ANNOUNCEMENT
SPOKANE AIRPORT BOARD
FAR PART 139 SOFTWARE & ASSOCIATED HARDWARE
REQUEST FOR PROPOSALS
PROJECT #15-47-1852
Proposals will be received by the Spokane Airport Board at the Spokane International Airport,
9000 W. Airport Drive, Suite 204, Spokane, WA 99224, until 2:00 P.M. on Monday, May 1,
2015, for:
FAR Part 139 Software & Associated Hardware
Proposal requirements can be obtained by accessing the Airport web page
http://business.spokaneairports.net/rfp/. If you have any questions, please contact:
Adam Phelps
(509) 455-6425
aphelps@spokaneairports.net
A non-mandatory conference call will take place on Wednesday, April 15, 2015 at 2:00 PM
PDT. If you would like to participate please send an email to aphelps@spokaneairports.net to
receive the conference call information.
Questions on this proposal are due no later than 5:00 PM on Friday, April 17, 2015. Please send
your questions to the email address above. Answers will be provided no later than 5:00 PM on
Friday, April 24, 2015.
A Contract according to the Proposal Documents and Addendums (if applicable) shall be signed
prior to the purchase.
The Spokane Airport Board reserves the right to reject any or all proposals, to waive any
informality, and to make such award that it deems to be in the best interest of the Airport. The
Spokane International Airport is an Equal Opportunity Employer and encourages Disadvantaged
Business Enterprises and Small Businesses to participate in the competitive bidding process. It
shall be the duty of each Proposer to submit his/her proposal on or before the hour and date
specified.
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ADVERTISED IN THE SPOKESMAN REVIEW:
Apr 5, 8, 12 & 15, 2015
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Spokane Airport Board
RFP for a FAR Part 139 Software Solution
Page 1 of 11
Description of Project
Spokane International Airport (Airport) is seeking Proposals from experienced and
qualified firms (Proposers) to provide a computer based solution to Federal Aviation Regulations
(FAR) Part 139 documentation and recordkeeping requirements.
The Airport is currently using paper based FAR Part 139 documentation and
recordkeeping systems and is seeking a cloud-hosted, web based solution to improve tracking of
Airport Operations activities, airfield maintenance issues and safety activities. This RFP seeks to
identify the most advantageous solution for the airport’s needs.
The proposed solution must include documentation and recordkeeping capabilities for
FAR Part 139 required activities, including, but not limited to, airfield inspection checklists,
work order generation, daily activity log, wildlife hazard management log, and training activities.
The solution selected for award must be a complete turnkey system to include all
software, hardware, installation, and training. The proposed solution should increase efficiency
and effectiveness with robust reporting and issue tracking capabilities. The product should help
move the airport to future Safety Management System (SMS) compliance and must be able to
incorporate location data through Global Positioning System (GPS) or Geographic Information
System (GIS) capabilities.
Solicitation Schedule
The following schedule has been established for this selection process:
Date
April 1, 2015
April 15, 2015 (2:00pm PDT)
April 17, 2015
April 24, 2015
May 1, 2015 (2:00pm PDT)
May 1 – 15, 2015
June 17, 2015*
June 25, 2015*
July 1, 2015
July 1, 2015
Description
Issue Date of RFP (Advertisement)
Pre-Proposal Conference Call
Deadline for Submission of Questions
Deadline for Addenda to be Posted to the Airport Website
Proposal Submission Deadline (Due Date)
Interviews (If needed)
Recommendation to the Board Finance Committee *
Presentation to the Board for Contract Award *
Airport Execution of Contract
Commencement of Services Under the Contract
*These items will be completed only if required based on the cost of the bid.
The Board reserves the right to modify the solicitation schedule during the RFP process
on or before the April 24, 2015 deadline for posting of addenda. Such information shall be
published on the Airport website. It shall be the responsibility of the Proposer to ensure all
addenda have been reviewed prior to submitting a proposal.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
Page 2 of 11
Minimum Qualifications
The following minimum requirements have been established as a basis for determining
the eligibility of the Proposer. A proposal will be considered non-responsive if sufficient
documentation is not provided to determine whether the Proposer meets the following minimum
requirements:


A cloud-hosted, web based, FAR Part 139 documentation and recordkeeping system,
similar to that proposed, and developed by the Proposer, must be fully operational in at
least 2 airport(s) of similar or larger size to Spokane International Airport.
