Version (08/03/2026)

Passenger Flow Management System

26-27/12

REQUEST

FOR

PROPOSAL

(RFP)

PURCHASING DEPARTMENT

530 Water Street, Oakland, CA 94607

RFP 26-27/12, Invitation, Page 1 of 3

RFP No.: 26-27/12, Passenger Flow Management System

The Port of Oakland (the “Port”), through its Purchasing Department, is hereby soliciting competitive proposals for the above-mentioned project. The successful Respondent will be required to furnish all labor, material, equipment, supplies, applicable taxes, insurance, bonding, and licenses to complete this project.

Proposal Information

Proposal Title Passenger Flow Management System

Proposal Type Professional Services

Proposal Number 26-27/12

Proposal Issued October 2, 2026

Requesting Department Technology and Innovation

Mandatory Pre-proposal Zoom Meeting

Virtual (Zoom) Meeting

October 16, 2026, 1:30 p.m. – 2:30 p.m. (Pacific Time)

Zoom Meeting Link: https://portoakland.zoom.us/ Meeting ID: 958 5285 6284 Passcode: 521877

Scheduled Publication Date October 9, 2026

Proposal Due Date and Time November 12, 2026 until 11:00 a.m. (Pacific Time)

Instructions for Submitting Proposals

Electronic Delivery Address https://lf.portoakland.com/

Please login to Liquid Files at the above listed URL and click on the “Register” button to upload your proposal to czhang@portoakland.com. Do not email your proposal to the Purchasing Contact directly. Your proposal must be uploaded to the Liquid Files’ site to be accepted by the Port. Once your Proposal has been uploaded to Liquid Files, you will receive a copy of the email that Liquid Files generates to the Purchasing Contact with your proposal. (Note: Liquid Files limits the file size to a maximum of 500 Megabytes (MB), and there will be a slight delay as to when Liquid Files emails your Proposal to the Purchasing Contact, so please upload your files early so that they will be received by the due date and time.)

Submittal Copies One (1) Original Proposal as a single file in Adobe Portable Document Format (pdf) transmitted to the above listed Purchasing Contact via Liquid Files. (If your file size is larger than 500 MB, please modify it to be less than 500 MB.)

Late Submittals Electronic Proposals received after the Proposal Due Date and Time stated above will not be downloaded by the Port.

RFP 26-27/12, Invitation, Page 2 of 3

How to Obtain Proposal Documents

Copies of the Proposal documents may be obtained at:

Physical Location Address Information

Port of Oakland--Purchasing Department 530 Water Street, Oakland, CA 94607 Monday through Friday, 8:00 a.m. to 4:00 p.m.

(510) 627-1130

Website https://www.portofoakland.com/business/bids-rfp-center/

Or navigate to the Port of Oakland’s main website at:

http://www.portofoakland.com/, then click on “Business” section on the top of the page, and then select “Bids/RFPs/RFQs Center” to download the RFP document.

Questions about the Proposal

Questions and/or Requests for Information (RFI) must be submitted in writing and can be submitted by email as follows:

Purchasing Dept. Contact Cynthia Zhang Senior Procurement Analyst Email: czhang@portoakland.com

Question/RFI Due Date October 22, 2026 until 4:00 p.m. (Pacific Time)

Please submit any questions regarding this RFP as soon as possible but by no later than the above due date and time. The Port will not respond to any questions regarding this RFP received after the above due date and time.

Response Date October 29, 2026

Port responses to timely received questions regarding this RFP will be provided via an emailed addendum to all prospective Proposers and placed on the Port’s website for downloading. See the “How to Obtain Proposal Documents” section via our web address.

Once the RFP is issued, and until a recommendation for award is made to the Board of Port Commissioners at a public Board of Port Commissioners meeting (or in cases where a recommendation for award does not require a public Board meeting, when Proposers are notified by Port staff of the recommendation for award), each Proposer and its representatives, agents, and affiliates, shall not contact members of the Evaluation Committee, Port staff or the Board of Port Commissioners to discuss or ask questions about the contents of this RFP or the selection process. All questions shall be submitted in writing as described in this RFP. Any inappropriate contact by a Proposer, its representatives, agents, and/or affiliates may result in the Proposers' proposal being disqualified.

RFP 26-27/12, Invitation, Page 3 of 3

Full Opportunity

The Port’s policy prohibits discrimination or preferential treatment because of race, color, religion, sex, national origin, ancestry, age (over 40), physical or mental disability, cancer-related medical condition, a known genetic pre-disposition to a disease or disorder, veteran status, marital status, or sexual orientation. It is the policy of the Port of Oakland to encourage and facilitate full and equitable opportunities for small local businesses to participate in its contracts for the provision of goods and services. It is further the Port’s policy that no discrimination shall be permitted in small local business participation in Port contracts or in the subcontracting of Port contracts. The successful Respondent shall comply with the Port’s non-discrimination policy.

