State of Louisiana s2

REQUEST FOR PROPOSAL

AVIATION INFORMATION SYSTEM

RFP #:3000007839

Proposal Due Date/Time: May 30, 2017 3:00 PM

State of Louisiana

Office of Technology Services

April 25, 2017

Table of Contents

PART I: ADMINISTRATIVE AND GENERAL INFORMATION 4

1.1 Background 4

1.1.1 Purpose 5

1.1.2 Goals and Objectives 6

1.2 Definitions 6

1.3 Schedule of Events 7

1.4 Proposal Submittal 7

1.4.1 Desirable Qualifications for Proposer 8

1.5 Proposal Response Format 8

1.5.1 Number of Copies of Proposals 12

1.5.2 Legibility/Clarity 12

1.6 Confidential Information, Trade Secrets, and Proprietary Information 12

1.7 Proposal Clarifications Prior to Submittal 13

1.7.1 Pre-proposal Conference 13

1.7.2 Proposer Inquiries 13

1.7.3 Blackout Period 13

1.8 Errors and Omissions in Proposal 14

1.9 Changes, Addenda, Withdrawals 14

1.10 Withdrawal of Proposal 14

1.11 Waiver of Administrative Informalities 15

1.12 Proposal Rejection/RFP Cancellation 15

1.13 Ownership of Proposal 15

1.14 Cost of Offer Preparation 15

1.15 Taxes 15

1.16 Determination of Responsibility 15

1.17 Use of Subcontractors 16

1.18 Written or Oral Discussions/Presentations 16

1.19 Acceptance of Proposal Content 16

1.20 Evaluation and Selection 16

1.20.1 Best and Final Offers (BAFO) 16

1.21 Contract Award and Execution 17

1.22 Notice of Intent to Award 17

1.23 Right to Prohibit Award 18

1.24 Insurance Requirements 18

1.25 Indemnification and Limitation of Liability 19

1.26 Payment 20

1.26.1 Electronic Vendor Payment Solutions 20

1.27 Termination 20

1.27.1 Termination of the Contract for Cause 20

1.27.2 Termination of the Contract for Convenience 21

1.27.3 Termination for Non-Appropriation of Funds 21

1.28 Assignment 21

1.29 Audit of Records 21

1.30 Civil Rights Compliance 21

1.31 Record Ownership 22

1.32 Entire Agreement/ Order of Precedence 22

1.33 Contract Changes 22

1.34 Substitution of Personnel 22

1.35 Governing Law 22

1.36 Claims or Controversies 23

1.37 Code of Ethics 23

1.38 Corporate Requirements 23

1.39 Outsourcing Internal Key Controls 23

PART II: SCOPE OF WORK/SERVICES 24

2.1 Overview/Scope of Services 24

2.2 Period of Agreement 25

2.3 Tasks and Services 25

2.4 Deliverables 25

2.5 Scope of Work Elements 26

2.5.1 Functional Requirements 32

2.5.2 Technical Requirements 33

2.5.3 Project Requirements 34

PART III: EVALUATION 35

3.1 Cost Evaluation 35

3.2 Veteran-Owned and Service-Connected Disabled Veteran-Owned Small Entrepreneurships (Veteran Initiative) and Louisiana Initiative for Small Entrepreneurships (Hudson Initiative) Programs Participation 35

PART IV: PERFORMANCE STANDARDS 37

4.1 Performance Requirements 37

4.2 Performance Measurement/Evaluation/Monitoring Plan 37

4.3 Veteran-Owned and Service-Connected Disabled Veteran-Owned Small Entrepreneurships (Veteran Initiative) and Louisiana Initiative for Small Entrepreneurships (Hudson Initiative) Programs Reporting Requirements 37

ATTACHMENT I: CERTIFICATION STATEMENT 38

ATTACHMENT II: SAMPLE CONTRACT 39

ATTACHMENT III - ELECTRONIC VENDOR PAYMENT SOLUTION 62

ATTACHMENT IV – COST PROPOSAL 63

REQUEST FOR PROPOSAL

FOR

Aviation Information System

PART I: ADMINISTRATIVE AND GENERAL INFORMATION

1.1 Background

Senate Bill 481, creating the Office of Technology Services (OTS), was passed by the 2014 Louisiana State Legislature in Regular Session and signed into law by the Governor on July 01, 2014. OTS establishes, coordinates, and implements all information technology systems and services affecting the management and operations of the executive branch of State government. OTS has the sole authority and responsibility for defining and implementing the specific information technology systems and services, defining a state master information technology plan, and creating and managing information technology standards.

