CMS_Content Mgmt System RFP_Pre-Proposal Meeting_Sep 2024.pdf

City of Philadelphia, Department of Aviation

Digital Content Management System (CMS) Support

Friday, September 20, 2024, at 10:00 a.m.

Pre-Proposal Meeting Opportunity# 21240625164751

Agenda

• Opening Remarks

• PHL and Vendor Introductions

• Minimum Qualifications

• Diversity, Equity and Inclusion Mission

• Office of Economic Opportunity (OEO) – Participation Commitment

• Scope of Work Overview

• Cost Proposal

• How to Submit Your Response

• Contracting Disclosure Requirements

• RFP Schedule

• Tips for Success

• Reminders

Opening Remarks

• Welcome and thank you for joining us at this Pre-Proposal Meeting!

• Please mute your audio if you have not already done so

• The purpose of the meeting is to review the requirements of the RFP and for attendees to gather contact information for possible teaming opportunities

• Attendance today is optional for any firm interested in submitting a proposal to this opportunity

• No oral response by any employee or agent of the City shall be binding on the City, or shall in any way constitute a commitment by the City

Opening Remarks

• Please email the following contact information to David.Wilson@phl.org no later than today, Friday, September 20th by 5 PM, Local Philadelphia Time:

• Your full name

• Job title

• Company name

• Phone number

• Email Address

• Whether your firm is interested in being a prime or subcontractor

• Whether your firm is a registered M/W/DSBE with the City’s Office of Economic Opportunity (OEO).

You can confirm by visiting https://phila.mwdsbe.com

• Vendor contact information and this slide deck will be posted with the opportunity as an Addendum on eContract Philly

• Submit your Questions regarding this RFP by emailing David.Wilson@phl.org no later than Tuesday, September 24, at 5 PM, Local Philadelphia Time mailto:David.Wilson@phl.org https://phila.mwdsbe.com/ mailto:David.Wilson@phl.org

• Allen Mehta

Chief Information Officer

• Camille Tomlin Vice President of IT Systems and Infrastructure

• Selena Maddox Project Manager, IT

• Ekpenyong Oji Minority Disadvantaged Business Enterprise Coordinator (OEO)

• David M. Wilson

Procurement Specialist and Primary Contact for the RFP

Introductions

Vendor Introductions

• Let’s go around the room and meet each other

• When we call your name from the list, please unmute your audio, turn on your camera if you wish, and briefly let us know

• Your Name

• Your Title

• Your Company

• Whether you are interested in being a prime or subcontractor

• Whether your firm is registered as an M/W/DSBE in OEO’s Registry

• Please MUTE your audio after your introduction

Minimum Qualifications

• The City of Philadelphia, Department of Aviation, is seeking proposals from qualified Applicants to implement a Digital Content Management System (“CMS”). The CMS will centrally manage all digital displays, within the Philadelphia International Airport terminals, facilitating the display of various content types and information from numerous sources.

• Aviation’s goal is to procure a future-ready, reliable and efficient CMS solution to enhance the passenger experience and operational efficiency at

PHL.

• The Successful Applicant(s) shall possess, at minimum, five (5) years of experience as outlined on page 22 and in Volume 2, Section 3: Technical Proposal on page 25.

• Proposed technicians shall possess a minimum of three (3) years of experience in the implementation and support of CMS and visual information display systems and be certified by the manufacturer (as applicable) for providing support for the proposed solution (page 26).

Minimum Qualifications

Qualified Applicant(s) must be able to provide the following to PHL:

• A “turnkey” solution, including all hardware, software and services that meets or exceeds the specified technical, functional and performance requirements expressed in this RFP. The preferred solution is a cloud-hosted CMS offering high fault tolerance and minimal downtime.

• Comprehensive implementation services including project management, system design, installation, and coordination with various airport stakeholders.

• Ability to follow a phased implementation approach, considering ongoing airport construction activities and ensure system compatibility with existing displays and infrastructure and meet all regulatory requirements.

