RFP_FCA_&_Asset_Management_Services.pdf

REQUEST FOR PROPOSALS

FACILITIES CONDITION

ASSESSMENT (FCA) AND ASSET

MANAGEMENT SERVICES FOR

SACRAMENTO COUNTY

DEPARTMENT OF AIRPORTS

Proposals Due:

Tuesday, September 8, 2026

12 P.M. Pacific Time

Request for Proposals Facilities Condition Assessment (FCA) & Asset Management Services

TABLE OF CONTENTS

I. SUMMARY AND BACKGROUND

II. PURPOSE AND OBJECTIVES

III. ANTICIPATED SCOPE OF SERVICES

IV. TERM AND EFFECTIVE DATE OF THE AGREEMENT

V. HOW TO OBTAIN A COPY OF THIS RFP

VI. DEADLINE AND PROPOSAL SUBMISSION

VII. MANDATORY VIRTUAL PRE-PROPOSAL CONFERENCE

VIII. FORMAT OF PROPOSAL

IX. MINIMUM QUALIFICATIONS

X. STATEMENT OF QUALIFICATIONS

XI. FEE STRUCTURE, PROPOSAL COST, AND SCOPE

XII. REFERENCES

XIII. RFP TIMELINE

XIV. EVALUATION OF PROPOSALS

XV. QUESTIONS

XVI. BACKGROUND CHECKS

XVII. CONDITIONS

XVIII.NEGOTIATION OF AGREEMENT

Attachments:

1. Sample Agreement for Facilities Condition Assessment (FCA) & Asset

Management Services for Sacramento County Department of Airports

2. FAA General Contract Provisions for Solicitations

3. County of Sacramento Contractor Certification of Compliance Form

4. Contractor Identification Form

Tuesday, July 7, 2026

TO: Prospective Service Providers

FROM: William Wallace

Administrative Services Officer II Sacramento County Department of Airports

SUBJECT: Sacramento County Department of Airports Facilities Condition Assessment (FCA) and Asset Management Services

I. SUMMARY AND BACKGROUND

The County of Sacramento (County) owns and/or operates four airports in Sacramento County, including Sacramento International Airport (SMF or Airport), Mather Airport (MHR), Sacramento Executive Airport (SAC), and Franklin Field (F72) through the Department of Airports (SCDA or Department). SCDA is issuing this Request for Proposals (RFP) to solicit proposals from qualified firms to provide comprehensive Airport Facilities Condition Assessment (FCA) and Asset Management Services across its airport system. SCDA is seeking professional services to perform an Airport Facilities Condition Assessment (FCA) and provide related Asset Management Services across its airport system.

The intent of this effort is to establish a reliable, decision-ready baseline of facility condition, asset lifecycle status, risk, and reinvestment needs across SMF, MHR, SAC, and F72. The services described in this RFP will support SCDA’s maintenance planning, Critical Equipment Replacement Program (CERP), and phased capital planning for short-term (0 to 5 years), mid-term (5 to 10 years), and long-term (10 to 20 years) priorities.

A key outcome of this engagement is the delivery of accurate, structured asset and condition data that is fully compatible with SCDA’s enterprise platforms, including ProDIGIQ Asset Management System (AMS) and ProDIGIQ Computerized Maintenance Management System (CMMS). The data must support consistent asset hierarchies, condition scoring, and lifecycle modeling. The data must also align with SCDA’s existing ProDIGIQ AMS QR-code/barcode generation and asset identification standards, enabling scan-to-asset linkage for inspections, preventive maintenance, and work order history.

II. PURPOSE AND OBJECTIVES

The primary objectives of this RFP are to:

a) Provide a comprehensive and standardized evaluation of SCDA-owned facilities, infrastructure, and asset groups across the airport system.

b) Identify physical deficiencies, performance gaps, and deferred maintenance items, including conditions that may materially affect safety, operations, compliance, or lifecycle performance.

c) Establish Estimated Useful Life (EUL) and Remaining Useful Life (RUL) for major building systems and in scope assets to support renewal and replacement planning.

d) Prioritize repair, replacement, modernization, and resiliency needs using condition and risk-based methods that support SCDA operational priorities and lifecycle decision-making.

e) Prepare capital planning outputs with detailed cost estimates, segmented into near-term (0 to 5 years), mid-term (5 to 10 years), and long-term (10 to 20 years) timelines.

f) Enable informed decision-making and long-range capital planning that aligns with SCDA maintenance strategies, operational priorities, and the Critical Equipment Replacement Program (CERP).

g) Deliver import-ready datasets, hierarchies, and supporting documentation for integration into ProDIGIQ AMS and CMMS modules, consistent with SCDA data standards and controlled vocabularies.

h) Provide analytics that support preventive maintenance program optimization, asset lifecycle planning, and budget development.

i) Conduct life cycle cost analysis (LCCA) for major systems and asset groups, as directed by SCDA, including evaluation of renewal versus replacement alternatives where applicable.

j) Evaluate asset management data standards and readiness in terms of data quality, governance, and long-term usability of FCA outputs.

Provide recommendations to enhance SCDA’s capability to maintain accurate records over time.

