

The City intends for the replacement system to be a unified, resilient, and easily maintainable platform that reduces the number of discrete devices required in the AOC, simplifies operator control, and supports both current and future operational needs, including the ability to expand displayed data sources over time (operational, security, facility, and emergency management information) without requiring a redesign of the core platform. The City also desires the ability to mirror wall content to a temporary Emergency Operations Center (EOC) and to approved field devices.

Detailed technical and performance requirements for the display wall, video control and distribution system, workstation interfaces, network transport, and execution/commissioning requirements are provided in Attachment A to this RFP.

The project will include provisions for an ongoing service and maintenance agreement with mutually agreed service level agreements (SLAs). The awarded Proposer will provide software support, including updates, patches, and upgrades, as well as second- and third-level maintenance support as required by the City.

RFP2027-001 – BOI AOC Video Wall System Page | 4 of 10

2. Scope of Work

The Airport is seeking proposals from qualified Systems Integrators to provide a fully integrated AOC video wall solution comprised of, at a minimum: the display wall, the video control and distribution platform, operator workstation interfaces, supporting network transport infrastructure, and all interfaces required to integrate current and near-term operational data sources. The proposed solution shall utilize currently supported, commercially available hardware and software components and standards-based interfaces where practical, and shall avoid custom one-off development, integrator lock-in, and configurations that only one integrator can maintain.

The Systems Integrator's scope shall include, at a minimum:

• Design of the display wall, video control and distribution system, workstation interfaces, and supporting network transport.

• Furnishing, delivery, installation, configuration, and integration of all system hardware and software.

• Removal and disposal of the existing tiled LCD video wall and associated legacy control equipment, coordinated to minimize disruption to 24/7 AOC operations.

• Integration of current and near-term data sources, including at minimum CCTV/Access Control System (ACS), weather, Resource Management System (RMS), Flight Information Display System (FIDS), Common Use monitoring, Baggage Handling System (BHS) status, Simplex Fire Alarm System (FAS) status, and airfield lighting status.

• Provisions to support future data sources without requiring redesign of the core platform, including FlightAware, surface management, Building Management System (BMS)/SCADA, Everbridge, vehicle tracking, police integration, and lightning detection.

• Support for mirrored viewing to a temporary Emergency Operations Center (EOC), delivered as base scope at initial commissioning.

• Design-for provisions to support mirrored viewing to approved field devices (e.g., tablets);

delivery of field-device viewing is a Supplemental Service under Section 2.5.

• System commissioning, integrated acceptance testing, training, as-built documentation, and warranty.

• Ongoing maintenance and technical support services under a mutually agreed Service Level Agreement (SLA).

Operator workstation PCs are Owner-furnished and are not included in the scope of this RFP.

The Proposer shall furnish, install, and configure all workstation interface software, licenses, and control peripherals required to operate the video wall from the City's existing AOC workstations. The Proposer shall furnish all Content Rendering Equipment (as defined in Attachment A), servers, controllers, and other computing hardware required to operate the video wall and display its content.

2.1 General Requirements

The Proposer shall be responsible for the design, furnishing, installation, integration, commissioning, and support of the AOC video wall system at BOI in accordance with the technical requirements found in Attachment A to this RFP. In doing so, the Proposer shall provide the following services, including but not limited to:

• Project management and coordination.

• System design services, including a bill of materials and system/signal-flow drawings.

• System delivery, installation, configuration, interfacing, testing, and integration.

RFP2027-001 – BOI AOC Video Wall System Page | 5 of 10

• All required coordination with the City's designated representative (the “Representative”), Airport IT, and other airport stakeholders (e.g., Security, Facilities, IT Networks).

• End-user (AOC operator) training, IT/technical support training, and train-the-trainer sessions.

• System warranty, warranty management, and maintenance reporting.

The Proposer shall prepare the necessary documents required for installing, testing, and bringing the system online, including but not limited to:

• Project management plan and master schedule.

• System design plans, including logical and physical network diagrams and signal-flow drawings.

• Implementation schedule.

• Component and system submittal documents.

• Installation plans and detailed sequencing.

• Communication plan.

• Quality assurance, integrated testing, and system validation (Acceptance Testing) plans.

• System user documentation.

• As-built drawings and documentation consistent with the City of Boise's CAD/GIS standards.