• Thorough training for airport staff on system use and maintenance, both in classroom settings and on-the-job training. This program should include basic and advanced user training, as well as specific training for system administrators and maintenance technicians.

• The Department of Aviation is committed to advancing cultural diversity within airport business contracting and workforce programs

• We believe that significant value can be derived from increasing the diversity of an Airport’s staff and workforce

• As such, the Airport desires for its contractors to prioritize diversity, equity and inclusion within their organization

• We ask that your company agrees to operate inclusively and to its best effort build a diverse management team of qualified professionals that reflects the makeup of the community at large

Diversity, Equity, and Inclusion Mission

Office of Economic Opportunity (OEO)

Participation Commitment

Office of Economic Opportunity (OEO) –

• Each Applicant is subject to the provision of Mayoral Executive order 01-21, the City’s Antidiscrimination Policy, and is required to exercise its “Best and Good Faith Efforts” in response to the ranges specified in Appendix B-1

• OEO has determined the opportunity ranges for this opportunity:

• MBE 15-20% AND/OR WBE 15-20%

• Only firms that are identified in the OEO Certification Registry online at https://phila.mwdsbe.com/ will be credited toward the participation ranges

• A firm that is certified in two or more categories (e.g., MBE and WBE) will only be credited toward one participation range, not both

Office of Economic Opportunity (OEO) –

• Submission of a Solicitation For Participation and Commitment Form is an element of responsiveness to the opportunity and can be found in Appendix F, which is uploaded to eContract Philly. Here is the sample form that must be completed and submitted with your proposal:

Scope of Work and Proof of Concept

Scope of Work

The digital content shall include, but shall not be limited to the following:

• Flight information

• Baggage information

• Gate information

• Wayfinding

• Advertising

• Weather reports

• Queue management

• Lane identification

• Visual paging

• Ground transportation information

• Airport information

• Public announcement information (pre-recorded FAA and TSA announcements)

• Emergency information

• Vendors shall consider the Existing Conditions, System Requirements, Technical Integration and Performance, System Flexibility and Control, Hardware and Installation, Execution and Testing and Advanced Functionality as outlined in the RFP documents.

• Detailed requirements for the System and Services sought by the Airport are included in Appendix A: Detailed Project Requirements AND Appendix A-1:

Full CMS Technical Specifications.

• The City seeks to implement a Digital Content Management System (“CMS”), which will satisfy the City’s current requirements, as specified in this RFP, yet be easy to maintain and inexpensive to upgrade and expand to satisfy future needs—this includes additional functionality and/or processing capacity.

• The City requests that Applicants offer their “best” solutions that will satisfy the requirements set forth in this RFP. The City will consider solutions that use any one or more of the following:

• “turnkey” solutions

• a cloud-hosted CMS offering high fault tolerance and minimal downtime

Scope of Work (Pilot-Proof of Concept)

• The successful Applicant will be required to conduct a limited pilot or “proof of concept” implementation of its proposed solution to demonstrate the viability of the solution and its compliance with RFP requirements.

• The pilot will be required before contract execution, and successful completion of the pilot, or adjustment of the proposed solution and/or implementation plan to address, to the City’s satisfaction, any deficiencies revealed by the pilot, will be a condition of the project proceeding beyond the pilot.

• The scope of the pilot will be determined based on the proposal and final scope of work, but the City anticipates that it would extend at least for three (3) weeks with one (1) week for set-up and configuration; and would include at least the following:

• Applicant provides the City with pilot/demo requirements (i.e., internet access, bandwidth needs, ports and protocols);

• Applicant installs the CMS in Aviation’s demo lab;

• Applicant ensures the system is configured to mimic the Airport environment as closely as possible;

Scope of Work (Pilot-Proof of Concept)

• Applicant provides the City with full administrative access to the CMS (specifically the ability to create, update, schedule and delete content, including user management features to assign roles and permissions);

• Applicant provides basic training and documentation to enable PHL to demo the administrative features of the system;

• Applicant’s system demonstrates its integration capabilities by showcasing the integration of 3rd party data, including, but not limited to, flight information, AODB, and weather from an external source;

• Applicant utilizes the form-factor mini-PCs provided by PHL for display controllers during the demo, unless the vendor has a proprietary display controller or preferred appliance, and successful performance of all System functions in accordance with RFP requirements, for all data generated in a designated period.

