Passenger_Flow_Management_Solution_and_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0285

PASSENGER FLOW MANAGEMENT SOLUTION AND

SERVICES

CITY OF PHOENIX

AVIATION

2485 E. BUCKEYE DR

PHOENIX, AZ

85034

RELEASE DATE: June 17, 2026

DEADLINE FOR QUESTIONS: July 9, 2026

RESPONSE DEADLINE: July 30, 2026, 11:00 am

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP 26-0285

Passenger Flow Management Solution and Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Attachment A - Offer

B - Attachment B - Conflict of Interest and Transparency Form

C - Attachment C - Acceptance of Offer

D - Attachment D - Fee Schedule

E - Attachment E - Pardon our Dust Program

F - Attachment F - Requirements Compliance Matrix

G - Attachment G - ISS-100-005 Vulnerability and Patch Management Standard

H - Attachment H - Heat Safety Compliance Form

I - Attachment I - Supplemental-Terms-And-Conditions-To-All-Airport-Contracts Rev 4-29-26

J - Attachment J - Sensitive Security Information Acknowledgment Form

K - Attachment K - Certification Regarding Debarment, Suspension, and Other Ineligibility and

Voluntary Exclusion

L - Attachment L- Letter of Credit

M - Attachment M - Cash Deposit for Performance Guarantee

N - Attachment N -Identity Management Standard (INF200.201)

O - Attachment O -Password Management Standard (ISS300015)

Request For Proposal - Goods and Services #RFP 26-0285 Title: Passenger Flow Management Solution and Services

1. Introduction

1.1. Contact Information

Amy Turner

Aviation Department

Email: amy.m.turner@phoenix.gov

Phone: (602) 273-3349

1.2. Schedule of Events

The City of Phoenix (City) reserves the right to change dates, times, and locations, as necessary.

The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of

Events are Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Amy Turner) at (602) 273-3349/Voice or 711/TTY, or amy.m.turner@phoenix.gov, no later than five (5) days prior to the meeting.

Solicitation Issue Date: June 17, 2026

Hybrid Pre-Offer Conference (Non-

Mandatory):

June 30, 2026, 10:00am

This meeting will be available online and in person. To obtain meeting information, please RSVP/Register at:

https://cityofphoenix.webex.com/weblink/reg ister/r3c844d1493c92e465305435aa49568

Site Visit (Non-Mandatory): June 30, 2026, 11:00am

**To RSVP/Register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/r3c844d1493c92e465305435aa49568

Written Inquiries Due Date: July 9, 2026, 11:00am

Offer Due Date: July 30, 2026, 11:00am https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812 https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812 https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812 https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812 https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812 https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812

Offer Opening (Non-Mandatory): July 30, 2026, 11:15am

Meeting Link https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m860d48b6efda83095bcbaf

794a924000

Join by phone

+1-415-655-0001 US Toll

Access code: 2340 274 4597

Please note: Registration or RSVP to participate in the Pre-Offer Conference or Site Visit is required in order to obtain the Pre-Offer Conference and Site Visit meeting information. An

Offeror who wishes to join the Pre-Offer Conference or Site Visit for this Solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference and Site Visit meeting information will be forwarded to the registered email address.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m860d48b6efda83095bcbaf794a924000 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m860d48b6efda83095bcbaf794a924000

2. Instructions

2.1. Description – Statement of Need

A. The City of Phoenix Aviation Department (City, Aviation) invites sealed offers for delivering a turn-key passenger flow management system (System, Pax Flow System) at Phoenix

Sky Harbor International Airport (PHX). The Contractor will be responsible for the design, procurement, installation, programming, testing, training, commissioning, and ongoing maintenance and support for the System. The resulting contract will be for a seven (7) year contract term, commencing on or about January 1, 2027, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk, as required by the Phoenix City Charter.

B. This Solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right or email procurement-support@opengov.com for any assistance. For other issues related to this Solicitation, please contact the Procurement Officer listed under Contact Information.

C. Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence:

by reaching the end of the term, including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Minimum Qualifications

The City reserves the sole right to determine whether Offerors meet the Minimum Qualifications.

Offerors must meet all minimum qualifications listed below. Should an Offeror fail to meet any of the minimum qualifications, the Offer will be disqualified as non-responsive.

A. Offeror Experience

1. Offeror must possess a minimum of five (5) years of continuous experience within the last seven (7) years immediately preceding issuance of this RFP in implementing and managing PAX Flow Systems and have successfully completed at least three

(3) system implementations that are related to passenger and crowd flow management at a medium or large hub U.S. airport as defined by the Federal

Aviation Administration (FAA). The system implementation scope must include hardware and software installation, data integration, and system operation.