SCDA intends for the FCA to provide consistent analytics regarding the condition and value of facility assets to enable fact-based decision-making for operational improvements, facility management, and preventive maintenance (PM) programs and budgets. The FCA is also intended to serve as a capital planning tool by providing the supporting data necessary to develop business cases for capital maintenance, renewal, or replacement, ensuring facility management needs are identified, prioritized, planned, and budgeted in a timely manner.

III. ANTICIPATED SCOPE OF SERVICES

This Section III is intended to provide information adequate to guide Proposers in developing an approach that reflects the operational complexity of an airport environment and provides consistent, scalable information for long-term asset stewardship. The anticipated scope of services described herein define the minimum requirements, expected approach, and deliverables for a comprehensive and standardized evaluation of SCDA-owned facilities, infrastructure, and physical assets. For purposes of this section III, the successful Proposer will be referred to as

“CONRACTOR.”

Facilities in Scope and Reference Data

This RFP is intended to cover SCDA-owned facilities and associated assets across the airport system, including:

• SMF

• MHR

• SAC

• F72

Facilities may include, but are not limited to terminals, concourses, office and administrative buildings, maintenance buildings, ARFF facilities, tenant-occupied SCDA-owned buildings, hangars, support structures, utility and equipment rooms, and other SCDA-owned structures and site elements, as defined in the approved scope list.

SCDA will provide CONRACTOR a reference facility and building list and related information (the “SCDA Reference Dataset”)for planning, scoping, field execution, and data integration purposes. The SCDA Reference Dataset will be attached to the agreement that is anticipated to be awarded pursuant to this RFP, a sample of which is enclosed as Attachment 1. The final list of facilities to be included in the FCA shall be confirmed by SCDA in writing following contract execution at or after project kickoff. SCDA reserves the right to add, remove, or modify facilities in scope based on ownership, access, operational constraints, demolition status, or other program needs throughout the term of the agreement.

SCDA-Provided Reference Data and Data Validation

Owner-furnished information, including the SCDA Reference Dataset, may contain incomplete, outdated, or inaccurate information, including but not limited to estimated square footage, address formatting, building descriptions, year built, number of stories, airport assignment, and facility status fields. The CONRACTOR shall validate owner-furnished information through records review and field verification and shall not rely solely on owner-furnished information to develop inventory, condition, lifecycle, cost, prioritization, or capital planning outputs. Discrepancies between owner-furnished information, record documentation, and field conditions shall be documented, reconciled, and reflected in the CONRACTOR’s deliverables consistent with this Statement of Work.

The CONRACTOR shall validate and correct facility and building master data as part of the services to be provided under this RFP and shall deliver a SCDA Facility and Building Master Dataset that reflects field-verified and record-validated information as described in this Statement of Work. At a minimum, the SCDA Facility and Building Master Dataset shall include:

facility ID, facility name, airport assignment, physical address or descriptive location (as applicable), building or facility description and primary use, site description, estimated gross square footage with basis of measurement, number of stories, year built, known major renovation years (if available), and facility status.

The CONRACTOR shall maintain an auditable change log documenting all updates to SCDA-provided reference data, including original values, corrected values, date of change, and the basis for correction (field verification, record source, or SCDA confirmation). Where information cannot be validated despite reasonable efforts, the CONRACTOR shall flag the field as unverified, document the limitation, and identify recommended next steps to resolve the data gap.

Scope of Work

The following scope of work outlines the anticipated tasks and deliverables associated with this project. It is intended to provide a general framework for the services required; however, it is not intended to be all-inclusive.

Proposers are encouraged to review the scope carefully and, where appropriate, suggest additional tasks, methods, or enhancements that would support successful completion of the project. Any such recommendations shall be clearly identified and justified in the proposal.

The breadth, depth, and complexity of the scope of work will vary by site and facility type and may include, as applicable, the overarching disciplines of General Civil, Survey, Structural, Landscape, Mechanical, Plumbing, Electrical, and Energy.

Task 1 | FCA Planning, Coordination, and Work Plan Development

a) Project management meetings: The CONRACTOR shall conduct an initial project kickoff meeting and facilitate recurring project coordination meetings (weekly or biweekly, as directed by SCDA).

The CONRACTOR shall distribute agendas in advance and provide written meeting notes or minutes within three (3) business days after each meeting. Meeting documentation shall capture key discussions, decisions, action items, responsible parties, and due dates. The CONRACTOR shall maintain and update a project action item log and decision log throughout the project.

b) Planning coordination with SCDA: The CONRACTOR shall collaborate with SCDA staff to confirm the FCA scope, objectives, technical approach, deliverables, roles and responsibilities, schedule assumptions, and expectations for project execution, quality control, and reporting.

c) Kickoff meeting and special presentations: The CONRACTOR shall organize and conduct an initial kickoff meeting to bring together key stakeholders, including representatives of SCDA and airport tenants, as required. The kickoff meeting shall be held at a location selected by SCDA. Prior to and/or as part of the kickoff process, the CONRACTOR shall meet with appropriate SCDA personnel to confirm and standardize the preferred project organization, airport site and facility nomenclature, and building and asset hierarchy conventions to be used consistently throughout the project.

d) Facility confirmation and access planning: The CONRACTOR shall confirm facility locations, facility types, sizes, intended uses, access requirements, and security constraints across SMF, MHR, SAC, and F72. The CONRACTOR shall incorporate these conditions into the FCA Work Plan and field execution schedule.

