Commercial_Vehicle_Management_Software_System.pdf

REQUEST FOR PROPOSAL

26-041-RFP

COMMERCIAL VEHICLE MANAGEMENT SOFTWARE

SYSTEM

ATTENTION: This is not an order. Read all instructions, terms, and conditions carefully.

IMPORTANT: Proposals must be received no later than 2:00 pm Eastern Time (ET) on

Thursday, July 2, 2026.

RFP# 26-041-RFP DATE ISSUED: June 11, 2026

By participating in this solicitation, you, on behalf of the Vendor, understand and agree that all plans, drawings, maps, specifications, documents, or similar information included in this solicitation (“Protected Information”) may only be used by Vendor for the purpose of this solicitation and no other purpose. Without the written permission of KCAB, Vendor must not reproduce, copy, duplicate, or disclose the Protected Information by any means, except to employees and agents who have a “need to know” for the purpose of this solicitation. All employees and agents of Vendor are bound by these provisions, and Vendor shall inform those employees and agents of these terms. If Protected

Information becomes available to third parties Vendor is responsible for third party compliance with these terms. Vendor shall indemnify and hold KCAB harmless from any liabilities or damages resulting from the unauthorized use or disclosure of Protected Information.

All Protected Information in any form remains the sole property of KCAB. At the request of KCAB Vendor agrees to immediately return Protected Information to KCAB. All

Protected Information in any form must be destroyed upon completion of the purpose above. KCAB has all rights and remedies available by law and equity to enforce these provisions, specifically including injunctive relief to prevent unauthorized use of the Protected Information.

Table Of Contents

1. GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

1.2. SCHEDULE OF EVENTS

1.3. BACKGROUND

1.4. SUBMISSION OF PROPOSALS

1.5. RFP QUESTIONS

1.6. ADDENDA

1.7. SCOPE OF SERVICES

1.8. MINIMUM QUALIFICATIONS

1.9. KENTUCKY OPEN RECORDS ACT

1.10. EVALUATION CRITERIA

1.11. ACCEPTANCE PERIOD

1.12. AWARD

1.13. PERFORMANCE AND PAYMENT

1.14. BADGES AND KEYS

1.15. RECORDS/FINANCIALS

1.16. GRATUITIES AND KICKBACKS

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

1.18. RFP CONDITIONS AND PROVISIONS

2. PRICING PROPOSAL

2.1. PRICING PROPOSAL

3. VENDOR QUESTIONNAIRE

3.1. VENDOR QUESTIONNAIRE

3.2. ATTACHMENTS

Attachments:

A - 26-041- RFP CVMS Proposed Contract

1. GENERAL INFORMATION & PROPOSAL INSTRUCTIONS

1.1. NOTICE TO BIDDERS

Pursuant to KRS 424.260 and KRS 183.142, the Kenton County Airport Board (“KCAB”) will receive proposals for a Commercial Vehicle Management Software System at the Cincinnati/Northern

Kentucky Int’l Airport (“CVG”). Proposals must be received by Thursday, July 2, 2026 at 2:00 pm. No proposals will be accepted after that time unless such date or time is extended pursuant to an addendum issued by KCAB.

KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

Preference for Kentucky resident bidders will be applied in accordance with Kentucky law.

KCAB 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, 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 bids 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.

KENTON COUNTY AIRPORT BOARD

Lawrence J. Krauter, Chief Executive Officer

CINCINNATI/NORTHERN KENTUCKY INTERNATIONAL AIRPORT

Hebron, Kentucky 41048

1.2. SCHEDULE OF EVENTS

Release Project Date: June 11, 2026

Deadline For Questions To Be

Submitted:

June 22, 2026, 11:59pm

Answers To Questions Issued: June 25, 2026, 11:59pm

Proposals Due: July 2, 2026, 2:00pm

Interviews: Week of July 22 if necessary

Anticipated Contract Implementation: September 1, 2026

KCAB reserves the right to modify or alter the schedule of events to such extent as may be beneficial to KCAB.

