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A8980 - AERO CLOUD SYSTEMS INC.
Contract Company Name: Company Contact: Summary of Services: Contract Price: Funding Source: Contract Term: CONTRACT ABSTRACT Aero Cloud Systems Inc. George Richardson, CEO Aviation Web -Hosted Database Software Srvc & Sup $90,985.00 4157040-50031 3 years with 2 one (1) yr Renewal options Contract Administration Lead Department: Aviation Contract Administrator: Harry Barrett Contract Approvals Council/City Manager Approval Date: 10/14/2021 Minute Order/Resolution Number: Agreement Number: A8980 Contract Compliance Exhibits: Signatures: Insurance: Bonds: Business License: Lontract prepared by: Submitted on: 11/3/2021 No Exhibits Yes Insurance Attached No Bonds Bus. Lic. Attached By: Leigh Gileno AMENDMENT NO. 1 TO AGREEMENT NO. A8980 BETWEEN THE CITY OF PALM SPRINGS AND AEROCLOUD SYSTEMS, INC. 1. Parties and Date. This Amendment No. 1 to the AeroCloud Systems, Inc. Agreement is made and entered into as of ____________, by and between the City of Palm Springs (“City”) and AeroCloud Systems, Inc., a Delaware Corporation with its principal place of business at 1201 Orange Street, Suite 7451, Wilmington, DE 19801-1186 (Contractor). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties.” 2. Recitals. 2.1 Agreement. The City and Contractor have entered into an agreement entitled AeroCloud Systems, Inc. dated November 22, 2021 (Agreement) for the purpose of Gate Management, Part 139 Inspection and Computerized Maintenance Management System (CMMS) for the Palm Springs International Airport (Airport). Contract Term: November 22, 2021 through November 21, 2024, with two (2) one-year optional extensions; Contract Price: $90,985. 2.2 Amendment No. 1. The City and Contractor desire to amend the Agreement to revise the scope of services to include the forward planning module. 2.3 Amendment Authority. This Amendment No. 1 is authorized pursuant to Section 2.3 of the Agreement. 3. Terms. 3.1 Section 2 Compensation. Section 2.1 of the Agreement is hereby amended in its entirety to read as follows: “For the Services rendered under this Agreement, Contractor shall be compensated by City in accordance with the Schedule of Compensation, which is attached as Exhibit "D" and Pricing which is attached as Exhibit “D1” and the Agreement is hereby amended to increase the compensation by $24,577.38 for a new not-to-exceed maximum contract amount of $115,562.38 ("Maximum Contract Amount"), except as may be provided under Section 1.8 of the Agreement. The method of compensation shall be as set forth in Exhibit "D'' and Exhibit “D1”. Compensation for necessary expenditures for reproduction costs, telephone expenses, and transportation expenses must be approved in advance by the Contract Officer designated under Section 4.2 and will only be approved if such expenses are also specified in the Schedule of Compensation. The Maximum Contract Amount shall include the attendance of Contractor at all Project meetings reasonably deemed necessary by the City. Contractor shall not be entitled to any increase in the Maximum Contract Amount for attending these meetings. Contractor accepts the risk that the services identified in the Scope of Services may be more costly and/or time-consuming than Contractor anticipates that Page 1 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Contractor shall not be entitled to additional compensation, and that the provisions of Section 1.8 shall not be applicable to the services identified in the Scope of Services. The maximum amount of city's payment obligation under this section is the amount specified in this Agreement. If the City's maximum payment obligation is reached before the Contractor's Services under this Agreement are completed, Contractor shall complete the Work and City shall not be liable for payment beyond the Maximum Contract Amount. 3.2 EXHIBIT “A” Scope of Services. Add Exhibit “A1” attached hereto and incorporated herein by reference. 3.3 Section 1 Services of Contractor. Section 1.1 of the Agreement is hereby amended in its entirety to read as follows: “In compliance with all terms and conditions of this Agreement, Contractor agrees to perform the contract services set forth in the Scope of Services described in Exhibit "A" and “A1” (the "Services" or "Work"), which is attached and incorporated herein by this reference. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that Contractor is a provider of first class work and contract services and that Contractor is experienced in performing the Work contemplated and, in light of such status and experience, Contractor covenants that it shall perform the work in a competent, professional, and satisfactory manner consistent with the level of care and skill ordinarily exercised by high quality, experienced, and well qualified members of the profession currently practicing under similar conditions.” 3.3 EXHIBIT “D” Scope of Services. Add Exhibit “D1” attached hereto and incorporated herein by reference. 3.4 Continuing Effect of Agreement. Except as amended by this Amendment No. 1, all other provisions of the Agreement, as previously amended, remain in full force and effect and shall govern the actions of the parties under this Amendment No. 1. From and after the date of this Amendment No. 1, whenever the term “Agreement” or “Contract” appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 1. 3.5 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1. 3.6 Severability. If any portion of this Amendment No. 1 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.7 Counterparts. This Amendment No. 1 may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument. [SIGNATURES ON FOLLOWING PAGE] Page 2 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Page 3 of 17 SIGNATURE PAGE TO AGREEMENT BY AND BETWEEN THE CITY OF PALM SPRINGS AND AEROCLOUD SYSTEMS, INC. IN WITNESS WHEREOF, the Parties have executed this Amendment No. 1 as of the dates stated below. CONTRACTOR: By: _____________________________________By: _________________________________________ Signature Signature (2nd signature required for Corporations) Date:Date: CITY OF PALM SPRINGS: APPROVED BY CITY COUNCIL: Date: N/A Item No. N/A APPROVED AS TO FORM: ATTEST: By: ___________________________ By: _______________________________ City Attorney City Clerk APPROVED: By: _______________________________ Date: City Manager – over $50,000 Deputy/Assistant City Manager – up to $50,000 Director – up to $25,000 Manager – up to $5,000 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 11/13/2023 Page 4 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Page 5 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Page 6 of 17 Type text here DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Quote for Palm Springs International Airport (PSP) Strategic Forward Planning Module upgrade Issue Date: September 12 th 2023 AeroCloud Reference: 23-078 Customer Reference: N/A AeroCloud Systems Limited 1201 N. Orange Street, Suite 7451, Wilmington, DE 19801 1990 Main Street, Suite 801, Sarasota, FL 34236 The Ropewalks, Newton Street, Macclesfield, SK11 6QJ AeroCloudSystems.com CONFIDENTIALITY NOTICE: The contents of this document and any attachments are intended solely for the addressee(s) and may contain confidential and/or privileged information and may be legally protected from disclosure. EXHIBIT "A1" Page 7 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Table of Contents Strategic Forward Planning scope of services 3 AI driven resource management 3 Strategic forward planning upgrade 5 Features and functionality 5 Service and support 6 Key service information 6 Service requests 7 Pricing 10 OpEx - Annual Recurring Costs 10 Assumptions 10 Confidential & Proprietary Information - AeroCloud Copyright 2023 ©2 Page 8 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Strategic Forward Planning Scope of services AI driven Resource Management AeroCloud’s gate management system is the only 100% automated airport resource and gate management solution available on the market. All other solutions require a significant amount of manual gate planning for week of and day of operations in order to safely and properly allocate gates and stands to aircraft . AeroCloud’s gate management system is the only off the shelf system that uses AI and Machine learning to plan gate and stand allocations. Airports in turn benefit from the most optimized gate and apron plans possible. AeroCloud’s gate management system is ideal for growing airports whose operations are increasing and therefore becoming more complex and difficult to manage. Prior to adopting the solution, FAA Air Traffic at some of AeroCloud’s customer sites recounted seeing dozens of aircraft stacked up on the apron waiting for gates on a daily basis. This occurrence has become much rarer at our customer sites since they automated gate management with AeroCloud. AeroCloud can be accessed by airport operations and management, airline staff, and various other stakeholders. In order to enhance operational efficiency and provide transparency into real-time flight data and schedules as well as future schedules and gate and stand allocations, the AeroCloud Platform consumes Confidential & Proprietary Information - AeroCloud Copyright 2023 © 3 Page 9 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 schedule data from OAG, FAA SWIM, as well as ADS-B/radar data. The platform pulls in new data every three seconds, so flight changes and delays are always updated, and the data is enhanced by AeroCloud’s proprietary machine learning and artificial intelligence algorithms. AeroCloud possesses modern APIs and open architecture, which allows it to consume data from additional feeds subject to requirements validation. The benefit of AeroCloud’s enhanced automation is that little to no manual intervention is needed and users should rarely need to edit or upload flight data, gate, or stand allocations. Though there are various features and views for visualizing gate and stand allocation, the primary method for viewing gate and stand availability in real-time is via a Gantt Chart. Users can visualize and monitor in real-time schedule changes, gate changes, conflicts, cancellations, delays, and gate closures. Pucks represent an aircraft allocation to a stand which highlights conflicts, delays, cancellations, and gate changes. Aircraft allocations are represented in real-time by the pucks moving from one row (gate) to another. Color coding is used to easily identify gates/hardstands, airline leased gates, flight linking, recent data changes, tows, and stand outages. All allocations and stands are easily managed directly within the Gate Management configuration section. AeroCloud catures all of PSP’s historical data and gate and stand allocations in the platform. The data is easily accessible by users with the necessary access levels to view, edit, or export to an SSIM file. The historical data captured provides a clear audit trail of gate assignments. The AeroCloud Gate Management System self-optimizes based on hard constraints, airline preferences, aircraft type, adjacency rules, demand, type of equipment scheduling, or any other type of criteria. All of this is managed by AeroCloud’s proprietary artificial intelligence and machine learning once the initial data configuration has been set up. Manual overriding can take place at any time. This means that Airport Operations do not have to spend time on manual “day-of-operations” planning because