e) Badging and escorting: CONRACTOR’s personnel who require access to secured or restricted airport areas shall obtain required airport badges and complete all required security training prior to performing any work in secured or restricted areas. SCDA may authorize the CONRACTOR to proceed with project planning, coordination, and badging activities upon award or notice of intent to award; however, field work in secured areas shall not begin until all applicable badging, training, and escorting requirements are satisfied, unless otherwise approved in writing by SCDA. After completing all required security training and satisfying SCDA escorting requirements, properly badged staff may provide escort services, when authorized, in accordance with all applicable SCDA regulations, policies, and procedures.

f) Review of existing information: The CONRACTOR shall review and leverage available existing information, including record drawings, as-builts, prior studies and assessments, O&M manuals, maintenance logs, work order histories, existing asset inventories, and other available reference documentation provided by SCDA.

g) Data collection parameters and condition rating framework:

The CONRACTOR shall define data collection parameters and condition rating criteria aligned with ASTM E2018 as a baseline framework, supplemented by SCDA-defined asset inventory, lifecycle, and integration requirements, and mapped to Uniformat II and SCDA’s configured ProDIGIQ AMS and CMMS asset schemas, data standards, and import requirements.

h) Standards and compliance alignment: The CONRACTOR shall confirm that assessment standards, rating criteria, and deficiency classifications are aligned with ASTM E2018 as a baseline framework, supplemented by SCDA-defined asset inventory, lifecycle, and integration requirements, and are also consistent with Uniformat II, SCDA’s ProDIGIQ configuration, applicable ADA requirements, and current federal, state, and local building and construction codes.

i) Naming conventions and asset identification standards: The

CONRACTOR shall establish standardized naming conventions, asset hierarchies, photo and GIS metadata requirements, and unique asset identification conventions suitable for import into ProDIGIQ and for consistent reporting across all airports.

j) Develop SCDA Asset Data Dictionary (SCDA-owned standard):

The CONRACTOR shall develop and submit an SCDA Asset Data Dictionary to govern FCA data capture and ProDIGIQ AMS and CMMS integration. At a minimum, the SCDA Asset Data Dictionary shall:

a. define required asset attributes, including field name, definition, data type and format, units of measure, required or optional designation, allowed values and controlled vocabularies, and validation rules;

b. define asset hierarchy structure(s) and location structure(s) to support consistent asset placement and reporting across SMF, MHR, SAC, and F72;

c. specify Uniformat II classification fields, including codes and element descriptions, as applicable, to be captured and maintained;

d. align with SCDA’s ProDIGIQ import templates and configured asset schema, including required import fields and relationships; and

e. be reviewed with SCDA and finalized based on SCDA comments prior to full-scale field data collection and final dataset production.

k) Asset Data Dictionary governance and version control: SCDA and the CONRACTOR shall conduct working sessions to develop and finalize the SCDA Asset Data Dictionary prior to full-scale field data collection. The CONRACTOR shall document decisions, controlled vocabularies, validation rules, required Uniformat II classification fields, and related data governance standards, and shall maintain version control throughout the engagement.

l) FCA Work Plan and assessment schedule: The CONRACTOR shall develop and submit a final FCA Work Plan and Assessment Schedule that includes stakeholder coordination, facility access planning, airside safety protocols, sequencing, and phasing to minimize operational disruption and avoid impacts to critical and secure operations.

m) QA/QC plan: The CONRACTOR shall develop and implement a project-specific QA/QC plan covering field data collection, condition scoring, lifecycle modeling, cost estimating, data validation, and ProDIGIQ data formatting. The plan shall define review checkpoints, validation methods, error detection procedures, and correction protocols.

n) Stakeholder coordination: The CONRACTOR shall develop and maintain a stakeholder matrix and communications plan identifying key internal and external stakeholders, including Operations, Maintenance, IT/GIS, Safety/Security, tenants, and airlines, as applicable, together with required access windows and coordination needs. The CONRACTOR shall conduct site coordination meetings and site walks with SCDA-designated stakeholders, as needed, to confirm scope boundaries, operational constraints, and site-specific considerations.

o) Monthly status report: The CONRACTOR shall provide a monthly status report summarizing schedule status, progress by task, risks and issues, decisions needed from SCDA, upcoming activities, and a deliverable look-ahead.

Task 2 | On-Site Facility and Building Systems Condition Assessment

The CONRACTOR shall perform a comprehensive, on-site, visual Facility Condition Assessment (FCA) for all SCDA-owned facilities included in the SCDA approved scope list. This task includes a walk-through survey, field data collection, and documentation of observed physical conditions and deficiencies for building and site systems. The work under this task shall produce field-verified condition information and supporting evidence (photos, location references, nameplate data, and observations) suitable for lifecycle modeling, conceptual cost development, prioritization, and ProDIGIQ AMS and CMMS data import under subsequent tasks.

General Requirements

1. Visual assessment only. The assessment shall be non-destructive and visual in nature. No destructive testing, invasive probing, core sampling, or removal of building elements shall be performed unless specifically authorized in writing by SCDA.

2. Operational, safety, and security constraints. The

CONRACTOR shall plan and conduct field work to minimize impacts to airport operations, tenant activities, and maintenance work.

The CONRACTOR shall comply with all SCDA safety requirements, security requirements, escort requirements, badging requirements, and access protocols. The CONRACTOR shall coordinate access to restricted areas through SCDA.