2. An Offeror may not use a subcontractor’s experience to meet the Offeror’s minimum qualification.

3. Offeror must provide, at a minimum, documentation that includes the following information to demonstrate that the Offeror meets the minimum qualifications for this

RFP, or the Offeror's proposal will be disqualified as non-responsive.

a. Contract name and identifying number mailto:procurement-support@opengov.com

b. Name of Contracting party, e.g., airport

c. Contract duration

d. Project scope description and

e. Other pertinent information to demonstrate Offeror meets the minimum qualifications

B. Project Lead Experience

1. Offeror must assign one (1) dedicated, full-time Project Lead, who will be available for the duration of the project implementation and primary point of contact for

Aviation.

NOTE: System implementation is defined as hands-on involvement in planning, coordinating stakeholders, deploying, integrating, testing functionality, training end users, and ensuring the successful adoption and ongoing performance of a system.

2. The assigned Project Lead must have led a minimum of five (5) key personnel, while performing at least two (2) system integrations, implementations, and/or replacement technology projects at a medium or large hub U.S. airport as defined by the Federal

Aviation Administration (FAA).

3. Offeror’s assigned Project Lead may not be changed during the course of the solicitation process, including the time up to the contract award. After the contract award, the Project Lead may be changed by submitting to the Aviation Department

Representative (ADR) a resume and other supporting documentation attached evidencing that the new Project Lead meets the same minimum qualifications.

4. Offeror's assigned Project Lead must hold current certifications from the PAX Flow

System manufacturer. Certifications must be valid and provided to the ADR within

30 days of notice of contract award.

C. Additional Evaluation Factors

1. As part of this solicitation process, all Offerors who submitted proposals will receive an email communication from the Procurement Officer with a link. The Offerors must complete and submit the required questionnaire within the timeframe indicated for the following:

a. Data Privacy Questionnaire; and

b. Vendor Security Maturity Questionnaire.

2. The City will assess the Offeror's risk profile based on these submitted documents, aiming to determine if the Offeror's IT security practices align with the required security standards and present an acceptable level of risk. The risk assessment results will be a significant factor in determining the Offeror's pre-award qualification status. Offerors who do not receive a favorable risk assessment may be disqualified from further consideration in the procurement process.

3. Failure to submit the questionnaires, or failure to meet the minimum standard, will result in the Offer being deemed non-responsive.

4. The City may verify statements, request clarifications regarding the questionnaires or supporting documents, and reject Offers that contain misrepresentations.

2.3. Bank's Letter of Commitment or Statement of Bonding Ability

Offerors must submit a letter from a bank or other financial institution evidencing the bank’s commitment to provide the Offeror, if successful, with a Letter of Credit (LOC), bond, or Cash

Deposit in the amount stated in Section 2.24 – Performance Guarantee. If submitting a

Performance Bond, Offerors must submit a letter from a bonding or insurance company stating that the Offeror can qualify for and procure the performance and/or payment surety required in this Solicitation. Submittals received without the required bank’s letter of commitment or statement of bonding ability may be considered non-responsive.

2.4. Site Maps

A. Aviation will provide floor plans, including square footage and location layouts

(“Drawings”), for PHX Terminal 3 (T3), PHX Terminal 4 (T4), PHX Sky Train® (Sky Train)

Stations, and the PHX Rental Car Center (RCC). These Drawings are important for this project, and it is mandatory for the Offeror to review the Drawings prior to finalizing an

Offer for submittal.

B. Due to the sensitive and confidential nature of these Drawings, Offeror must submit a signed and dated Attachment J – Sensitive Security Information Acknowledgment

Form to the Procurement Officer via email before receiving any confidential drawings.

Both the submission of the Attachment J – Sensitive Security Information

Acknowledgment Form and the receipt of the Drawings must occur prior to the Offer

Due Date stated in the Schedule of Events.

C. Failure to submit the completed Attachment J - Sensitive Security Information

Acknowledgment Form by the Offer Due Date may result in the Offer being deemed non-responsive and rejected.

D. To receive the confidential Drawings:

1. Email the completed and signed Attachment J – Sensitive Security Information

Acknowledgment Form to the Procurement Officer at

Amy.m.turner@phoenix.gov. Please include the RFP number in the email.

