City of Philadelphia RFP Question Responses CMS RFP Opportunity #: 21240625164751

# RFP Section

Question Response

1. Would you need any copywriting or content migration services?

No

2. Would you need any original or stock videography or photography?

No

3.

Is there a CMS that you have a preference for over the other?

No

4.

What CMS platform do you use currently? PHL’s current vendor is Amadeus.

5.

How much content do you currently have on your website?

The Content Management System (CMS) is not for a website. This is a Digital Content Management System to control content on digital displays for an Airport.

6. Could you let us know what the budget is for this work?

PHL is not providing the budget for this project. The Airport recommends vendors provide the best solution to meet PHL’s needs per the requirements.

7. Could you please confirm you are not looking for a COTS, but a custom solution for the same?

PHL is looking for the best solution to meet our requirements.

8. Could we ask that the Bid Bond be removed from this procurement process as is the case with most Cities we work with for digital services of this nature?

The bond requirement will not be waived per City requirements.

9. Could you let us know if you have a local preference or are you open to a Canadian agency that has done similar work with clients across the United States, with some currently being the States of California, Colorado and Wyoming?

The Airport is open to review all bids that meet our requirements

# RFP Section

Question Response

10. App A-1 1. Please clarify "queue management". Is this the use of CMS to display information such as security queue wait times, or does it also involve management of queues? Should CMS interface to a system that monitors security queues and estimates wait times?

Yes. The "queue management", system is what shows our security wait times. The CMS should be able to integrate 3rd party data as needed.

11. App A-1

1.1.2 and 1.2.1.I.4

Will PHL’s infrastructure support site-to-site VPN tunnels between the CMS network and cloud servers, such as Amazon AWS?

Airport infrastructure has this ability.

12. App A-1

1.1.2 and 1.2.1.I.4

Will equipment (servers, display devices) be allowed (limited) access to the internet via a PHL gateway to connect to a CMS Cloud instance? For example: downloading content from a CMS cloud server, workstations accessing the CMS cloud server via a public IP, sourcing information such as flights, weather, etc.

Airport infrastructure has this ability.

13. App A-1

1.1.2 and 1.2.1.I.4

Could you please point at the "PHL-specified security and access protocols/procedures"?

PHL-specified security and access protocols/procedures will be shared with the awarded vendor.

14. App A-1 1.2.1.J

Do existing display monitors have their own IP address for monitoring and control? Could you please share the existing monitor manufacturer? Can we assume that future display hardware have the same ability?

Existing monitors don’t have their own IP addresses. The Digital Display Controller (DDC), the form factor PCs, will have IP addresses for monitoring and controls. Airport monitors are currently NEC and Samsung brands.

15. App A-1 2.6.1.C

“The CMS shall primarily provide flight and baggage related information through the existing EVIDS to various displays" Could you please clarify what is meant by "provide...information through the existing EVIDS"? Won't the CMS functionality replace

The CMS must be able to display 3rd party data, which include flight and baggage information. Not all content will be stored within the CMS.

# RFP Section

Question Response the existing EVIDS? Is the intent to temporarily display the new CMS content on existing displays via the old EVIDS?

16. App A-1 2.6.1.C.c)

Advertising content: Does PHL intent to manage the advertising content directly in the new CMS themselves, or embed content from a 3rd party advertising company, such as Clear

Channel or Omnicom?

At this time the CMS should run and store all advertisement media.

17. App A-1 2.6.1.C.m)

Security queuing wait times: Please confirm that there a system that monitors security queues and provides estimates of wait times data to the new CMS?

Yes, PHL has a security wait time system in place.

18. App A-1 2.6.1.C.n)

Visual Paging and Emergency Information:

Could you please share more details about the visual paging system that CMS will interface to and receive content from?

The visual paging and emergency information may come from a 3rd party vendor. The systems should also have the ability to display visual paging and emergency information.

19. App A-1 2.6.1.C.p)

Public announcement information: Could you please confirm if the new CMS will receive text messages from this system and that the new

CMS is not required to do speech-to-text conversion?

The system will not be required to do speech-to-text conversion at this time.

20. AppA-1 2.6.8.B.5

Please confirm if our price should include the implementation of all the systems listed, or if we need to confirm our capability to implement these in the future as part of separate project(s)?

Yes, the price should include implementation of services

# RFP Section

Question Response

21. App A-1 2.6.8.B.4.a)

Could you please share more technical details for the EVIDS Amadeus interface, including the data flow from and to the EVIDS Amadeus system?