The creation of OTS consolidates a wide variety of existing hardware platforms, operating systems, database management systems, networks, third party software, and custom applications. These legacy environments currently reside in multiple physical locations, and have been developed over many years under the direction of the user agencies. OTS plans to apply the Information Technology Infrastructure Library/Control Objectives for Information Technology (ITIL/COBIT) process model to the task of organizing and consolidating the many separate environments; and of identifying and implementing process improvements designed to move the State to more efficient, streamlined, and cost-effective IT operations.

This Request for Proposals (RFP) is issued by the Office of Technology Services (OTS) on behalf of the Department of Transportation and Development (herein collectively referred to as “State”) for the purpose of conducting a fair and impartial competitive procurement process to solicit proposals from qualified contractors interested in providing significant Information Technology services to the Louisiana Department of Transportation and Development (LA DOTD) for a suitable replacement for the Aviation Section’s Aviation Information System (AIS). For the purposes of this document, the replacement shall be referred to as “AIS 2.0”.

The purpose of the Aviation Information System (AIS) is to consolidate and manage data, track and report the real-time status of the State of Louisiana public and private aviation facilities through an instrument operations flight tracking component in addition to a more comprehensive conducting of airport safety inspections, registration, project management, capital infrastructure and development funding of the airport system, and fiscal financial planning.

Projects funded and co-funded are done so with funds from the Aviation Appropriation of the Transportation Trust Fund (TTF). Infrastructure and development projects are funded and completed through different programs:

1. Airport Construction and Development Priority Program – Consists of project request from Public Use airports classified as Air Carrier (AC) and/or General Aviation (GA). AC and GA programs must be approved by the State Legislature each state fiscal year. Project requests are submitted by the individual airports. These requests are then “Rated” according to need by the Program Managers, compiled into a single list according to the requests priority rating

2. Discretionary – funds project requests that did not qualify under the Priority Program but are necessary to keep the aviation facility safe.

3. Maintenance – A set amount of ATF (Aviation Trust Fund) funds are allotted to each Public Use airport for maintenance projects (i.e. runway maintenance)

4. Planning- the setting aside of funds for larger projects that cannot be completed or funded in a single fiscal year.

5. NAVAIDS Program – A set amount of ATF funds are allotted each year for the purpose of aiding public use air facilities (Airports and Heliports) to bring their ground navigation and communication systems up to FAA safety standards. This program is administered by the Airways System Manager.

AIS (the system that AIS 2.0 will replace) is a windows-based, front end graphical user interface whereby users are enabled to interact with enterprise data in a meaningful way as it relates to the management of Louisiana’s Airport System. It provides for the development, tracking, execution, administration and automation (in some cases) of internal and external business processes.

There are two main programs administered by the Aviation Section in AIS: the Airport Construction and Development Priority Program, and the Airport Inspection and Registration Program.

Currently, Aviation Section personnel manage the data. In AIS 2.0, users will have a web-based connection to the application to interact with the data according to their permissions.

AIS provides for the scoring, ranking of requested airport projects/funds each fiscal year, and the overall development of the Airport Construction and Development Priority Program in accordance with Louisiana Revised Statutes Title 2. This ranking report is the Aviation Section’s official “Louisiana Aviation Priority Program”.

1.1.1 Purpose

The Division of Administration, Office of Technology Services on behalf of the Louisiana Department of Transportation and Development, issues this RFP.

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals from bona fide, qualified proposers who are interested in providing a web based Aviation Information System that meets the requirements of the Louisiana Department of Transportation and Development Office of Multimodal Commerce.

Proposals may be submitted for either a custom developed solution that will become the property of the State or for a Custom-Off-The-Shelf (COTS) package that can be configured and/or customized to meet the requirements of this RFP which will be licensed to the State. The services could be delivered as a software license or as a software as a service model.

Proposer may also include in its proposal the option for Proposer’s hosting of their proposed solution. When proposing this option, Proposer must include in its cost a monthly fee for hosting the solution. The monthly fee shall include all costs for hardware, software, network infrastructure, maintenance of the proposed solution, services to manage the hosted environment, and any other costs the Proposer anticipates to incur and for which it would be paid.

1.1.2 Goals and Objectives

The overall goal of AIS 2.0 is to provide an easy to use system that automates common processes, thereby introducing maximum efficiency into the workflows and internal processes of administering the Airport Construction and Development Priority Program, Airport Inspection Program, and Facility Registration Program.

The objectives for this goal include: Capability of airports to electronically submit documents, capability to populate submitted data in database tables, capability of system to produce common documents with minimal user input, accessibility from anywhere on any device, capability of system to display meaningful data dashboards, and the capability of system to provide updates to users regarding processes.