3. Standardized classification. The CONRACTOR shall classify building elements and related sitework using ASTM E1557 Uniformat II, or an SCDA approved crosswalk that maps to Uniformat II categories. Where asset classes do not align cleanly to Uniformat II, the CONRACTOR shall apply SCDA approved taxonomy and document the crosswalk.

4. Consistent rating approach. The CONRACTOR shall apply consistent condition rating practices across facilities. Condition observations and ratings shall be supported by written narrative and photo documentation sufficient to substantiate conclusions.

5. Coordination and access planning. The CONRACTOR shall coordinate field schedules, access needs, and escort requirements with SCDA. The CONRACTOR shall provide advance notice of access requests for equipment rooms, roofs, secured areas, and tenant spaces, as directed by SCDA.

6. Field team qualifications. The CONRACTOR shall staff field teams with qualified personnel experienced in airport facilities assessments and building system evaluations. Discipline leads shall be available to support field teams as needed for complex systems or specialized equipment.

Minimum Coverage and Sampling Requirements

Unless otherwise approved in writing by SCDA, the following minimum coverage requirements apply:

a) Facility coverage. One hundred percent (100%) of facilities in the SCDA approved scope shall be visited and assessed.

b) Critical systems coverage. For each facility, the CONRACTOR shall assess one hundred percent of the following systems present, as applicable: roofs and roof drainage; primary electrical service and distribution; primary HVAC equipment and controls;

fire alarm and fire suppression systems; domestic water distribution; sanitary and storm drainage systems serving the facility; and security and access control head-end equipment serving the facility.

c) Asset level inventory coverage. For asset classes designated by SCDA as in scope for inventory and tagging, the CONRACTOR shall inventory and collect nameplate and attribute data for one hundred percent of assets above the SCDA defined capitalization or criticality threshold and for one hundred percent of assets that directly support life safety, security, airfield operations, passenger processing, or continuity of operations.

d) Sampling only where allowed. Where one hundred percent asset level inventory is not required by SCDA, any proposed sampling approach shall be explicitly described in the proposal and is subject to SCDA approval. Sampling shall not be used for life safety systems, security systems, code driven systems, or assets designated as critical by SCDA. For any sampled element, the CONRACTOR shall document the sampling methodology, sample size, rationale, and how findings will be extrapolated, including limitations.

e) Traceability. Each deficiency and recommendation shall be traceable to a specific facility, location, system or component, and observed condition, and shall include at minimum: a unique deficiency ID, location reference (room or area and, where available, a GIS reference), photo reference, condition rating, recommended action, priority or criticality, and the basis for the recommended timing.

Walk-through Survey and Systems to be Assessed

The CONRACTOR shall conduct in-person, system-by-system assessments including, at a minimum, the following building and site elements, as applicable to each facility:

1. Exterior enclosure and sitework. Roof systems, roof drainage, exterior walls, doors, windows, coatings, sealants, and observable structural conditions. Include exterior lighting and related site elements immediately serving the facility, where relevant to facility condition and access.

2. Interior architectural components. Floors, walls, ceilings, finishes, restrooms, corridors, public areas, back-of-house areas, and building support spaces.

3. Mechanical systems. HVAC equipment and distribution, ventilation systems, packaged units, exhaust systems, hydronic systems where present, controls interfaces that are observable, and mechanical room conditions.

4. Electrical systems. Service entrance equipment, switchgear, panels, distribution, UPS interfaces where present, emergency power interfaces where present, lighting systems, and electrical room conditions.

5. Plumbing systems. Domestic water systems, hot water generation, fixtures, pumps where present, sanitary and storm components that are accessible and observable, and plumbing room conditions.

6. Fire and life safety systems. Fire alarm components that are accessible and observable, sprinkler and suppression components, standpipes where present, emergency egress lighting and exit signage, and general life safety observations.

7. Passenger conveyance systems. Elevators, escalators, moving walkways, lifts, and associated equipment rooms where present, limited to observable condition and available records.

8. Specialty or airport support systems. Where present and within scope as directed by SCDA, the CONRACTOR shall document observable condition and key attributes for facility supporting systems such as access control infrastructure, communications closets, paging support rooms, CCTV head-end equipment rooms, and other facility supporting systems that SCDA identifies as in scope.

9. Specialized airport systems. Where present and within scope as directed by SCDA, the CONRACTOR shall coordinate with SCDA and applicable system vendors to validate condition findings and recommended actions for specialized airport systems. Specialized airport systems may include, but are not limited to, baggage handling systems (BHS) and passenger boarding bridges (PBB).

Assessment of these systems shall be based on observable conditions, available records, and vendor input, and shall not include destructive testing unless authorized in writing by SCDA.

Field Data Collection Requirements

The CONRACTOR shall collect and record field data at a level sufficient to support condition rating, lifecycle modeling, conceptual cost estimating, and capital planning, and to enable ProDIGIQ import readiness.

Facility and Building Master Data Verification. As part of the on-site assessment, the CONRACTOR shall verify and, where needed, correct SCDA facility and building master data for each facility in scope.

The CONRACTOR shall field-verify and record master data sufficient to support SCDA reporting and linkage to the asset inventory, condition dataset, and ProDIGIQ import structure.

