REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY MASTER PLAN SUSQUEHANNA AREA REGIONAL AIRPORT AUTHORITY ONE TERMINAL DRIVE, SUITE 300 MIDDLETOWN, PA 17057 ISSUE DATE: Monday, August 17, 2015 DUE DATE: Friday, September 18, 2015
Request for Proposal Information Technology Master Plan Table of Contents Section I Section II Invitation General Information A. Introduction B. Background C. SARAA s Computer Environment D. Public Records E. RFP Coordinator F. RFP Schedule G. Questions Regarding the RFP H. RFP Amendments I. Proposal Submission J. Terms and Conditions Section III Scope of Services A. Objectives of the Project B. Information Gathering C. Anticipated Specific Tasks and Services D. Strategic Master Plan Document Section IV RFP Response Instructions A. Proposal Format Section V Proposal Evaluation A. Responsiveness to RFP B. Qualifications and Experience C. Fees D. References E. Optional Interviews Attachments Appendix 1. RFP Acknowledgement Form A. SARAA Network Overview B. Hardware and Applications Listing
Section I Invitation REQUEST FOR PROPOSALS INFORMATION TECHNOLOGY MASTER PLAN The Susquehanna Regional Airport Authority ( the Authority ), owner and operator of Harrisburg International Airport ( the Airport ), seeks a qualified consultant to develop a five (5) year Information Technology (IT) Master Plan to guide the organization over the next five years in planning, procuring, implementing and managing current and future technology investments and resources. This RFP is only available electronically; paper copies will not be available. Interested parties may download the Request for Proposals from the HIA website: http://www.flyhia.com within the Doing Business with Us -> Projects section of the website. Three (3) copies of sealed responses must be submitted to SARAA, Attn: Kevin Bryner, One Terminal Drive, Suite 300, Middletown, PA 17057 by September 18, 2015 by 4:00pm E.S.T. labeled PROPOSAL FOR IT MASTER PLAN. SARAA reserves the right to accept, reject or make requests for new statements at its sole discretion.
Section II General Information A. Introduction The Susquehanna Regional Airport Authority ( the Authority ), owner and operator of Harrisburg International Airport ( the Airport ), seeks a qualified consultant to develop a five (5) year Information Technology (IT) Master Plan to guide the organization over the next five years in planning, procuring, implementing and managing current and future technology investments and resources. The master plan should include: A comprehensive assessment of existing technologies and staffing that will highlight current strengths and weaknesses, including a list of all current systems with associated recommended future upgrades Recommended projects Cost estimates Prioritization of recommended projects A proposed implementation plan that will be incorporated into the Capital Improvement Plan process for FY2016 through FY2021 and annual budget deliberations. The implementation plan must take into account the current IT staffing level and budgetary considerations. Recommendations for cost savings and efficiencies with respect to available regional partnerships and collaboration strategies. Implementation of recommendations included in the master plan will be conducted in accordance with the Authority s purchasing policies and procedures, to include subsequent requests for proposals or bids as applicable. B. Background The Susquehanna Area Regional Airport Authority (SARAA) is a multi-municipal authority whose mission is to serve the region by providing high quality, efficient airports and promoting regional economic development. SARAA was incorporated in 1997 to manage and oversee the economic development of Harrisburg International Airport and Capital City Airport. SARAA board members are volunteer community leaders appointed by the elected officials from the counties of Cumberland, Dauphin and York, the cities of Harrisburg and York, and the townships of Fairview and Lower Swatara. On July 29th, 2004, SARAA acquired the Chambersburg Municipal Airport and renamed it the Franklin County Regional Airport and on August 25th, 2006, SARAA acquired the Gettysburg Travel Center and renamed it the Gettysburg Regional Airport. SARAA currently employs about 100 full-time and part-time staff members and operates under a Board/Manager form of government and follows a calendar fiscal year.