• Proposals must describe in detail, as part of the implementation plan required in Appendix B, a pilot implementation that meets these requirements and is in the judgment of the Applicant sufficient to demonstrate the functionality and viability of the recommended solution.

• The successful Applicant(s) team shall provide support to the Airport as required in the RFP. Examples include, but are not limited to

• 24/7 technical support and customer service to address any issues promptly

• Local on-site and back-up support that is typical for an airport environment

• A comprehensive training program, possibly during various work shifts

• At any given time, the overall solution shall be considered unavailable if two (2) percent or more of the end display devices are non-operational, not fully functional, or do not meet response time criteria.

• Software and system devices shall execute, without degradation, at the scheduled periods and response times for the systems to be considered available.

• The systems shall operate as specified twenty-four (24) hours per day, seven (7) days per week.

• The availability of the overall solution shall be at least 99.99 percent.

Proposal Requirements

Cost Proposal

• Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed.

• Cost proposals must be “fixed price” proposals.

• Markup to subcontractor costs should be zero or minimal to the extent possible.

• The proposed price shall include all costs that will be incurred for the purchase and implementation of the System, including, but not limited to, costs for the following:

integration and project management; software development; software testing;

installation and implementation of software; maintenance for software (including middleware, database, communication, operating system, and other software);

maintenance for hardware if required under the RFP; software; training services if required under the RFP; and all other work proposed. If an Applicant offers options and/or alternates that are not included in the fixed price for the proposed System, the Applicant must provide costs and details for each option/alternate.

• The cost proposal must identify, by separate line item, the cost of each item of software, services, and other work to be furnished as part of the System. The City reserves the right to reject without evaluation any Proposal that does not identify each item of the work by line item and any Proposal that does not provide a fixed price to perform the proposed work (including, but not limited to, proposals to perform the work on a “time and materials” or “cost-plus” basis).

Uploading Your Response to eContract Philly

• Respondents are encouraged to start and complete their online proposal on eContract Philly as early as possible.

• Your proposal and other application documents will not be considered submitted until you click on the “submit” button at the bottom of the screen.

• A Respondent may begin uploading (or attaching) their proposal materials at any time before the Proposals Due date and time. Until a Respondent submits a fully completed proposal, the materials are not accessible to any City of Philadelphia staff. Once submitted, a Respondent’s proposal is accessible only to appropriate contract staff within the City of Philadelphia after the RFP submission deadline.

Proposal Submission

Proposal Submission Requirements/Contents

Proposals submitted in response to this RFP must include the following information and in the sections and/or order indicated.

1. Table of Contents: List all sections, figures, and tables and their corresponding page numbers.

2. Qualifications and Technical/Cost Proposals in Separate Volumes. Applicants will organize their Proposals into two separate electronic files, referred to herein as Volume 1 and Volume 2.

a. Volume 1—Qualifications of Applicants. Volume 1 will set forth the Applicant’s qualifications and must be labeled on the cover with “Digital Content Management System Support Proposal, Volume 1 – Vendor Qualifications.” The required contents of Volume 1 are defined in Section 3.3.1.

b. Volume 2—Technical Approach and Cost Proposal. Volume 2 will set forth the Applicant’s technical approach and solution for meeting the requirements of the RFP, and its cost Proposal, and must be labeled on the cover with “Digital Content Management System Support Proposal, Volume 2 – Technical Approach and Cost Proposal.” The required contents of Volume 2 are defined in Section 3.3.2.