Square footage definition. Unless otherwise directed by SCDA in writing, estimated gross square footage shall mean gross floor area measured to the exterior face of exterior walls for enclosed structures.

Where records are unavailable or facilities are irregular or partially enclosed, the CONRACTOR shall document the measurement method and assumptions used.

At a minimum, field data shall include:

1. Facility and location identification. Facility ID, airport assignment, facility name, and location references necessary to support SCDA hierarchy requirements (building, floor, area, room, zone, or other SCDA-defined structure). Where GIS references are available or collected, include them as directed by SCDA.

2. Asset identification and attributes. Asset description, manufacturer, model, serial number, capacity or rating, fuel type where applicable, estimated installation year when available, and other SCDA required attributes for the applicable asset class.

3. Observed condition and deficiency notes. Clear descriptions of observed conditions, symptoms, and deficiencies, including evidence supporting the condition rating and recommended action.

4. Photo documentation. Photos sufficient to support condition conclusions and to verify asset identification and observed deficiencies. Photos shall be linked to the correct facility and to the correct asset or deficiency record.

5. Preliminary condition ratings. Condition information necessary to support SCDA defined rating schema and Uniformat II classification or SCDA approved crosswalk.

6. Access constraints and assumptions. Documentation of any areas not accessed, reasons for limited access, and any assumptions that affect observations or conclusions.

7. Facility and building master record fields. For each facility in scope, the CONRACTOR shall provide a facility-level master record including, at minimum: facility ID, facility name, airport assignment, physical address or descriptive location (as applicable), building or facility description and primary use, site description, estimated gross square footage with basis of measurement, number of stories, year built and known major renovation years (if available), and facility status.

8. Vendor coordination documentation. Where SCDA directs coordination with contracted vendors for specialized systems, the CONRACTOR shall document the coordination performed, the inputs received, and any limitations on access or inspection.

Vendor inputs shall be traceable to the applicable facility, system, and recommended action.

Deficiency Identification and Documentation

For purposes of this task, physical deficiency means the presence of conspicuous defects or material deferred maintenance of facility systems, components, or equipment as observed during the walk-through survey. This includes equipment that has exceeded its useful life, is functionally obsolete, or is not reasonably repairable and requires replacement. This definition excludes deficiencies that may be remedied with routine maintenance, miscellaneous minor repairs, normal operating maintenance, and de minimis conditions that generally do not present material physical deficiencies.

The CONRACTOR shall document deficiencies in a manner that supports subsequent capital planning and dataset development. Each deficiency record shall include, at minimum:

1. Unique deficiency ID

2. Facility ID and facility name

3. Airport and location reference (area, room, zone, or other SCDA defined reference)

4. System or asset association

5. Uniformat II classification or SCDA approved crosswalk category

6. Condition rating and narrative basis

7. Recommended corrective action type (repair, replace, renew, further investigate, monitor)

8. Priority and criticality flag as applicable

9. Supporting photo references

10. Access constraints or assumptions affecting the assessment

Immediate Safety or Operational Risk Notifications

If the CONRACTOR identifies conditions that appear to pose an immediate safety risk, an immediate operational risk, or a condition that may lead to near-term service interruption, the CONRACTOR shall notify SCDA in accordance with the notification timeframes defined in Section III Subheading “Task 2 Deliverables”, Deliverables 3a and 3b. Such notifications shall be documented in an Immediate Issue Log that includes facility, location, description, photo reference, and recommended short-term mitigation actions.

O&M Findings Log for Routine Maintenance Items

The CONRACTOR shall maintain a separate Operations and Maintenance (O&M) Findings Log for items determined to be routine maintenance or minor repair and suitable for CMMS work order generation. The O&M Findings Log shall be separate from the capital renewal project list and shall include, at minimum: facility, location, issue description, recommended maintenance action, and urgency.

Task 2 Deliverables

The CONRACTOR shall provide the following Task 2 deliverables in formats approved by SCDA:

1. Field Assessment Plan and Schedule. Facility by facility field schedule including access needs, escort needs, and anticipated equipment room or roof access requirements.

2. Field Data Capture Outputs. On-site collected data including photos, location references, nameplate data, and condition observations aligned to SCDA data standards and Uniformat II classification requirements.

3. Immediate Issue Log. A log of any conditions identified as immediate safety or operational concerns, submitted promptly per SCDA direction.

3a. Definition of “promptly.” For purposes of Deliverable 3

(Immediate Issue Log), “promptly” means the following timeframes from discovery of the condition:

i. Immediate Safety Risk: verbal notification to SCDA as soon as discovered and no later than 1 hour after discovery (phone call to the SCDA-designated Point of Contact and, if after-hours, the SCDA on-call contact or Airport Operations Center as directed by SCDA), followed by written email confirmation within 4 hours including facility, location, description, photo reference(s), and recommended short-term mitigation.

ii. Immediate Operational Risk or near-term service interruption: verbal or email notification to SCDA within 4 hours of discovery during business hours, or by 9:00 AM the next business day if discovered after-hours, followed by written details including photos and recommended mitigation as part of the notification or immediately thereafter.

iii. Immediate Issue Log submission: entry added to the Immediate Issue Log within 24 hours of discovery, with updates (status, SCDA direction received, and any interim mitigation actions) within 2 business days or sooner if conditions change.

iv. SCDA direction: SCDA may direct shorter notification timeframes or specific notification channels for certain facilities, systems, or security-sensitive locations.

