Final_RFI_605_1900000008_2_SO_FORM.PDF

Document ID: RFI 605 1900000008 Page: 1 of 3

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Addenda: Yes Addenda #: 2

TITLE: Airport Aviation Maintenance Software

Date Issued:

10/10/18 Record Date:

2018-10-10

Solicitation Closes Date:

10/17/18 Time:

14:00

Solicitation No:

RFI 605 1900000008

Online Bidding Prohibited: Yes

For Information Call:

Laura Hagan 502-782-3980

Bid Receiving Location:

KYTC Division of Purchases Bid Clerk 200 Mero Street 4th Floor Frankfort KY 40622

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFI 605 1900000008 Page: 2 of 3

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Aviation Maintenance and Management System

1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

20815 Aviation Software (Flight Control, Ground Support, Testing, Extended Description See attached information.

Shipping Information KYTC Office of Technology

200 Mero Street 4th Floor Frankfort KY 40622

Billing Information KYTC Office of Technology

200 Mero Street 4th Floor Frankfort KY 40622

Document ID: RFI 605 1900000008 Page: 3 of 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

Request for Information (RFI) Aviation Maintenance and Management Systems

RFI 605 1900000008

Kentucky Transportation Cabinet

Division of Purchases 200 Mero St

Frankfort, KY 40622

Issued: September 25, 2018

Response Due Date: October 17, 2018

I. Introduction The Capital City Airport at Frankfort Kentucky is owned and operated by the Kentucky Transportation Cabinet (KYTC). It serves the aviation needs of both Kentucky State Government, other local and federal government agencies, and authorized public users. The airport staff have indicated that they would like to explore the acquisition new Software system to manage Aviation Aircraft Maintenance.

The purpose of this Request for Information (RFI) is to obtain information in regards to Aviation Aircraft Maintenance and Management Systems Software offerings in the current market place. This information should include specifics on each vendor’s product’s functions, modules, required prerequisite hardware and software, and SOC Security compliance information.

Additionally, information regarding the capabilities of the vendor’s product’s to be integrated into or with other systems is requested.

All information, solutions, and technologies provided in this response must be currently available.

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in an RFP. This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request.

Furthermore, the Cabinet requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

II. RFI Process This RFI is being issued by the Kentucky Transportation Cabinet.

A. Inquiries

From the issue date of this RFI until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except to the Buyer of Record listed below.

Interested parties are encouraged to submit any questions in writing to the Buyer of Record no later than the date listed below.

Document Description Page 3

1900000008 Airport Aviation Maintenance Software of 11

Through this RFI, the Commonwealth is seeking input through written responses.

Laura Hagan, CPPO, CPPB Division of Purchases Kentucky Transportation Cabinet 200 Mero Street, 4th Floor East

Laura.Hagan@ky.gov

B. Schedule of Events

RFI made available to the bidders; posted to eProcurement

September 25, 2018

Deadline for Respondents to submit questions to Buyer

October 5, 2018 by 4:30pm EST

Response to all questions in the form of an amendment to RFI, posted

October 9, 2018

Deadline for receiving information (all material)

October 17, 2018 by 2:00pm

EST

Demonstrations October 29-November 3;

November 5-9

C. Response Submission

RFI responses are due on October 17, 2018 at 2:00pm EST. Respondents shall submit three (3) responses in hardcopy and one (1) electronic copy of the response. Any electronic information should be submitted on CD/DVD or USB flash drive (formatted in Microsoft Word, Excel or PowerPoint, which has been virus scanned prior to submission). Respondents should include their names on the CD/DVD or USB flash drive sent to the Commonwealth. The virus-scanning tool used is also to be identified on the CD/DVD or USB flash drive label.

The outside cover of the package containing the response to this RFI is to be marked:

Aviation Maintenance and Management Systems Request for Information RFI 605 1900000008 Name of Respondent

All written responses concerning this RFI should be mailed to:

Document Description Page 4 mailto:Laura.Hagan@ky.gov

Laura Hagan, CPPO, CPPB Division of Purchases Kentucky Transportation Cabinet 200 Mero Street, 4th Floor East

Laura.Hagan@ky.gov

D. Response Format The purpose of this section is to describe the format the vendors should use in responding to this RFI.

The Sections that should be included in your response to the RFI are:

1. Transmittal Letter

The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. It should note if any proprietary information has been included and the name, address, phone number, fax number and e-mail address of the vendor’s contract.

The letter should also include possible venues available to observe product demonstrations or interest in presenting a product demonstration to the Cabinet.

