Passenger Flow Management Solution and Services

The City of Phoenix invites sealed offers for delivering a turn-key passenger flow management system at Phoenix Sky Harbor International Airport for a seven (7) year contract term, commencing on or about January 1, 2027, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Charter.

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

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term, including any extensions exercised, or termination pursuant to the provisions of this Agreement.

Project Details

• Reference ID: RFP 26-0285
• Department: Aviation
• Department Head: Chad Makovsky (Director of Aviation Services)

Important Dates

• Questions Due: 2026-07-09T18:00:00.000Z
• Pre-Proposal Meeting: 2026-06-30T17:00:00.000Z — This meeting will be available online and in person. To obtain meeting information, please RSVP/Register at: https://cityofphoenix.webex.com/weblink/register/r3c844d1493c92e465305435aa4956812

Meetings & Milestones

Evaluation Criteria

• Method of Approach (400 pts) —

  Offeror must provide an executive summary in narrative form, not to exceed forty (40) pages. The executive summary must describe its overall method of approach to meet the requirements of the Scope of Work. *Attachments will not count against the total page limit.

  1. Methodology for data collection/field surveys, design, and implementation.  Attach sample template or deliverables from previous projects that demonstrate the firm's methodology, design approach, implementation process, and risk mitigation strategies used to meet a customer’s needs.
  2. Resources used, to include tools, technologies, personnel, partners, and subcontractors to be used to complete the data gathering, design, installation, testing, commissioning, and implementation phases.
  3. Work Plan that includes schedules, staffing, methodologies for developing and administering various field surveys, and data submission process.
  4. Requirements compliance with Attachment F - Requirements Compliance Matrix, including requirements that were met, not met, or alternatively proposed.
  5. Proposed Project Management Plan, outlining communication, risk management and quality control.
  6. Approach as the Single Integrator, detailing how the Offeror will manage and oversee all aspects of the Project, including system design, implementation, testing, commissioning, maintenance, and support phases, and the work of all subcontractors.
• Qualifications and Experience of Firm (100 pts) —

  Offeror must submit a narrative statement, not to exceed five (5) pages, to demonstrate that the firm meets the required qualifications and experience to perform the project. At a minimum, the narrative statement must include:

  1. Company overview, including year established, qualifications, financial capability, and experience that relates to the scope of service outlined in the Solicitation.
  2. Company’s organizational chart.  
  3. Relevant and past experience, including a description of the company’s minimum required experience, as outlined in Section 2.2, and historical performance delivering similar solutions. 
  4. References, including three (3) references from medium or large hub U.S. airports as defined by the Federal Aviation Administration (FAA), where the Offeror has successfully delivered a Passenger Flow (PAX Flow) system within the last seven (7) years.  Each reference must include:
     1. Organization name.
     2. Contact name, title, email, phone number.
     3. Description of services performed, objectives, deliverables, and outcomes.
     4. Anticipated schedule vs. actual schedule.
     5. Anticipated budget vs. actual spend.
     6. Customer feedback describing how the Offeror mitigated risks or enabled achievement of project goals.
• Qualifications and Experience of Key Personnel (100 pts) —

  Offeror must submit a narrative statement, not to exceed five (5) pages (page limit does not include resumes), to demonstrate the expertise, availability, and commitment of the proposed project team. At a minimum, the narrative must include:

  1. Resume of each key personnel assigned to this project
     1. Describing background, specific role, responsibilities and relevant experience (up to 3 pages for each resume).
  2. Staffing Allocation and Availability
     1. Level of allocation for each key team members (hours per week or percentage of time).
     2. Whether each personnel will be onsite, remote/virtual, or hybrid throughout the Contract term.
  3. Team Structure
     1. Hierarchical organization chart showing reporting lines, lead personnel, and subordinate team members.
     2. Identification of any subcontractors and explanation of how subcontractor activities will be managed and integrated.
  4. Project Lead
     1. Offeror must assign one (1) dedicated, full-time Project Lead available for the duration of the project implementation and primary point of contact for Aviation throughout the term of the Contract.
     2. The assigned Project Lead must have led a minimum of five (5) key personnel, performing at least two (2) system integration, implementation and/or replacement technology projects at a medium of large hub U.S. airport as defined by the Federal Aviation Administration (FAA).
• Training, Maintenance & Support Services (150 pts) —