2. Once the Procurement Officer is in receipt of the completed Attachment J –

Sensitive Security Information Acknowledgment Form, a secure link to the

Drawings will be provided to the Offeror.

mailto:Amy.m.turner@phoenix.gov

E. All drawings and files provided must be destroyed in accordance with 49 C.F.R. Parts 15 and 1520, no later than Notice of Award or, if applicable, upon contract completion.

2.5. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended, or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire Solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after the Offer due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the Solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the Solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this Solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner.

The Offeror is responsible for all costs incurred in responding to this Solicitation. All materials and documents submitted in response to this Solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the Solicitation are the minimum level of specifications required and that Offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this Solicitation.

Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.6. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the Solicitation opening date.

2.7. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete Solicitation and Addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/248051. Any interested Offerors without internet access may obtain this Solicitation by calling the Procurement

Officer or picking up a copy during regular business hours at the City of Phoenix, Aviation

Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire Solicitation, and verify all required information is submitted with their Offer.

2.8. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this

Solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the Solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.9. Inquiries

All questions that arise relating to this Solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of

City’s staff from date of distribution of this Solicitation until after the Phoenix City Council(Council) awards the Contract. All questions concerning or issues related to this Solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.10. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this Solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that https://procurement.opengov.com/portal/phoenix/projects/248051 imposed the change. The language in the relevant final contract provision will reflect the updated version.

2.11. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the

City.

2.12. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.13. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.14. Submission of Offer

A. Offers must be in possession of Aviation on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be

Aviation’s clock.

B. Offers should be submitted electronically via the City’s Procurement Portal by clicking on

“Draft Response” via https://procurement.opengov.com/portal/phoenix/projects/248051.

Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-

715edb7794ed

C. Any original documents (such as bonds, guaranties, powers of attorney), if required by the

Solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

D. It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will https://procurement.opengov.com/portal/phoenix/projects/248051 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

E. For assistance with submittals, Offerors are welcome to use the OpenGov support chat

(blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

F. Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services.

Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.15. Withdrawal of Offer

At any time prior to the Solicitation due date and time, an Offeror (or Offeror's authorized representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s Procurement Portal.

2.16. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events, through remote video and telephone conference with the link and dial-in phone number below:

Meeting Link https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m860d48b6efda83095bcbaf794a92

Join by phone:

+1-415-655-0001 US Toll

Access code:

2340 274 4597

The name of each Offeror, and the price may be read and/or viewed. Offers are not available for public inspection until after the City has posted the award recommendation on the City's

Procurement Portal.

The City will post the Offeror’s name on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/248051 within five business days of the Offer Opening. Offers are not available for public inspection until after the City has posted the Award Recommendation on the City's Procurement Portal. Once the City has reviewed the Offers, the City will post an award recommendation on the City's Procurement Portal. The City will not provide any further notification to unsuccessful Offerors.

2.17. Certificates of Insurance

Upon notification of a recommended award, prior to the commencement of any work, the Offeror must submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this Agreement. Insurance requirements are non-negotiable.

https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m860d48b6efda83095bcbaf794a924000 https://procurement.opengov.com/portal/phoenix/projects/248051

2.18. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this Solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts;

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation;

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this Solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s Solicitation. Offers do not become contracts until they are executed by the Deputy Aviation Director or Aviation Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions, and specifications of the procurement contract are contained in the Solicitation, and in any addendum or contract amendment.

2.19. Solicitation Transparency Policy

A. Commencing on the date and time a Solicitation is published, potential or actual Offerors or Respondents (including their representatives) shall only discuss matters associated with the Solicitation with the Mayor, any members of City Council, the City Manager, any

Deputy City Manager, or any department director directly associated with the Solicitation

(including in each case their assigned staff, except for the designated Procurement

Officer) at a public meeting, posted under Arizona Statutes, until the resulting Contract(s) are awarded or responses are rejected and the Solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or similar Solicitation.

B. As long as the Solicitation is not discussed, Offerors may continue to conduct business with the City and discuss business that is unrelated to the Solicitation with the City staff.

Offerors may not discuss the Solicitation with any City employees or evaluation panel members.

C. Offerors may discuss their proposal or the Solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the

Procurement Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

D. With respect to the selection of the successful Offerors, the City Manager and/or City

Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the

City Manager and/or City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

E. This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS

THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the

Solicitation is cancelled without notice of intent to re-issue.

F. “To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting

Contract(s) are awarded, or all Offers or Responses are rejected, and the Solicitation is canceled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar Solicitation. The City interprets the policy as continuing through a cancellation of a Solicitation until Council award of the Contract, as long as the

City cancels with a statement that the City will rebid the Solicitation.