3b. Definition of “business hours.” “Business hours” means

Monday through Friday, 8:00 AM to 5:00 PM local time, excluding County holidays, unless SCDA directs otherwise.

4. O&M Findings Log. A separate routine maintenance log suitable for CMMS work order review and creation.

5. Field Progress Summary. Progress tracking identifying facilities visited, major spaces assessed, access constraints, and follow up needs, provided at a frequency directed by SCDA.

6. Field Notes and Assumptions Register. A consolidated register of key assumptions, limitations, and access restrictions that may affect subsequent analysis, lifecycle modeling, or cost estimating.

Asset Tagging Field Installation

Where asset tagging is included in the scope as directed by SCDA, the CONRACTOR shall furnish, generate (as applicable), print, and install durable asset tags on in-scope assets in accordance with SCDA direction and the manufacturer’s installation requirements. Tags may include QR codes, barcodes, and human-readable text, as specified by SCDA.

a) Tag placement and installation standards. The CONRACTOR shall coordinate with SCDA to confirm tag placement rules by asset class, including visibility, accessibility, safety considerations, and avoidance of high heat, high wear, or high impact locations. The CONRACTOR shall install tags using materials suitable for the installation environment (indoor, outdoor, equipment rooms, roof areas) and consistent with expected service life.

b) Field validation and documentation. For each installed tag, the

CONRACTOR shall: (1) record the tag value exactly as printed, (2) associate the tag to the correct facility, location, and asset record,

(3) perform scan verification in the field, and (4) document installation with photo evidence where required by SCDA. The CONRACTOR shall correct mis-tags, unreadable tags, or placement issues and shall maintain a punch list of exceptions until resolved.

c) ProDIGIQ QR code encoding and environment requirements. For

SCDA’s ProDIGIQ AMS, QR codes generated by the system encode an asset-specific URL tied to the system-generated ProDIGIQ Asset ID. The encoded value is not user-configurable. URLs are stable within a given environment; however, test portal URLs differ from production portal URLs. QR labels intended for long-term operational use shall be generated from the production environment after SCDA confirms the final ProDIGIQ asset records and Asset IDs. QR labels produced for pilot or testing purposes shall be treated as temporary and replaced with production-generated labels prior to final acceptance unless SCDA directs otherwise in writing.

d) Non-ProDIGIQ user scan experience. Scanning a ProDIGIQ-generated QR code routes the user to an asset-specific webpage.

Users with appropriate ProDIGIQ access and permissions can view asset information and submit Work Requests and Work Orders.

Users without ProDIGIQ access may be able to submit Work Requests as permitted by SCDA configuration. The CONRACTOR shall coordinate with SCDA to confirm the intended scan experience and incorporate any constraints into field validation procedures.

e) SCDA branding and label format. Where directed by SCDA, asset tags shall include SCDA branding (for example, SCDA logo and a standardized label format) to clearly identify SCDA-owned assets and differentiate SCDA tags from other QR codes in the field.

Branding shall not interfere with QR code readability or scan performance. The CONRACTOR shall provide a sample label layout for SCDA review prior to production printing and shall verify scan performance after printing and installation.

Task 3 | Analysis of FCA Information, Condition Rating, Lifecycle Modeling, and Costing

a) Evaluate and assign condition ratings to each system and component using a scale compatible with SCDA’s ProDIGIQ configuration.

b) Calculate facility-level and component-level metrics including Facility

Condition Index (FCI), Overall Condition Index (OCI), Current Replacement Value (CRV), and risk scores using Likelihood of Failure (LoF) and Consequence of Failure (CoF).

c) Establish Estimated Useful Life (EUL) and Remaining Useful Life (RUL) for major systems and assets and develop lifecycle forecasts for 5-year, 10-year, and 20-year planning horizons.

d) Categorize deficiencies by criticality: Immediate (Year 1), Short-Term (Years 2 to 5), Mid-Term (Years 6 to 10), and Long-Term (Years 11 to 20).

e) Prepare detailed cost estimates for all identified repairs, replacements, and upgrades using appropriate industry cost references, including regional adjustments and escalation to Year of Expenditure.

Cost estimating standards and basis of estimate. The CONRACTOR shall develop conceptual cost estimates using a documented, industry-recognized cost source and methodology suitable for public-sector capital planning (for example RSMeans or equivalent), with appropriate local and regional adjustment factors. For each recommended project, the CONRACTOR shall provide a basis of estimate that identifies quantities and assumptions, unit costs and sources, escalation to Year of Expenditure, and any material scope assumptions or exclusions.

a) Include soft costs (design, permitting, environmental, testing, construction management), contingencies, and inflation assumptions for capital planning outputs, as applicable to asset class and project type.

b) Perform Life-Cycle Cost Analysis (LCCA) for representative major assets and systems to support risk-based capital planning. LCCA shall incorporate initial cost, O&M cost, energy cost, renewal or overhaul, expected service life, and end-of-life replacement, escalated to Year of Expenditure.

c) Where available, use SCDA-provided maintenance and work order history and cost information to validate lifecycle assumptions and inform LCCA inputs (for example maintenance burden, replacement timing, and recurring corrective maintenance indicators).