1.3. BACKGROUND

The Kenton County Airport Board (“KCAB”) currently uses GateKeeper Systems software for its

Commercial Vehicle Management System (CVMS). The CVMS integrates and communicates directly with the onsite Transcore AVI readers. The AVI readers are currently located along airport roadways and at the East Ground Transportation Center (“GTC – EAST”) and the West Ground Transportation

Center (“GTC – West”) The existing CVMS system is used to charge trip fees to commercial vehicle operators doing business at CVG.

1.4. SUBMISSION OF PROPOSALS

Responses to this RFP must be submitted electronically through KCAB’s online bidding system which can be accessed at https://procurement.opengov.com/portal/cvgairport. Select the project titled

Commercial Vehicle Management Software System (Invitation #26-041-RFP) and follow the instructions for submittal. The completed and signed proposal (together with all required attachments) must be transmitted and received through OpenGov no later than Thursday, July 2, 2026 at 2:00 pm

Eastern Time (ET). Proposers should allow for sufficient time to upload and transmit all required information. Proposer is solely responsible to ensure its submission is transmitted prior to the due date and time. KCAB will not accept submissions after the due date and time and is not responsible for any error in transmission including but not limited to power outage, internet connectivity, unauthorized access, etc.

Individual submittals will not be read in public or available for public inspection until after an award determination has been made.

1.5. RFP QUESTIONS

KCAB is not bound by, and proposers may not request or rely on any oral interpretation or clarification of this RFP. Therefore any questions regarding this RFP are encouraged and should be submitted electronically using the Question and Answer tab of this RFP on KCAB’s online bidding system, which can be accessed at https://procurement.opengov.com/portal/cvgairport.

Questions received on or before the Deadline to Submit Questions in the Schedule of Events will be posted on the Question and Answer tab of this RFP on the bidding system per the Schedule of

Events. Answers to questions from any proposer will be available to all proposers.

All communications regarding this solicitation must only be through the Questions and

Answers section of the RFP or through the Contract and Procurement Administration

Department. No communication is to be directed to any other KCAB personnel unless otherwise instructed by the Contract and Procurement Administration Department. Failure to comply may result in the disqualification of proposer’s submittal.

1.6. ADDENDA

In the event it becomes necessary to revise, change, modify or cancel this RFP or to provide additional information, addenda will be issued to all recipients of this RFP.

1.7. SCOPE OF SERVICES

1.7.1. Scope of Services

1. KCAB currently uses GateKeeper Systems software for its CVMS. The CVMS integrates and communicates directly with the Transcore AVI readers. The AVI readers are currently located along airport roadways and at the East Ground Transportation Center (GTC – EAST). The West Ground https://procurement.opengov.com/portal/cvgairport https://procurement.opengov.com/portal/cvgairport

Transportation Center (GTC – West) (See Map – Exhibit A) The existing CVMS system is used to charge trip fees to commercial vehicle operators doing business at CVG. The KCAB’s existing CVMS software performs the following functions:

A. Facilitates and streamlines the entire Commercial Vehicle Permit process while minimizing administrative efforts;

B. Provides an extensive, centralized database with information related to all permitted operators, vehicles, and drivers;

C. Accurately accounts for all commercial vehicle activity;

D. Enforces ongoing commercial vehicle permit requirements;

E. Invoices through CVG’s existing Accounts Receivable System (ABRM system) and collects payments;

F. Makes more efficient use of limited terminal curb space and controls the movement of commercial vehicles at CVG; and

G. Improves customer service levels and create new sources of revenues directly tied to the movement of commercial vehicles at CVG.

2. SPECIFICATIONS:

The intent of the system is to maximize flexibility and accommodate a wide range of business needs and other future potential operational considerations.

The successful proposer ("Contractor") must provide a CVMS system that meet the following specifications, at a minimum:

A. Provide real time tracking, controlling of vehicle movement, and functionality for a continuous 24 hours a day, 7 days a week, 365 days a year operation.