C. SARAA s Computer Environment SARAA s IT department is involved with all upgrades of hardware and software throughout the airport campus and remote locations. The Deputy Director of IT administers the IT capital planning function and represents the interests of all airport departments. The Deputy Director of IT also manages the budgeting, purchasing and deployment of all network, hardware and software solutions, as well as ongoing maintenance of all IT-related items at SARAA. The IT department is comprised of four (4) full time employees and handles calls for user support related to hardware, software, and other third-party IT systems being used at the airport. The department also provides support to airport tenants and vendors when needed. The following is a brief description of the IT environment at SARAA: Three (3) server system running virtual software: 2 x VMware ESXi 5.5.0, 1 x Microsoft Hyper-V 15 servers total with operating systems including Microsoft Windows Server 2003 and 2008 R2. Other software includes Microsoft SQL Server 2008 R2 and Microsoft Exchange 2010. Approximately 120 users Approximately 80 workstations and laptops For detailed information please see: Appendix-A SARAA Network Overview Appendix-B Hardware and Applications Listing D. Public Records The documents submitted in response to this request for proposal become a public record upon submission to the Authority subject to mandatory disclosure upon request by any person unless the documents are exempted from public disclosure by a specific provision of the Pennsylvania Right to Know Act. E. RFP Coordinator Upon release of this RFP, all communications concerning this proposal request should be directed to the RFP Coordinator listed below. Unauthorized contact regarding this RFP may result in disqualification. Any oral communications will be considered unofficial and nonbinding to the Authority. The respondent should rely only on written statements issued by the RFP Coordinator. Kevin Bryner, Deputy Director, Information Technology Susquehanna Area Regional Airport Authority One Terminal Drive, Suite 300 Middletown, PA 17057 Telephone: (717) 948-3900 x4712 Fax: (717) 948-4636 Email: KBryner@SARAA.org
F. RFP Schedule The Authority anticipates the following schedule, which is subject to change Date Time Event August 17, 2015 Issuance of RFP August 27, 2015 12:00 p.m. EST Deadline for Submission of Written Questions to SARAA August 28, 2015 SARAA Releases Responses to Questions September 18, 2015 4 p.m. EST Proposal Submissions Due to SARAA October 9, 2015 Evaluation Complete / Finalists Selected October 12-16, 2015 Finalist Presentations/ Interviews (as determined by SARAA) October 28, 2015 Recommendation to SARAA Board for Contract Award January 29, 2016 Draft Master Plan Due to SARAA February 24, 2016 SARAA Board Approve Master Plan G. Questions Regarding the RFP Requests for clarification or additional information must be made in writing to the RFP Coordinator prior to the date specified in the RFP Schedule. Responses to all requests will be available on the Airport s website on the Release date. The RFP Coordinator will be unable to respond to requests for additional information or clarification received after 12:00 p.m. EST, August 27, 2015. H. RFP Amendments In the event of a material modification, all amendments to this RFP will be posted to the Airport s website. If deemed necessary by the Authority, proposers will be given an opportunity to modify their proposal in the specific areas that are affected by the modification. I. Proposal Submission Each proposer must submit three (3) copies of their proposal. In addition, one electronic copy of the proposal and any supporting documentation (Microsoft Word or PDF) must be submitted on CD-ROM. The complete proposal package must be submitted in a sealed envelope, clearly identified as PROPOSAL FOR AN INFORMATION TECHNOLOGY STRATEGIC MASTER PLAN. The proposals may be mailed or delivered to: Susquehanna Area Regional Airport Authority Attn: Kevin Bryner One Terminal Drive, Suite 300 Middletown, PA 17057 Proposers accept all risk of late delivery of mailed proposals regardless of fault. Facsimile and other electronically transmitted proposals will not be considered. All proposals and accompanying documentation become the property of the Authority and will not be returned.
J. Terms and Conditions 1. The Authority reserves the right to amend the RFP schedule or issue amendments to the RFP at any time. The Authority also reserves the right to cancel or reissue the RFP, to reject any or all proposals, to waive any irregularities or informalities in the selection process, and to accept or reject any item or combination of items. The Authority reserves the right to request clarification of information from any proposer or to request supplemental material deemed necessary to assist in the evaluation of the proposal. The Authority reserves the right to effect any agreement deemed by the Authority to be in its best interest. This RFP does not obligate the Authority to accept or contract for any expressed or implied services. 2. In the event that the proposer to whom any services are awarded does not execute a contract within thirty (30) calendar days after SARAA Board approval, the Authority may give notice to such proposer of intent to award the contract to the next most qualified proposer or to call for new proposals and may proceed to act accordingly. 3. The Authority will not reimburse any proposer for any of the costs involved in the preparation and submission of responses to this RFP or in the preparation for and attendance at subsequent interviews. 4. Proposers shall thoroughly examine and be familiar with these specifications. The failure or omission of any proposer to receive or examine this document shall in no way relieve any proposer of obligations with respect to this proposal or the subsequent contract. 5. The executed contract may be terminated by the Authority in the event the successful bidder: Fails to meet delivery schedules; Defaults in the payment of any fees; Otherwise fails to perform in accordance with this contract; Becomes insolvent and/or files for protection under the bankruptcy laws. Under no circumstances will any damages be paid as a result of the termination of this contract. If the Authority exercises the right to terminate the contract early, the vendor may be prohibited from submitting future proposals to the Authority for a specified period.