the software will do the work for them. Based on preconfigured rules and reference data specific to PSP’s operation, the Gate Management System automatically generates the most optimized schedule specific to the airport’s resources and Confidential & Proprietary Information - AeroCloud Copyright 2023 © 4 Page 10 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 based on real-time schedule data. The Gate Management System also uses artificial intelligence and machine learning to further optimize gate and stand allocation by factoring in historic PSP events and pulling in-flight data updates (including flight changes, delays, and cancellations) every 3 seconds. Strategic Forward planning upgrade Strategic Forward Planning is an additional module in the AeroCloud platform that enhances the capabilities of the Gate Management System, allowing you to optimize future schedules and gate/stand allocations, model them in a sandbox against existing allocations, and commit them to the operational schedule at will. This module uses the advanced proprietary AeroCloud AI and ML functionality utilized within gate management to create detailed future plans to plan for preventative gate maintenance, stand outages and other upcoming events. Features and functionality The forward planning module provides the capacity to manually add flights to a planned view in a 7-day block to allow for planning and scheduling of events with a high volume of non-scheduled or charter flights and allocate resources accordingly. The platform has the capacity to go beyond the 7 day plan typically included within gate management and allows your airport to plan schedules up to 90 days out utilizing blocks of 30 days within that window to identify conflicts and react in advance. This advanced planning capacity allows for automated contingency planning using the AeroCloud algorithm and greatly reduces manual input when building airline schedules saving hours of time that would be otherwise spent on planning complex scheduled outages over a 90 day period. These features allow you to build your schedule and test its resiliency to both unexpected and expected events such as large influxes of non-commercial flights or scheduled maintenance outages due to planned construction work. ●Create intelligent plans using historical and scheduled flight operations ●Provision/remove gates during planning to gain a forecasted view of scheduled aircraft ●Automate aircraft allocations based on available stands/historical trends using AI processing ●Override manual changes, or lock them in place ●Remove and add airlines based on predicted future schedules Confidential & Proprietary Information - AeroCloud Copyright 2023 © 5 Page 11 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Service & Support - GMS with Forward Planning upgrade Key Service Information The AeroCloud platform service availability target is 99.9%. We provide all software modules on a SaaS-based subscription model, which includes all costs associated with system enhancements, standard onboarding & training, and service & support with any software subscription. Continuous Enhancements Maintenance & Support System Enhancements AeroCloud will make commercially reasonable efforts to provide periodic updates and enhancements to the platform to meet market needs in line with our Agile operating model. Warranty All equipment and hardware come with a 3-year warranty period where applicable. Extended hardware warranty services are available, either on-site or return-to-factory services are subject to customer requirements. Account Management ●Monthly reporting of system performance. ●Change requests for additional equipment or services. ●Change management for co-ordinating updates and enhancements to the system. ●Quarterly review meeting. Web Hosting AeroCloud’s iAM systems run on Amazon Web Services and therefore, under the shared responsibility model, our platforms typically have the following metrics for support: ➔Commercially reasonable efforts to make the Included Services each available for each AWS region with a Monthly Uptime Percentage of at least 99.99% ➔AWS 24x7 dedicated support team Systems Maintenance & Support We provide software maintenance and support throughout the duration of the contract. ➔24/7 support, 365 days a year ➔Remote software support ➔Airline systems updates – we keep the airline software up to date as new releases become available Confidential & Proprietary Information - AeroCloud Copyright 2023 © 6 Page 12 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 ➔Software bug fixes – we undertake corrective fixes as quickly as possible ➔Full system health checks. Service Requests The Client may request support services by way of a support request via email, the support portal or telephone. Each support request shall include: ●A description of the problem ●Detail of steps required to recreate the incident ●An indication of Severity (see below) ●A rough time of the incident ●Error message (if any) ●Screen shots (if applicable) AeroCloud will prioritize issue management and resolution based on the severity of the incident. Please review the table below: Severity Level Definition Service Level Responses Severity 1- Urgent Business Critical The issue materially impacts the operations of the Client’s business or. The platform is down (not accessible), or Major functions of the platform cannot be used Level 1 Response:Acknowledgment of receipt of reported issue within 60 mins Level 2 Response:Restore Platform to usable state within 8 hours after the Level 1 has elapsed Severity 2 - High Significant System Impact A critical system error with no workaround or. A non-critical error which affects the operations of the Client’s business Level 1 Response:Acknowledgment of receipt of reported issue within 24 hours Level 2 Response:Update Platform to resolve error within 48 hours after the Level 1 has elapsed Severity 3- Medium Moderate Impact The issue does not materially impact the Client’s business or. An isolated or minor error in the platform that does not significantly affect the platform functionality or disables some non-essential functions Level 1 Response:Acknowledgment of receipt of reported issue within 48 hours Level 2 Response:Update Platform to resolve the issue or provide a workaround within 10 business days after the Level 1 has been acknowledged. Severity 4-Low Minimal Impact Non-critical issues or. General questions or. Assistance in using the platform or Platform change requests Level 1 Response:Acknowledgment of receipt of reported issue within 5 days Level 2 Response:Review issue and notify the Client of acceptance/ rejection of resolution of issue (and price where custom work is required) Confidential & Proprietary Information - AeroCloud Copyright 2023 ©7 Page 13 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Contact is made with the issue reporter at key stages of the process such as: Review, Acceptance, Further Information Requests, Completion, Release and Declining of issues. Support Flow Confidential & Proprietary Information - AeroCloud Copyright 2023 © 8 Page 14 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Support Flow Milestones During onboarding all customers will be provided a view of their support backlog, where they can view all pending and accepted support requests. They will be able to be visibly tracked throughout every stage of review/development progress. The following Milestones will be displayed to the customer: Milestone Response Open The defined stage when an initial request is received Under review Our support team are triaging/investigating Clarification needed Further information is required from the customer before we can progress Accepted (1st Line) Our first line support team understand the issue and are prioritizing in their workflow In Progress (1st Line)Our first line support team are actively working on resolving the issue Accepted (2nd Line) Our development engineers understand the issue and are prioritizing this into their development workflow In progress (2nd Line)Our development engineers are actively working on resolving the issue Rejected The issue cannot be replicated, there is insufficient supporting information, or the issue is not considered a defect No Response Closed - Our support team haven’t heard from the customer to allow us to resolve the issue Fixed and Released Our support team and engineers have resolved the issue and released it to the platform Closed The issue has been resolved and released onto the platform for over 5 days and no follow up has been received by the customer to investigate further. The item is officially closed. Note:Email communications are sent to the issue requester during every major milestone. Major milestones are:Open, Accepted, In progress, No Response, Fixed and Released Confidential & Proprietary Information - AeroCloud Copyright 2023 © 9 Page 15 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Page 16 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 Pricing OpEx - Annual Recurring Costs This section details all operating expenses (OpEx) associated with the ongoing licensing of the forward planning module. We charge all recurring costs annually in advance. Also included is an additional quote to utilize the forward planning module from the point of contract signature to 11/21/2023. OpEx - Annual Recurring Costs Annual Licencing - Solution & Software Support QTY Per Item Total Cost Forward Planning upgrade 1 24,577.38 24,577.38 24,577.38 Additional Quote Annual Licencing - Solution & Software Support QTY Per Item Total Cost Forward Planning upgrade 1 2048.08 2048.08 2048.08 Assumptions ➔Pricing in USD, excludes local taxes ➔24/7/365 Support and Maintenance ➔Continuous updates and system enhancements ➔Remote Implementation within departments, setup of all users, business case consultancy, initial training and onboarding ➔Unlimited users included in the full license airport stakeholder-wide Confidential & Proprietary Information - AeroCloud Copyright 2023 © 10 EXHIBIT "D1" Page 17 of 17 DocuSign Envelope ID: 54580330-D4EA-49FB-A34B-3C9A6E2A0369 CONTRACT SERVICES AGREEMENT MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT THIS AGREEMENT FOR CONTRACT SERVICES ("Agreement") is made and entered into on RD*MW 21 201, by and between the City of Palm Springs, a California charter city and municipal corporation ("City"), and AeroCloud Systems Inc., a Delaware Corporation, ("Contractor"). City and Contractor are individually referred to as "Party" and are collectively referred to as the "Parties". RECITALS A. City requires the services of an Aviation Software Solution agreement for Gate Management, Part 139 Inspection and Computerized Maintenance Management System (CMMS) for the Palm Springs International Airport, ("Project"). B. Contractor has submitted to City a proposal to provide an Aviation Software Solution agreement for Gate Management, Part 139 Inspection and Computerized Maintenance Management System, to City under the terms of this Agreement. C. Contractor is qualified by virtue of its experience, training, education, reputation, and expertise to provide these services and has agreed to provide such services as provided in this Agreement. D. City desires to retain Contractor to provide such contract services. NOW, THEREFORE, in consideration of the promises and mutual obligations, covenants, and conditions contained herein, and other valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: AGREEMENT 1. SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contractor agrees to perform the contract services set forth in the Scope of Services described in Exhibit "A" (the "Services" or "Work"), which is attached and incorporated herein by this reference. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that Contractor is a provider of first class work and contract services and that Contractor is experienced in performing the Work contemplated and, in light of such status and experience, Contractor covenants that it shall perform the the Work in a competent, professional, and satisfactory manner consistent with the level of care and skill ordinarily exercised by high quality, experienced, and well qualified members of the profession currently practicing under similar conditions. 1.2 Contract Documents. The Agreement between the Parties shall consist of the following: (1) this Agreement; (2) the Scope of Services; (3) the City's Request for Proposals; and, (4) the Contractor's signed, original proposal submitted to the City ("Contractor's Proposal"), (collectively referred to as the "Contract Documents"). The City's Request for Proposals and the Contractor's Proposal, which are both attached as Exhibits "B" and "C", respectively, are incorporated herein by this reference and are made a part of this Agreement. The Scope of Services shall include the Contractor's Proposal. All provisions of the Scope of Services, the City's Request for Proposals and the Contractor's Proposal shall be binding on the Parties. Should any conflict or inconsistency exist in the Contract Documents, the conflict or inconsistency shall be resolved by applying the provisions in the highest priority document, which shall be determined in the following order of priority: (I't) the provisions of the Scope of Services (Exhibit "A"); (2°d) the provisions of the City's Request for Proposal (Exhibit "B"); (3`d) the terms of this Agreement; and, (41) the provisions of the Contractor's Proposal (Exhibit "C"). 1.3 Comuliance with Law. Contractor warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations. Page 1 of 88 Revised: 5/1/20 55575.18165U2899992.2 Contractor shall be liable for all violations of such laws and regulations in connection with the Services and this Agreement. 1.4 Licenses, Permits, Fees, and Assessments. Contractor represents and warrants to City that it has obtained all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services required by this Agreement. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, qualification, or approval that is legally required for Contractor to perform the Work and Services under this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the Work and Services required by this Agreement. Contractor shall indemnify, defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law. 1.5 Familiarity with Work. By executing this Agreement, Contractor warrants that Contractor (a) has thoroughly investigated and considered the Scope of Services to be performed, (b) has carefully considered how the Services should be performed, and (c) fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement. If the Services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of any Services. Should the Contractor discover any latent or unknown conditions that will materially affect the performance of the Services, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor's risk until written instructions are received from the City. 1.6 Care of Work. Contractor shall adopt reasonable methods during the term of the Agreement to furnish continuous protection to the Work and the equipment, materials, papers, documents, plans, studies, and/or other components to prevent losses or damages. Contractor shall be responsible for all such damages, to persons or property, until acceptance of the Work by the City, except such losses or damages as may be caused by City's own negligence. 1.7 Further Responsibilities of Parties. Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Parties agree to act in good faith to execute all instruments, prepare all documents, and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. 1.8 Additional Services. City shall have the right at any time during the performance of the Services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to, or deducting from such Work. No such extra work may be undertaken unless a written order is first given by the City to the Contractor, incorporating any adjustment in (i) the Maximum Contract Amount, as defined below, and/or (ii) the time to perform this Agreement. Any adjustments must also be approved in writing by the Contractor. Any increase in compensation of up to twenty-five percent (25%) of the Maximum Contract Amount or $25,000, whichever is less, or in the time to perform of up to thirty (30) days, may be approved by the City Manager, or his designee, as may be needed to perform any extra work. Any greater increases, occurring either separately or cumulatively, must be approved by the Palm Springs City Council. It is expressly understood by Contractor that the provisions of this section shall not apply to the services specifically set forth or reasonably contemplated within the Scope of Services. 2. COMPENSATION 2.1 Maximum Contract Amount. For the Services rendered under this Agreement, Contractor shall be compensated by City in accordance with the Schedule of Compensation, which is attached as Exhibit "D" and incorporated in this Agreement by reference. Compensation shall not exceed the maximum contract amount of Ninety Thousand Nine Hundred Eighty -Five Dollars, ($90,985.00) ("Maximum Contract Amount"), except as may be provided under Section 1.8. The method of compensation shall be as set forth in Exhibit "D." The method of compensation shall be as set forth in Exhibit "D." Compensation for necessary expenditures for reproduction costs, telephone expenses, and transportation expenses must be approved in advance by the Contract Officer designated under Section 4.2 and will only be approved if such expenses are also specified in the Schedule of Compensation. The Maximum Contract Amount shall include the attendance of Contractor at all Project meetings reasonably deemed Page 2 of 88 Revised: 511/20 5 5575.18165\32899992.2 necessary by the City. Contractor shall not be entitled to any increase in the Maximum Contract Amount for attending these meetings. Contractor accepts the risk that the services identified in the Scope of Services may be more costly and/or time-consuming than Contractor anticipates, that Contractor shall not be entitled to additional compensation, and that the provisions of Section 1.8 shall not be applicable to the services identified in the Scope of Services. The maximum amount of city's payment obligation under this section is the amount specified in this Agreement. If the City's maximum payment obligation is reached before the Contractor's Services under this Agreement are completed, Contractor shall complete the Work and City shall not be liable for payment beyond the Maximum Contract Amount. 2.2. Method of Payment. Unless another method of payment is specified in the Schedule of Compensation (Exhibit "D"), in any month in which Contractor wishes to receive payment, Contractor shall submit to the City an invoice for services rendered prior to the date of the invoice. The invoice shall be in a form approved by the City's Finance Director and must be submitted no later than the tenth (10) working day of such month. Such requests shall be based upon the amount and value of the services performed by Contractor and accompanied by such reporting data including an itemized breakdown of all costs incurred and tasks performed during the period covered by the invoice, as may be required by the City. City shall use reasonable efforts to make payments to Contractor within forty-five (45) days after receipt of the invoice or as soon as is reasonably practical. There shall be a maximum of one payment per month. 2.3 Changes in Scope. In the event any change or changes in the Scope of Services is requested by City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including, but not limited to, any additional fees. An amendment may be entered into: A. To provide for revisions or modifications to documents, work product, or work, when required by the enactment or revision of any subsequent law; or B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Contractor's profession. 2.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated by the City Council for each fiscal year covered by the Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the City. SCHEDULE OF PERFORMANCE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. The time for completion of the services to be performed by Contractor is an essential condition of this Agreement. Contractor shall prosecute regularly and diligently the Work of this Agreement according to the agreed upon attached Schedule of Performance (Exhibit "E"), incorporated by reference. Neither Party shall be accountable for delays in performance caused by any condition beyond the reasonable control and without the fault or negligence of the non -performing Party. Delays shall not entitle Contractor to any additional compensation regardless of the Party responsible for the delay. 3.2 Schedule of Performance. Contractor shall commence the Services under this Agreement upon receipt of a written notice to proceed and shall perform all Services within the time period(s) established in the Schedule of Performance. When requested by Contractor, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer, but such extensions shall not exceed one hundred eighty (180) days cumulatively; however, the City shall not be obligated to grant such an extension. 3.3 Force Maieure. The time for performance of Services to be rendered under this Agreement may be extended because of any delays due to a Force Majeure Event, if Contractor notifies the Contract Officer within ten (10) days of the commencement of the Force Majeure Event. A Force Majeure Event shall mean an event that materially affects the Contractor's performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the Work); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, "orders of governmental authorities," includes ordinances, emergency proclamations and Page 3 of 88 Revised: 5/ 1 /20 55575.18165\32899992.2 orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority. After Contractor notification, the Contract Officer shall investigate the facts and the extent of any necessary delay, and extend the time for performing the Services for the period of the enforced delay when and if, in the Contract Officer's judgment, such delay is justified. The Contract Officer's determination shall be final and conclusive upon the Parties to this Agreement. The Contractor will not receive an adjustment to the contract price or any other compensation. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement. 3.4 Term. Unless earlier terminated in accordance with Section 4.5 of this Agreement, this Agreement shall continue in full force and effect until completion of the Services, unless extended by mutual written agreement of the Parties. However, the term shall not exceed three (3) years with two (2) one-year optional extensions from the commencement date, except as otherwise provided in the Schedule of Performance described in Section 3.2 above. 