2.20. Protest Process

A. Offeror may protest the contents of a Solicitation no later than seven days before the

Solicitation deadline when the protest is based on an apparent alleged mistake, impropriety, or defect in the Solicitation. Protests filed regarding the Solicitation may be addressed by an addendum to the Solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the Solicitation, cancel, or re-bid.

B. Therefore, unless otherwise notified by a formal addendum, the Protester must adhere to all Solicitation dates and deadlines, including timely filing of an Offer, regardless of filing a protest.

C. Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

D. Offeror may protest an Award Recommendation if the Offeror can establish that it had a substantial chance of being awarded the Contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement

Portal to award the Contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the Award Recommendation, with exceptions only for good cause shown, within the City’s full and final discretion.

E. All protests will be in writing, filed with the Procurement Officer identified in the Solicitation, and include the following:

1. Identification of the Solicitation number;

2. The name, address, and telephone number of the Protester;

3. A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

4. The form of relief requested; and

5. The signature of the Protester or its authorized representative.

F. The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the Contract until the protest process is complete. All protests and appeals must be submitted in accordance with the City’s Procurement Code (Phoenix City Code, Ch. 43), and any protests or appeals not submitted within the time requirements will not be considered.

Protests must be filed with the Procurement Officer.

2.21. Public Record

All Offers submitted in response to this Solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an Offeror believes that a specific section of its Response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer be treated by the Procurement Officer as confidential, provided the Offeror clearly labels the information “confidential.” To the extent necessary for the evaluation process, information marked as “confidential”, will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement

Officer will not make any information identified by the Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the Offeror in writing of any request to view any portion of its Offer marked “confidential.” The Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure. If the Offeror does not provide the

Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.22. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.23. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a Solicitation

Response, the Offeror waives any right to object now or at any future time, before any agency or body, including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified Offeror.

2.24. Performance Guarantee

Not later than the Effective Date of this Contract, Contractor shall deliver to City a Performance

Guarantee in the amount of $150,000. Contractor must maintain the Performance Guarantee for the entire Term of this Contract. The Performance Guarantee secures payment of all fees and any other amounts owed by Contractor to the City under this Contract and secures the performance of all of the Contractor’s obligations under this Contract. City will not pay interest to

Contractor on the Performance Guarantee.

A. Guarantee Instrument:

1. If the Performance Guarantee is in the form of an irrevocable standby letter of credit

(LOC), then the Contractor shall use the City’s LOC Form, attached hereto and marked Attachment L. The LOC shall be issued by either: (1) a financial institution with counters in the Phoenix metropolitan area at which the City may make draws on the LOC; or (2) a financial institution with headquarters in the United States on which

City may make telefacsimile draws. Unless the City receives a written extension of the LOC in a form acceptable to the City at least sixty (60) days before the end of the term of the LOC, the City, without notice to Contractor, may draw upon the full amount of the LOC and retain all proceeds as a cash Performance Guarantee. Any changes to the LOC required provisions must be approved in advance by the

Aviation Department Director.

2. If the Performance Guarantee is in the form of cash, Contractor shall deliver to the

City a completed Cash Deposit for Performance Guarantee Form attached hereto and marked Attachment M.

3. If the Performance Guarantee is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies.

B. Duty to Restore: The Performance Guarantee ensures the full and timely performance by Contractor of all its obligations under this Contract and is security for payment by

Contractor of all claims by City. City may draw on or make a claim against the Performance

Guarantee if Contractor breaches or fails to perform under this Contract. If City draws on or makes a claim against the Performance Guarantee, then Contractor, upon demand from City, shall replenish the Performance Guarantee to its previous amount within thirty

(30) days of City’s draw or claim.

C. Return: After the expiration or earlier termination of this Contract, City will return the

Performance Guarantee to Contractor less any fees, additional payment, or any other amount due to City.

2.25. Determining Responsiveness and Responsibility

A. Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

B. Responsiveness: Non-responsive Offers will not be considered in the evaluation process.

The Solicitation states criteria that determine responsiveness, and the Solicitation includes terms and conditions that, if included or excluded from Offers (as the case may be), will render an Offer non-responsive.

C. Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City, in its sole discretion, may instruct in writing that any Offeror remove the conditions, exceptions, reservations, or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be non-responsive.

D. Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the

Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

E. The Procurement Officer will review each Offer to determine if the Offeror is responsible.

The City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from

Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the Solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

F. The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such Offeror.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which Offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive Range.