Section III Scope of Services A. Objectives of the Project The Susquehanna Regional Airport Authority ( the Authority ), owner and operator of Harrisburg International Airport ( the Airport ), seeks a qualified consultant to develop a five (5) year Information Technology (IT) Master Plan to guide the organization over the next five years in planning, procuring, implementing and managing current and future technology investments and resources. The master plan should include: A comprehensive assessment of existing technologies and staffing that will highlight current strengths and weaknesses, including a list of all current systems with associated recommended future upgrades Recommended projects Cost estimates Prioritization of recommended projects A proposed implementation plan that will be incorporated into the Capital Improvement Plan process for FY2016 through FY2021 and annual budget deliberations. The implementation plan must take into account the current IT staffing level and budgetary considerations. Recommendations for cost savings and efficiencies with respect to available regional partnerships and collaboration strategies. The consultant must provide a detailed plan and timeline of how they will complete this project within the specified time period established in the RFP schedule. B. Information Gathering The key to developing a credible IT Strategic Master Plan for SARAA is reliant upon the comprehensive efforts utilized to gather sufficient input from Authority management and departments. The results of the information gathering sessions must be categorized in a logical and systematic fashion and incorporated into the Master Plan as appropriate. The results must be published as an appendix to the final report. The consultant shall develop a plan to conduct interviews in order to gain an in-depth understanding of how technology is used throughout the organization. Authority management and departments that should be included in the interview process include: IT Department Engineering Department Finance Department Police Department
Marketing Department Executive/Deputy Executive Directors SARAA staff will be available to aid in the logistics of reserving facilities, setting up forums and interviews. The consultant will remain responsible for facilitating events, conducting interviews, gathering, quantifying, analyzing and reporting on all information obtained throughout this process. C. Anticipated Specific Tasks and Services 1. Network Infrastructure Assessment of the current network infrastructure, including all data switches, appliances, LAN wiring within the facilities, cabling between the facilities, and comments with recommendations for appropriate improvements. 2. Telecommunications Infrastructure Assessment of the current telecommunications infrastructure, including all data switches controllers and phone devices and provide comments with recommendations for appropriate improvements. 3. Servers and Server-Based Applications Assessment of the current servers being utilized, including virtual servers, domain servers, email servers, and application servers and provide comments with recommendations regarding management, maintenance and life-cycle of the devices in the final report. Emphasis should be given to newer virtualization technologies. The Authority s server-based applications include Microsoft Navision financials, FireHouse fire reporting, Infor MP2 maintenance management, Microsoft Exchange Server, Rockwell Factory Talk Transaction Manager, Spiceworks help desk, Phoenix fuel management and Manager Plus vehicle management. 4. Storage and Backups (servers only) Assessment of the current use of Direct Attached Storage (DAS), Network Attached Storage (NAS) and Storage Area Network (SAN), tape backup and off-site storage strategies. Emphasis should be given to newer virtualization technologies. 5. Business Continuity and Disaster Recovery Assessment of the current disaster recovery initiatives and recommendations for a more comprehensive disaster recovery program. 6. Network and Data Security Assessment of the current network and data security used by the Authority. Network protection is achieved by the use of a firewall appliance and workstations and laptops are protected using antivirus software. An appliance is used to filter spam and viruses from emails. VPN access is provided to users and vendors when required via the same firewall appliance mentioned above. The Consultant must assess the current level of protection and provide observations with recommendations. 7. Desktop Environment Assessment of the current desktops, laptops and workstations, operating systems, and applications. Observations with recommendations regarding deployment, patching, updating, upgrading, monitoring, maintenance and life-cycle must be provided. 8. Software Licensing Review the current software licensing scheme and provide recommendations that will assist SARAA in reducing software licensing costs while ensuring compatibility with other agencies. This section will require recommendations in regards to
migration or upgrades to newer operating systems or application suites or the adoption and implementation of low-cost or free open-source software applications. 9. Help Desk & Reporting IT has recently installed Spiceworks for its help desk and monitoring software. The Consultant will assess the current system and provide observations with recommendations. 10. Policies and Procedures Assessment of the current policies and procedures. There is an existing core set of policies and procedures in place, additional policies and procedures may need to be added. The consultant will provide observations with recommendations on the policies and procedures. 11. Document Management and Retrieval Assessment of the current document management and retrieval capabilities. 12. Email and Message Archiving Assessment of the current utilization of the Authority s email system and the method used to archive messages. The Consultant must assess the resiliency of the current system and provide observations with recommendations. 13. Emerging Technologies Having observed the Authority s current computing environment, the Consultant is expected to make general recommendations regarding the potential benefits of new or emerging technologies. D. Strategic Master Plan Document The Consultant shall provide a draft Master Plan document to the RFP Coordinator by the date specified in the RFP schedule. The Master Plan document should include an Executive Summary for the SARAA Board and Senior Staff. Following discussions with select Authority staff, the consultant shall refine, finalize and deliver to the Authority one (1) electronic and twenty (20) professionally bound copies of the final document. The consultant shall participate in at least one meeting with Authority management staff to present the draft document and shall attend a minimum of one SARAA Board meeting to present the final document and answer questions.