3.5 Termination Prior to Exoiration of Term. City may terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Contractor. Where termination is due to the fault of Contractor and constitutes an immediate danger to health, safety, and general welfare, the period of notice shall be such shorter time as may be determined by the City. Upon receipt of the notice of termination, Contractor shall immediately cease all Services except such as may be specifically approved by the Contract Officer. Contractor shall be entitled to compensation for all Services rendered prior to receipt of the notice of termination and for any Services authorized by the Contract Officer after such notice. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Contractor shall not be entitled to payment for unperformed Services, and shall not be entitled to damages or compensation for termination of Work. Contractor may not terminate this Agreement except for cause, upon thirty (30) days written notice to City. 4. COORDINATION OF WORK 4.1 Representative of Contractor. The following principal of Contractor is designated as being the principal and representative of Contractor authorized to act in its behalf and make all decisions with respect to the Services to be performed under this Agreement: George Richardson, CEO. It is expressly understood that the experience, knowledge, education, capability, expertise, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the Services performed hereunder. The foregoing principal may not be changed by Contractor without prior written approval of the Contract Officer. 4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee ("Contract Officer"). Contractor shall be responsible for keeping the Contract Officer fully informed of the progress of the performance of the Services. Contractor shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified, any approval of City shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignments. The experience, knowledge, education, capability, and reputation of Contractor, its principals and employees, were a substantial inducement for City to enter into this Agreement. Contractor shall not contract with any other individual or entity to perform any Services required under this Agreement without the City's express written approval. In addition, neither this Agreement nor any interest may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. Subcontracts, if any, shall contain a provisions making them subject to all provisions stipulated in this Agreement including without limitation the insurance and indemnification requirements. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor(s) in the same manner as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the Work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. In addition, neither this Agreement nor any interest in this Agreement may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written consent of City. Transfers restricted in this Agreement shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved Page 4 of 88 Revised: 5/ 1 /20 5 5575.18165\32899992.2 transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release Contractor or any surety of Contractor from any liability under this Agreement without the express written consent of City. 4.4 Independent Contractor. The legal relationship between the Parties is that of an independent contractor, and nothing shall be deemed to make Contractor a City employee. A. During the performance of this Agreement, Contractor and its officers, employees, and agents shall act in an independent capacity and shall not act or represent themselves as City officers or employees. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Contractor or any of its officers, employees, or agents, except as set forth in this Agreement. Contractor, its officers, employees, or agents shall not maintain an office or any other type of fixed business location at City's offices. City shall have no voice in the selection, discharge, supervision, or control of Contractor's employees, servants, representatives, or agents, or in fixing their number, compensation, or hours of service. Contractor shall pay all wages, salaries, and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, including but not limited to social security income tax withholding, unemployment compensation, workers' compensation, and other similar matters. City shall not in any way or for any purpose be deemed to be a partner of Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with Contractor. B. Contractor shall not have any authority to bind City in any manner. This includes the power to incur any debt, obligation, or liability against City. C. No City benefits shall be available to Contractor, its officers, employees, or agents in connection with any performance under this Agreement. Except for contract fees paid to Contractor as provided for in this Agreement, City shall not pay salaries, wages, or other compensation to Contractor for the performance of Services under this Agreement. City shall not be liable for compensation or indemnification to Contractor, its officers, employees, or agents, for injury or sickness arising out of performing Services. If for any reason any court or governmental agency determines that the City has financial obligations, other than under Section 2 and Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of Contractor's officers, employees, servants, representatives, subcontractors, or agents, Contractor shall indemnify City for all such financial obligations. 4.5 California Labor Code Requirements. A. Contractor is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the performance of other requirements on certain "public works" and "maintenance" projects ("Prevailing Wage Laws"). If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is S 15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Contractor and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1). B. If the Services are being performed as part of an applicable "public works" or "maintenance" project and if the total compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Contractor and all subcontractors performing such Services must be registered with the Department of Industrial Relations. Contractor shall maintain registration for the duration of the Project and require the same of any subcontractors, as applicable. This Agreement may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Contractor's sole responsibility to comply with all applicable Page 5 of 88 Revised: 5/ 1 J20 5 5575.18165\32899992.2 registration and labor compliance requirements. 5. INSURANCE 5.1 Types of Insurance. Contractor shall procure and maintain, at its sole cost and expense, the insurance described herein. The insurance shall be for the duration of this Agreement and includes any extensions, unless otherwise specified in this Agreement. The insurance shall be procured in a form and content satisfactory to City. The insurance shall apply against claims which may arise from the Contractor's performance of Work under this Agreement, including Contractor's agents, representatives, or employees. In the event the City Manager determines that the Work or Services to be performed under this Agreement creates an increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the City Manager or his designee. Contractor shall immediately substitute any insurer whose A.M. Best rating drops below the levels specified in this Agreement. Except as otherwise authorized below for contract liability (errors and omissions) insurance, all insurance provided under this Agreement shall be on an occurrence basis. The minimum amount of insurance required shall be as follows: A. Errors and Omissions Insurance. Contractor shall obtain and maintain in full force and effect throughout the term of this Agreement, standard industry form contract liability (errors and omissions) insurance coverage in an amount of not less than one million dollars ($1,000,000.00) per occurrence and two -million dollars ($2,000,000.00) annual aggregate, in accordance with the provisions of this section. (1) Contractor shall either: (a) certify in writing to the City that Contractor is unaware of any contract liability claims made against Contractor and is unaware of any facts which may lead to such a claim against Contractor; or (b) if Contractor does not provide the certification under (a), Contractor shall procure from the contract liability insurer an endorsement providing that the required limits of the policy shall apply separately to claims arising from errors and omissions in the rendition of services under this Agreement. (2) If the policy of insurance is written on a "claims made" basis, the policy shall be continued in full force and effect at all times during the term of this Agreement, and for a period of three (3) years from the date of the completion of the Services provided hereunder. In the event of termination of the policy during this period, Contractor shall obtain continuing insurance coverage for the prior acts or omissions of Contractor during the course of performing Services under the terms of this Agreement. The coverage shall be evidenced by either a new policy evidencing no gap in coverage, or by obtaining separate extended "tail" coverage with the present or new carrier or other insurance arrangements providing for complete coverage, either of which shall be subject to the written approval by the City Manager. (3) In the event the policy of insurance is written on an "occurrence" basis, the policy shall be continued in full force and effect during the term of this Agreement, or until completion of the Services provided for in this Agreement, whichever is later. In the event of termination of the policy during this period, new coverage shall immediately be obtained to ensure coverage during the entire course of performing the Services under the terms of this Agreement. B. Workers' Compensation Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, workers' compensation insurance in at least the minimum statutory amounts, and in compliance with all other statutory requirements, as required by the State of California. Contractor agrees to waive and obtain endorsements from its workers' compensation insurer waiving subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. If Contractor has no employees, Contractor shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form. C. Commercial General Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least one million dollars ($1,000,000.00) and two million dollars ($2,000,000.00) general aggregate for bodily injury and property damage including coverages for contractual liability, personal injury, independent contractors, broad form property damage, products and completed operations. Page 6 of 88 Revised: 5,r 1 !20 55575.18165\32899992.2 D. Business Automobile Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of one million dollars ($1,000,000.00) bodily injury and property damage. The policy shall include coverage for owned, non -owned, leased, and hired cars. E. Employer Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of employer liability insurance written on a per occurrence basis with a policy limit of at least one million dollars ($1,000,000.00) for bodily injury or disease. 