Title VI Solicitation Notice

The Port of Oakland, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award.

Rejection

The Port reserves the right to reject any or all proposals, to waive any irregularities or informalities not affected by law, to evaluate the proposals submitted, and to award the contract according to the proposal which best serves the interests of the Port.

Nickulaus Sioson, Manager, Port Purchasing

RFP 26-27/12, Table of Contents

Table of Contents

I. Project Overview

II. Scope of Services

III. Port Policy and Other Requirements

IV. Submission Requirements

V. Evaluation Criteria

VI. Additional Provisions

Attachments:

Title

Must Be Returned with Proposal

1 RFP Acknowledgement and Signature Form Yes

2 Non-Collusion Declaration Yes

3 Statement of Equal Employment Opportunity Yes

4 Cost Proposal Worksheet Yes

5 Port of Oakland Non-Discrimination and Small Local Business Utilization Policy

A. Chart for Submitting Data for Calculation of Preference Points

B. Local Participation Questionnaire

C. Monthly Utilization of Local and Small Business Enterprises

D. Final Utilization of Local and Small Business Enterprises

Yes

Attachment 5-A and 5-B are required with the

Proposal.

(Note: If you are submitting a new

Certification Application for preference points, then your completed application is due 7 business days prior to the proposal due date.)

Attachments 5-C and 5– D are required after contract award and final completion of the project.

6 Non-Discrimination and Small Local Business Utilization Policy Program Affidavit Yes

RFP 26-27/12, Table of Contents

Title

Must Be Returned with Proposal

7 City of Oakland City Charter §728 Living Wage Information

A. Employer Self-Evaluation for Port of Oakland Living Wage

B. Certificate of Compliance—Living Wage

No

(Attachment 7-A and 7-B are required prior to entering into contract with the Port of Oakland)

8 Statement of Living Wage Requirements Yes

9 Supplier Insurance Requirements No

10 Insurance Acknowledgement Statement Yes

11 Standard Professional Services Agreement

No

(Note: If awarded the contract, the successful

Respondent will execute a revised version of the

Port’s standard Professional Services

Agreement, which will be consistent with the provisions of this RFP.)

RFP 26-27/12, Page 1 of 14

I. Project Overview

The Port of Oakland (the Port) is seeking proposals from qualified vendors to design and implement a platform to capture data and insights on passenger queuing, passenger movements, occupancy counting, and dwell times throughout the passenger screening checkpoints, passenger check-in counters, landside baggage claim areas, and terminal curbsides at the Oakland San Francisco Bay Airport (OAK).

The Port will award a five-year contract with the option to issue two, one-year extensions not to exceed a total period of seven years. The number of contracts, the contract value, and the duration of contracts are subject to change until approved by the Board of Port Commissioners (Board).

The Port reserves the right to negotiate the final services, cost, and terms with the Respondent that is determined to be the most qualified.

About Oakland San Francisco Bay Airport

Oakland San Francisco Bay Airport (OAK) is the main airport for the greater East Bay, the most populated area in the metropolitan San Francisco Bay area. It is the closest airport to most Bay Area employers. By roadway and Bay Area Rapid Transit (BART) air-rail, OAK enables excellent access to all the region’s business, entertainment, and tourism venues. The vision of Oakland San Francisco Bay Airport is to be the airport of choice for San Francisco Bay Area residents and visitors alike. OAK is operated by the Port of Oakland, which also oversees the Oakland seaport and 20 miles of East Bay waterfront. Together with its business partners, the Port supports more than 98,000 jobs in the region with more than a $174 billion economic impact.

Updates about current departure and arrival information, airport maps, and details about on-airport parking, shopping and dining and more, can be found at www.oaklandairport.com.

Follow OAK on Facebook, Instagram, and LinkedIn.

II. Scope of Services

The Port is seeking a vendor with extensive data collection and analytics experience, preferably in an airport environment, to implement and manage a turn-key passenger flow management system (“Pax Flow System” or “System”) at OAK. The initial implementation of the System will be at the passenger screening checkpoints, passenger check-in counters, baggage claim areas, and terminal curbsides. After successful implementation, the Port may elect to expand the technology into other areas of the airport. However, later expansion is not covered by this solicitation.

Currently, OAK does not have a Pax Flow System or supplementary data collection means. The proposed System will help the Port to understand operational passenger flow, identify areas of opportunity, and increase passenger satisfaction within the airport experience.

The proposed System must be accurate and automated in providing current passenger screening checkpoint wait times, occupancy metrics, real-time data driven decision making, heatmapping, and historical data relating to all key touchpoints of a passenger’s journey through the monitored areas. Additionally, the proposed System must support customizable reporting, which can be assigned to specific users/roles for various operational needs and must be able to provide end-users with customizable alert notifications triggered by predetermined and configurable criteria.