3. See Section 3.2 regarding the Implementation Plan, Statement of Work, Project Schedule and Milestone Payment Schedule

4. Section 3.3 Proposal Contents.

a. Section 3.3.1 Volume 1—Qualifications of Applicants. Proposals will be evaluated, in part, on the Applicant’s ability, in the City’s sole judgment, to demonstrate technical and financial capacity to perform the work it proposes in accordance with the requirements of this RFP. Volume 1 of the Proposal should include the following sections, with the information provided for each:

1) Volume 1, Section 1: Description of Applicant

2) Volume 1, Section 2: Technical Qualifications

3) Volume 1, Section 3: Financial Qualifications

4) Volume 1, Section 4: Local Business Entity or Local Impact Certification (if applicable) b Section 3.3.2 Volume 2 – Technical Approach and Cost Proposal. Volume 2 will set forth the Applicant’s technical approach and solution for meeting the requirements of the RFP, and its Cost Proposal. Volume 2 of the Proposal should be divided into five index-tabbed sections, including the information identified below for each section.

1) Volume 2, Section 1: Organization and Management

2) Volume 2, Section 2: Scope of Work Plan

3) Volume 2, Section 3: Technical Proposal and requested additional information (subsection a through i)

4) Volume 2, Section 4: Cost Proposal

5) Volume 2, Section 5: Requirements Compliance Certification

a. The completed Matrix must be included with the Proposal materials submitted to eContract Philly.

5. See Section 4.3 regarding required Insurance and Performance Bond and acknowledge these in your proposal.

6. Provide Resumes of key staff to be assigned to the proposed work. Indicate certifications held, if applicable.

7. See Appendix B: Requirements for Implementation Plan, Statement of Work, and Project Schedule. Applicants must address this in their proposal.

8. See Appendix C: Cost Proposal Requirements. Applicants must complete this table and submit it with their proposal.

Double check your math and ensure all dollar amounts are correct.

9. See Appendix D: Requirements Compliance Certification. Applicants must submit with their proposal.

10. See Appendix F: Applicants must complete and submit with their proposal the Office of Economic Opportunity Solicitation and Commitment Form (S&C Form).

11. See Appendix H: Tax Status and Clearance Statement Form. Applicants must complete and submit with their proposal.

12. See Appendix I: Local Business Entity or Local Impact Certification. Applicants must complete and submit with their proposal.

13. See Appendix M: LGBTQ Opportunity Data. Applicants should complete and submit, if applicable.

14. Read Exhibits A and B and acknowledge these in your proposal.

**Please note that the use of PHL/PNE employees as references is not permitted.

Proposal Evaluation

• Proposals the City determines, in its sole discretion, are responsive to the RFP will be reviewed by a selection committee designated by the City. The City, in its sole discretion, may require any Applicant to make one or more presentations of its Proposal to the selection committee.

The City shall not be required, however, to permit any Applicant to make such a demonstration.

• Cost to the City is a material factor, but not the sole or necessarily the determining factor in Proposal evaluation. The City may award a contract resulting from this RFP to a person or entity other than the responsible and qualified Applicant submitting the lowest price. The contract will be awarded to the Applicant whose Proposal the City determines is the most advantageous to the City and in the City's best interest.

• Proposal evaluation will include evaluation of the Applicant’s qualifications, based on Volume 1 of the Proposal and such other information and investigations as the City deems necessary and appropriate; and evaluation of the Applicant’s technical solutions and Cost Proposals as set forth in Volume 2 of the Proposal. The City may reject without further consideration the Proposal of any Applicant that has not demonstrated, in the City’s sole judgment, that it satisfies the qualifications criteria provided in the RFP.

• Evaluation factors to be considered by the City include, but are not limited to, the list on page 13 (no order of importance, weighting, or other priority is assigned to these factors or reflected by their order in the list).