5.2 Deductibles and Self -Insured Retentions. Any deductibles or self -insured retentions must be declared to and approved by the City Manager or his/her designee prior to commencing any work or services under this Agreement. Contractor guarantees payment of all deductibles and self -insured retentions. City reserves the right to reject deductibles or self -insured retentions in excess of $10,000, and the City Manager or his/her designee may require evidence of pending claims and claims history as well as evidence of Contractor's ability to pay claims for all deductible amounts and self -insured retentions proposed in excess of $10,000. 5.3 Other Insurance Requirements. The following provisions shall apply to the insurance policies required of Contractor under this Agreement: A. For any claims related to this Agreement, Contractor's coverage shall be primary insurance with respect to the City and its officers, council members, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City and its officers, council members, officials, employees, agents, and volunteers shall be in excess of Contractor's insurance and shall not contribute with it. B. Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City and its officers, council members, officials, employees, agents, and volunteers. C. All insurance coverage and limits provided by Contractor and available or applicable to this Agreement are intended to apply to each insured, including additional insureds, against whom a claim is made or suit is brought to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations shall limit the application of such insurance coverage. D. No required insurance coverages may include any limiting endorsement which substantially impairs the coverages set forth in this Agreement (e.g., elimination of contractual liability or reduction of discovery period), unless the endorsement has first been submitted to the City Manager and approved in writing. E. Contractor agrees to require its insurer to modify insurance endorsements to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the endorsements. Certificates of insurance will not be accepted in lieu of required endorsements, and submittal of certificates without required endorsements may delay commencement of the Project. It is Contractor's obligation to ensure timely compliance with all insurance submittal requirements as provided in this Agreement. F. Contractor agrees to ensure that subcontractors, and any other parties involved with the Project who are brought onto or involved in the Project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the Project will be submitted to the City for review. G. Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on the City nor does it waive any rights in this or any other regard. Page 7 of 88 Revised: 5/ 1 /20 55575.18165\32899992.2 H. Contractor shall provide proof that policies of insurance required in this Agreement, expiring during the term of this Agreement, have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. Endorsements as required in this Agreement applicable to the renewing or new coverage shall be provided to City no later than ten (10) days prior to expiration of the lapsing coverage. I. Requirements of specific insurance coverage features or limits contained in this section are not intended as limitations on coverage, limits, or other requirements, or as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. J. The requirements in this section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impair the provisions of this section. K. Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the Work performed under this Agreement and for any other claim or loss which may reduce the insurance available to pay claims arising out of this Agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City, or to reduce or dilute insurance available for payment of potential claims. L. Contractor agrees that the provisions of this section shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages resulting from the Contractor's activities or the activities of any person or person for which the Contractor is otherwise responsible. 5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII, or better, unless such requirements are waived in writing by the City Manager or his designee due to unique circumstances. 5.5 Verification of Coverage. Contractor shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, affecting all of the coverages required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Contractor's insurers to provide complete, certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of Liability Insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate: A. "The City of Palm Springs, its officials, employees, and agents are named as an additional insured... " ("as respects City of Palm Springs Contract No._" or 'for any and all work performed with the City" may be included in this statement). B. "This insurance is primary and non-contributory over any insurance or self-insurance the City may have..." ("as respects City of Palm Springs Contract Na" or ' for any and all work performed with the City" may be included in this statement). C. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Holder named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" is not acceptable and must be crossed out. D. Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees, agents, and volunteers. Page 8 of 88 Revised: 5/1/20 5 557 5.18165\32899992.2 In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies. All certificates of insurance and endorsements are to be received and approved by the City before work commences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether that is the authorized agent/broker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Contractor's obligation to provide them. 6. INDEMNIFICATION 6.1 Indemnification and Reimbursement. To the fullest extent permitted by law, Contractor shall defend (at Contractor's sole cost and expense), indemnify, protect, and hold harmless City, its elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to or death of persons (Contractor's employees included), for damage to property, including property owned by City, for any violation of any federal, state, or local law or ordinance or in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct committed by Contractor, its officers, employees, representatives, and agents, that arise out of or relate to Contractor's performance of Services or this Agreement. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the Indemnified Parties. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Contractor's indemnification obligation or other liability under this Agreement. Contractor's indemnification obligation shall survive the expiration or earlier termination of this Agreement until all actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable statute of limitations or, if an action is timely filed, until such action is final. 6.2 Desian Contract Services Indemnification and Reimbursement. If Contractor's obligation to defend, indemnify, and/or hold harmless arises out of Contractor's performance as a "design professional" (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Contractor's indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor in the performance of the Services or this Agreement, and, upon Contractor obtaining a final adjudication by a court of competent jurisdiction, Contractor's liability for such claim, including the cost to defend, shall not exceed the Contractor's proportionate percentage of fault. 7. REPORTS AND RECORDS 7.1 Accountine Records. Contractor shall keep complete, accurate, and detailed accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement. Contractor shall keep such books and records as shall be necessary to properly perform the Services required by this Agreement and to enable the Contract Officer to evaluate the performance of such Services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 7.2 RCUOrts. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the Services required by this Agreement, or as the Contract Officer shall require. Contractor acknowledges that the City is greatly concerned about the cost of the Work to be performed under this Agreement. For this reason, Contractor agrees that Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services. If Contractor is providing design services, Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost for the project being designed if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the design services. 7.3 Ownership of Documents. All drawings, specifications, reports, records, documents, memoranda, correspondence, computations, and other materials prepared by Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall be the property of City and shall be promptly delivered to City upon request Page 9 of 88 Revised: 5/1/20 55575.18165\32899992.2 of the Contract Officer or upon the termination of this Agreement. Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials. Any use of such completed documents for other projects and/or use of incomplete documents without specific written authorization by the Contractor will be at the City's sole risk and without liability to Contractor, and the City shall indemnify the Contractor for all resulting damages. Contractor may retain copies of such documents for their own use. Contractor shall have an unrestricted right to use the concepts embodied tin this Agreement. Contractor shall ensure that all its subcontractors shall provide for assignment to City of any documents or materials prepared by them. In the event Contractor fails to secure such assignment, Contractor shall indemnify City for all resulting damages. 7.4 Release of Documents. All drawings, specifications, reports, records, documents, and other materials prepared by Contractor in the performance of Services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. All information gained by Contractor in the performance of this Agreement shall be considered confidential and shall not be released by Contractor without City's prior written authorization. 7.5 Audit and Inspection of Records. After receipt of reasonable notice and during the regular business hours of City, Contractor shall provide City, or other agents of City, such access to Contractor's books, records, payroll documents, and facilities as City deems necessary to examine, copy, audit, and inspect all accounting books, records, work data, documents, and activities directly related to Contractor's performance under this Agreement. Contractor shall maintain such books, records, data, and documents in accordance with generally accepted accounting principles and shall clearly identify and make such items readily accessible to such parties during the term of this Agreement and for a period of three (3) years from the date of final payment by City hereunder. 8. ENFORCEMENT OF AGREEMENT 8.1 California Law and Venue. This Agreement shall be construed and interpreted both as to validity and as to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such County, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.2 Interpretation. This Agreement shalt be construed as a whole according to its fair language and common meaning to achieve the objectives and purposes of the Parties. The terms of this Agreement are contractual and the result of negotiation between the Parties. Accordingly, any rule of construction of contracts (including, without limitation, California Civil Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to limit, expand, or define the contents of the respective sections or paragraphs. 