HomeMy WebLinkAbout8583 Airport Management Software - Scope of WorkScope of Work
The City of Denton is seeking proposals for a comprehensive airport management software solution.
The software should streamline operations, enhance efficiency, ensure compliance with regulatory
standards, and improve overall airport management. Responses should include, but are not limited to,
information on a respondent’s ability to provide the following management system components:
1. Operations Management:
• Airfield Inspections: Automate daily inspections and generate work orders for discrepancies.
Provide real-time updates and reports to stakeholders.
• Operations Logs: Digitize and automate log entries from inspections, work orders, and
connected devices to improve accuracy and accessibility of operations data.
• Airfield Condition Reporting: Share airfield condition reports, notices, and critical updates with
stakeholders.
• Asset Management: Track and manage airport assets, including maintenance schedules,
lifecycle management, and asset tracking.
2. Safety Management:
• Safety Reporting and Management: Digitize safety reporting, risk assessments, incident
reporting and investigations, and performance monitoring.
• Hazard Identification and Mitigation: Systematically identify and report potential hazards
across the airport.
• Risk Assessments: Assess and mitigate risks associated with identified hazards.
• Compliance Management: Ensure compliance with FAA, ICAO, and other relevant regulatory
bodies.
3. Work Management:
• Work Orders: Schedule, track, and manage maintenance tasks. Provide an overview of work
request status and identify potential issues.
• Preventative Maintenance: Schedule and track preventative maintenance tasks to reduce
equipment failures.
• Checklists: Assign predefined checklists to ensure thorough completion of tasks and improve
efficiency.
• Resource Allocation: Optimize the allocation of resources, including personnel, equipment, and
materials.
4. Permit Management:
• Vehicle and Driver Permits: Automate the application, approval, and training processes for
airside vehicle and driver permits. Centralize permit information and track violations.
• Miscellaneous Permits: Manage and track various permits including building, event, and
environmental permits.
5. Lease and Tenant Management:
• Tenant Management: Centralize tenant contact information and manage tenant
communications.
• Contract and Lease Management: Store and access tenant contracts, lease terms, and essential
documentation.
• Lease Compliance: Manage lease obligations, schedule of key milestone dates, and tracking and
documentation of lease violations.
• Invoicing and Payments: Track tenant invoices and facilitate online payments.
6. Environmental Management:
• Wildlife and Foreign Object Debris (FOD) Logs: Track wildlife incidents and report foreign object
debris to improve airfield safety.
• Environmental Inspections: Schedule and document environmental inspections to ensure
compliance and proactive management.
• Sustainability Tracking: Monitor and report on sustainability initiatives and environmental
impact.
7. Learning Management System (LMS):
• Training Content Creation: Create customizable training content and assessments. Assign
training modules based on roles and job assignments.
• Training Record Management: Documented information such as type of training, attendees,
training assignments, duration, and signatures/verification
• Training Schedule: Completed, overdue, and upcoming training sessions for airport staff.
8. Analytics and Reporting:
• Data Analysis Tools: Gather data, spot trends, and monitor performance using key performance
indicators (KPIs).
• Customizable Reports and Dashboards: Create visual reports and dashboards to optimize
operations and improve decision-making.
• Predictive Analytics: Use data to predict maintenance needs, operational bottlenecks, and other
critical issues.
9. Security Management:
• Badging and Incident Reporting: Digitize badge applications and renewals, track background
checks, and report incidents efficiently.
• Emergency Response Operations: Centralize emergency response data including equipment
inspections, maintenance records, and training certifications.
• Access Control: Manage and monitor access to secure areas of the airport.
10. Hangar and Facility Management:
• Hangar Utilization and Scheduling: Manage hangar assignments, scheduling, and resolve
conflicts using real-time data.
• Facility Maintenance: Track and manage maintenance for all airport facilities.
11. Customer Relationship Management (CRM):
• Stakeholder Communication: Enhance communication with pilots, tenants, and other
stakeholders.
• Feedback Management: Collect and analyze feedback from pilots, tenants, and other
stakeholders to improve services.
Proposal Requirements
• Company Background: Provide an overview of the company, experience in airport management
software, and client references.
• Technical Specifications: Detail the technical requirements and infrastructure needed to
support the software.
• Implementation Plan: Outline the implementation process, including timelines, milestones, and
training programs.
• Training, Support, and Maintenance: Describe the training resources, software support, and
maintenance services offered, including response times and service levels.
• Cost Proposal: Provide a detailed cost breakdown for the software, implementation, training,
and ongoing support.
• Data Security and Privacy: Detail the measures in place to ensure data security and compliance
with relevant privacy regulations.
• Disaster Recovery: Describe the disaster recovery and business continuity plans.
• Integration Capabilities: Outline the software’s ability to integrate with existing systems and
third-party applications.
• References and Case Studies: References from similar projects and/or case studies
demonstrating the vendor’s capabilities. Include list of current airport customers.
• Appendices: Additional documents or information supporting the proposal