The system should have the ability to display 3rd party data. For example, this data may be presented in API, XML or TXT file.

22. App A-1 2.4.A.1.h)

Data shall be backed up periodically in accordance with PHL RPO of XX hours/days.

The system shall provide the mechanisms for the user to define the archive criteria. Note:

the final requirement for “XX hours/days” shall be determined by the PHL representative.

Please clarify that, for on premise solution, if the backup solution is provided by PHL

Airport?

If an on-premises solution is selected, the backup solution will be provided by PHL.

23. App A-1

2.6.1. K

Please clarify if the SMS gateway service and

Email SMTP connection will be provided by

PHL airport?

The awarded vendor will be provided this information.

24. App A-1 2.6.2.H

Could you please share more technical details about the RMS interface?

25. APP A-1

2.7.4.A.1

Please clarify that, for on premise solution, if the virtual environment of PHL airport can support RHEL9 VMs for CMS solution.

Yes.

26. App A-1 2.6.2.H

Please clarify that, if we can flash the existing small factor PCs with our own produced operating system(gOS) from windows 11?

This would need to be discussed with the awarded vendor if PHL feel this is the best path forward.

27. App A-1 1.2.1.R

Please clarify that, for on premise solution, if

PHL airport will provide VPN connection of the

PHL infrastructure has this ability.

# RFP Section

Question Response new CMS VMs which are hosted on the PHL virtual environment.

28. Appendix A-

1.1.1 – Digital Display Environment identifies that “Initially, the CMS will need to interface with our existing Amadeus System and AODB to receive flight and gate information.” Is the existing Amadeus System and AODB hosted on-premises at PHL, cloud-hosted, or a combination of the two?

Existing is hosted on-premises.

29. Appendix A-

1.1.2 – Supporting Infrastructure identifies that

“The Vendor shall be required to evaluate the existing infrastructure and identify any new cabling, network, or space requirements to support the proposed solution.” When will the

Vendor be granted access to “evaluate the existing infrastructure?”

The awarded vendor will be granted access after the contract is conformed.

30. Appendix A-

2.6.8 – Interface and Integration

Requirements, Part B.4 – identifies initial CMS interface requirements, while Part B.5 – identifies “future” CMS interfaces. Are these

“future” CMS interfaces to be system capabilities or deliverables to be included in the Vendor’s software development and price proposal?

The CMS should be flexible to build future modules or add additional functional based on future needs.

31. Appendix A-

2.6.8 – Interface and Integration

Requirements, Part B.5 – future CMS interfaces: If our SOW is to include these future CMS Interfaces as deliverables within

The system should have the ability to display

# RFP Section

Question Response this RFP’s SOW, can you please define the existing make/model/location/Data Flow

Requirement(s) of each of the noted “systems”

(i.e., RMS, CUS, BHS/BIC, PAS, BMS, SSA, VDGS, Website, OAG, etc.)?

32. Appendix A-

2.7 – Hardware Requirements, Part E identifies that PHL prefers that the Vendor use the existing mini-form factor Windows PCs. Can you please identify both the PC make/model/year of purchase and O/S Version for these PCs (note: Exhibit B is a sales sheet that does not identify the specific build, year of purchase, O/S, etc.)?

Cubi N ADL-076US, - year purchase dates 2023, 2024. The OS is Windows 10.

33. Appendix A-

How many of the above noted PCs are at the end of their warranty or the manufacturer’s rated lifecycle?

None.

34. Appendix A-

Security: As the Owner has declared responsibility for the Network Hardware, Software, and Administration, can you please confirm what security elements will Owner provided (e.g., Provision of ISP and associated

Firewall/Router Security, VPN Security, etc.)?

35. Appendix A-

Security: If it is determined that On-Premise

Virtual Servers are to be supplied and administered by the Owner, what security components will the Owner be responsible for

(e.g., Virtual Server Hardware, O/S, Database, Virtual Software and associated encryption, # RFP Section

Question Response patching, updates, anti-virus, malware, intrusion detection, pen testing and risk assessments, etc.)?

36. Computer & Information

Services

3.8, Sales & Use Tax. Will the City of

Philadelphia provide the Vendor with a Tax

Exempt Certificate for this Work? If not, how does the City of Philadelphia claim a refund and will then the Vendor be reimbursed for paid Sales & Use Tax?

The successful Applicant will be provided a Tax-Exempt Memo from the City.