The Proposer shall coordinate with the City's Representative and affected airport stakeholders (Operations, Security, IT Networks, Facilities) to ensure the installed system meets the operational goals of the AOC and the specific requirements of each stakeholder group.

Elements requiring coordination include, but are not limited to, network connectivity and segmentation, power and environmental support, physical workspace and furniture coordination, data-source interfaces (e.g., CCTV/ACS, RMS, FIDS), and integration with the airport's existing AV-over-IP and VxLAN network environment.

The Proposer shall supply all software necessary for the system to function as required and shall assign a Project Manager who reports directly to the City's Representative. The Project Manager shall have relevant industry certification(s) (e.g., PMI, AVIXA CTS-D/CTS-I) and experience with at least two (2) projects of similar nature and scale.

The Proposer shall be responsible for providing the following installation items:

• Coordination with the City's Representative to ensure the Local Area Network, including any required VLAN/VxLAN segmentation, is properly configured to support the system. Should additional network hardware be required to support the Proposer’s solution, the City shall provide and configure it.

• Labeling of all newly installed components per direction from the City's Representative, including maintaining an inventory in the airport's inventory database where applicable.

• Warranty as specified in the Agreement.

• Maintenance and support services as specified in this RFP and Attachment A.

The Proposer shall verify system operability and proper installation via completion of all required test plans. All installation work shall be performed to minimize disruption to AOC operations and airport staff. The Proposer shall coordinate with the City's Representative to schedule work during times that minimize impact on 24/7 AOC operations, and any maintenance work (e.g., software updates, security patching) shall be performed during the airport's designated maintenance window, coordinated in advance with the City's Representative.

RFP2027-001 – BOI AOC Video Wall System Page | 6 of 10

2.2 Project Management and Reporting

• The Proposer shall provide a Project Plan that identifies, tracks, prioritizes, and mitigates all project-related issues, and that includes the approach and master schedule to execute all efforts described in the Scope of Work.

• The Proposer shall provide weekly status reports and monthly progress reports including:

accomplishments for the prior period, planned versus actual deliverables, schedule progress (e.g., MS Project format), issues/risks/gaps and proposed mitigations, action items, and any contract actions needed.

• The Proposer's Project Manager shall attend weekly progress meetings during implementation with the City's Representative; the Representative shall determine the location and mode of meeting (virtual or in-person).

2.3 Project Implementation Requirements

• The Proposer shall keep accurate and detailed records of progress during all stages of development and implementation.

• The Proposer shall submit weekly progress reports outlining key work performed and planned, percentage-complete status for key phases, and schedule information including any slippage and recommended mitigation.

• The Proposer shall submit product data sheets for each major product/item for review and written approval by the City's Representative prior to purchase or installation.

• The airport will retain ownership of all data (including documents and metadata). The Proposer shall provide data in a format (e.g., XML, JSON, CSV, or TXT) determined at the sole discretion of the City.

• Data hosted on the system considered “sensitive” shall be governed in accordance with the City's policies and procedures.

• Within thirty (30) days following termination of the contract, the Proposer shall deliver copies of all documents (including existing policies and procedures), deliver all airport data hosted by the Proposer, and provide the data schema together with written certification of data destruction such that no remaining data exists on the Proposer's systems and platforms.

2.4 Project Schedule

The Proposer shall submit, with its proposal, a preliminary project schedule demonstrating the ability to achieve the milestones listed below. The schedule shall be in Microsoft Project or equivalent format and shall identify the critical path, key dependencies, and resource assignments for each phase.

The Owner will establish the required Substantial Completion date prior to award, and it will be confirmed during contract negotiation. Proposers shall base the preliminary project schedule on durations from Notice to Proceed and shall identify any constraints affecting the achievable Substantial Completion date.