8.3 Default of Contractor. Contractor's failure to comply with any provision of this Agreement shall constitute a default. A. If the City Manager, or his designee, determines that Contractor is in default in the performance of any of the terms or conditions of this Agreement, he/she shall notify Contractor in writing of such default. Contractor shall have ten (10) days, or such longer period as City may designate, to cure the default by rendering satisfactory performance. In the event Contractor fails to cure its default within such period of time, City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice of any remedy to which City may be entitled at law, in equity, or under this Agreement. Contractor shall be liable for all reasonable costs incurred by City as a result of such default. Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in the event that the dispute is not cured, provided that nothing shall limit City's right to terminate this Agreement without cause under Section 3.5. B. If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.3A, take over the work and prosecute the Page 10 of 88 Revised: 5/ 1120 5 5575.18165\32899992.2 same to completion by contract or otherwise. The Contractor shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the Maximum Contract Amount (provided that the City shall use reasonable efforts to mitigate such damages). The City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. The withholding or failure to withhold payments to Contractor shall not limit Contractor's liability for completion of the Services as provided in this Agreement. 8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. Any waiver by the Parties of any default or breach of any covenant, condition, or term contained in this Agreement, shall not be construed to be a waiver of any subsequent or other default or breach, nor shall failure by the Parties to require exact, full, and complete compliance with any of the covenants, conditions, or terms contained in this Agreement be construed as changing the terms of this Agreement in any manner or preventing the Parties from enforcing the full provisions. 8.5 Rights and Remedies Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party. 8.6 Legal Action. In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct, remedy or recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 8.7 Attorney Fees. In the event any dispute between the Parties with respect to this Agreement results in litigation or any non -judicial proceeding, the prevailing Party shall be entitled, in addition to such other relief as may be granted, to recover from the non -prevailing Party all reasonable costs and expenses. These include but are not limited to reasonable attorney fees, expert contractor fees, court costs and all fees, costs, and expenses incurred in any appeal or in collection of any judgment entered in such proceeding. 9. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 9.1 Non -liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor -in -interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 9.2 Conflict of Interest. Contractor acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement nor shall Contractor enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one (1) year thereafter. Contractor warrants that Contractor has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. 9.3 Covenant Against Discrimination. In connection with its performance under this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin ( i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a "prohibited basis"). Contractor shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City's lawful capacity to enter this Agreement, and in executing this Agreement, Contractor certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Contractor activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Contractor is in full compliance with the provisions Page 11 of 88 Revised: 5/ 1/20 55575.18165',32899992.2 of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non-discrimination in city contracting. 10. MISCELLANEOUS PROVISIONS 10.1 Patent and Copyright Infringement. To the fullest extent permissible under law, and in lieu of any other warranty by City or Contractor against patent or copyright infringement, statutory or otherwise: A. It is agreed that Contractor shall defend at its expense any claim or suit against City on account of any allegation that any item furnished under this Agreement, or the normal use or sale arising out of the performance of this Agreement, infringes upon any presently existing U.S. letters patent or copyright and Contractor shall pay all costs and damages finally awarded in any such suit or claim, provided that Contractor is promptly notified in writing of the suit or claim and given authority, information and assistance at Contractor's expense for the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the negligence, recklessness or willful misconduct of Contractor. However, Contractor will not indemnify City if the suit or claim results from: (1) City's alteration of a deliverable, such that City's alteration of such deliverable created the infringement upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in combination with other material not provided by Contractor when it is such use in combination which infringes upon an existing U.S. letters patent or copyright. B. Contractor shall have sole control of the defense of any such claim or suit and all negotiations for settlement in the event City fails to cooperate in the defense of any suit or claim, provided, however, that such defense shall be at Contractor's expense. Contractor shall not be obligated to indemnify City under any settlement that is made without Contractor's consent, which shall not be unreasonably withheld. If the use or sale of such item is enjoined as a result of the suit or claim, Contractor, at no expense to City, shall obtain for City the right to use and sell the item, or shall substitute an equivalent item acceptable to City and extend this patent and copyright indemnity thereto. 10.2 Notice. Any notice, demand, request, consent, approval, or communication that either party desires, or is required to give to the other party or any other person shall be in writing. All notices shall be personally delivered, sent by pre -paid First Class U.S. Mail, registered or certified mail, postage prepaid, return receipt requested, or delivered or sent by facsimile with attached evidence of completed transmission. All notices shall be deemed received upon the earlier of (i) the date of delivery to the address of the person to receive such notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days after the date of posting by the United States Post Office if by mail; or (iii) when sent if given by facsimile. Any notice, request, demand, direction, or other communication sent by facsimile must be confirmed within forty-eight (48) hours by letter mailed or delivered. Other forms of electronic transmission such as e-mails, text messages, and instant messages are not acceptable manners of notice required hereunder. Notices or other communications shall be addressed as follows: To Ci : City of Palm Springs Attention: City Manager & City Clerk 3200 E. Tahquitz Canyon Way Palm springs, California 92262 Telephone: (760) 323-8204 Facsimile: (760) 323-8332 To Contractor: Aerocloud Systems Inc. 1201 N. Orange Street Suite 7451 Wilmington, DE 19801-1186 Attention: George Richardson Telephone: 941-226-8215 10.3 Integrated Agreement. This Agreement constitutes the entire understanding between the Parties and supersedes and cancels all prior negotiations, arrangements, agreements, representations, and understandings, if any, made by or among the Parties with respect to the subject matter in this Agreement. 10.4 Amendment. No amendments or other modifications of this Agreement shall be binding unless Page 12 of 88 Revised: 511!20 5 5575.18165\32899992.2 through written agreement signed by all Parties. 10.5 Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. If any provision of this Agreement shall be determined to be invalid by a final judgment or decree of a court of competent jurisdiction, such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the reminder of that provision, or the remaining provisions of this Agreement unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless. 10.5 Successors in Interest. This Agreement shall be binding upon and inure to the benefit of the Parties' successors and assignees. 10.6 Third Partv Beneficiarv. Recitals 10.8. Corporate Authority. Each of the undersigned represents and warrants that (i) the Party for which he or she is executing this Agreement is duly authorized and existing, (ii) he or she is duly authorized to execute and deliver this Agreement on behalf of the Party for which he or she is signing, (iii) by so executing this Agreement, the Party for which he or she is signing is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which the Party for which he or she is signing is bound. 10.9 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. [SIGNATURES ON NEXT PAGE] Page 13 of 88 Revised: 5/ 1120 5 5575.18165\32899992.2 SIGNATURE PAGE TO CONTRACT SERVICES AGREEMENT BY AND BETWEEN THE CITY OF PALM SPRINGS AND AEROCLOUD SYSTEMS INC. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated below. "CITY" City of Palm Springs Date: 1 By: r!d Jutin Clifton City Manager APPROVED AS TO FORM: ATTEST APPROVED BY CITY COUNCIL: Date 10/igl�"IAgreement NoA6190 Corporations require two notarized signatures. One signature must be from Chairman of Board, President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, or Chief Financial Officer. CONTRACTOR NAME: AEROCLOUD SYSTEMS INC Check one: _ Individual _ Partnership V— Corporation Address AEROCLOUD SYSTEMS INC, 1201 N ORANGE STREET STE #7451,WILMINGTON, DE, 19801-1186 By Rz Si otarized) Signature (Notarized) Page 14 of 88 55575.18165\328999922 Revised: 5/1120 ACKNOWLEDGEMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached and not the truthfulness, accuracy, or validity of that document. STATE OF VIRGINIA COUNTY OF FAIRFAX On October 21, 2021 before me, Public, remotely appeared: Vy Ngoc Thanh Nguyen a Notary George Richardson who proved to me on the basis of satisfactory evidence to be the person(s), whose name(s) is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity(ies), and that by their signatures(s) on the instrument the person(s) or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJU RY under the laws of the United State of America that the foregoing paragraph is true and correct. WITNESS my hand and official seal. (Signature of notary) J:� VY NGOC THANH NGUYEN '°1 ry`� EL1XT Ot7lcrmrurraueuc•Keca-k ,cw Commonwealth of Virginia My Commission Expires fib 92024 (SEAL) Notarized online using Video -Audio Communication ACKNOWLEDGEMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate Is attached and not the truthfulness, accuracy, or validity of that document. STATE OF VIRGINIA COUNTY OF FAIRFAX In October 21, 2021 before me, Public, remotely appeared: Vy Ngoc Thanh Nguyen a Notary Andrew Hoppe who proved to me on the basis of satisfactory evidence to be the person(s), whose name(s) is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity(ies), and that by their signatures(s) on the instrument the person(s) or the entity upon behalf of which the person(s) acted, executed the instrument. certify under PENALTY OF PERJURY under the laws of the United State of America that the foregoing paragraph is true and correct. WITNESS my hand and official seal. (Signature of notary) VY NGOC THANH NGUYEN