2.28. Discussions with Offerors in the Competitive Range

A. The City will notify each Offeror whose Offer is in the Competitive Range or made the

‘short list’ and provide in writing any questions or requests for clarification to the Offeror.

Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

B. Demonstrations - Offerors in the Competitive Range may be invited to construct a hands-on sample or presentation of their solution at Aviation. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel.

2.29. Best and Final Offers (BAFO)

A. A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

B. If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the

BAFO. The City will evaluate BAFOs based on the same requirements and criteria applicable to initial Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the Solicitation as weighted, the City will then perform final scoring and prepare final rankings.

C. The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

D. The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Introduction

The City of Phoenix Aviation Department (City, Aviation) is seeking a qualified Contractor to deliver a turn-key passenger flow management system (Pax Flow System, System) at Phoenix

Sky Harbor International Airport (PHX). The Contractor will be responsible for the design, procurement, installation, programming, testing, training, commissioning, and ongoing maintenance and support for the Pax Flow System.

Initial implementation of the Pax Flow System will be at Transportation Security Administration

(TSA) security checkpoints within PHX terminals and at PHX Sky Train® (Sky Train) stations. The new Pax Flow System will replace Aviation’s current system operating at TSA Checkpoints in T3 and T4, which monitor and report real-time data to provide security checkpoint queuing wait times and passenger counts. Additionally, the System will include a people-counting feature at six (6)

Sky Train stations to capture the number of passengers boarding and offboarding trains. These

System functions are collectively referred to as the “Project”. While the Pax Flow System is expected to expand as the footprint of PHX continues to grow, such future expansion is not included in the scope of this Solicitation.

3.2. Aviation Department Representative

The Aviation Department Representative (ADR) for this Contract will be Alvin McDonnell or his designee. The ADR or his designee will coordinate all work and be the sole judge concerning acceptability and quality of work. The ADR, or his designee, will be consulted on any concerns and issues arising during the performance of this Contract.

ADR Phone Email

Alvin McDonnell 602-683-3905 alvin.mcdonnell@phoenix.gov

3.3. Project Objectives

The purpose of this Project is to enhance passenger travel experience by replacing the existing legacy TSA checkpoint wait-time monitoring system and the current Sky Train people-counting technology with a modern Pax Flow System. This updated System will allow Aviation and its stakeholders to measure, manage, and communicate passenger flow activity at the TSA security checkpoints and Sky Train stations.

To achieve this, the new Pax Flow System must accurately detect and monitor passenger queue lengths, capture passenger counts, and determine actual wait times experienced by passengers in the queues. Additionally, the System must record Sky Train boarding and offboarding activity to provide reliable data on passenger usage.

During the transition phase from the legacy system to the new System, the new Pax Flow System must be installed and operated in parallel with the existing systems. All legacy systems must remain fully operational until the new System has been completely deployed, tested, completed a successful endurance period, and received final acceptance from Aviation.

3.4. System Functional Requirements

The following are the minimum functional requirements for the Pax Flow System.

A. Passenger Detection and Monitoring

1. Use of LiDAR is preferred, however Aviation may consider a hybrid approach with

LiDAR and other non-proprietary technologies to detect and monitor passenger movements in real-time at TSA security checkpoints and Sky Train stations.

2. Contractor will recommend and provide all necessary equipment (except as noted in paragraph 4 below) for a fully functioning system at all required locations:

a. T3 TSA Checkpoint

b. T4 TSA Checkpoint A

c. T4 TSA Checkpoint B

d. T4 TSA Checkpoint C

e. T4 TSA Checkpoint D

f. 44th Street Sky Train Platform

g. East Economy Sky Train Platform

h. T4 Sky Train Platform

i. T3 Sky Train Platform

j. 24th Street Sky Train Platform

k. Rental Car Center Sky Train Platform

3. Recommended equipment must:

a. Capture data at a rate of 250ms or less

b. Deliver the position data with a maximum latency of 2 seconds

c. Deliver the position data with a precision of 50 cm or less

4. City will provide all required conduit, low voltage and data cabling and network connectivity necessary for the Project.

B. Dynamic Pax Flow Management

1. The System must dynamically detect and monitor queues that form and dissipate as part of daily operations and provide information, including but not limited to the following information:

a. queue length (i.e., number of people in the TSA checkpoint queue),

b. actual queue wait time (i.e., how long it takes for the queue to get from point A to point B),

c. estimated queue wait time, and

d. similar data.