The following project milestones are required. The Proposer shall propose a duration from Notice to Proceed for each milestone; specific dates will be finalized during contract negotiation:

Milestone Description Required Timing

Notice to Proceed

(NTP)

Owner issues written authorization to begin work

Day 1 (Owner-issued)

Design Submittal Complete system design package submitted to Representative for review, including BOMs, network diagrams, Within 30 days of NTP

RFP2027-001 – BOI AOC Video Wall System Page | 7 of 10 signal-flow drawings, and rack/enclosure layouts

Design Approval Representative issues written approval of design submittal (one revision cycle included)

Within 15 days of Design Submittal

Equipment Submittal Product data sheets and cut sheets for all major components submitted for approval prior to purchase

Prior to equipment procurement

Factory Acceptance Test (FAT)

Pre-shipment system demonstration at Proposer’s facility or staging area, witnessed by Representative if requested

Prior to site delivery

Site Delivery All major system components delivered to site

Coordinated with Representative;

AOC operations must not be interrupted

Installation Complete All hardware installed, cabled, and powered; system ready for commissioning

Per approved schedule

Commissioning and Testing

Integrated system testing per approved test plan; all acceptance criteria demonstrated to Representative

Following Installation Complete

Substantial Completion System accepted by Owner for operational use; all critical punch-list items resolved

Established by Owner prior to award

Final Acceptance All punch-list items resolved; all documentation, training, and as-built drawings delivered and accepted

Within 30 days of Substantial Completion

2.4.1 The Proposer shall identify, in its proposal, any constraints on the proposed schedule arising from equipment lead times, manufacturing availability, or site access requirements.

2.4.2 All work involving physical installation in Room 3427-T1 shall be coordinated with the Representative to minimize disruption to 24/7 AOC operations. The Proposer shall provide a detailed phasing and sequencing plan demonstrating how installation will be accomplished without extended loss of AOC situational awareness capability.

2.4.3 The Proposer shall maintain and update the project schedule weekly during the implementation phase and shall report schedule status, including any variances and proposed recovery actions, in the weekly progress reports required by Section 2.2.

2.5 Supplemental Services

In addition to the core requirements outlined in the Scope of Work, the Airport may opt to expand the capability of the AOC video wall system. The following areas of expansion will be addressed as Supplemental Services and represent capabilities the system should be capable of supporting. Each capability will be requested via task order with a detailed scope of work if the option is exercised.

2.5.1 Mirrored Viewing / Field Device Support — The system shall support the ability to mirror selected AOC wall content, or a defined operational view, to approved field devices (e.g., tablets), without requiring redesign of the core system architecture. Mirrored viewing to

RFP2027-001 – BOI AOC Video Wall System Page | 8 of 10 the temporary Emergency Operations Center (EOC) is base scope under Section 2 and is not a Supplemental Service.

2.5.2 Future Data Source Integration — The system shall support future integration of additional operational data sources as they become available, including but not limited to FlightAware (including potential self-hosted ASDX server integration), surface management systems, BMS/SCADA, Everbridge, vehicle tracking, police/security integrations, and lightning detection.

2.5.3 Additional System Components — The Proposer shall be able to supply additional components to expand and/or maintain the system, including additional workstation interface licenses, endpoints, spare parts, and peripherals as required by the City to support future AOC staffing growth or operational expansion.

2.5.4 Professional Services — The Airport may request additional support for supplemental training, refresher training, and system integration support beyond the initial commissioning period.

3. Proposal Format

Proposals are to be a maximum of twenty-five (25) pages, front and back, including the signed cover letter, key personnel resumes, and references, and in the format specified below.

Proposals received not following the format specifications will be docked points and may be disqualified and considered non-responsive at the City's discretion. The completed pricing forms (Attachment B) and any additional forms provided by the City are not to be counted against the page limit.

3.1 Cover Letter (2 pages maximum)

• Summarize key aspects of the proposal.

• Include the legal name of the proposing firm (and joint venture or subconsultants, if applicable).

• Describe the legal relationship between entities (if a joint proposal).

• Commit to the availability of key personnel for the duration of the project.

• Include the name and signature of a person authorized to bind the Proposer to a contract.

3.2 Company Qualifications and Experience (150 Points)

• General information including legal name, address, primary contact, entity type, incorporation date and state, and organizational structure.

• Organizational chart identifying roles for design, installation, project management, and ongoing maintenance of the video wall system.

• Description of relevant experience with mission-critical operations-center video wall systems or similar large-format display/control systems, preferably in aviation or other 24/7 operations environments.

• Description of any contract terminations or defaults, with explanation.

3.3 Key Personnel

Provide one-page resumes for key personnel, including the Project Manager and lead system designer/engineer. Include a description of relevant experience and certifications (e.g., AVIXA CTS/CTS-D/CTS-I, manufacturer certifications). Each team member shall be manufacturer-certified for their assigned portion of the system.