37. 3.4 Certification of Compliance with Equal

Benefits Ordinance

13.13, Chapter 17-1900 of The Philadelphia

Code: Equal Benefits Ordinance. If the

Vendor’s Health Insurance Benefits are for

Employee Only or Employee and Certified Non-

Working Spouse/Life Partner (i.e., Working

Spouses are responsible for obtaining their own health insurance benefits through their employer), would we be in compliance with the Equal Benefits Ordinance (note: emphasis on “Live Partner”), or would we be forced to change our corporate health insurance policy to meet “The Philadelphia Code: Equal Benefits

Ordinance?”

This information is contained in the General Provisions document attached as an Appendix to this opportunity on the eContract Philly website. An overview offering guidance on the applicability of, and requirements placed on City contractors by Chapter 17-1900 of the Code is available on the City’s website (at https://secure.phila.gov/eContract/ under the “About” link) (see “Minimum Wage and Equal Benefits Ordinances Impacting Some City Contractors”).

38. Misc. Is the Vendor responsible for all custom developed display templates, formatting, functions for new CUS DVLED Displays identified in a parallel RFP (i.e., Philadelphia

International Airport MUFIDS Upgrades Bid

Number 6619 – PHL-1931.14 and Bid Number

PHL issued a separate RFP to perform the electrical, casework, mounting, etc. This CMS RFP is responsible for the CMS and all content herein.

https://secure.phila.gov/eContract/

# RFP Section

Question Response

6620 – PHL-1931.15) or will this SOW be exclusive to the parallel RFP?

39. Appendix A-

2.6.7 – Advertising Requirements, Part E.4 –

Can you please provide examples of the referenced Smart Playlist Rules that you envision? Thank you.

See 2.6.7 - E.5.

40. 1.1.1 Will a supported and documented data feed from Amadeus be provided to the CMS vendor for the purpose of integrating this data with the CMS? Will this data feed be cloud accessible or will the CMS vendor need an on-premise intermediary server to access this data? What process should the CMS vendor follow in the event this data feed is down or inaccessible.

41. 1.2.1.C.6 Could the Airport provide further details regarding the desired test environment? How many endpoints are anticipated, and what is the expected service level agreement (SLA) for the test system? Will this environment remain available after the production phase?

The Airport will have a minimum of 3 endpoints (monitors) available during the pilot proof of concept (demo). PHL may want to retain a test environment in our demo lab after the proof of concept.

42. 1.2.4.B Is the Airport looking for the vendor to supply optional on-site personal pricing for 5 years from 6 AM to 11:00 PM for weekdays as mentioned in section 1.2.3.F.1?

Section 1.2.3 of the technical specifications refers to “During Implementation.”

43. Exhibit B – Can you provide the brand and model number of your Intel media players?

Cubi N ADL-076US

# RFP Section

Question Response

44. It was stated in prebid that the intention is to have the new system utilize your preexisting media players, but that you were open to other media player options. Is the desire to utilize existing hardware a cost saving measure or is there a preference for the Windows operating system?

We recently replaced over 400 media players in 2023 and 2024. We do prefer a Windows operating system but will evaluate all proposals/solutions.

45. 4.3.2 Is the performance bond requirement intended to apply to all aspects of the contract, including professional services and software licenses?

The bond requirement does not apply to the software licenses.

46. 4.3.2 Would the City consider adjusting the bond requirements based on the nature of the services provided, since the scope does not include construction?

The City cannot adjust bond requirements given the scope of the project.

47. 1.4 "The solution should be “turnkey”, including all hardware, software and services.” Is hardware included in the price proposal?

The vendor can use PHL’s existing DDC or provide an alternative DDC. All pricing should be listed in Appendix C, Cost Proposal.

Monitors are out of scope. (Do not include monitors in your pricing).

48. 1.4 Will the Amadeus AODB remain as the central repository for flight data even if the Amadeus

CMS is replaced?

PHL will retain the Amadeus AODB.

49. 3.3.1 Our company is privately held and does not have audited financial statements. What forms and/or statements of financial condition

In lieu of a current audited statement of financial condition, the Applicant shall provide a balance sheet and P&L statement with a certified statement by a certified public accountant.

# RFP Section

Question Response are required to meet the Financial

Qualifications?

50. 4.3.2 We understand there is a Performance Bond equal to 50%. Is there a bid bond or any bonding due at the proposal submittal?

If performance bonds are required under the RFP, include a notarized letter from an approved surety stating the willingness of the surety to issue the bonds to the Applicant as principal. Further, upon the execution of the Contract, the Contractor shall, at its sole cost and expense, provide the City with a performance bond.