A' hEMROWNOTARYPI"-Pla#-3+ `* +' 4<: Commome U of WOMB WCommissionBoresO613012024 (SEAL) Notarized online using Video -Audio Communication EXHIBIT "A" SCOPE OF SERVICES SPECIFICATION REQUIREMENTS a. General i. Contractor shall deliver fully tested Aviation Database configured to meet the requirements of the airport. ii. The term of the contract shall be for two (2) years with three (3) one-year renewal extension options for a total term not to exceed five years. iii. The contractor shall provide telephone, email or web -portal support twenty-four (24) hours/seven days a week within specified resolution times. iv. The system proposed must be fully operational in at least three airports of similar size or larger to the size of the Palm Springs International Airport v. The Proposer must have experience in the production, marketing, installation and provision of FAR Part 139 documentation and recordkeeping, airport gate management and CMMS systems. An actual demonstration of the system may be required. vi. Databases must be available on both desktop and via mobile devices. vii. Unlimited user licenses at pre -determined rate viii. Proposer must include and provide thorough user training sufficient enough for operators to be fully aware of software capabilities and limitations. ix. Ability to integrate software with Dude Solutions, FacilityDude desired. b. System Requirements i. Airline Gate Management 1. Gate Assignment capability including ability to: a. Plan gate assignments with predetermined flight schedules b. Manage aircraft to gate based on demand, type of equipment c. Provide Audit Trail of Gate Assignments d. Provide automatic notifications of changes e. Visual gate availability via Gantt Chart 2. Flight Schedules a. Ability to upload flight schedules via XLS or SSIM format b. Ability to automatically generate optimized schedules c. Ability to integrate with real-time data feed to monitor aircraft schedules, flight changes and delays Access Control a. Ability to assign user privileges b. Ability to review assignment requests by airline ii. FAR Part 139 System 1. Dashboard a. Analytics ability with Key Performance Indicators, ability to filter b. Heat Map data visualization 2. Map Features a. GPS Tracking capability to pinpoint location on airfield when using mobile devices b. GIS Integration ability with layers tied to inspection category 3. Inspection Design a. Intelligence to carry forward unsatisfactory line items from previous inspection RFP #01-22 Page 15 of 44 b. Ability to denote discrepancies on map c. Automatic population on inspector information and timestamp d. Ability to maintain standard and custom reports over rolling 12-month period e. Ability to capture and attach photo images f. Automatic notification upon inspection completion g. FAA NOTAM and NOAA Integration ability h. Ability for custom and standard reports in PDF form III. Computerized Maintenance Management System 1. Dashboard with Key Performance Indicators 2. Work Order/Work Requests ability a. Ability to assign to individual or to department b. Ability to establish priority and nature of work (preventative, reactive, predictive) c. Ability to attach images or files d. Ability to select location from drop down menu e. Guest work request submission for users without logins f. Ability to export listing of all work orders and requests in PDF or XLS format g. Recurring Work Order function with ability to specify frequency in days, weeks, months, or years h. Ability to upload PM checklists or create custom checklists in the system i. Feature for outside stakeholders (i.e. tenants) to submit service requests j. Ability to view available pool of maintenance personnel, current allocation of work, and past allocations based on category k. Ability to track maintenance performed on an individual basis iv. Asset Management System 1. Dashboard with Key Performance Indicators 2. Ability to a. Track estimated and actual labor hours and costs by costs center b. Classify assets by category, hierarchy, location, and condition c. Integrate with equipment control systems for proactive maintenance based on hours of use and mileage d. Define reorder and critical inventory thresholds e. Provide audit trail of utilization for inventory management f. Configure hierarchy of service locations and categories Ability to receive automatic email alerts when reorder and critical thresholds are reached c. Service Level Support 1. Critical: a. Definition: System is unavailable, resulting in a critical impact on the operation. No workaround is available. b. Response: Less than one hour c. Effort: At least one person working continuously 2. Serious: RFP #01-22 Page 16 of 44 a. Definition: The system is available, but its operation is severely restricted. No workaround is available. b. Response: Less than two hours c. Effort: At least one person working continuously 3. Low — to -Moderate a. System: is available with limitations that are not critical to the overall operation. b. Response: 1 Business Day c. Effort: Work effort to be mutually agreed upon RFP #01-22 Page 17 of 44 EXHIBIT "B" CITY'S REQUEST FOR PROPOSALS CITY OF PALM SPRINGS, CA REQUEST FOR PROPOSALS (RFP) #01-22 MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT Requests for Proposals (RFP #01-22), for Aviation Software Solution agreement for Gate Management, Part 139 Inspection and Computerized Maintenance Management System (CMMS) for the City of Palm Springs International Airport (hereinafter the "RFP") will be electronically received via the link provided in this RFP by the Procurement and Contracting Department until 3:00 P.M. LOCAL TIME, TUESDAY, AUGUST 10, 2021. The receiving time date stamp in the electronic file database will be the governing time for acceptability of Proposals. Paper proposals, or proposals sent by any other means, or to any other electronic file or email address other than the link provided in this RFP will NOT be accepted. Late proposals will be returned unopened. Failure to register as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for Proposals (under "Obtaining RFP Documents") may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a proposal as being non -responsive or negatively impact the evaluation of a proposal. We strongly advise that interested firms officially register per the instructions in the Notice. 1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from qualified firms to provide the City with an Aviation Software Solution agreement for Gate Management, Part 139 Inspection and Computerized Maintenance Management System (CMMS) (hereinafter the "Project"). The selected firm will be expected to provide the required services to describe the aviation web hosted database being requested by the Palm Springs International Airport. The airport expects to automate airport resource and gate management, Part 139 Self - Inspections, and Maintenance Management functions. SCHEDULE: Notice requesting Proposals posted and issued.......................................................................................... July 7, 2021 Deadline for receipt of Questions..................................................................... Tuesday, August 3, 2021, 3:00 P.M. Deadline for receipt of Proposals................................................................... Tuesday, August 10, 2021, 3:00 P.M. Short List / Interviews/, *if desired by City ......................................................................................... to be determined Contract awarded by City Council....................................................................................................... to be determined NOTE: There will NOT be a pre proposal conference for this procurement *Dates above are subject to change. "KEY" TO RFP ATTACHMENTS: ATTACHMENT "A"- Signature Authorization Form, including Addenda acknowledgment. *Must be completed and included with Work/Technical Proposal electronic file #1. ATTACHMENT "B" — Non -Collusion Affidavit Form. *Must be completed and included with Work/Technical Proposal electronic file #1. ATTACHMENT "C" — Cost Proposal Form. *Must be completed and included in a separate electronic file #2 — do NOT include this with your Work/Technical Proposal, electronic file #1. ATTACHMENT "D" — No Conflict of Interest and Non -Discrimination Form. *Must be completed and included with Work/Technical Proposal electronic file #1. ATTACHMENT "E" — Business Disclosure Form. *Must be completed and included with Work/Technical Proposal electronic file #1. ATTACHMENT "F" — Sample boilerplate Contract Services Agreement (for reference only) 2. BACKGROUND: Palm Springs International Airport is seeking Proposals from experienced and qualified firms to provide a computer -based solution for aircraft gate management, Part 139 documentation and recordkeeping, Computerized Maintenance Management System (CMMS) and asset management. RFP #01-22 Page 18 of 44 The airport is currently using paper -based documentation and recordkeeping systems and is seeking a cloud -hosted solution to improve tracking of airport activities. This RFP seeks to identify the most advantageous solution for the airport's needs. The solution selected for award must be a complete turnkey system to include software, hardware, installation and training. The proposed solution should increase efficiency and effectiveness with robust reporting and issues tracking capabilities. The product must be able to incorporate location data through Global Positioning System (GPS) or Geographic Information System (GIS) capabilities. The solution must have redundant remote server storage and all data generated by the City of Palm Springs shall be property of the City. 3. SCOPE OF WORK, SERVICES, OBJECTIVES AND SPECIFICATIONS: B. Generally, the scope of work consists of, but is not limited to: SPECIFICATION REQUIREMENTS a. General i. Contractor shall deliver fully tested Aviation Database configured to meet the requirements of the airport. ii. The term of the contract shall be for two (2) years with three (3) one-year renewal extension options for a total term not to exceed five years. iii. The contractor shall provide telephone, email or web -portal support twenty-four (24) hours/seven days a week within specified resolution times. iv. The system proposed must be fully operational in at least three airports of similar size or larger to the size of the Palm Springs International Airport v. The Proposer must have experience in the production, marketing, installation and provision of FAR Part 139 documentation and recordkeeping, airport gate management and CMMS systems. An actual demonstration of the system may be required. vi. Databases must be available on both desktop and via mobile devices. vii. Unlimited user licenses at pre -determined rate viii. Proposer must include and provide thorough user training sufficient enough for operators to be fully aware of software capabilities and limitations. ix. Ability to integrate software with Dude Solutions, FacilityDude desired. b. System Requirements i. Airline Gate Management 1. Gate Assignment capability including ability to: a. Plan gate assignments with predetermined flight schedules b. Manage aircraft to gate based on demand, type of equipment c. Provide Audit Trail of Gate Assignments d. Provide automatic notifications of changes e. Visual gate availability via Gantt Chart 2. Flight Schedules a. Ability to upload flight schedules via XLS or SSIM format b. Ability to automatically generate optimized schedules c. Ability