  Offeror must submit a narrative statement, not to exceed ten (10) pages (SLA not included in page limit) describing how Offeror will support Aviation throughout the lifecycle of the System, including:

  1. Training, Include a Training Plan for end users and technical personnel across multiple shifts.  Quality of training materials, delivery approach, and schedule coordination.
  2. Maintenance, Proposed Service Level Agreement (SLA), including troubleshooting, escalation, response, and resolution times. Maintenance and technical support strategy (routine, corrective, preventive), patching, upgrades, and vulnerability compliance.
  3. Support Services Spare parts strategy, warranty coverage, and long‑term system sustainability.
• Price (250 pts) —
  1. Attachment D - Fee Schedule must be submitted separately from the Technical Proposal.
  2. The pricing spreadsheet must be unlocked and unrestricted with no password restrictions.
  3. Pricing must clearly lay out the following pricing categories within the spreadsheet:
     1. Design and Installation:
        1. T3 TSA Checkpoint Pax Flow System
        2. T4 TSA Checkpoint A, B, C, and D Pax Flow System
        3. Sky Train station people counting system
     2. Warranty Period (Year 1)
     3. Operations and Maintenance (Years 2-7)
     4. Total Cost of Ownership

Submission Requirements

• PAYMENT TERMS & OPTIONS: Vendors must choose an option, if a box is not checked, the City will default to 0% - net 45 days: (required)
• Prompt Payment Discount —

  ______% - 30 days or 0% – 45 days 

  If none is specified, the City will default to 0% - net 45 days.

• Signed Offer Acknowledgement (required) —

  Please download Attachment A - Offer, complete, sign, and upload.

  Failure to submit signed Attachment A - Offer will result in your Offer being deemed non-responsive and result in disqualification from further consideration.

• Conflict of Interest and Transparency (required) —

  Please download Attachment B - Conflict of Interest and Transparency Form, complete, sign, and upload.

  Failure to submit a signed Attachment B - Conflict of Interest and Transparency Form will result in your Offer being deemed non-responsive and result in disqualification from further consideration.

• Heat Safety Compliance (required) —

  Please download Attachment H - Heat Safety and Compliance Form, complete, sign, and upload.

  Failure to submit a completed and signed Heat Safety Compliance Form will result in your Offer being deemed non-responsive and result in disqualification from further consideration.

• Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion (required) —

  Please download Attachment K - Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion, complete, sign, and upload.

  Failure to submit a signed Attachment K - Certification Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion will result in your Offer being deemed non-responsive and result in disqualification from further consideration. 

• Bank's Letter of Commitment or Statement of Bonding Ability (required) —

  Offerors must submit a letter from a bank or other financial institution evidencing the bank’s commitment to provide the Offeror, if successful, with a Letter of Credit (LOC), bond, or Cash Deposit in the amount stated in Section 2.24 – Performance Guarantee.

  Failure to submit a Letter of Commitment or Statement of Bonding Ability will result in your Offer being deemed non-responsive and result in disqualification from further consideration. 

• Site Maps (required) —

  Offeror must confirm they have submitted Attachment J - Sensitive Security Information to the Procurement Officer and received the project drawings prior to the Offer due date, per Section 2.4.

  Failure to submit Attachment J - Sensitive Security Information and receive the project drawings will result in your Offer being deemed non-responsive and result in disqualification from further consideration.

• Fee Schedule (required) —

  Please download, complete, and upload Attachment D - Fee Schedule ONLY.  The Technical Proposal will be submitted separately in Question 9 below.