1.2 Definitions

A. Shall and Will– The terms “shall” and “will” denote mandatory requirements.

B. Must - The term “must” denotes mandatory requirements.

C. May and Can- The terms “may” and “can” denote an advisory or permissible action.

D. Should – The term “should” denotes a desirable action.

E. Contractor – Any person having a contract with a governmental body; the selected proposer.

F. Agency- Any department, commission, council, board, office, bureau, committee, institution, agency, government, corporation, or other establishment of the executive branch of this state authorized to participate in any contract resulting from this solicitation.

G. State- The State of Louisiana

H. Discussions- For the purposes of this RFP, a formal, structured means of conducting written or oral communications/presentations with responsible Proposers who submit proposals in response to this RFP.

I. DOA - Division of Administration

J. OSP – Office of State Procurement

K. Proposer – A firm or individual who responds to this RFP.

L. RFP – Request for Proposal

M. AIS – Aviation Information System

N. LA DOTD – Louisiana Department of Transportation and Development

O. BRD – Business Requirements Document

P. SRS – Software Requirements Specification

Q. IEEE – Institute of Electrical and Electronics Engineers

R. OTS – Office of Technology Services

S. OMC – Office of Multimodal Commerce

T. ATF – Aviation Trust Fund

U. UAS – Unmanned Aerial System

1.3 Schedule of Events

Event Date

RFP posted to LaPac and Blackout Period Begins April 25, 2017

Deadline for receipt of written inquiries May 9, 2017, 3:00 pm

Issue responses to written inquiries May 18, 2017

Deadline for receipt of proposals May 30, 2017, 3:00 pm

Issue Invitations for Proposal Presentations to OMC June 8, 2017

Deadline for Presentation of Proposals to OMC June 15, 2017

Announce award of contractor selection on or about June 19, 2017

Contract execution on or about June 30, 2017

NOTE: The State of Louisiana reserves the right to revise this schedule. Revisions, if any, before the Proposal Submission Deadline will be formalized by the issuance of an addendum to the RFP. .

1.4 Proposal Submittal

Firms/individuals who are interested in providing services requested under this RFP must submit a proposal containing the mandatory information specified in this section. The proposal must be received in hard copy (printed) version by the RFP Coordinator on or before 3:00 pm Central Time on the date specified in the Schedule of Events. FAX or e-mail submissions shall not be acceptable. Proposers mailing their proposals should allow sufficient mail delivery time to ensure receipt of their proposal by the time specified. The proposal package must be delivered at the proposer's expense to:

Derrick Condalary

Office of Technology Services

Division of Administration

P.O. Box 94095
Baton Rouge, LA 70804-9095

For courier delivery, the street address is Office of Technology Services, Division of Administration, Attn: Derrick Condalary, 1201 N. Third St., Suite 2-130, Baton Rouge, LA 70802, and the telephone number is 225-342-7906. It shall be solely the responsibility of each Proposer to ensure that its proposal is delivered at the specified place and prior to the deadline for submission. Proposals received after the deadline will not be considered.

1.4.1 Desirable Qualifications for Proposer

It is desirable that the Proposers meet or exceed the following qualifications:

A. Aviation Industry Experience in Aviation System Planning, Aeronautical Data Management and Exchange, and Practical Aviation Operations Compliance.

B. Demonstrate Successful Proposals Implemented for Other State’s Aviation Systems

C. Demonstrate Successful coordination and synchronization of aeronautical data to the National Flight Data Center. Proposer should demonstrate that they can successfully receive completed airport inspection data revisions and subsequently transmit the approved data revisions to the National flight Data Center seamlessly and in accordance with the 56 day publication cycle.

1.5 Proposal Response Format

Proposals submitted for consideration should follow the formal and order of presentation described below:

A. Cover Letter: A cover letter should be submitted on the Proposer's official business letterhead explaining the intent of the Proposer.

B. Table of Contents: The proposal should be organized in the order contained herein.

C. Executive Summary: This section should serve to introduce the scope of the proposal. It should include administrative information including, at a minimum, Proposer contact name and phone number, and the stipulation that the proposal is valid for a time period of at least 90 calendar days from the date of submission. This section should also include a summary of the Proposer's qualifications and ability to meet the State agency's overall requirements in the timeframes set by the agency.

It should include a positive statement of compliance with the contract terms. If the Proposer cannot comply with any of the contract terms, an explanation of each exception should be supplied. The Proposer should address the specific language in Attachment II, Sample Contract, and submit whatever exceptions

or exact contract modifications that its firm may seek. While final wording will be resolved during contract negotiations, the intent of the provisions will not be substantially altered.

D. Company Background and Experience:

The Proposers should give a brief description of their company including a brief history, corporate structure and organization, number of years in business, and copies of its latest financial statement, preferably audited.

This section should provide a detailed discussion of the Proposer's prior experience in working on projects similar in size, scope, and function to the proposed contract. Proposers should describe their experience in other states or in corporate/governmental entities of comparable size and diversity with references from previous clients including names and telephone numbers.