Task 4 | Facility FCA Summary Reports and Phased Capital Planning

Prepare facility condition assessment (FCA) summary reports or memos for each assessed facility and develop structured, phased capital planning outputs aligned with the Sacramento County Department of Airports’ Capital Improvement Plan (CIP), Maintenance and Operations (M&O) capital renewal priorities, and Critical Equipment Replacement Program (CERP). Capital planning recommendations shall be supported by life-cycle cost analysis (LCCA) demonstrating the long-term financial implications of repair versus replacement strategies.

Facility and capital planning outputs shall include, at a minimum:

• Facility-specific FCA summaries including building overview, systems evaluated, notable findings, condition ratings, FCI, risk considerations, and prioritized recommendations.

• Identify needs based on the following planning horizons:

o Short-Term (0 to 5 years): prepare a detailed 5-year plan.

o Mid-Term (5 to 10 years): prepare a 5 to 10 year renewal and replacement plan.

o Long-Term (10 to 20 years): prepare a 10 to 20 year reinvestment plan.

Five-Year Plan requirements:

• Include a project charter for each project identified in the 5-year plan.

• Provide Year-of-Expenditure cost breakdowns for each project, including soft costs, contingencies, and assumptions.

Five-to-Ten-Year Plan requirements:

• Include anticipated work descriptions and Year-of-Expenditure cost projections by project year.

• Include assumed routine maintenance requirements and costs by year, where applicable.

Ten-to-Twenty-Year Plan requirements:

• Include major renewal and replacement work descriptions and approximate Year-of-Expenditure cost projections by project year.

• Identify modernization, resiliency, and sustainability opportunities where applicable.

Task 5 | Migration and Integration of Data into ProDIGIQ AMS/CMMS

a) Data formatting for ProDIGIQ. The CONRACTOR shall format all collected FCA, facility, and asset data in a structure compatible with SCDA’s ProDIGIQ AMS and CMMS environment and applicable SCDA data standards. Deliverables shall be provided in SCDA-approved import templates and file formats (for example, Excel and CSV) and shall include required fields, controlled values, naming conventions, and hierarchy references needed for successful import.

b) Data migration staging and sequencing. The CONRACTOR shall propose a logical sequencing approach for validation and migration of facilities, locations, assets, tags, attributes, condition records, and associated photos or attachments to support orderly testing and import into ProDIGIQ.

c) Field and template mapping. The CONRACTOR shall map asset fields, hierarchies, condition attributes, Uniformat II classifications, cost fields, and supporting metadata to SCDA’s configured ProDIGIQ schemas. The CONRACTOR shall document all mappings, transformations, calculations, and assumptions, including how field-collected attributes translate into ProDIGIQ fields and any normalization applied (for example, standardized manufacturer names, model naming conventions, and units of measure).

d) Asset hierarchy alignment. The CONRACTOR shall align facility and location hierarchies to SCDA direction (facility, building, area, room, zone, or other SCDA-defined structure) to support consistent navigation, reporting, and downstream CMMS workflows. Where

SCDA provides existing hierarchy standards or location identifiers, the CONRACTOR shall reconcile field observations to those standards and document discrepancies.

e) Asset Tag Data Linkage and Validation. The CONRACTOR shall maintain an import-ready tag registry that links each installed tag to the correct ProDIGIQ asset record. The CONRACTOR shall perform QA/QC verification of all tag-to-asset mappings, including scan testing in the field and reconciliation of duplicates, mis-tags, damaged tags, or unreadable tags. At a minimum, the tag registry shall include: facility ID, facility name, airport assignment, location reference, asset name, asset type or class, ProDIGIQ Asset ID, tag value as printed, installation date, and scan verification status.

f) QR code linkage and environment controls. For ProDIGIQ AMS, QR codes encode an asset-specific URL tied to the system-generated ProDIGIQ Asset ID, and the encoded value is not user-configurable.

The CONRACTOR shall coordinate with SCDA to ensure QR codes intended for long-term operational use are generated from the production environment after SCDA confirms the final ProDIGIQ asset records and Asset IDs. Because test portal URLs differ from production portal URLs, any test-generated labels shall be treated as temporary unless SCDA directs otherwise in writing. Where directed by SCDA, the CONRACTOR shall capture the production asset URL encoded in the QR code in the tag registry to support validation, troubleshooting, and future replacement tagging.

g) Branding and label standardization. Where SCDA requires branded labels, the CONRACTOR shall reflect the approved label format in the tag registry and installation documentation (for example, label type, size, and standard layout identifier) and shall ensure the branding does not reduce scan reliability. The CONRACTOR shall confirm that branded label formats remain compatible with SCDA’s long-term tagging program and replacement workflow.

h) Uniformat and Asset Data Dictionary Implementation. The CONRACTOR shall apply the finalized SCDA Asset Data Dictionary to all FCA datasets and ensure all required attributes and validation rules are met prior to import. Uniformat II classification fields (codes and element descriptions, as applicable) shall be populated for applicable assets and systems in accordance with the SCDA Asset Data Dictionary.

i) Import-Ready Crosswalk. The CONRACTOR shall provide an import-ready crosswalk mapping Uniformat II codes and element descriptions and SCDA Asset Data Dictionary fields to ProDIGIQ data fields and import templates. The crosswalk shall support consistent asset hierarchy placement, condition rating alignment, and association of preventive maintenance task libraries within ProDIGIQ, where applicable.