The selected vendor, if any, will be responsible for overall designing, installing, testing, commissioning, and support of the recommended System for the proposed environment at

RFP 26-27/12, Page 2 of 14

OAK. System training for Port staff as well as 1st and 2nd level support training for Port IT and its 3rd party IT support vendor must also be included in the proposal.

During the entire term of the maintenance phase of the Services, the proposed vendor shall provide 2nd and 3rd Level software support, at a minimum, from 8:00 a.m. to 6:00 p.m., Pacific Time, Monday through Friday, as well as after-hours support procedures.

Note: Portions of the installation work (Product Installation) could be considered a Public Works Project. Any tasks of a Public Works nature (e.g., installing conduit and electrical work, penetrations through walls, etc.) needed to support the installation must be contracted to appropriate specialty trades under existing Port policies and Labor Code section 1725.5 as defined in Section III. 5. Port Policy and Other Requirements. Should the Public Works portion of this project exceed $25,000, then the Proposer shall provide Payment and Performance bonds for 100% of the Public Works portion of this project.

No contractor or subcontractor may be listed on a proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

A. Key Areas of Interest

1. Passenger Screening Security Checkpoints – The System must be capable of capturing and processing all passenger activity as they enter the security checkpoint pre-security queuing area, proceed through TSA screening, and make their way to the recompose area. OAK is interested in live data that can provide wait times for passengers queuing at each security checkpoint and forecast future wait times based on System accumulated data. Metrics such as max wait times, average wait times, passenger counts, staffing levels and lanes open are also of interest from the proposed System.

2. Baggage Claim Areas – Main touchpoint for passengers arriving into OAK’s landside.

The proposed System must capture passenger moments and dwell times around the baggage claim pickup areas. The System should also be capable of baselining normal activity, identifying abnormal activity/wait-times/congestion, as well as distinguish arriving passengers from meet/greet activity.

3. Check-in Counters – The System should capture passenger dwell time at check-in counters and provide actionable data to expedite passenger processing. These areas include passenger queuing, use of common-use self-service kiosks, as well as overflow scenarios where queue lines move into non-standard areas due to customer volume.

4. Terminal Curbside – The System should begin aggregating data once a passenger arrives at the airport’s terminal curbside for both Terminal 1 and Terminal 2. Some passengers arrive directly at the curb, while others may park in short-term or long-term parking, arrive via BART, ride share services, or other means of public/private ground transportation. The System should have baselining capabilities and be able to recognize and alert periods of irregular behavior. This also applies to parked vehicles and slow-moving traffic.

B. Technical Plan

1. Component Information – The proposal should include details and specifications of their technology and devices(s) that will be used to gather data. This information

RFP 26-27/12, Page 3 of 14 should highlight and explain the System’s capabilities. The proposer should provide examples of how data is collected and used for benchmarking and metrics. The Port does not have a preference on type of sensor used for data collection and the proposer may recommend multiple technologies as long as the proposed solution is the best fit for the environment at OAK.

2. Installation Timeline – The proposer shall provide a detailed plan for their technical approach, including product installation, maintenance, and training. (Proposers must adhere to the Port’s IT standards – included in Attachment 11, and the Port’s requirements for Public Works projects (see section III, below for the requirements).

The timeline should include specific tasks:

a. Design and Installation

b. System Testing

c. Software Dashboard Development

d. Training

e. Go-Live

f. Maintenance/Support

Note: Portions of the product installation work for this project may be considered a Public Works Project. Any tasks of a Public Works nature (e.g., installing conduit and electrical work, penetrations through walls, etc.) needed to support the installation must be contracted to appropriate specialty trades under existing Port policies and Labor Code section 1725.5 as defined in Section III. 4. Port Policy Requirements. Should the Public Works portion of this project, if any, exceed $25,000, then the Proposer shall provide Payment and Performance bonds for 100% of the Public Works portion of this project.

No contractor or subcontractor may be listed on a proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

If the successful Proposer is awarded a contract with the Port from this RFP, the successful Proposer shall pay employees performing any labor related to any Public Works aspect under the awarded contract, salaries, or wages at least equal to the general Prevailing Wage rate in Alameda County. Current published Prevailing Wage rates are available from the Department of Industrial Relations of the State of California website, https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm.

The Port has adopted an electronic monitoring system to satisfy certain certified payroll reporting requirements. The successful Proposer will be required, if directed by the Port, to utilize the Web Accessed Monitoring System (WAMS) to satisfy said requirements Weekly certified payroll reports must be imputed into the Port’s WAMS within one (1) week after a subject payroll date. All firms are required to register with Elations Systems to submit certified payroll reports. Instructions for using Elations Systems will be given to the selected proposer.

3. Security – The Proposer shall provide documentation on compliance with modern security principles such as least privilege access for users, data encryption, and multi-factor authentication support. Proposer should also state if there is support for single sign on or any additional advanced security solutions. The Proposer shall explain how

RFP 26-27/12, Page 4 of 14 the system captures data, protects passenger privacy, and uses any associated technologies to obtain and analyze data.