B. Be compatible with the Transcore Encompass 4 and Transcore Encompass 5 readers, and

Transcore e-go AVI tags that are currently installed at GTC – East and will be at GTC – West including staging lots, Commercial Vehicle Lot, pickup areas, and along airport roadways. Must also be able to integrate with future high-speed readers and any other parking facilities

(entrances and exits) to allow for AVI control.

C. Provide security function and flexibility in establishing users, user groups, and associated permissions to allow access and/or restrict access to what can be viewed, edited, or created within the system.

D. Have the ability to provide airport staff/management with report generation. Reports shall be delivered in PDF, email or Excel as requested by KCAB staff. The CVMS system must have the ability to generate custom reports to satisfy requests of KCAB.

E. Provide real-time monitoring of CVMS system, hardware, and alarms for defined events such as loss of communication to a particular device.

F. Be able to configure role-based access profiles, which will control unnecessary or unauthorized updates to the system or database.

G. Contain configurable databases of information related to each vehicle, company, driver, owner, etc., that is in the system.

H. Be able to track compliance related documents such as insurance certificates, to include insurance company name, policy period, and policy #, providing information and auto alerts for upcoming expiration or other follow up needed, and store copies of these documents.

I. Have the ability to accept the auto transfer into the system of application information submitted by applicants once approved by KCAB.

J. Be able to delete records in accordance with Airport record retention schedules.

K. Accurately calculate fees due according to both simple and complex fee structures. For example, operators may be charged a simple fee per trip, but might also be required to pay dwell time fees, excess vehicle fees, or penalty fees for picking up without entering the staging lot first.

Additionally, must also accept the manual entry of line items or additional fees such as a “no uniform” fee, etc.

L. Provide a means for commercial vehicle operators to access their activity and trip charge information without accessing the actual database of information or information for other accounts.

M. Provide Transportation Network Company (TNC) activity monitoring and trip verification solution.

N. Be able to transfer via interface pertinent billing data to ABRM, CVG’s existing

AccountsReceivable system.

O. The system will monitor the status of the hardware devices, such as AVI readers and gate controls. When data is not received or an error occurs, the system will generate and send a notification to authorized personnel using email. In the event the CVMS system stops communicating or goes offline, the CVMS system must have the ability to allow communication of the hardware and equipment (i.e., AVI readers and gates) and store/buffer transactions at the devices until such time the CVMS system is back on-line and communicating with the hardware.

P. Provide updates to the software at no charge during the term of the agreement, include what is being updated, and only perform updates once approved by KCAB.

Q. All user interaction within the system must be web based or accessible via Windows-based client software.

R. Software must allow for the use of the optional handheld readers used for curbside identification of vehicles.

S. Software must provide unlimited expansion capability of items such as read zones, number of readers, number of accounts, number of tags, messaging signs, barrier gates, etc.

T. System documentation must be provided, i.e., user manual, system administrator manual, and quick reference guides.

U. Be available as a subscription that includes access to 24/7 support.

V. Provide the components necessary to communicate between the AVI readers, gates, parking or staging lot entrances/exits and the CVM software system over an IP based network to form a fully functional system.

W. All equipment installed must meet FCC regulatory requirements. Contractor must assist the

KCAB with initial FCC registration. Equipment's must:

o be mobile friendly and assist with real time enforcement.

o be able to incorporate LPR technology for access control or verification.

o provide for flexibility of adding services or reader locations during the term.

C. IMPLEMENTATION

Contractor must:

A. Provide a timeline for software implementation and training.

B. Be able to meet an agreed-upon implementation and training timeline.

C. Work with KCAB to coordinate and plan for enhancements or additional areas as requested by

KCAB.

1.8. MINIMUM QUALIFICATIONS

1.8.1. Experience in configuring and installing CVMS software

Must have a minimum of 5 years of experience in configuring and installing CVMS software at US

Airports similar in scope to CVG.