2. Response Itself

The Response should address the specific questions raised above, as well as provide the requested information on the Respondent’s firm. Responses should be concise and please refrain from including unrelated and irrelevant information.

Please provide a hard copy response and an electronic form of the response in either CD, DVD, or flash drive format with sections organized by topic number and letter, and which product and module addresses the topic and how.

One of the sections should include a technical discussion as to how your product is implemented, including minimum required components, hardware, and system software.

Please feel free to make any comments, observations, or suggestions that may assist in the understanding of the functions, capabilities and issues encountered with integrating your product with existing or other systems.

3. Proprietary Information

The Vendor should clearly mark any confidential information that should not be disclosed outside the RFI.

Document Description Page 5 mailto:Laura.Hagan@ky.gov

E. Additional Information Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et. seq.

F. Demonstrations

Demonstrations of the vendor’s products and components are strongly encouraged.

These demonstrations will be limited to 2 hours, and the vendor’s presenters will maintain the last 30 minutes for Q&A. They can either be in person or by Web, or a combination if desired. Demonstrations will be scheduled during either the week of October 29 to November 2, 2018 or the week of November 5-9, 2018 between 10 am to 12 pm eastern or 1 pm to 3 pm eastern.

III. General Requirements

The focus of this RFI is to gather information to be utilized in determining the capabilities and functionality available from current Aviation Maintenance MRO software products. The Vendor should feel free to discuss any other items that might be of importance to the Commonwealth that will help provide information concerning these capabilities and functionality. The Vendor should keep in mind while preparing a response that the Commonwealth is interested at this time in gathering information, comments and understanding of the vendor’s product’s capabilities, functions, architecture and capabilities for integration.

The Vendor should address the following topics “at a minimum” as they prepare a response to this RFI:

A. GENERAL

Firm information:

Name of company Address/Telephone Number Contact Person Brief History of company Length of Time in Business Firm Brochures, Literature if available Experience contracting with State Governmental Agencies.

Examples of previous State Governmental engagements.

Can your product can be procured and utilized in a modular fashion or must it be procured in total?

If the product is modular, which module or modules are the minimum required for the product to operate correctly and perform well in the customer environment?

B. ENVIRONMENT

The response to the RFI should indicate the computing environmental requirements needed for their product offering such as hardware platforms, operating systems, network protocols, compatible DBMSs, etc.

Document Description Page 6

The response to the RFI should indicate whether the Software is cloud based or an on-premise solution.

The response should indicate that if an on-premise solution, is the Software client/server or web-enabled?

The response to the RFI should indicate that if the Software is cloud-based, is it hosted by the Vendor or is the hosting provided by a 3rd party?

The Response to the RFI should indicate that if the Software is Cloud-based, describe in detail system security and compliance with the latest security best practices methodology.

The response to the RFI should indicate what operating systems are supported by your product on the user workstation? Server?

The response to the RFI should indicate that if the Software is Cloud-based or web-enabled, what compatibility exists for mainstream Browsers (Edge, IE, Chrome, Firefox, etc)?

The response to the RFI should indicate the functionality provided by the product as a whole as well as by each specific module.

The response to the RFI should indicate the server architecture environment involved, including application server, database server and administrative capabilities for updating application and database.

C. FUNCTIONALITY

The response to the RFI should address the product’s capabilities in the following areas:

1. Aircraft fuel sales and ancillary services billing to include the use of electronic and cash sales that meet current PCI Security requirements.

2. Aircraft maintenance recordkeeping that includes a searchable digital logbook, with standardized maintenance log entries, work orders and invoicing. Maintenance scheduling that provides visible and updateable views into the aircraft maintenance status for personnel including pilots.

3. Real-time Work Order and Maintenance inventory tracking: Ability to track repair and purchase orders as well as core-returns digitally in real time. Allow to add pictures or documents necessary for record keeping and attach to items. Ability to enter aircraft maintenance deficiencies on the system as they are encountered and for those deficiencies to be viewable to other maintenance personnel.

4. Ability to utilize Digital/electronic signature for maintenance discrepancies and inspections with “drag and drop” ability to move items into a digital log entry. Compliant with FAA Advisory Circular 120-78A.

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5. Ability to utilize digital flight logging to update maintenance items in real time once entered into database so that maintenance tracking can occur even when aircraft is on extended mission

6. Ability to cross check the maintenance status of an aircraft with upcoming charter flight schedules to warn of conflicts.

7. Digital maintenance logging and auditing capability IAW FAA requirements with electronic FAA Form generation and filing capability.