• Technical Proposal (WITHOUT PRICING) (required) —

  Please upload the Offeror's Proposal here.  If an Offeror believes its Offer includes confidential information, the Offeror will mark pages confidential in clearly labeled manner. 

• Can you confirm you can comply with both the Punchout Catalog Integration requirements outlined in the Special Terms and Conditions and the SAP Open Catalog Interface technical requirements listed under the Attachments tab? (required)
• Has your organization implemented a privacy program that covers privacy risk across all operations, services, projects, programs and systems that process personal data? (required)
• Has your organization experienced any reportable privacy or security breaches within the last 2 years? (required)
• Does your organization have an incident/breach escalation and response plan? (required)
• Do you have any exceptions? (required)
• Please upload any exceptions you have (required) —

  Clearly label the uploaded file

• Financial Responsibility Questionnaire (required) —

  Please download the below documents, complete, and upload.

• FTA - Federal Certifications (required) —

  Please download the below documents, complete, sign, and upload.

  Failure to submit the signed FTA - Federal Certifications may deem your offer non-responsive and result in disqualification from further consideration.

• Please confirm that all required documents have been duly signed and uploaded, including but not limited to: the Offer Page, Conflict of Interest and Transparency, and any other mandatory forms requiring signature. (required) —

  Failure to submit all required signed documents may deem your Offer non-responsive and result in disqualification from further consideration.

• Department Name(s) (required) —

  Select from one of the following Department Names to insert department-specific provisions and/or attachments.

• Description (required) —

  Enter the description of the procurement here in lowercase.

• Contract Term (required) —

  Enter the contract term in lowercase.

  Examples:

  five-year contract (strongly recommended)

  three-year term, with two option years

  one-time purchase

• Contract Start Date (required) —

  Enter the contract start date (on or about).

  Example: March 1, 2023

• Pricing Proposal (required)
• Will Delivery be a factor in determining award? (required) —

  Selecting "Yes" will insert the Delivery provision into the Instructions section.

  Delivery

  Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.

• Include Pre-Award Qualifications Instructions to Offeror? (required) —

  Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.

• Number of Years in Operation (required) —

  Enter the number of years an Offeror must have been in operation.

• Will a Site Inspection be conducted? (required) —

  Selecting "Yes" will insert the Site Inspection provision into the Instructions section.

• BONDS —

  Select if appropriate.

  Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.

• Performance Bond Amount (required) —

  Enter the Performance Bond percentage or dollar amount.

  Example: 10% or $1,000.00

• Solicitation Bond Percentage (required) —

  Enter the Solicitation Bond percentage.

  Example: 10%

• Payment Bond - Required By (Number of Days) (required) —

  Enter the number of days the Payment Bond is required after notice award.

  Example: 7

• Payment Bond - City Retention of Surety (in Days) (required) —

  Enter the number of days the City will retain a surety if submitted in a form other than a bond.

  Example: 7

• Include Professional Services Terms and Conditions? (required)
• SPECIAL TERMS AND CONDITIONS (required) —

  This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• FOB Options (required) —

  Select the option(s) appropriate for this document.

• Destination Address(es) (required) —

  Enter the destination address(es) where delivery should be made.

  Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003

• Delivery Timeframe (Hours Range) (required) —

  Enter the delivery timeframe (hours range).

  Example: between the hours of 8:00 a.m. and 2:00 p.m.

• Delivery Contact Phone Number (required) —

  Enter the delivery contact's phone number.

  Example: (602) 555-1234

• Price Options (required) —

  Select the option(s) appropriate for this document.

• Fixed Price Term (required) —

  Enter the fixed price term (years, months, or days) in lowercase.

  Example: one-year, or six-months, or ninety-days

• Catalog Price Adjustment - Number of Copies (required) —

  Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.

  Capitalize the first letter of the first word.

  Example: One

  If this is not a requirement, this question may be skipped by typing N/A.