III. Port Policy and Other Requirements

The selected Respondent will be required to comply with the following Port Policy and Other Requirements:

1. Non-Discrimination and Small Local Business Utilization Policy (NDSLBUP):

The Port desires to maximize the participation of small local businesses and has instituted a Non-Discrimination and Small Local Business Utilization Policy (NDSLBUP).

The NDSLBUP consists of two parts:

• Non-Discrimination policy which all Suppliers (Respondents) must adhere to, by providing the enclosed “Non-Discrimination and Small Local Business Utilization Policy Program Affidavit” (Attachment 6) with their proposal.

• Preference points are awarded to small local businesses who qualify under the Port’s definition of a small local business. In order to qualify for preference points, Suppliers (Respondents) must be either certified by the proposal due date or may apply online at: http://srd.portofoakland.com/. The application and any supporting documentation must be submitted to the Port’s Social Responsibility Division seven (7) business days prior to the proposal due date.

To apply, please click on the above link and follow the “How to Apply” instructions.

A summary of the Port’s Non-Discrimination and Small Local Business Utilization Policy is included herein as Attachment 5. The entire policy is available at:

https://www.portofoakland.com/wp-content/uploads/2024/05/00810-FINAL- Jan2019.pdf

Suppliers already certified with the Port do not need to submit proof of certification, but still need to check the Port’s certification database at: http://srd.portofoakland.com/ to ensure their certification has not expired and must fill out the Chart for Submitting Data for Calculation of Preference Points (Attachment 5-A), and the Local Participation Questionnaire (Attachment 5-B), and submit them with your proposal. All Suppliers (Respondents) must still provide proof of adhering to the Port’s Non-Discrimination policy by submitting the NDSLBUP Program Affidavit.

A copy of the Port-certified Small Local Business Enterprises can also be downloaded at: http://srd.portofoakland.com/ .

For questions or assistance regarding NDSLBUP, contact Matthew Davis, Chief Public Engagement Officer, (510) 627-1430, at the Port’s Social Responsibility Division

2. Insurance Requirements:

All Respondents who plan on submitting a proposal in response to this RFP must meet the Port’s Insurance requirements listed in Attachment 9, and must provide proof of insurance at the time of project award. Respondents must include a statement (Attachment 10) with their proposal agreeing to the Port’s insurance requirements and indicate they will be able to obtain the proper insurances at the time of project award.

3. Sensitive Security Information:

By submitting a proposal, Respondent acknowledges that in the course of performing services under the Agreement, the selected Consultant/Contractor will come into possession of Sensitive Security Information as described in Title 49 of the Code of Federal Regulations, Parts 15 and 1520 (“SSI”). SSI is subject to Port of Oakland regulation and Federal law. The selected Consultant/Contractor will be required to

RFP 26-27/12, Page 5 of 14 comply strictly with the Port of Oakland’s policies and practices for sensitive information.

4. Living Wage Policy:

On March 5, 2002, the voters in the City of Oakland passed Measure I, adding to the City Charter Section 728 ("§728") entitled "Living Wage and Labor Standards at Port-assisted Businesses." §728 requires Port Aviation and Maritime businesses that meet specified minimum threshold requirements to pay all nonexempt employees a Living Wage rate established by City Ordinance and adjusted annually based on the Consumer Price Index for the San Francisco, Oakland, and San Jose area. The current Living Wage rate as of July 1, 2026 is at least $18.26 {this rate changes annually in July, verify the current rate with SRD} with credit given to the employer for the provision to covered employees of health benefits, and $20.97 without credit for the provision of health benefits.

Specifically, §728 applies to Port contractors and financial assistance recipients with the Aviation or Maritime divisions that have contracts worth more than $50,000 and that employ more than 20 employees who spend more than 25% of their time on Port-related work. §728 also provides covered employers with incentives to provide health benefits to employees, establishes a worker retention policy, requires covered employers to submit quarterly payroll reports and requires covered employers to allow Port representatives access to payroll records in order to monitor compliance and labor organization representatives access to workforces during non-work time and on non-work sites. Covered employers are responsible for complying with the provisions of §728 from the date the covered contract is entered into. When a contract is awarded, the Respondent will be required to fill out the attached Employer Self-Evaluation for Port of Oakland Living Wage Form (see Attachment 7-A) and Certificate of Compliance—Living Wage (see Attachment 7-B) and return them to the Social Responsibility Division. (i.e., do not include these forms in with your proposal).

For more information, please call Matthew Davis in the Port of Oakland’s Social Responsibility Division at (510) 627-1430.

Respondent shall acknowledge reviewing the Port’s Living Wage program and compliance, by submitting the Statement of Living Wage Requirement (Attachment

8) with their proposal.