1.9. KENTUCKY OPEN RECORDS ACT

Each proposer must specifically identify any portion of its proposal which it deems confidential, or which contains proprietary information, patents, copyrights or trade secrets. Proposer should provide justification of what material should not be disclosed, upon request, by KCAB to a third party. All documents received by KCAB are subject to general inspection under the provisions of Kentucky

Revised Statutes Chapter 61.870 et seq, the “Kentucky Open Records Act”, subject to very narrow exceptions. These statutes may require disclosure of documents a proposer deems confidential. KCAB may otherwise use or disclose the data submitted by each proposer for any purpose, unless such data is so identified as confidential or proprietary by the proposer. The proposer’s opinion of proprietary information is not binding upon KCAB.

1.10. EVALUATION CRITERIA

The selection of the Commercial Vehicle Management Software System (CVMS) contractor will be based on a judgment evaluation of several key elements in the proposals submitted. In alphabetical order, these include but are not limited to the criteria listed below.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience in configuring and installing

CVMS software

Must have a minimum of 5 years of experience in configuring and installing

CVMS software at US Airports similar in scope to CVG.

Pass / Fail 100 (100% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and Experience

Discuss proposer’s qualifications, resources, and expertise available to provide the services outlined in this RFP.

Discuss the proposer’s experience with at least two other Airport.

Indicate the primary person responsible for the proposer’s activities on behalf of KCAB, and Identify other key staff members who would work with KCAB and their specific responsibilities. A resume for the primary staff member and other key staff should be included on each individual outlining academic background, work experience, length of service with your organization, and any other pertinent information you may wish to convey.

0-100 Points 20 (20% of Total)

2. Project Approach

Provide a detailed approach of the proposed system.

• Overview of software system.

• System configuration, to include but not limited to: reader communications, workstation communications, trip charges, user roles, operator types, service types, etc.

• Specific explanations or examples of how the software accomplishes each of the requirements listed in the specifications.

• Installation of the CVMS and any other necessary software on the

CVG server (if required).

• Propose as alternate any optional programs or modules not included in base proposal, which may improve efficiencies or otherwise benefit the CVG operation

• System testing of individual components, end to end components, including RFID readers. CVG will approve the final testing and provide final acceptance of each system function.

• Proposal must address modifications to the scope and cost impacts.

0-100 Points 30 (30% of Total)

3. Implementation and Training Schedule

Provide recommendation for CVG transition and general timeline. Does the proposed CVMS provide the ability to electronically import existing commercial vehicle operators from the GateKeeper

Systems system? Also provide a timeline for software implementation and training.

0-100 Points 15 (15% of Total)

4. Pricing

Provide an overview of license, subscription plan, terms, and pricing for a five-year term with payments on a quarterly basis. Provide pricing based on a fully hosted solution and an on-premises solution.

0-100 Points 35 (35% of Total)

1.11. ACCEPTANCE PERIOD

Proposals in response to this RFP must indicate it is valid for a period no less than one hundred twenty

(120) days from the closing date.

1.12. AWARD

1. KCAB intends to award a contract or contracts resulting from this solicitation to the responsible proposer(s) whose proposal represents the best value after evaluation in accordance with the criteria included in this RFP.

2. KCAB reserves the right to waive any informality or irregularity in any proposal or bid guaranty, to reject any or all proposals, to award or refrain from awarding a contract for the work, and to negotiate with the apparent qualified responsible proposer to such extent as may be beneficial to KCAB.

3. KCAB intends to evaluate proposals and may award a contract without discussions with proposers. Therefore, the proposer’s initial proposal should contain the proposer’s best terms from a cost or price and technical standpoint.

4. KCAB reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered.

5. KCAB reserves the right to make multiple awards if, after considering the proposals submitted, it is in KCAB’s best interest to do so.