The Proposer must have experience in the production, marketing and installation of FAR
Part 139 documentation and recordkeeping systems. An actual demonstration of the
system may be required.
Proposal Requirements
Pre-Proposal Conference Call: Those interested in responding to the Request for
Proposals (RFP) are strongly encouraged to participate in a Pre-Proposal Conference Call to be
held on April 15, 2015 at 2:00pm PDT as indicated on page 1 of this RFP. Failure to participate
in the Pre-Proposal Conference Call will not relieve the Proposer or any responsibility for
information provided at that time. If you would like to participate please send an email to
aphelps@spokaneairports.net to receive the conference call information.
Proposal Submission Deadline: Proposals must be received by the Airport no later than
2:00pm PDT, May 1, 2015 as indicated on page 1 of this RFP. Proposals must be delivered to
the address indicated on page 1 of this RFP. Proposers shall have no right to withdraw or make
changes, additions, or deletions to the proposal after the proposal submission deadline.
Late Proposals: Proposals will not be accepted by the Airport after the date and time
specified on page 1 of this RFP. In the event that a Proposal is delivered after the Proposal
submission deadline, the Proposal will not be accepted or considered and will be returned to the
Proposer unopened. The Airport will not be liable for delays in delivery of Proposals due to
handling by the U.S. Postal Service, courier services, overnight carriers, or any other type of
delivery service. Proposals may be delivered in person or by a delivery service. No oral, Fax,
electronic (e.g. e-mail), telegraphic or telephonic Proposals will be accepted. Proposers are
responsible for ensuring that the Airport receives the Proposal at the designated location by the
deadline stated on page 1 of this RFP.
Submission Format: One printed and unbound original and one electronic copy in PDF
format on a USB flash drive must be received by the Airport by the submission deadline. The
Proposals and their sealed packaging (boxes or envelopes) should be clearly marked with the
name and address of the Proposer and should be marked with the name of this RFP as indicated
on page 1. The USB flash drive containing the proposal must only contain proposal materials.
The Airport will not be liable for failure of the USB flash drive.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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Organization of Proposals: Proposals must address each of the evaluation criteria in
this RFP in a clear, comprehensive, and concise manner. Proposals must include an index,
labeled by response to specific evaluation criteria and addressed in the same order as included in
the RFP. Proposers are further advised that lengthy or wordy submissions are not necessary.
Clear and Responsive Proposals: The Airport has made every effort to include enough
information within this RFP for a firm to prepare a responsive Proposal. Proposers are
encouraged to submit the most comprehensive and competitive information possible. Proposals
that do not respond completely or sufficiently to the evaluation criteria in this RFP may be
rejected as non-responsive, or will receive correspondingly lower scores for those criteria, which
may result in the Proposal not scoring high enough to be considered further.
Questions About RFP: Questions regarding this RFP should be addressed solely to the
individual identified on page 1 of this RFP. Questions must be asked prior to the deadline of
April 17, 2015 at 2:00pm PDT as indicated on page 1 of this RFP.
Addenda: Oral communications and emails from the Airport, its staff, agents, Airport
members, employees or outside advisor, or any other person associated with this RFP shall not
be binding on the Airport and shall in no way modify any provision of the RFP. Only formally
issued addenda shall modify the terms of this RFP. Any addenda issued for this RFP will be
published at the following website address: http://business.spokaneairports.net/rfp/. Proposers
are responsible for checking the website prior to submission of Proposals for any addenda. If
you are unable to download the addenda, you may contact the individual noted on page 1 of this
RFP. Receipt of addenda must be acknowledged by Proposers on the Proposal Information
Form that must be submitted with the Proposal.
Selection Process
Selection Process: The Proposals will be reviewed by an evaluation committee. The
highest rated firms may be required to participate in an interview. The selected firm will be
invited to enter into negotiations with the Airport. If the Airport and the selected firm cannot
agree on terms that are fair and reasonable, the Airport may terminate negotiations and enter into
negotiations with the next highest rated firm.