5. Prevailing Wages License and Sub-contracting Requirements:

Respondent submitting a proposal for a “public works” project (defined below) are required to pay prevailing wages pursuant to California Labor Code, Section 1720, et seq, and to abide by all subcontracting and subletting practices as defined by California Public Contract Code section 4100 et seq., and to abide by any Contracting Licensing requirements as defined by California Business and Profession Code. All Contractors performing work on Port property are required by law to be licensed and regulated by the Contractors State License Board.

California Labor Code Section 1720, (a)(1) provides that the term “public works” means:

Construction, alteration, demolition, installation, or repair work done under contract and paid for in whole or in part out of public funds, except work done directly by any public utility company pursuant to order of the Public Utilities Commission or other public authority. For purposes of this paragraph, “construction” includes work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work.

General prevailing rate of per diem wages in the locality in which the work is to be performed for each craft, classifications or type of worker needed to execute the contract, including employer payments for health and welfare, pension, vacation, RFP 26-27/12, Page 6 of 14 apprenticeship and similar purposes is available at the Department on Industrial Relations Internet site accessible at:

http://www.dir.ca.gov/DLSR/statistics_research.html.

The schedule of per diem wages is based upon a working day of eight hours. The rate for holiday and overtime work shall be at least time and one half.

It shall be mandatory upon the Contractor to whom the contract is awarded, and upon any Subcontractor under him/her, to pay not less than the specified rates to all workers employed by them in the execution of the contract. It is the Contractor's responsibility to determine any rate change, which may have or will occur during the intervening period between each issuance of published rates by the Director of Industrial Relations.

In addition, any Contractor or Subcontractor performing Public Works for this project must be registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5, [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No Contractor or Subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations

6. Web-Accessed Monitoring System (WAMS) This section applies to the portion of the Passenger Analytics (Product Installation) work that could be considered a Public Works Project:

The Port has adopted an electronic monitoring system to satisfy certain certified payroll reporting requirements. The successful proposer will be required to utilize WAMS to satisfy said requirements Weekly certified payroll reports must be input into the Port of Oakland’s Web Accessed Monitoring System (WAMS) within one (1) week after a subject payroll date. All firms are required to register with Elations Systems to submit certified payroll reports. Instructions for using Elations Systems will be given to the selected proposer.

7. Payment and Performance Bonds:

For Public Works Purchases over $25,000, the Contractor must provide a 100% Performance Bond and a 100% Payment (Labor and Material) Bond.

8. Maritime and Aviation Project Labor Agreement (MAPLA):

The Port has entered into a Maritime and Aviation Project Labor Agreement (MAPLA) with the Building and Construction Trades Council of Alameda County, AFL-CIO that covers all capital construction in the Port area, whether funded by the Port or by tenants. MAPLA is included as Document 00823R1 in the Port’s project manuals for public works projects. MAPLA has resulted in a Substance Abuse Prevention Policy on drug testing (Document 00824R2), a Social Justice Labor Management Cooperation Trust Fund (Document 00825R1), and requirements for Utilization of Off-Site Apprentice Work Force (Document 00826R2), local hiring (Document 00827R1) and utilization of disadvantaged and new hire apprentices (Document 00828R1). Copies of the MAPLA documents in pdf format may be obtained by contacting Bill Russell at brussell@portoakland.com. MAPLA will apply to the construction aspects of this project.

RFP 26-27/12, Page 7 of 14

The Port has entered into a Maritime and Aviation Project Labor Agreement (MAPLA) with the Building and Construction Trades Council of Alameda County, AFL-CIO that covers all construction (as defined in the MAPLA) in the Port’s Aviation and Maritime areas. MAPLA is included as Document 00823R1 in the Port’s project manuals for public works projects. MAPLA has resulted in a Substance Abuse Prevention Policy on drug testing (Document 00824R2), a Social Justice Labor Management Cooperation Trust Fund (Document 00825R1), and requirements for Utilization of Off-Site Apprentice Work Force (Document 00826R2), local hiring (Document 00827R1) and utilization of disadvantaged and new hire apprentices (Document 00828R1). Copies of the MAPLA documents in pdf format may be obtained by contacting Bill Russell at brussell@portoakland.com.

9. Port’s Standard Professional Services Agreement:

Submission of a proposal will confirm that the Respondent fully understands and agrees with the provisions of the Port’s Standard Professional Services Agreement (Attachment 11) which will be revised only as necessary to be consistent with the provisions of this RFP or other revisions necessary to reflect changes in federal, state, and/or local laws, policies, rules, regulations, etc., and will execute such revised agreement if awarded the contract. Any objections to any provisions in the Port’s Standard Professional Services Agreement and/or this RFP must clearly be identified in your proposal. Changes are discouraged.

IV. Submission Requirements

The Port has scheduled a Mandatory Pre-proposal meeting on the date indicated in the table labeled “Proposal Information” (on the first page of the invitation for this RFP), to review the scope of services and the submission requirements.

Please respond to the following 11 requirements in a straightforward, concise delineation of your capabilities proposed to satisfy the requirements of the RFP. The Port will use your responses to objectively determine your capabilities and experience. Please label your responses 1 through 11, in the order presented below. Please limit your total response to the number of pages indicated below (excludes the required attachment forms provided with this

RFP).