6. The successful proposer will be required to enter into a contract substantially in the form of the contract included under the ATTACHMENTS Tab and incorporated by reference. All proposers are required to note any exception(s) to the attached contract and are required to specifically state the exception(s) and the reason(s) for the exception(s). No exceptions will be recognized to the Government Clauses section of the proposed contract. If no exceptions to the contract are included in the proposer’s response, the proposer is expected to execute the contract in the form set forth herein. Final acceptance of a proposal and contract is contingent upon reaching a mutually satisfactory agreement regarding noted exceptions. If an acceptable and timely agreement is not reached, KCAB reserves the right to disqualify the proposer and to reevaluate the remaining proposals. KCAB reserves the right to refuse to negotiate with a successful proposer on any item not specifically excepted in its submittal.

https://procurement.opengov.com/portal/cvgairport/projects/271153/document?section=2613778

7. Commencing on the first day of each year after the initial year, during the term hereof, the base price payable by KCAB may be adjusted by KCAB upon review and renegotiation with the Contractor after the first year and succeeding years thereafter. Any adjustment made pursuant to the review and negotiation shall be based upon the change of the Consumer

Price Index published quarterly for the Cincinnati/Northern Kentucky metropolitan area by the United States Department of Labor, Bureau of Labor Statistics. Such review, if applicable, will be based upon the Index at the end of the preceding twelve months.

8. For Purposes hereof, the term “Consumer Price Index” shall be the Consumer Price Index which is presently designated as the United States Department of Labor, Bureau of Labor

Statistics Consumer Price Index for all Urban Consumers - All items (1982-1984 equals 100)

(All Areas) for the Midwest Region. If the statistics are not available or in the event that publication of the Consumer Price Index is modified or discontinues in its entirety, the adjustment provided for herein shall be on the basis on an index reasonably chosen by KCAB as a comparable and recognized index of the purchasing power of the United States consumer dollar published by the U. S. Department of Labor or other government or other government agency. If the consumer Price Index contemplated herein is not reported for the months required for the calculation set forth herein, the parties agree to utilize the Consumer

Price Index reported for the month(s) nearest proceeding the months required for such calculation. Any CPI adjustment in contract price may not be greater than 3 % of the current annual contract price.

9. KCAB will have the right, at its sole election, to alter the specifications and/or frequencies of services required and tailor the contract price to said change (increase or decrease).

10. The term of the agreement will be for Three (3) years with an option to renew for two (2) additional one-year terms.

1.13. PERFORMANCE AND PAYMENT

The successful proposer shall issue an invoice on a quarterly basis for work performed along with supporting data. KCAB will pay submitted invoices on a net 30 basis subject to the terms of the attached agreement.

1.14. BADGES AND KEYS

1. Contractor shall badge a sufficient number of employees to satisfactorily complete its obligations under this contract regardless of circumstances. This will require a background check made through a fingerprint process. When determining the number of employees to badge, Contractor must consider absent employees due to illness, vacation, employment termination, or other reasons, emergency/on call situations, and supervisors who need access for inspection/supervision visits.

2. Contractor is responsible for the cost of badging. The current fee for identification badges is

$44.00 per badge for the badge, security threat assessment, and for fingerprinting.

3. Contractor shall return all badges upon expiration or termination of the contract whichever is earlier. Additionally, Contractor shall immediately return an employee’s badge when that employee is no longer employed by Contractor. Contractor shall pay $100.00 per badge for each badge not returned within ninety (90) days from the date the Contractor is required to return the badge(s).

4. Contractor is responsible for all keys or badges issued to Contractor’s employees. Such keys or badges may not be duplicated. Contractor shall return any or all keys or access cards to KCAB when requested by KCAB. If the loss of keys or access cards requires changing the combination of locks or changing other access equipment, the cost of such labor and material may be charged to Contractor at the discretion of KCAB. Replacement of lost or damaged keys or badges will be provided at Contractor’s expense. Any fines or civil penalties assessed to KCAB caused by Contractor negligence is the responsibility of Contractor.