RFP2027-001 – BOI AOC Video Wall System Page | 9 of 10

3.4 Project Approach and Technical Response (250 Points)

Provide a clear, concise narrative describing the Proposer's understanding of the project and approach to meeting the technical requirements. Include:

• Project Management Approach, addressing: the Proposer's ability to manage implementation and maintenance activities; production schedules; delivery timelines; and installation timelines.

• Design and Installation Strategy, addressing: migration plan from the current AOC environment to the future environment (including replacement of any or all system components); approach to working with all stakeholders; potential challenges and how they will be addressed; and specific requirements for installation in the constrained, occupied AOC space.

• Lifecycle Management, addressing: technology trends impacting the proposed solution foreseen in the next five (5) years; how often technology refreshes will be required and how they will be accomplished; and how new technologies will be introduced into the production environment.

• Ongoing Management and Maintenance Approach, addressing: the approach to performing periodic reviews, updates, preventive maintenance, and break-fix support consistent with Attachment A.

3.5 System Architecture and Design (250 Points)

Provide a narrative and technical response to the requirements detailed in this RFP and Attachment A. The narrative shall address, as a minimum:

• System architecture to meet functional requirements, specifically as it relates to availability, redundancy and fault isolation, IT security, and scalability/expandability of the proposed solution.

• Key system features and functionality, including sample screenshots, menu options, and an overview of operator control capabilities (session control, preset layouts, source routing).

• Interface/integration approach for current data sources (CCTV/ACS, weather, RMS, FIDS, Common Use monitoring) and the approach for identifying and implementing future data source integrations.

• Network transport approach, including compatibility with the airport's existing VLAN/VxLAN and AV-over-IP environment, bandwidth/latency assumptions, and redundancy design.

3.6 Cost Effectiveness (150 Points)

• Provide examples of the Proposer's ability to control costs and scope of work effectively throughout a project, including how the use of subconsultants and changes in market conditions affect cost control.

• Explain, based on the Proposer's experience, how it mitigates costs for clients through staffing, subconsultants, improved procedures, or use of technology.

• Provide examples of similar projects in which the Proposer delivered cost savings to a client.

3.7 Options and Alternatives

• Description of any recommended deviations from the RFP.

• Explanation of rationale and potential cost or performance benefits.

3.8 Cost Proposal (150 Points)

Provide complete pricing for all goods and services required, in the format provided in Attachment B, including:

RFP2027-001 – BOI AOC Video Wall System Page | 10 of 10

• Hardware, software, labor, and installation.

• Warranty and ongoing maintenance/support (e.g., annual SLA pricing).

• Permitting, insurance, and any taxes the Proposer is required to pay as a contractor, as described below.

• Hourly labor categories and rates for out-of-scope work.

Proposers are responsible for any sales or use tax imposed on materials, supplies, or other property used by the Proposer in performing the work, including materials incorporated into real property. Any such taxes shall be included in the Proposer’s pricing and shall not be charged to the City as a separate sales tax.

The Cost Proposal will be evaluated on the 5-Year Total Cost of Ownership stated on the Pricing Summary worksheet of Attachment B, which comprises the Total Base Pricing (including the two (2) year warranty and Years 1 and 2 software licensing), software licensing for Years 3 through 5, extended warranty and support for Years 3 and 4, and maintenance and support for Year 5. Pricing for Supplemental Services, design options, line item unit pricing, and labor rates will not be included in the evaluated price.

3.9 References & Past Performance (50 Points)

The Prime Proposer shall provide a minimum of two (2) qualified reference sites where the Prime Proposer acted as the entity responsible for the design, implementation, and ongoing support of a video wall / operations-center visualization system comparable in scope and complexity to this project. Each reference should be from a mission-critical 24/7 operations environment (e.g., airport operations center, emergency operations center, transportation or utility control room) with a system that has been operational within the past five (5) years, as measured from final acceptance to this RFP's due date.

4. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Evaluation Criteria Points

Company Qualifications & Relevant Experience, Including Key Personnel

Project Approach & Technical Solution 250

System Architecture & Design 250

Cost Effectiveness 150

Cost Proposal 150

References & Past Performance 50

Total 1000

The City reserves the right to verify all information submitted, request clarification, and conduct reference checks, including on prior work performed at BOI.