Proposal Evaluation: It is the Board's intention to solicit proposals from potentially
qualified firms; to evaluate said proposals; to negotiate terms and fees; and to award an
agreement to the Proposer whose proposal is determined to serve the best interest of the Board.
The Board reserves the right to request additional information and clarification of any
information submitted. All proposals will be treated equally with regard to this item.
The following evaluation criteria have been established to determine which Proposer will
best contribute to the overall goals of the Board.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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Evaluation Criteria
Proposal Quality
Qualifications and Experience
Staff Experience
References
Proposal Cost
Weight
40
20
10
10
20
Proposal Quality: The overall quality, completeness and organization of the proposal, in
terms of addressing all of the required elements in this RFP.
Qualifications and Experience: The stated experience of the firm in terms of number of
years involved in Part 139 software solutions, the number of systems in use, and at what size and
type of airport the systems are in use.
Staff Experience: The experience of the staff members that are proposed to perform the
work as outlined in this RFP, including but not limited to the Owner, Project Manager and
Project Development manager. Should include experience with FAR Part 139 airport solutions.
Discuss your proposed team members’ availability and commitment for the duration of this
project.
References: Based on feedback received from contacting references provided in the
Proposal, as well as the relevance of the provided references (i.e. airports of similar size,
deployment of similar systems, etc.)
Proposal Cost: The combined cost for the software development, implementation,
training, five-year hosting and service agreement, and all specified hardware.
The evaluation will be based on the comparative fulfillment of the criteria where 0 is
non- responsive and 10 is the highest score. Total scoring is a mathematical extension of the
criteria score times weight.
Interviews may be scheduled as part of the evaluation process. If the Proposer is invited
to interview with the Committee, the person identified under Contact Name on the Proposal
Sheet, shall play the lead role in the interview. Interviews may, at the Airport’s discretion be
conducted remotely using an online presentation format. Information from the interview,
including content and style, will be part of the evaluation process.
The final selection and approval of the successful Proposer will be made by the Board in
accordance with its competitive selection process. The Committee will evaluate proposals on the
basis of the guidelines set forth in this RFP and will present its findings to the Board Finance
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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Committee. The Agreement is expected to be brought before the Board for consideration on June
25, 2015.
Rights Reserved: The Airport reserves the following rights:
1. To waive as an informality any irregularities in Proposals and/or to reject any or all
Proposals.
2. To extend the date for submittal of responses.
3. To request additional information and data from any or all Proposers.
4. To supplement, amend, or otherwise modify the RFP through addenda issued.
5. To cancel this RFP with or without the substitution of another RFP.
6. To reissue the RFP.
7. To make such reviews and investigations, as it considers necessary and appropriate for
evaluation of the Proposals.
8. To not select the highest rated firm if the proposed price is more than the Airport’s
budget for the work.
Protest and Appeal Procedures
Filing a Protest: If the Airport selects a Proposal, then any Proposer, person, or entity
may file a protest with the Airport Project Manager. The protest shall specify the reasons and
facts upon which the protest is based and shall be filed in writing with the Airport not later than 2
business days after the notice of intent to award.
Protest Resolution: The Airport will investigate the basis for the protest and analyze the
facts. Airport will notify the Proposer whose Proposal is the subject of the protest of evidence
presented in the protest and evidence found as a result of the investigation, and, if deemed
appropriate, afford the Proposer an opportunity to rebut such evidence, and permit the Proposer
to present evidence that it should be allowed to perform the Work. If deemed appropriate in the
sole discretion of the Airport Project Manager, an informal hearing may be held.
The Airport will issue a written decision within 15 days following receipt of the protest,
unless factors beyond Airport's reasonable control prevent such a resolution, in which event such
decision will be issued as expeditiously as circumstances reasonably permit. The decision will
state the reasons for the action taken by Airport. A copy of the decision will be furnished to the
protesting party, the Proposer whose Proposal is the subject of the protest, and all parties affected
by the decision. A Proposer is affected by the decision on a protest if a decision on the protest
could have resulted in the Proposer not being selected for the Contract.