5. Badge replacement is at the sole discretion of KCAB. A $100.00 fee will be assessed per lost badge. In the event a Contractor’s employee loses a second badge, the Contractor shall pay

$200.00. If a third badge is lost, the badge will only be renewed with permission of the Airport

Security Coordinator and the Contractor shall pay $300.00.

6. If necessary, KCAB will provide initial supply of keys after receipt of a $500.00 deposit from

Contractor. In the event Contractor loses or duplicates a key(s), KCAB will charge the cost of rekeying the lock(s) of the corresponding area against the $500.00 deposit. Contractor shall be responsible for the full cost of rekeying if Contractor loses or duplicates a key. Any funds remaining of this $500.00 deposit upon termination of the contract will be returned to contractor upon KCAB’s receipt of all keys.

1.15. RECORDS/FINANCIALS

In submitting proposals on any item to be purchased by KCAB, the proposer hereby agrees to make available any and all records, books of account, correspondence, or other information reasonably necessary to enable KCAB or its designated agents to investigate the responsibility of the proposer in terms of its financial status, capacity to produce, sources of supply, performance record in the business or industry, and any other matter reasonably related to the proposer’s probable ability to perform adequately under a contract if it is awarded to the proposer.

1.16. GRATUITIES AND KICKBACKS

It is a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore.

It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime vendor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any KCAB employee, the proposal shall be disqualified and shall not be reinstated.

1.17. NON-COLLUSIVE VENDOR CERTIFICATION

By the submission of this proposal, the proposer certifies that:

1. The proposal has been arrived at by the proposer independently and has been submitted without collusion with any other vendor.

2. The contents of the proposal have not been communicated by the proposer, or, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the proposer or its surety on any bond furnished herewith and will not be communicated to any such person prior to the official opening of the proposal.

3. No proposer may submit more than one proposal for this purchase. It shall be the responsibility of each proposer to obtain the prior written permission of KCAB before proposal opening in every situation in which the proposer, due to corporate association or other affiliation, may be found to be impermissibly associated with another vendor. Failure to observe this requirement could result in all such affiliated proposals being rejected.

1.18. RFP CONDITIONS AND PROVISIONS

The terms and conditions of this request for proposal (RFP) include all general and special conditions as enumerated herein.

All participating proposers agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure or interlineation by the proposer in this proposal constitutes cause for rejection by KCAB. Should KCAB omit anything from this RFP which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall notify the Contract and Procurement Administration Department prior to the deadline for question submissions as per the time and date shown in the Schedule of Events.

Typographical errors in entering quotations on this proposal may result in the disqualification of this proposal.

All proposers are required to complete all information requested in this proposal. Failure to do so may result in the disqualification of proposal.

Unit price for each item must be shown for the unit of measurement indicated. In case of error in extension of prices, the unit price governs.

Each proposer shall fully acquaint and familiarize themselves with the conditions as they exist and the character of the operations to be carried on under the proposed contract and make such investigations as the proposer may see fit so that the proposer shall fully understand the facilities, physical conditions and restrictions associated with the services.

The successful proposer shall comply with all of the specifications, terms and conditions of this RFP.

KCAB is not liable for any costs incurred by proposer in the preparation of proposals or for any work performed in connection therein.

2. PRICING PROPOSAL

2.1. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 All software required for the CVMS System

1 EA

2 Implementation 1 EA

3 Training 1 EA

4 CVMS Subscription -

Year 1

1 YEAR

5 CVMS Support- Year

1 YEAR

6 CVMS Subscription -

Year 2

1 YEAR

7 CVMS Support-Year

1 YEAR

9 CVMS Subscription -

Year 3

1 YEAR

10 CVMS Support -Year

1 YEAR

11 CVMS Subscription -

Year 4 (if applicable)

1 YEAR

12 CVMS Support-Year

4 (if applicable)

1 YEAR

13 CVMS Subscription -

Year 5 (if applicable)

1 YEAR

14 CVMS Support -Year

5 (if applicable)

1 YEAR

TOTAL

3. VENDOR QUESTIONNAIRE

3.1. VENDOR QUESTIONNAIRE

1. Minimum Qualifications *

Please provide documentation of at least of 5 years of experience in configuring and installing CVMS software at US Airports similar in scope to CVG.