2. The System must adapt to changes in passenger flow due to unforeseen circumstances, such as delays, cancellations, emergencies, and queue configuration changes, and allow for dynamic adjustments based on real-time conditions.

C. Queue Segmentation The System must provide information based on various segments of the same queue. For example, the length of time it takes to move in the queue from the start of the queue to the TSA Travel Document Checker (TDC) podium, from the

TDC podium to the X-ray screening station, and from the screening station to the recomposure area just after the passenger screening area. Additionally, the System must dynamically include additional passenger wait time in the overflow area in its calculations.

D. Queue Differentiation The System must dynamically detect and provide information on different queues that form concurrently in the same physical area but pertain to different operational processes. For example, the System must be able to differentiate queues for

General Boarding Lane, Special Needs/Priority, TSA Pre-Check Lane, CLEAR, PHX

Reserve, and other lines that may be allowed to form from time to time at a TSA security checkpoint. The System shall dynamically detect open and closed lanes and lane switching (e.g. TSA PreCheck vs General Boarding or blended lanes).

E. Operational Segmentation - Employees and Passengers The System must have the capability to discern between airport representatives, TSA uniformed workforce, passengers, and other populations to strengthen the accuracy of anonymized data.

F. Passenger Counts The System must be able to provide an accurate count (99.5%) of people physically present in the TSA checkpoint queues and the number of people boarding and offboarding train cars at each Sky Train station.

G. Predictive Queue and Wait Time Forecasting The System must be able to use historical information, real-time queue and passenger flow information, and other sources of data

(e.g., flight information) to predict queue lengths, wait times and passenger activity levels in specific parts of PHX. For example, the System must be able to provide an estimated wait time at a TSA Security Checkpoint based on historical wait times, current wait times, projected passenger volumes, number of individuals in line, line speeds, projected flight activity, and TSA staffing models and checkpoint processing rates.

H. Alerts Based on Service Level Thresholds Upon reaching preset thresholds for wait times and queue lengths, the System must be able to notify stakeholders via a dashboard, email, and text alerts to enhance Aviation’s ability to allocate its resources based on real-time needs. The Pax Flow System must have the capability to provide customizable alert notifications. The System shall detect abnormal activity (e.g. sudden crowd surges). The

System shall also alert airport personnel.

I. Expansion and Scalability

1. The Pax Flow System must be capable of scaling additional operational areas across the current footprint of PHX, including, but not limited to, ticket counters, concessions, baggage drop-off, airline lounges, terminal curbsides, airport roadways, gate hold areas, restrooms, and aprons without requiring any system architecture changes.

2. The System must also support expansion into other passenger and operational areas, such as pedestrian walkways, employee access points, commercial and retail queuing areas, and perimeter fence monitoring to enhance both passenger experience and security.

3. The Pax Flow System must be designed for modular scalability, enabling capacity expansion without proportional cost increases.

4. The System proposed must include architectures that optimize resource utilization and minimize incremental costs as demand grows.

5. The Pax Flow System must be flexible and easily adapt as queue configurations are changed, for example, a TSA checkpoint lane layout changes.

J. IntegrationThe System must provide a fully functional application programming interface

(API) that enables the retrieval of operational data. This API must support seamless integration with other airport operational systems and third-party platforms through standardized protocols or an integration platform. Additionally, the Pax Flow System must allow ingestion of data into an enterprise data warehouse to support analytics and reporting.

K. Configurable and DynamicThe System must be highly configurable and flexible so

Aviation and its stakeholders can understand, visualize, and manage passenger flow and queueing in multiple ways. The Pax Flow System must support a variety of operational perspectives. For example, terminal operations staff may need to review passenger flow data to determine queue lengths, wait times, and train passenger counts during peak periods such as holidays or special events. The System shall provide an operator toolkit to define, visualize, and adjust queue entry and exit boundaries.

L. Technology Capabilities

1. The System must be able to collect, transmit and store high volumes of passenger data traffic. The System also must use either on-premises, cloud, or hybrid infrastructure for storage, processing, and delivery of passenger flow analytics.

2. The System must be capable of differentiating and monitoring data for large volumes of passengers simultaneously, especially during peak times, such as holidays or special events.

3. The System must be able to integrate with airport business intelligence platforms, data warehouses or other data stores, if needed to share data analytics and insights.

M. Reporting / Dashboard

1. Minimum Requirements for System Reporting and Dashboard Capabilities

a. Ad hoc reporting: The Pax Flow System must provide robust ad hoc reporting tools that allow…