j) Integration validation coordination. The CONRACTOR shall collaborate with SCDA IT, GIS, and ProDIGIQ staff to validate import accuracy, hierarchy structure, photo and GIS metadata handling, and field compatibility. The CONRACTOR shall support resolution of import errors and data validation issues identified during testing and shall provide updated import files as needed.

k) Import readiness QA/QC. The CONRACTOR shall perform QA/QC to confirm all datasets are properly structured and ready for ProDIGIQ ingestion, including completeness of required fields, adherence to controlled vocabularies and validation rules, consistency of naming conventions, and integrity of hierarchy placement and linkages (facilities, locations, assets, condition records, and tag registries).

l) ProDIGIQ import testing, data validation report, and acceptance thresholds. The CONRACTOR shall support a structured import validation process in coordination with SCDA and ProDIGIQ, including, at minimum, one test import for each major dataset type (assets, hierarchies and locations, attributes, condition and lifecycle fields, and photos or attachments as applicable) and delivery of a Data Validation Report documenting results and corrective actions. The Data Validation Report shall include: record counts by facility and asset class; required-field completeness rates;

controlled vocabulary compliance rates; hierarchy and location integrity checks; duplicate record checks; tag-to-asset linkage verification results; photo and attachment naming and linkage checks; and an import error log documenting root cause and corrective actions. Final dataset acceptance shall be subject to the deliverable acceptance requirements in Section 5.

m) Field Data Capture Tools and ProDIGIQ Mobile Use. Where

SCDA provides access and it is practicable, the CONRACTOR shall leverage SCDA’s ProDIGIQ AMS and CMMS environment and mobile functionality (including iPad-compatible use) for field data capture and validation. The CONRACTOR may use supplemental field tools and workflows as needed, provided all data, photos, and required attributes are delivered in ProDIGIQ-compatible formats and successfully validated through SCDA’s import processes. The CONRACTOR shall describe its proposed field workflow, including device usage, offline capability (if applicable), photo standards, file naming conventions, and synchronization and validation procedures.

n) Tag materials and installation standards. The CONRACTOR shall specify tag material type and durability, adhesive requirements, mounting methods, label size and format standards, and environmental suitability for airport operating conditions, including outdoor exposure where applicable.

o) QR code generation, tag printing, installation, and sustainment recommendations. QR codes shall be associated with the corresponding ProDIGIQ AMS and CMMS asset records and shall be compatible with ProDIGIQ scanning and asset lookup functionality. The CONRACTOR shall furnish all labor, equipment, and materials necessary to generate, print, and install QR code or barcode labels. Labels shall be durable and suitable for airport conditions, including outdoor exposure where applicable (for example, UV, moisture, temperature extremes, cleaning chemicals, abrasion, and tamper resistance appropriate to the installation environment). The CONRACTOR shall specify and use label material types, adhesive requirements, and mounting methods appropriate to each asset location and condition. Upon completion, the CONRACTOR shall provide SCDA with: (1) product specifications for the labels used (including material type, finish, adhesive, and expected service life), and (2) a procurement reorder reference package identifying recommended sources or vendors, part numbers or SKUs (or equivalent), and ordering guidance so SCDA can purchase matching tag stock for future asset additions and replacements.

Task 6 | Preventive Maintenance Planning

a) Develop preventive maintenance (PM) task lists and frequencies consistent with OEM recommendations, applicable regulatory requirements, and industry best practices.

b) Align PM routines with SCDA’s asset criticality tiers, operational requirements, and service continuity needs.

c) Provide PM schedules, task libraries, and job plan components in an importable format compatible with SCDA’s ProDIGIQ CMMS configuration, including asset class applicability, trigger type (time or meter), frequency, labor categories, and required parts or materials fields, where applicable.

d) Unless otherwise directed by SCDA, preventive maintenance deliverables shall be developed at the asset class, asset type, and template level and are not intended to require asset-by-asset custom PM authoring for every individual asset record.

Task 7 | Owner Responsibilities (Owner-Furnished Information, Coordination, and Project Governance)

a) Owner-Furnished Information (OFI). SCDA will provide the CONRACTOR, as available and applicable, with owner-furnished information needed to support planning, field execution, and data integration, including:

1. FCA Glossary of Terms.

2. Airport Facilities Layouts for SAC, MHR, and SMF.

3. SCDA Reference Dataset.

4. Facility points of contact and site coordination information for

SMF, MHR, SAC, and F72, including primary contacts, preferred coordination protocols, anticipated access windows, escort requirements (if applicable), and any known sensitive or security-restricted areas.

5. Available record documentation, as identified by SCDA, which may include record drawings, as-builts, O&M manuals, prior studies or assessments, equipment inventories, and other reference materials.

6. Available maintenance and work order history exports or reports, as available, to support validation, condition context, and lifecycle or risk analysis.

7. ProDIGIQ AMS and CMMS configuration guidance and current implementation standards, as available, including hierarchy and naming conventions, asset type and attribute guidance, data standards, required fields, and import templates or specifications.

8. Available GIS basemaps and facility or location reference layers, as available, including SCDA expectations for location capture and photo or GIS metadata.

9. Condition rating scales and definitions currently used by SCDA, if applicable, including any configured condition rating scales intended to be used during…