Submittal Format:

Responses may not be longer than twenty (20) pages one-sided or ten (10) pages double-sided, printed on 8 ½” x 11” paper and formatted in no smaller than 10-point font. Each section shall be labeled according to the sections below. Proposers must adhere to the page limit specified above. Responses that exceed the stated page limit will be subject to a lower score.

Once downloaded and printed by the Port, submittals must be able to fit into a 9 x 11.5-inch folder. Please include a cover page with your submission.

1. Required Forms and Adherence to Port Policy and Other Requirements: The Respondent must fill out all of the forms included in this RFP (listed under the “Attachments” section and marked with a “Yes” in the column titled “Must Be Returned with Proposal”), and return them with your proposal. By returning the listed forms, your company is supporting and agreeing to the Port Policy and Other Requirements (listed in Section III, “Port Policy and Other Requirements” of this RFP). Failure of the Respondent to provide any of the required forms may result in your proposal being rejected for non-responsiveness. These required forms will not count against the maximum page count (indicated above) for your response.

2. Debarment Statement: Provide a written statement that your company has not been debarred from providing services to any State or Federal Agency within the last five (5) years. Sign and date your statement. If your company has been debarred, provide background information and the reason(s) for the debarment. Provide the name and

RFP 26-27/12, Page 8 of 14 contact information for the agency that debarred your company. The Port must review the reason(s) and duration for the debarment before it can determine if your company can be considered for this project.

3. Company Information: Provide the name of your company (including the name of any parent company), business address, email address, Federal Tax ID number, telephone, names and titles of key management personnel, and a brief history of your company.

Provide a brief statement of who is authorized to submit the proposal on behalf of your company. Please make sure that person signs and dates the statement. If your company is making any exceptions to the Port’s Standard Professional Services Agreement (Attachment 11) and/or this RFP, they must be clearly set forth in your proposal and noted in this section. Exceptions are discouraged and may result in lower evaluation points during the Port’s evaluation of your proposal.

4. Litigation and Other Information: Provide information describing any litigation, arbitration, investigations, or any other similar actions that your company, its principals, directors, and/or employees have been involved in during the last five (5) years relating to your company's services. Please list (a) name and court case or other identification number of each matter, (b) jurisdiction in which it was filed, and (c) outcome of matter (e.g. whether the case is pending, a judgment was entered, a settlement was reached or the case was dismissed). The Port will review the reason and timing of the action before it can determine if your company can be considered for this project. Failure to provide the litigation information may disqualify your proposal. This information should be presented in a separate section/attachment, and these pages will not apply to the maximum page limit requirements.

5. Knowledge and Experience: Provide relevant information about your company’s knowledge and experience, including a list of three or more projects (in similar size and scope to that in this RFP), with brief descriptions that demonstrate your experience. Also, provide the names of key personnel who will be assigned to do the work under this project and provide their relevant experience.

6. Client References: Provide the names, addresses and contact information for three (3) current clients. Provide the size and scope of each project and a brief description of the projects. Please make sure all contact information is current. By providing such information, you authorize the Port to contact such clients.

7. Proposed Solution: Provide a comprehensive overview of the proposed Pax Flow System and the technical capabilities and functionalities of the System. Provide the details and specifications of the technologies, equipment, software, and/or devices that will be used to gather data. Provide examples of how data is collected and used for benchmarking and metrics. Describe the availability, accuracy, and reliability of the proposed System.

Describe the scalability of the proposed System to handle expansion to other areas of the airport. Describe any limitations of the proposed System that may affect performance.

8. Security: Provide documentation that the proposed System complies with modern security principles such as least privilege access for users, data encryption, and multi-factor authentication support. Describe if the System supports single sign on or any additional advanced security solutions. Describe how the system captures data, protects passenger privacy, and uses any associated technologies to obtain and analyze data.

9. Plan and Approach: Provide an overview describing the general approach, scope of services, and methodology of your company’s ability to fulfill the general functions required in this RFP. Describe your design and installation plan, including how and where equipment will be installed (if required), and the strategies, tools, resources, and techniques that will be used. Describe your user acceptance testing methodology and criteria for success. Describe your training plan and any training materials that will be provided and/or developed. Describe your post-implementation service level commitment, including availability, troubleshooting, escalation, and resolution times.

RFP 26-27/12, Page 9 of 14

Describe how you prioritize critical calls and your escalation process for issues not resolved during the initial call. Please use this section to describe the services you propose to provide to the Port. Your services can be above and beyond the requirements listed in the “Scope of Service” section.