*Response required

2. Qualifications and Experience*

• Discuss proposer’s qualifications and describe the proposer’s business; how it is organized, the resources and expertise it has available, and summarize the ability to provide the services outlined in this RFP.

• Discuss relevant experience with at least two Airport references with explanation of products utilized, including details regarding the scope of the work, and proposed capability to meet

KCAB’s needs.

• Indicate the primary person who will be responsible for the proposer’s activities on behalf of

KCAB. Identify other key staff members who would work with KCAB and their specific responsibilities. A resume for the primary staff member and other key staff should be included on each individual outlining academic background, work experience, length of service with your organization, and any other pertinent information you may wish to convey.

*Response required

3. Project Approach *

Please provide the following approach:

• Overview of software system.

• System configuration, to include but not limited to: reader communications, workstation communications, trip charges, user roles, operator types, service types, etc.

• Specific explanations or examples of how the software accomplishes each of the requirements listed in the specifications.

• Installation of the CVMS and any other necessary software on the CVG server (if required).

• Propose as alternate any optional programs or modules not included in base proposal, which may improve efficiencies or otherwise benefit the CVG operation

• System testing of individual components, end to end components, including RFID readers. CVG will approve the final testing and provide final acceptance of each system function.

• Proposal must address modifications to the scope and cost impacts.

*Response required

4. Warranty and Support*

Please provide warranty information and description regarding access to 24/7 support for software and/or hardware.

*Response required

5. Implementation and Training*

• Provide recommendation for CVG transition and general timeline. Does the proposed CVMS provide the ability to electronically import existing commercial vehicle operators from the

GateKeeper Systems system?

• Provide a timeline for software implementation and training.

6. System Requirements*

Please upload a completed spreadsheet included as Attachment 1 – System Requirements.

Proposers must indicate whether each feature is included, not included, or an option/customization in its proposed System. If Proposer indicates a particular feature is an option or customization, Proposer must provide an explanation in the comments section and identify if adding this feature will add to the costs proposed. If a proposer responds on Attachment 1 –System Requirements that a feature is included with its proposed System and does not indicate it is an option or at additional cost, the proposer must provide the feature at no additional cost to KCAB. Proposer may also describe in the comments section whether an unavailable feature is expected in a future version and should Indicate the estimated timeframe when the feature will be available. Proposer should also use the comments section to clarify or further explain how its System provides these features.

• CVMS_IT_System_Requirements...

7. Please include description of initial and ongoing system training and a description of support availability and response guarantees for software trouble shooting or questions.*

*Response required

8. Provide costs on optional subscription services or modules proposed within the project approach that are not covered under the subscription amount.*

If not applicable, please upload document indicating N/A

*Response required

9. Exceptions*

State in writing all exceptions to this RFP or sample contract attached. Exceptions should list referencing page and paragraph numbers. If no exceptions are taken, the proposal must include a statement that the bidder takes “No Exceptions”.

https://government-project.s3.us-west-2.amazonaws.com/271153/1fbc8662-c0c0-4771-8ff7-2d6baf623bb1_CVMS_IT_System_Requirements.xlsx

10. Provide a copy of your Certificate of Insurance*

*Response required

11. Resident & Non Resident Status Forms*

Please download the below documents, complete, and upload.

• Resident_&_Non_Resident_Sta...

*Response required

12. Confirmation*

By submitting a proposal, the proposer consents to its use and acceptance of electronic signatures to execute any awarded contract and associated agreements. Proposer agrees to be bound by electronic signatures to the same legal effect and extent as if manually signed. KCAB expects the successful proposer will execute any awarded contract using KCAB’s electronic signature service unless the proposer includes an exception with its proposal signifying its desire to sign manually. Included with the proposal, proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

A. Full Name;

B. Position Title; and

C. Email Address.

Please provide this information in the next questions.