8. Ability to create inventory lists of parts necessary for recurring inspections, by airframe, and attach them to work orders with a single click rather than entering each part number used every inspection. Capability for AD’s, SB’s, etc. to be pushed out from the service provider and auto-populate on maintenance lists for each aircraft.

9. Billing and invoice services for both private and government customers. Ability to record both internal billing information as well as external maintenance work done and billed by third parties.

10. Robust reporting with the ability to create custom reports desired. It would be desirable to have a dashboard view into all of the other areas.

11. Data security compliance to current government PII and Sensitive data standards.

12. Disaster Recovery, backup and restore capabilities. Is there point in time recovery available?

13. User management functionality. Ability to control access based on roles. Is the system ADFS compatible?

14. Administrative management capabilities. Is there an Administrative management and maintenance dashboard for system administration?

15. Mobile capability and mobile Device compatibility.

16. Charter Flight Scheduling for both aircraft and pilots. Ability to link aircraft to particular pilots for a particular charter flight. Access into the common services like Ac-U- Kwik.

D. INTEGRATION

What capabilities and methodologies of the product can be integrated into, or called from existing and future systems?

What programming languages are supported for use in integrating your product with other systems?

What features and functions in your product which can be utilized programmatically?

Discuss please?

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1900000008 Airport Aviation Maintenance Software of 11 https://acukwik.com/ https://acukwik.com/

What DBMSs are supported for integration with your product?

Without divulging proprietary or confidential information, describe the functions and features delivered by systems that your product(s) have been integrated with?

What functionality does your product provide in regards to Barcodes?

How have you used Barcodes in previous implementations of your product?

What training is offered for implementation of the system?

Addendum #1 – October 10, 2018

This addendum is posted to address vendor questions.

Question: Are you looking for a single provider with a single product to provide a solution to all of the requirements within the RFI.

Answer: Yes

Question: Will you consider a solution that accepts payment of aircraft fuel sales and ancillary services through a payment gateway rather than holding card information directly in our application itself? If so do you have a preferred payment gateway provider?

Answer: A payment gateway could be considered depending on PCI security compliance and wishes of the business stakeholders.

Question: Is it acceptable to have the invoicing aspect of requirement 2 (aircraft maintenance recordkeeping) stored in a system module separate from the other maintenance information?

A link is provided from the maintenance entries to the invoice but it is not stored as part of the digital logbook.

Answer: Yes

Question: Will you accept a solution whereby our solution integrates with an MRO package from another vendor? Whilst our solutions provide many of the same capabilities as an MRO solution we do not target our products as a pure MRO offering.

Answer: We would prefer to have a single provider solution.

Question: Do you require our software to already be FAA compliant regarding electronic signatures (FAA Advisory Circular 120-78A) or would you be proposing to work with us in achieving this? From our understanding we can support the advisory but gaining compliance has to be performed by each operator.

Answer: Yes; the Software and any reporting must meet US FAA requirements.

Question: Is it acceptable for our software to integrate with an eTechLog provider? We integrate with solutions from other vendors and can offer the provision of such a system under a single contract integrated with our products.

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Answer: We would need more information on this subject. We prefer a single provider solution due to the complex security requirements involved in managing multiple provider systems.

Question: Do you require access to a custom report builder to allow you to be able to construct reports within an editor environment or is it acceptable for us to provide custom reports on request? We can provide fixed fee report services with contracted delivery timescales.

Answer: No

Question: Our solution complies with EU regulatory requirements including the GDPR which can be mapped on to US PII and data privacy requirements. Does our product need to be further certified as PII compliant?

Answer: Yes, PII compliance for the US will have to be certified.

Question: In the initial review there appears to be some overlap in your requirements and that of our core competencies. What we are lacking is an understanding of your operation type, which will provide some context to how our solution may or may not fit your operational requirements. Can you provide a paragraph describing the fleet you operate and maintain, and what types of missions are typically flow? Is this a flying school, a charter operation, police support, etc.?

Answer: The state fleet operates under FAR Part 91. We do not operate a flying school but it is more like a charter operation for state government only. We fly a variety of missions including executive transport, passenger transport, aerial surveys for Department of Fish and Wildlife, Forestry and Natural Resources. We also support law-enforcement in aerial detection for the counter drug program.

Question: Whether companies from Outside USA can apply for this? (like,from India or Canada) Answer: Yes, as long as the company was approved by the Commonwealth Office of Technology’s Security team. The Software and any reporting must meet US FAA requirements.

Question: Whether we need to come over there for meetings?

Answer: No

Question: Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Answer: Yes, pending approval from the Commonwealth Office of Technology’s Security team.

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