10. Project Schedule: Provide a projected timeline with key milestones and benchmarks for completing and delivering the project in a timely manner. Milestones should include, but are not limited to, the following:

a. Design and Installation

b. System Testing

c. Software Dashboard Development

d. Training

e. Go-Live

f. Post-Implementation Maintenance and Support

11. Proposed Costs: Provide your cost for the proposal on the Cost Proposal Worksheet

(Attachment 4) and attach any proposed fee schedule. It is important that you provide your fee schedule so that the Port can evaluate your proposal.

V. Evaluation Criteria

Prior to contract award, the Port must be assured that the Respondent selected has all of the resources required to successfully perform under the contract. This includes, but is not limited to, personnel with skills required, equipment/materials and financial resources sufficient to provide services called for under this contract. If during the evaluation process, the Port is unable to assure itself of the Respondent’s ability to perform under the contract, if awarded, the Port has the option of requesting from the Respondent any information that the Port deems necessary to determine the Respondent’s capabilities. If such information is required, the Respondent will be notified and will be permitted five (5) working days to submit the requested information.

In awarding the contract, the Port will evaluate a number of factors in combination. Please make sure you have submitted responses to all items listed in the Submission Requirements section, as your responses will be evaluated based on the weights listed below.

RFP 26-27/12, Page 10 of 14

A. Evaluation Weights

Item Criteria Weights

A

Adherence to Port Policy and Other Requirements and Debarment Statement Proposals from companies who have not or will not adhere to the Port Policy and Other Requirements or who have been debarred and have not provided sufficient reasons/justification for the Port to review the circumstances surrounding the debarment will not be reviewed by the evaluation committee. (Items 1 and 2 of the Submission Requirements section.)

Pass/Fail

B

Company Information, Litigation and Other Information Respondent’s company information and litigation and other information. (Items 3 and 4 of the Submission Requirements section.)

10%

C

Knowledge and Experience, Client References Respondent’s knowledge and experience in providing and implementing similar Pax Flow Systems and applicability of client references as evidenced from your responses to items 5 and 6 of the Submission Requirements section.

20%

D

Proposed Solution and Security The proposed System meets the Port’s needs, offers comprehensive features, functionalities, and capabilities, and complies with security standards as evidenced from your responses to items 7 and 8 of the Submission Requirements section.

20%

E

Plan and Approach and Project Timeline Clarity and feasibility of the approach to be used to accomplish the Scope of Services and the proposed timeline as evidenced from your responses to items 9 and 10 of the Submission Requirements section.

20%

F

Proposed Costs As evidenced from your response to item 11 of the Submission Requirements section, and as provided on the Cost Proposal Worksheet.

15%

G

Non-Discrimination and Small Local Business Utilization Policy (NDSLBUP) Does your company meet the Port’s definition of Small Local Business and/or make a commitment to the Port’s values and programs {e.g., mentoring small and/or very small local businesses and providing meaningful work for small and/or very small local sub-consultants; utilization of college and high school interns from the Local Impact Area (LIA); participation in job fairs and trade fairs targeted to LIA residents and businesses; and other work showing the consultant’s efforts to contribute to the economic development of the LIA}? The Port will evaluate companies that have provided substantiating documentation to prove they meet the Port’s NDSLBUP program and award points accordingly to qualifying companies.

15%

Total 100%

RFP 26-27/12, Page 11 of 14

B. Selection Procedure:

All proposals received by the deadline which meet the RFP’s requirements will be presented to the evaluation committee comprised of Port of Oakland staff and possibly external members. The evaluation committee will evaluate the proposals and score all submissions according to the evaluation criteria above. The selection process may include interviews (at the discretion of the evaluation committee) for the top-scoring submissions. If interviews are to take place, the Port will notify the top scoring Respondents. Interview details and scoring requirements will be provided to selected Respondents prior to the interviews.

VI. Additional Provisions

The terms “Company”, “Consultant”, “Contractor”, “Proposer”, “Respondent”, “Seller”, “Supplier”, and “Vendor” whenever appearing in this RFP or any attachments, are used interchangeably to refer to the company or firm submitting a proposal in response to this RFP.

A. Port’s Legal Name and Jurisdiction

The Port of Oakland (the “Port”) is legally known as the City of Oakland, a municipal corporation, acting by and through its Board of Port Commissioners. The Port is an independent department of the City of Oakland. The Port has exclusive control and management of all Port facilities and properties. Port facilities and properties consist of marine terminals, a railway intermodal terminal and container storage areas (collectively, the “Seaport”); the Oakland San Francisco Bay Airport (the “Airport”); electrical distribution grid infrastructure and energy procurement business (the “Port Utility”); commercial and industrial land and properties (collectively, “Commercial Real Estate”); and other recreational land, other land, undeveloped land, and water areas, all located in Oakland, CA. The Port issues Purchase Orders under the name “Port of Oakland”.