☐ Please confirm

*Response required

13. Provide the following:*

Proposers must identify the following information regarding the person with full authority to legally bind proposer and sign agreements on its behalf:

A. Full Name;

B. Position Title; and

C. Email Address.

*Response required https://government-project.s3.us-west-2.amazonaws.com/134681/b1d14070-0fed-42ee-ab6f-9e9b9302c53f_Resident_%26_Non_Resident_Status_Forms.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CLKRHASZ%2F20260611%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260611T120001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDMaCXVzLXdlc3QtMiJIMEYCIQD3qQk7qYrsovf2oHdpkvjOSJqL2wnt0Ch%2BIYOSU%2FmpIwIhAN48bOFBeYIB0xUFuvIJet9P8KaICeDist4raeFwo8wJKpUFCPz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwi4pcEBLsBLoVKK3sq6QSQK26C0Lga2RIWQMp%2Bi7mDFmwKgERDWxIkBdJDNOVi8sWKYA%2Fwje8eVhy3V2GZOhV%2Ba5S%2BeYPipT4oY1AbNLp0uobT%2BrKnPJnC0PvdI2jjnhp%2BAGdp1a1F2Dj58VnhqCU74NDkwL8ijYcCI5AvGzZ7Qjbvy3gQ%2Bff2EzeDWvAZf0bFIxOlFzHmv0On%2FkXvEpyE4hvo3lwa5paLsMNz%2FGLHyGJMaJ%2BSjRLu2aLihqkemgGCXYZBrNtt9QyUEP1JoCyhhxJ%2B2Q1lbAFofett2Ypk84hlwaIDGu7fvn0XW1uafbmdv2KIQN%2F9Ah9Vysa1zVJQ%2FNGdGeRSNXIewAnDdyDArlQnv7dNPKW46fGTlbQaDiBnhbSbJQ9aY8AZ7oIz54gZU%2BRkwyqLcrytUxcFurmBeZi5Aij8CsvjYxV0ocESasaw5AI42b1nUMDX7N7PcTmwejtFqFZeDmMPzgh2Q9oL9lHvJpG37ztthR%2BMAEOGfjllczTuZn3jsnB88H%2B50BeWB9rudvg0Sf1YkgyFvh9xHoVTlSIazIV0fxGvSgj2o4FzlhPvVXLlRFh5jEfFZZodc3UzTFjjC%2FN00kMMaTkdaVI8MLimq8X3%2Fv3eFYhQmnmcTBrOxDPITLtqPX2BfK4PxD0LEm1wK4tMTlRw5mJsDlRc0XQe7aaFE1SCuGPDGyWkVoMZN1W0VVrJARe%2FDIGUUas%2F%2BzuSMgJ7ukCxKjXV62cQDU%2BhrY94BqPBUQ7VvIBiJKdI09n9XFmiUmnpzMutqMYHU2eHKdQwaTx0LA9JugxbKNQcMqb9557kft9vmXdljJtewgbgwzCgm6rRBjqYAS1h%2Bbxqo7ymfWrk6K6VStfcBd52jb%2FXOfkQhu0Avi%2BCEuatztC58JZUwnVlbO%2FTw4%2BZ8np4OX%2FT7BCreSHkBC%2FWmGGK5GVOwp8wyiOhmSJv646zcbazz7RUtHFo5%2B%2FYIQQNUNztX6xpPhIncbrNyFiR%2BiFbatg%2Fk4Ynf%2F0UieITYpJ4lbfMDwCkCD99PpaAE6wyjywH3VoE&X-Amz-Signature=12ced0121a7e0ac815944d5fa0976c34cdf97c61e36d6b27f2c9e3f4e3e4e8f0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Resident_%2526_Non_Resident_Status_Forms.pdf%22&x-id=GetObject