The Proposer whose Proposal is the subject of the protest, all Proposers affected by the
Airport's decision on the protest, and the party who made the protest may appeal the Airport's
decision on the protest. The appeal must be in writing and shall specify the decision being
appealed and all the facts and circumstances relied upon in support of the appeal. If an appeal is
made by the party who initiated the protest, such appeal is limited to only those reasons and facts
that were filed in writing for the original protest. The appeal must be received by close of
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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business not later than the 5th day following appellant's receipt of the Airport’s written decision
on the protest.
A copy of the appeal shall be sent to all parties involved in the protest and to the Airport.
An appeal received after close of business is considered received as of the next business day. If
the final date for receipt of an appeal falls on a Saturday, Sunday, or Airport holiday, the appeal
will be considered timely only if received by close of business on the following business day.
The Airport Chief Executive Officer will review the Airport's decision and the appeal,
and issue a written decision, or if appropriate in the sole discretion of the Airport Chief
Executive Officer, appoint a person to conduct a hearing and issue a written decision. If a
hearing is held, the hearing shall be held not later than the 10th day following the appointment of
the person unless the person for good cause determines otherwise. The written decision of the
person will state the basis of the decision, and the decision will be final and not subject to any
further appeal to Airport. The Airport will complete its internal protest procedures before award
of the Contract.
Failure to Meet Deadline: Failure to meet any applicable deadline for a protest and
appeal shall constitute a waiver of any and all rights to protest and appeal.
Administrative Requirements
Cost of the Proposal: The Airport shall not, under any circumstances, be responsible for
any costs or expenses associated with the Proposal submitted including, but not limited to,
research, investigation, development, preparation, duplication, production, collation, packaging,
delivery, transmittal, or presentation of the Proposal or any other related information, data,
documentation, and material. All costs and expenses incurred by the Proposer in connection
with the Proposal submitted shall be the sole responsibility of (borne solely by) the Proposer.
Public Disclosure:
1. Property of Airport: Proposals submitted to the Airport shall become the property of the
Airport and shall not be returned to the Proposer.
2. Proposals are Public Records: Pursuant to Chapter 42.56 RCW, Proposals submitted
under this RFP shall be considered public records and with limited exceptions will be
available for inspection and copying by the public. Except to the extent protected by
state and/or federal laws, Proposals shall be considered public documents and available
for review and copying by the public after an award of contract is made by the Airport
Board.
3. Public Records Exemption: Any proprietary information included in the Proposal that
the Proposer wishes to remain confidential (to the extent allowed under the laws of the
State of Washington) should be clearly identified as “Confidential” in the Proposal. In
addition, the Proposer must provide the legal basis for the exemption to the Airport.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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4. Proposals Not Marked as Confidential: If a Proposal does not clearly identify the
confidential portions, the Airport will not notify the Proposer that its Proposal will be
made available for inspection and copying.
5. Process for Disclosing Information: If a request is made for disclosure of material or any
portion marked “Confidential” by the Proposer, the Airport will determine whether the
material should be made available under the law. If the Airport determines that the
material is not exempt and may be disclosed, the Airport will notify the Proposer of the
request and allow the Proposer ten (10) business days to take appropriate action pursuant
to RCW 42.56.540. If the Proposer fails or neglects to take such action within said
period, the Airport may release the portions of the Proposal deemed subject to disclosure.
6. Indemnification by Proposer: To the extent that the Airport withholds from disclosure all
or any portion of Proposer’s documents at Proposer’s request, Proposer shall agree to
fully indemnify, defend and hold harmless the Airport from all damages, penalties,
attorneys’ fees and costs the Airport incurs related to withholding information from
public disclosure.
7. No Claim against Airport: By submitting a Proposal, the Proposer consents to the
procedure outlined in this section and shall have no claim against the Airport because of
actions taken under this procedure.
Basic Eligibility: The successful Proposer must be able to do business in the State of
Washington. In addition, the successful Proposer must not be debarred, suspended, or otherwise
ineligible to contract with the Airport, and must not be on the federal government’s list of firms
suspended or debarred from working on federally funded projects.
Non-Discrimination: All Proposers will be afforded the full opportunity to submit Proposals in
response to this RFP, and no person or firm shall be discriminated against on the grounds of race,
color, age, sex, or national origin in consideration for an award issued pursuant to this RFP.