• SPECIAL TERMS AND CONDITIONS (APPLICABLE TO MOST AGREEMENTS) (required) —

  Options should be applicable to most agreements. Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Method of Payment - Frequency (If periodic invoicing is applicable) (required) —

  Enter the frequency of payment in lowercase.

  Example: one-year, or six-months, or ninety-days

  If this is not a requirement, this question may be skipped by typing N/A.

• Delivery Date (required) —

  Please enter the date that delivery is required by.

  Example: March 1, 2022.

  If this is not a requirement, this question may be skipped by typing N/A.

• MISCELLANEOUS OPTIONAL ITEMS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Liquidated Damages Amount (required) —

  Enter the dollar amount of the liquidated damages to be collected.

  Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.

  Example: $50.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Frequency (required) —

  Enter the frequency with which the Contractor should submit procurement reports.

  Example: monthly, quarterly, yearly

  If this is not a requirement, this question may be skipped by typing N/A.

• Procurement Reports - Day of the Month Due (required) —

  Enter the day of the month that procurement reports are due from the Contractor.

  Example: 15th

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Repair Response Time (required) —

  Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.

  Example: four hours or one business day

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Term (required) —

  Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.

  Example: two

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO MATERIALS —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Equipment Installation Property Address(es) (required) —

  Enter the property address(es) where equipment shall be installed.

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Duration (required) —

  Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.

  Example: eight hours

  If this is not a requirement, this question may be skipped by typing N/A.

• Training - Number of Staff to be Trained (required) —

  Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.

  Example: three

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO ENVIRONMENTAL/SAFETY —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• GENERALLY PERTAINING TO VEHICLE/FLEET —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Warranty - Fleet Services - Labor Reimbursement (required) —

  Enter the current warranty hourly labor reimbursement rate.

  Example: $70.00

  If this is not a requirement, this question may be skipped by typing N/A.

• Warranty - Fleet Services (required) —

  Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.

  Example: three years, 200 hours, and 36,000 miles

  If this is not a requirement, this question may be skipped by typing N/A.

• GENERALLY PERTAINING TO WATER SERVICES —

  Select as appropriate.

  Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.

  Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.

• Include Federal Contract Clauses - Housing HUD Specific? (required)
• Include Federal Contract Clauses - Public Transit FTA Specific? (required)
• Include Special Program - Supplemental Terms and Conditions? (required)
• Special Program - Supplemental Terms and Conditions (required)
• DEFENSE AND INDEMNIFICATION (required) —

  LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE

  (Revised August 2020)

  If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.

• INSURANCE SPECIFICATIONS BY CONTRACT TYPE (required) —

  Choose the best and most comprehensive option based on the contract type.

  If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.

• Construction, Engineering & Design Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Professional Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Services Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Crime Insurance (or Fidelity Bond) —

  Enter the Crime Insurance (or Fidelity Bond) amount.

  Example: $250,000

  If this is not a requirement, this question may be skipped.

• Commercial Lease / Rental Agreements (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Use of City Premises (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Commodity Purchase Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Environmental Services & Consulting Contracts (required) —

  Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.

• Insurance-related Communications (required) —

  Please enter the mailing and/or email address that insurance-related communications/documents should be sent.

  Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov

• Is this solicitation/contract for technology? (required)
• Will the vendor’s solution or staff process, store, transmit, or have access (including view-only or support access) to City personal data at any point (e.g., in a vendor-hosted/SaaS system, logs, backups, integrations, or remote support)? (required)
• Is punchout catalog integration a viable option for this contract? (required) —

  Includes Punchout Catalog Integration clause in the Special Terms and Conditions section

• Submittals Section
• Offer In Effect Period (required) —

  Enter the number of calendar days from the opening date that an offer will remain in effect.

  Example: 180

• Do you anticipate receiving catalogs and/or price lists? (required)
• Catalogs and/or Discount from Published Price List (required)
• Additional Quantities —

  Enter the date prior to which additional quantities may be requested from the Contractor.

  Example: May 25, 2025