Contracting Disclosure Requirements (Transparency in Business)

Vendors are required to complete disclosures before entering a City contract.

These disclosures are required for all contracts--for opportunities valued at or above the formal bidding threshold which currently is $91,000.

As of July 1, 2023, several of these disclosure forms have been consolidated into a single form. This new form replaces the previous Transparency in Business form, as well as other disclosures.

Each vendor needs to complete the disclosure form only once per fiscal year — a single form will cover all opportunities awarded within that fiscal year.

Prime contractors must provide this information before the contract can be conformed, or accepted, by both parties.

Required disclosures must be accurate, complete, and filed on time. For more information about this City requirement, visit https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

RFP Schedule

RFP Schedule

Event Date*

RFP Posted September 6, 2024

Optional Virtual Pre-Proposal Meeting September 20, 2024 @ 10 AM

Applicant Questions Due in writing September 24, 2024, by 5 PM

Response to Questions Posted on eContract Philly October 8, 2024

Submit Proposals on eContract Philly October 18, 2024, by 5 PM

Applicant Interviews, Presentations (City Discretion)

December 2024

Anticipated Commencement of Work January 1, 2025

*These dates are estimates only and the City reserves the right to alter this schedule as it deems necessary or appropriate. Notice of changes in the due date for Applicant questions or in the due date for proposals will be posted as an Addendum with this RFP on eContract Philly.

Tips for Success

PHL wants our Applicants to succeed!

• READ carefully the entire RFP, all Appendices and Exhibits. This presentation is a high-level overview only.

• MONITOR often the contract opportunity for Addenda. (There is no automatic notification system in place to alert you of changes to the

RFP.)

• UNDERSTAND the contents of the RFP to ensure an accurate proposal.

• SUBMIT questions in writing to the Primary Contact by the deadline.

• FOLLOW the required Proposal Requirements and Format.

• CONSIDER all costs for the required services when determining your pricing. In addition, there are costs of doing business with us, such as Airport Badging Fees, Contract Preparation Fees, insurance, bonding, etc.

Tips for Success

• RESPOND to the correct opportunity number through the eContract Philly website prior to the 5:00 PM deadline. Allow yourself enough time to upload all files. Once the opportunity closes, we cannot reopen it.

• ENSURE that the company name and Tax Identification Number (TIN) associated with your company’s eContract Philly account is identical to the company name and TIN applying to the opportunity.

• COMPLETE required disclosures and required proposal forms and submit in the order requested.

• The eContract Philly website will not accept a document larger than 8 MB. If your document is larger than 8 MB, please separate it and upload smaller documents. (We suggest you name the separate documents “1 of 2”, or something similar. Clearly identify the name of each document you upload.)

Reminders

• Please email the following information to David.Wilson@phl.org no later than 5 PM today and include the following in the body of your email (no e-cards or excel sheets, please):

• Your full name

• Job title

• Company name

• Phone number

• Email Address

• Whether your firm is interested in being a prime or subcontractor

• Whether your firm is a registered M/W/DSBE with the City’s Office of Economic Opportunity (OEO) at https://phila.mwdsbe.com

• Questions regarding this RFP must be submitted in writing to David.Wilson@phl.org no later than Tuesday, September 24, at 5 PM Local Time

• The Notice of Intent to Contract will be posted to eContract Philly. On the left side of the site, click “Notice of Intent to Contract.” The list displays City of Philadelphia Notices of Intent to Contract for covered non-competitively bid contracts posted to eContract Philly. Each notice contains the names of all applicants for the Opportunity and the reason(s) for the Intent to Contract. Clicking on the opportunity number links to the individual notice. Search the list by department by choosing AVIATION from the drop-down list.

mailto:David.Wilson@phl.org mailto:David.Wilson@phl.org

City of Philadelphia, Department of Aviation

Digital Content Management System (CMS) Support

Friday, September 20, 2024, at 10:00 a.m.

Thank You!