Section IV RFP Response Instructions A. Proposal Format Proposals should be limited to twenty (20) pages or less and be prepared simply and economically, providing a straight-forward, concise description of proposer capabilities to satisfy the requirements of this request. Special bindings, colored displays, promotional materials, etc., are not desired. Emphasis should be placed on completeness and clarity of content. All proposal responses must be in the following format: 1. Cover Letter / Executive Summary 2. Table of Contents 3. Company Background /Qualifications 4. Scope and Methodology 5. References 6. Cost Proposal 7. Attachments 8. RFP Acknowledgment Form The desired information in each of these sections is described below. 1. Cover Letter / Executive Summary The cover letter should contain the name of the proposing Company, the address of the proposing officer(s), and the contact individual(s) authorized to answer technical, price, and contract questions. Contact information should include telephone number, fax number, mailing address, and email address. The cover letter must be signed by a person or persons authorized to bind the proposer. The Proposer shall include a brief summary that includes the factual core aspects of basic services offered, experience and qualifications of the Proposer, staff, consultants, sub-consultants and/or suppliers, a list of relevant projects in the last five (5) years and the timeliness in which they were completed and any other relevant information. 2. Table of Contents The contents of the proposal shall be included in an index at the beginning of the proposal and should include all contents and attachments. 3. Company Background / Qualifications This section should include the full name and principal address of the company, as well as the distance of your nearest office to SARAA. Provide a brief overview of the general background and services provided by your firm, including size of organization, description of organization structure, and number of years in business, and experience in serving governmental entities. Identify key staff in your company and affiliates including sub-contractors or sub-consultants to fulfill the contract requirements. Provide their job descriptions and other detailed qualification information. Include the proposed role and estimated amount of time to be spent on this project for each person.
4. Scope and Methodology Provide in detail how your firm would add value to this process. Set forth a work plan, including the methodology and processes to be followed to perform the services as identified in Section II. Also outline a project timeline from award of contract to final report, allowing for sufficient time for presentations to the SARAA board and other internal steering groups. 5. References Provide a minimum of three (3) client references of similar sized and/or municipal accounts which the proposer has served over the past two years and/or is currently serving. Provide a contact person, telephone number, and email address for each reference customer. 6. Cost Proposal * Provide an all-inclusive, not to exceed cost estimate for the engagement. * Please make sure this section is SEALED AND SEPARATE from the rest of the proposal. 7. Attachments Additional information that the proposer believes is critical to the Authority s assessment of the proposal should be included in this section. As noted previously, marketing promotional materials are not desired for review of the response to the RFP. Proposers are encouraged to include a sample master plan report in this section. 8. RFP Acknowledgement Form All submissions must include a completed copy of the RFP Acknowledgement Form found in Attachment 1.
Section V Proposal Evaluation Proposals will be evaluated by a committee of SARAA professional staff. Evaluations will be based upon the criteria outlined herein which may be weighted by the Authority in a manner it deems appropriate. All proposals will be evaluated using the same criteria and weighting. The criteria used will include, but is not limited to, the items below. A. Responsiveness to RFP (25%) The Authority will consider all the material submitted to determine whether the proposer s offering is in compliance with the RFP. It is important that the responses be clear and complete so that the evaluation committee can adequately understand all aspects of the proposal. B. Qualifications & Experience (45%) The Authority will consider all the material submitted by each proposer, and other relevant material it may otherwise obtain, to determine whether the proposer is capable of and has a history of successfully completing contracts of this type. The proposer shall furnish acceptable evidence of their ability to perform, regarding such categories as expertise and experience. Municipal experience will be taken into consideration. C. Fees (30%) The Authority s evaluation process is not designed to simply award the contract to the lowest cost proposer. Rather, it is intended to help the Authority select the vendor with the best combination of attributes including price. D. References The Authority may contact references directly to inquire about the quality and type of services that have been or are currently being provided to other customers. E. Optional Interviews At the discretion of the Authority, interviews may be arranged with the top finalists to assist in making a final selection. Selection shall be based upon evaluation criteria, committee s recommendations and subject to SARAA board approval. It is the Authority s intention to select one firm to perform all services.