51. General Does the airport require on-site support? Yes

52. RFP Section 3.3.2, Appendix A- 1, and

Appendix D

The requirement for Compliance Certification is unclear. Section 3.3.2 instructions for

Volume 2, Section 5: Requirements Compliance Certification states, “The Proposal must specify, for each requirement, that the proposed solution and/or services fully satisfies the requirement, does not satisfy the requirement, or partially satisfies the requirement (in which case, the extent of compliance and non-compliance with the requirement must be fully identified and explained, including all features not provided).

Applicants are accordingly required to fill out and submit the Requirements Compliance Matrix attached in Appendix D, Requirements Compliance Certification…” Question - Appendix D is not a comprehensive list of Appendix A or

Appendix A-1 Requirements and doesn’t

The Airport will not submit a revised Appendix D – Requirements Compliance Certification with additional requirements from Appendix A-1.

All vendors must complete Appendix D – Requirements Compliance Certification form.

Vendor proposals should speak to additional requirements listed in Appendix A – 1.

# RFP Section

Question Response offer a place to state compliance other than the Vendor Comment. Will you be providing a revised compliance certification document or should vendors create a compliance matrix based on the Appendix A-1

Requirements?

53. RFP Section 1.5

The current proposal submission date is

October 18, 2024. Given the clarifications and additional details provided by Camille Tomlin, we respectfully ask; Will the City of

Philadelphia consider extending the due date by 6 weeks to enable sufficient time to do proper due diligence on requirements and pricing?

The City cannot extend the proposal due date by 6 weeks.

54. General Can you please provide a list of the local certified vendors/service providers that are approved for PHL, specifically M/W/DSBE mentioned on the proposal conference call on

September 20th?

Interested Applicants should visit the Office of Economic Opportunity (OEO) website at https://phila.mwdsbe.com/ and click on “Search Registered Directory” to search the Certified Vendor Directory.

55. General Can you share a budget figure for this project? PHL is not providing the budget for this project.

56. Appendix A, para 1.1.1

Can Amadeus provide a data dictionary defining the elements contained in the existing

AODB?

information

57. Appendix A pg 53 2.7.4-

A-1

What does PHL use as a virtualized server environment (vmWare, HyperV)?

VMWare.

https://phila.mwdsbe.com/

# RFP Section

Question Response

58. Appendix A Are vendors taking over the existing CMS monitors or are you requesting purchase of additional monitors?

Vendors will use the existing monitors.

Monitors are out of scope. (Do not include monitors in your pricing.)

59. Appendix A Is the vendor expected to provide DDCs and displays?

The vendor can use PHL’s existing DDCs (see Exhibit B) or propose new DDCs. The pricing should include the cost of new DDCs.

60. Appendix C This is a commercial business. Is this governed by FAR 12 or FAR 15? The information requested in Appendix C is not typically provided due to commerciality and proprietary.

Appendix C is the Cost Proposal Requirements and is required to be completed by all vendors.

61. Appendix A

In Appendix A 3. Equipment racks/cabinets:

The RFP states, “The Vendor shall be responsible for the supply and installation of any additional equipment racks or cabinets that may be required for equipment installation within PHL communication rooms.”

Question - Does this mean that the vendor can provide on-premises physical servers for our application and not use the PHL virtual environment?

The vendor can propose on-premises physical servers. PHL prefers a virtual environment.

62. Appendix D There are two Appendix Ds. The one referred to in the end of the RFP refers to the compliance certification. The other excel pdf file that is the Local Business Entity Cert is also called Appendix D within the file. How would

Please label the Compliance Certification document as “Appendix D-1,” since PHL cannot alter the Appendix letter assigned by the City to the Local Business Entity Certificate.

# RFP Section

Question Response you prefer the vendors label the submission documents?

63. To develop accurate pricing, can you please provide an accurate number of endpoints (ie, Cubi N ADL and any other devices that will be used to drive a signal to the displays). Number of screens rarely is 1:1 with number of playback devices.

The Airport currently has approximately 1,400 DDCs.

64. Can a breakdown of the display models and their associated use cases (for example, FIDS, GIDS, BIDS, etc) please be provided?

65. There are two models of the Cubi N ADL

MiniPC : N100 and N200. Can you please confirm which of these two models is being used at the airport?

PHL is using both models.

66. The RFP documents reference the replacement of hardware as part of the project but also states that existing hardware could be used.

Can the airport please provide specifications of the display hardware as well as when those displays were procured?