Approval of Sub-Consultants: The Airport retains the right of final approval of any subconsultant of the selected Proposer who must inform all sub-consultants of this provision.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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Other Contracts: During the original term and all subsequent renewal terms of the contract
resulting from this RFP, the Airport expressly reserves the right, through any other sources
available, to pursue and implement alternative means of soliciting and awarding similar or
related services as described in this RFP.
Funding Availability: By responding to this RFP, the Proposer acknowledges that for any
contract signed as a result of this RFP, the authority to proceed with the work is contingent upon
the availability of funding.
Prohibition Against Lobbying: The Proposer shall not lobby, either on an individual or
collective basis, the Airport Board (its associated City and County employees, or outside
advisors) or any federal, state, or local elected or public officials or staff regarding this RFP or its
written Proposal. Proposers, the Proposer’s acquaintances, friends, family, outside advisors,
agents, or other representatives shall not contact the Airport Board (its associated City and
County employees, or outside advisors) or any federal, state, or local elected or public officials
or Airport staff to arrange meetings, visits, or presentations to influence the outcome of the
selection process. Violation of this provision, by or on behalf of a Proposer, intentionally or
unintentionally, will result in disqualification of the Proposer and/or rejection of a written
Proposal.
Insurance: Prior to execution of a Contract for services under this RFP, the successful Proposer
will be required to provide acceptable evidence of insurance coverage consistent with the
insurance requirements outlined in the Airport’s standard Consultant Contract and referenced on
the Airport’s website as applying to this RFP.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
Page 9 of 11
System Requirements
The proposed system should include documentation and recordkeeping capabilities for all
aspects of FAR Part 139 compliance. This shall include, but is not limited to, all types of
inspections, wildlife hazards, daily logs, training records, unusual events, and fuel inspections.
The proposed system must be a remotely hosted system, with robust data archiving and backup
capabilities. The Proposer must describe the measures used to ensure data is secure and
protected. The system will have well-defined access and permission controls for establishing
various levels of access for different user groups.
Mobile platform compatibility is a must. The system should be functional on a variety of
platforms including desktop computers, tablets and mobile devices such as smart phones. Mobile
application development should be fully integrated into the mobile device functionality, allowing
the use of GPS location services, cameras, and email functions.
The proposed system must have the ability to generate work orders for discrepancies found
during inspections. The work orders must be able to be assigned and distributed by email from
within the software, with all work order activity tracked and recorded to from creation to
completion. The work orders must be searchable whether open or closed.
The system must show adaptability to different airport environments, and must be easily updated
for future changes.
The Proposed system must have a demonstrated ability, verified through customer references, to
meet FAR Part 139 and FAA Safety and Certification Inspector requirements.
The proposed system must have integrated mapping capabilities, including the ability to assign
asset features to airfield equipment (lights, signs, NAVAIDS, etc.), with or without the
availability of GIS data. The system will show effectiveness in the absence of GIS information,
using Airport provided aerial imagery or commercially available satellite imagery, but must be
capable of integrating GIS functionality in the future.
The system will show the use of a dynamic daily log of activities, pulling from inspections, work
orders, and wildlife hazard reports. The daily log will have ability accept a wide range of inputs,
including free form text, through a simple interface.
The system should be intuitive, easy to use, and should ensure improved data recording while
being simpler for the users.
System outputs should be useful data that can be used to support decision making at the highest
levels of the organization. It should provide useful information for budgeting and resource
allocation.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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The Proposer must have a history of excellent customer service throughout all phases of
development, training, implementation and technical support. Proposers must describe their
technical support capabilities, including experience of support staff, hours of operation and
response times.
Hardware Requirements
As a part of this RFP the Proposer will supply eight tablet computers. They must be
Microsoft Surface Pro 3 units as specified below, or approved equal.






Microsoft Surface Pro 3
Intel Core i5-1.9Ghz Processor
256GB Hard Drive
8GB Ram
Surface Pro Type Cover
Screen Pro Screen Protector
Proposers submitting hardware for approved equal consideration must submit their specifications
prior to the deadline for questions as shown in the RFP schedule. The Airport will approve or
deny the substitution by the deadline for answering questions and issuing addenda as shown.
Spokane Airport Board
RFP for a FAR Part 139 Software Solution
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