ATTACHMENT 1 Susquehanna Area Regional Airport Authority Information Technology Master Plan RFP Acknowledgement Form Recipients of the Authority s Request for Proposals for Information Technology Master Plan should complete this form and return as directed below to ensure the Authority has the recipient s correct contact information. Responses to vendor questions issued by the Authority on August 28, 2015, will be posted on our website, www.flyhia.com. Contact Name: Company: Mailing Address: Phone Number: Email: Return completed RFP Acknowledgement Form to: SARAA Attn: Kevin Bryner One Terminal Drive, Suite 300 Middletown, Pennsylvania 17057
APPENDIX A SARAA NETWORK OVERVIEW
APPENDIX B HARDWARE AND APPLICATIONS
APPENDIX B HARDWARE AND APPLICATIONS (CONT.) 1. KVM SWITCH RARITAN DOMINION KXIII-216 Used for administering servers and VM hosts 2. SWITCH 3COM 4210-48G 48-port, gigabit switch Link aggregation for 2 Gb uplink Multiple VLANS 3. AUTOMATIC TRANSFER SWITCH APC AP7750A Powers KVM switch, LAN switch, terminal music system Provides redundant power for devices via both UPS units 4. TERMINAL MUSIC SYSTEM QUEBBIE MUSIC SYSTEMS Provides music for up to four (4) zones, including the terminal building and IT office 5. SAN HP P2000 G3 12 drives 6x 450 GB 15k, 6x 2 TB 7200 Two volumes in RAID 6 high-speed for VMs, low-speed for data 6. VM HOST SERVER 1 HP DL360 G7 2x Intel Xeon X5660 6-Core processors @ 2.8GHz 128 GB memory Hosts 5 VM servers (all MS Windows Server 2008 R2 SP1) o MDT-Access airport access control system (Johnson Controls) o MDT-FTTM Rockwell Factory Talk Transaction Manager, data collection for water plant (Rockwell Software) o MDT- Metasys airport building management system (Johnson Controls) o MDT-Mail email server (MS Exchange 2010) o MDT-Power monitors airport power (Siemens) 7. VM HOST SERVER 2 HP DL360 G7 2x Intel Xeon X5660 6-Core processors @ 2.8GHz 128 GB memory Hosts 8 VM servers (all MS Windows Server 2008 R2 SP1) o MDT-App hosts airport applications, Intranet, fuel management system, MS WSUS o MDT-DC primary domain controller/dns o MDT-EclipsX01 primary FIDS server (ComNET software) o MDT-EclipsX02 secondary FIDS server (ComNET software) o MDT-FILE file/print server o MDT-SQL database server (MS SQL Server 2008) o MDT-vCenter VMware vcenter server o MDT-WEB webserver hosts FLYHIA.com
APPENDIX B HARDWARE AND APPLICATIONS (CONT.) 8. BACKUP SERVER HP DL320 G6 Secondary Domain controller/dns Symantec Backup Exec 2010 9. TAPE LIBRARY HP MSL2024 Ultrium 4-SCSI drive Nightly tape backups 10. PARKING REVENUE CONTROL SYSTEM (PRCS) HOST SERVER 2x Intel Xeon X5660 6-core Processors @ 2.8GHz 24 GB memory Hosts two (2) Hyper-V VMs o PRCS-DC Domain controller/dns o PRCS-Scannet PRCS application (ScanNet) server 11. UPS 1 APC SMART-UPS 3000VA LCD RM 2U Provides power to first feed of ATS and PSU 1 of SAN, VM host server 1, VM host server 2, backup server, and PRCS host server. 12. UPS 2 APC SMART-UPS 3000VA LCD RM 2U Provides power to second feed of ATS and PSU 2 of SAN, VM host server 1, VM host server 2, backup server, and PRCS host server.