The full list of hardware will be shared with the awarded vendor.

67. The RFP documents states that the Digital

Content Management System should be able display various content types and information.

Can the airport please provide details regarding these data sources and where these

The system should have the ability to display

# RFP Section

Question Response data sources are coming from? System providers?

68. There are several references back to a phased approach for the system implementation. Are there any details regarding the immediate phases or locations that should be considered as part of this approach?

No.

69. Can the airport please advise if there is an anticipated go live date for the Digital Content

Management System?

PHL prefers to go live before the end of 2025.

70. Can the airport please provide any feedback or insight into any gaps in functionality, feature sets or maintenance of the existing system?

71. Appendix F, Are the OEO projected ranges of participation for this NOCO as follows, either:

A: 15-20% MBE AND 15-20% WBE (30-40%

Total), or B: 30-40% Total W/M/DSBE?

The OEO participation requirement is 15-20%

MBE AND 15-20% WBE.

72. Appendix D Can you please confirm whether subcontracting with local W/M/DSBE counts toward Local Impact Certification

To obtain proper credit, primes must submit a completed Solicitation and Commitment Form. Subcontractors must be listed on the OEO website at https://phila.mwdsbe.com/.

Click on “Search Registered Directory” to search the Certified Vendor Directory.

73. Appendix A, Introduction section I

(1) passive infrastructure – “the vendor responsibility to fully review … and identify in writing where the infrastructure does not meet the vendor’s requirement” – is this

The vendor will be provided this opportunity after contract conformance.

https://phila.mwdsbe.com/

# RFP Section

Question Response expected prior to submission of the RFP response or after award?

74. Appendix A, Introduction section I

(2) Hardware structure – verify hardware and existing casework – is this expected prior to

RFP response or after award?

75. Appendix A, section I

(3) verify equipment racks/cabinets – is this expected prior to RFP response or after award?

76. Appendix A, section J

“Ongoing EVIDS refresh project will replace the majority of the display hardware” – are the details of this project -- e.g., display counts and specifications -- available for review?

Not currently.

77. Appendix A, Introduction section J

“Vendor shall review and assess existing displays and hardware to confirm compatibility” – is this expected prior to RFP response or after award?

78. Appendix A Test/validation lab – is there a detailed description, specification, or list of vendor expectations for the lab environment?

See section 2.3 of the RFP.

79. Appendix A, Page 9-2-e

“If there is a missing network switch the vendor is responsible for procuring and handing it to PHLIT for configuration” – will all relevant, networking hardware and infrastructure information be provided prior to

RFP response submittal for vendors to determine this?

# RFP Section

Question Response

80. Appendix A, Page 24-b-c

“Personnel shall attend 1 week manufacturer training class each year” – please confirm whether this requirement applies to all personnel or to specific roles within the team

This would apply to specific roles.

81. Appendix A, Page 28-D hardware support – “vendor will cover all equipment … whether supplied by vendor, existing, or supplied by others” – please expand on the expectations from the vendor as it relates to “covering” existing hardware and/or hardware supplied by others.

If support for hardware is required, the hardware will be direct from the manufacturer (e.g. OEM parts) and not from a third party supplied “replacement” component.

82. Appendix N In the context of requirements from the vendor, can you please confirm whether this contract is intended to be funded by federal funding and/or grants?

This is funded by federal funding or a grant.

83. Appendix N Please confirm whether media players and servers are required to comply with ‘buy

America’?

All equipment should be covered by Section 2 of the Secure Networks Act.

https://www.fcc.gov/supplychain/coveredlist

84. Appendix N Will the city of Philadelphia provide tax exemption certificate?

The successful Applicant will be provided a Tax-Exempt Memo from the City.

85. IT RFP CMS

final 090524

Can you please share any additional information regarding the “capital program to upgrade all terminal displays, structures, caseworks and build video walls in select locations?”

The program will upgrade the casework, structures, electrical (if needed), mounting of monitors and other work needed to support the digital displays. This work will be performed by general contractors and electricians.

https://www.fcc.gov/supplychain/coveredlist

# RFP Section

Question Response

86. How many single screens are there? There are numerous single screens located throughout the terminals. A full asset listing will be provided to the awarded vendor.

87. How many multi-screen setup displays are there?

There are numerous multi-screen (banks) located throughout the terminals. A full asset listing will be provided to the awarded vendor.

88. What is the setup of those multi-screen displays, IE 2x2, 2x3, 3x3, 1x6, etc?

There is a mixture. A full asset listing will be provided to the awarded vendor.