B. Ownership of Proposal All rights to information developed, disclosed, or provided in a proposal and its attendant submissions are the property of Port, unless a Respondent makes specific reference to data that is considered proprietary. To the extent that a Respondent does not make specific reference to data that is considered “confidential” and proprietary, submission of a proposal constitutes the Respondent’s express (a) grant and assignment of a perpetual, transferable (in whole or in part), non-exclusive, royalty-free license to the Port for copyright, patent, or other intellectual property right (collectively referred to as “intellectual property”), and (b) agreement that the Port may use any such intellectual property without charge for any lawful purpose in connection with other Port development projects, including without limitation the creation of derivative works and issuance of sublicenses.

C. Deadline for Receipt of Proposal Proposals must be delivered to the “Electronic Delivery Address” via Liquid Files listed in the Request for Proposal (RFP) no later than the date and time specified in the RFP.

When you upload your Proposal to Liquid Files, you will receive a copy of the email that Liquid Files generates to the Purchasing Contact with your proposal. There may be a slight delay in when Liquid Files emails your Proposal to the Port, so please ensure you have uploaded your Proposal with sufficient time to allow Liquid Files to generate an email to the Port. The Port will use the date and time stamp on the email document that is generated from Liquid Files as proof of timely delivery. (Please note: The Port may not actually download the proposal until after the date and time for delivery has passed.) Proposals received after the date and time specified in the RFP will not be downloaded by the Port.

D. Public Records Act Under the California Public Records Act (Gov. Code § 7920.000 et seq.), the Port may be obligated to make available to the public the submitted proposal and all

RFP 26-27/12, Page 12 of 14 correspondence and written questions submitted during the Request for Proposal process.

If Respondent believes portions of its proposal contain trade secrets or proprietary financial information that should be exempt from disclosure under the Public Records Act, Respondent shall submit a separate copy of its entire proposal with the protected material redacted with black boxes, with each redaction specifically marked as ”CONFIDENTIAL”. Such separate copy shall not constitute the proposal, but shall be used, if needed and appropriate, in response to an applicable Public Records Act request. If Respondent does not submit such a separate redacted proposal, Respondent shall be deemed as not claiming that any portion of its proposal contains trade secrets or proprietary financial information.

The Port reserves the right to independently determine whether any document is subject to disclosure and to make such information available to the extent required by applicable law, without any restriction or notice to Respondent.

E. Indemnification If Respondent is selected to receive a contract, it will be required to agree to the indemnification clause contained in the Port’s Standard Professional Services Agreement. See Section 5 of the Port’ Standard Professional Services Agreement (Attachment 11).

F. Reimbursable Expenses All expenses incidental to performing Consultant’s Basic Services including, but not limited to, overtime, reproduction of documents and other materials associated with Respondent’s deliverables and presentation materials; reproduction of construction contractor’s submittals; reproduction of Design Completion Consultants’ submittals;

transportation and subsistence; telephone, computer, facsimile, or other similar costs;

and the like, shall be included within the Proposal Worksheet.

G. Port’s Right to Modify Respondents are advised that the Port has not incurred any obligations or duties in soliciting this Request for Proposals. The Port, at its sole discretion, reserves the right to reject any or all proposals submitted in response to this RFP; to request additional information or clarification of information submitted; to cancel or modify, in part or in its entirety, this RFP; to request new RFPs or pursue any other means for obtaining the desired services; to waive any informalities or minor irregularities in the RFP, and other inconsequential deviations from the RFP’s requirements. The Board of Port Commissioners retains the right to award this project in part or in total to the Respondent(s) of its choice, and to decide to undertake the project or to terminate the project at any time prior to approval of a formal contract.

H. Conflicts of Interest By submitting a proposal, the Respondent represents that it is familiar with Section 1090 and Section 87100 et seq. of the California Government Code, and that it does not know of any facts that constitute a violation of said sections in connection with its proposal. Respondent also represents that its proposal has completely disclosed to the Port all facts bearing upon any possible interests, direct or indirect, which Respondent believes any member of the Port, or other officer, agent or employee of the Port or any department presently has, or will have, in any agreement arising from this RFP, or in the performance thereof, or in any portion of the profits there under. Willful failure to make such disclosure, if any, shall constitute ground for rejection of the proposals or termination of any agreement by the Port for cause. Respondent agrees that if it enters into a contract with the Port, it will comply with all applicable conflict of interest codes adopted by the City of Oakland and Port of Oakland and their reporting requirements.

RFP 26-27/12, Page 13 of 14

I. Cost of Preparing a Response All costs for developing a response to this RFP and attending any proposal meetings or selection meetings are entirely the responsibility of the Respondent and shall not be chargeable to the Port.

J. Compliance with Law The Respondent must comply with all laws, ordinances, regulations and codes of the Federal, State, and Local Governments, which may in any way affect the preparation of proposals or the performance of the contract.

K. Respondent’s Relationship The Respondent’s (and Respondent’s employees’ and contractors’) relationship to the Port shall be that of independent contractor and not deemed to be an employee or agent of the Port.

L. Proposal Considerations and Legal Proceeding Waiver The Port has absolute discretion with regard to acceptance and rejection of proposals.

In order to be considered the party submitting a…