to integrate with real-time data feed to monitor aircraft schedules, flight changes and delays 3. Access Control a. Ability to assign user privileges b. Ability to review assignment requests by airline ii. FAR Part 139 System 1. Dashboard RFP #01-22 Page 19 of 44 a. Analytics ability with Key Performance Indicators, ability to filter b. Heat Map data visualization 2. Map Features a. GPS Tracking capability to pinpoint location on airfield when using mobile devices b. GIS Integration ability with layers tied to inspection category 3. Inspection Design a. Intelligence to carry forward unsatisfactory line items from previous inspection b. Ability to denote discrepancies on map c. Automatic population on inspector information and timestamp d. Ability to maintain standard and custom reports over rolling 12-month period e. Ability to capture and attach photo images f. Automatic notification upon inspection completion g. FAA NOTAM and NOAA Integration ability h. Ability for custom and standard reports in PDF form iii. Computerized Maintenance Management System 1. Dashboard with Key Performance Indicators 2. Work Order/Work Requests ability a. Ability to assign to individual or to department b. Ability to establish priority and nature of work (preventative, reactive, predictive) c. Ability to attach images or files d. Ability to select location from drop down menu e. Guest work request submission for users without logins f. Ability to export listing of all work orders and requests in PDF or XLS format g. Recurring Work Order function with ability to specify frequency in days, weeks, months, or years h. Ability to upload PM checklists or create custom checklists in the system i. Feature for outside stakeholders (i.e. tenants) to submit service requests j. Ability to view available pool of maintenance personnel, current allocation of work, and past allocations based on category k. Ability to track maintenance performed on an individual basis iv. Asset Management System 1. Dashboard with Key Performance Indicators 2. Ability to a. Track estimated and actual labor hours and costs by costs center b. Classify assets by category, hierarchy, location, and condition c. Integrate with equipment control systems for proactive maintenance based on hours of use and mileage d. Define reorder and critical inventory thresholds e. Provide audit trail of utilization for inventory management f. Configure hierarchy of service locations and categories Ability to receive automatic email alerts when reorder and critical thresholds are reached c. Service Level Support RFP #01-22 Page 20 of 44 1. Critical: a. Definition: System is unavailable, resulting in a critical impact on the operation. No workaround is available. b. Response: Less than one hour c. Effort: At least one person working continuously 2. Serious: a. Definition: The system is available, but its operation is severely restricted. No workaround is available. b. Response: Less than two hours c. Effort: At least one person working continuously 3. Low — to -Moderate a. System: is available with limitations that are not critical to the overall operation. b. Response: I Business Day c. Effort: Work effort to be mutually agreed upon 4. PROPOSAL REQUIREMENTS: The firm's proposal should describe the methodology to be used to accomplish each of the project tasks. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the task requirements. Please note: this RFP cannot identify each specific, individual task required to successfully and completely implement this project. The City of Palm Springs relies on the professionalism and competence of the selected firm to be knowledgeable of the general areas identified in the scope of work and to include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not approve addenda to the selected firm's agreement which do not involve a substantial change from the general scope of work identified in this RFP. 5. SELECTION PROCESS: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, proposers should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City shall review the proposals submitted in reply to this RFP, and a limited number of firms may be invited to make a formal presentation at a future date if desired by the City. The format, selection criteria and date of the presentation will be established at the time of short listing, if conducted. 6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Firms are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible): A. Firm / Staff / Team (including any subcontractors) Qualifications and experience in providing similar services and equipment as defined in the RFP, including References (15 POINTS) B. Proposal Organization, conformance with the RFP instructions, and demonstrated Understanding of the overall project and requested Scope of Work (10 POINTS) C. Work Proposal, including detailed proposed design, methodology and approach, inclusive of all necessary materials, equipment and labor necessary to fully execute and provide a turn -key solution for the requested Scope of Work (25 POINTS) D. Detailed Project Schedule, including equipment lead-time, installation, testing and system commissioning (15 POINTS) RFP #01-22 Page 21 of 44 E. Local Preference (5 POINTS) Firms that qualify as a Local Business, or employ local sub -consultants, and submit a valid business license as more fully set forth in Section F.1 below, pursuant to the City of Palm Springs Local Preference Ordinance 1756). The full local preference, five (5) points, may be awarded to those that qualify as a Local Business. Two (2) points may be awarded to a non -local business that employs or retains local residents and/or firms for this project. Non -local firms that do not employ or retain any local residents and/or firms for this project shall earn zero (0) points for this criterion. F. Cost Proposal (30 POINTS) PRIOR CITY WORK: If your firm has prior experience working with the City DO NOT assume this prior work is known to all members of the evaluation committee. All firms are evaluated on the information contained in their proposal, information obtained from references (including the city and past performance if applicable), and presentations if requested. All proposals should be prepared as if the evaluation committee members have no knowledge of the firm, their qualifications or past projects. 7. PROPOSAL CONTENTS: Firms are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 above. The proposals must be in an 8 %: X 11 format, minimum 10pt font size, minimum %" margins, and may be no more than a total of Thirty (30) electronic pages, including cover letters, organization charts, staff resumes, appendices, and any exceptions to the language in the sample agreement, or to the insurance requirements. NOTE: Front and Back Covers, Dividers, Attachment's "A", "B", "D" and "E" and Addenda acknowledgments, and the Cost/Rates Proposal (*in a separate electronic file) do NOT count toward the limit (everything else does). YOU MUST UPLOAD TWO (2) SEPARATE FILES — ONE WITH THE WORK PROPOSAL/QUALIFICATIONS, AND ONE WITH THE COST/RATES. EACH FILE IS TO BE LABELED WITH THE RFP #, FIRM NAME, AND EITHER "WORK PROPOSAL" OR "COST/RATES". FOR EXAMPLE: "RFP 01-22, JONES CO., WORK PROPOSAL" and "RFP 1-22, JONES CO., COST/RATES". YOU MUST FOLLOW THE EXAMPLE TO LABEL YOUR FILES — FAILURE TO DO SO MAY RESULT IN YOUR PROPOSAL BEING LOST OR REJECTED. NOTE THAT YOU CAN'T USE ANY SPECIAL CHARACTERS IN NAMING YOUR FILES — ONLY COMMAS AND DASHES MAY BE USED. ANY OTHER SPECIAL CHARACTERS IN THE LABEL OF YOUR ELECTRONIC FILES WILL RESULT IN TRANSMISSION FAILURE AND REJECTION OF YOUR PROPOSAL. ELECTRONIC SUBMISSIONS SHALL BE UPLOADED TO THE FOLLOWING SITE VIA THE LINK BELOW. ALL SUBMISSIONS MUST BE TIME DATE STAMPED BY THE SYSTEM AS BEING RECEIVED BY THE DEADLINE. LATE SUMBISSIONS WILL BE REJECTED. TO UPLOAD YOUR TWO (2) SEPARATE FILE SUBMISSIONS IN RESPONSE TO THIS RFP GO TO: htips://si)aces.hip-htaii.com/ul2link/Procurement Proposals not meeting the above criteria may be found to be non -responsive EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATE ELECTRONIC FILES: Electronic File #1, clearly marked "Work Proposal", shall include the following items: • Completed Signature authorization and Addenda Acknowledgment (see Attachment A) • Completed Affidavit of Non -Collusion (see Attachment B) • If applicable, your specific request for Local Preference (reference Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley. • Completed No Conflict of Interest and Non -Discrimination Form (Attachment D) • Completed Public Integrity Business Disclosure Form (Attachment E) In addition to the items above, at a minimum, firms must provide the information identified below. All such information shall be presented in a format that directly corresponds to the numbering scheme identified here. RFP #01-22 Page 22 of 44 TECHNICAL/WORK PROPOSAL: The Technical/Work Proposal (Electronic File #1) shall be clearly marked as per the instructions above and shall include the Sections A, B, C, D and E (*if Local Preference is applicable) below: SECTION A: FIRM, STAFF, TEAM (including any subcontractors) QUALIFICATIONS AND EXPERIENCE, INCLUDING REFERENCES A.1 Follow the instructions and properly complete and execute both Attachment "A" and Attachment "B" that are provided in the RFP and include them here in your proposal. If applicable, your specific request for Local Preference (reference Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley is to also be included here. A.2 Describe the firm's background and qualifications in the type of effort that this project will require, specifically identifying experience with relevant projects successfully completed of similar size and scope. A.3 Indicate the name of any sub -contractor firms or contractors that will be utilized to make up your team. Describe each sub -contractor's qualifications, background and specific expertise that they bring to the Project. A.4 List the name and qualifications of the key staff/team members that will be assigned to the Project. Provide detailed qualifications of the Project Manager that will be assigned to the Project. A.5 Include a minimum of three (3) references of recent customers for who your firm has provided similar software solution services as contemplated herein. You must include the name of a contact person, their title, and a current phone number, fax number, email address and business address along with a brief description of the scope of work and cost for each successfully completed referenced project. SECTION B: PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK B.1 Carefully review and verify that your proposal is well organized and follows ALL OF THE INSTRUCTIONS on proper organization, format, order, and conformance with all requirements, including any and all required signatures, attachments, acknowledgements, or other documents that are required to be submitted. Failure to follow the instructions may result in your proposal being non -responsive and rejected from consideration. B.2 Without reciting the information regarding the Project verbatim as contained in this RFP, convey your overall understanding of the Project and an understanding of the City's expectations upon implementation of the Project. B.3 Identify any "key" or "critical" issues that you believe may be encountered on the Project based on the firm's prior experiences; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the Project. SECTION C: WORK PROPOSAL C.1 Proposer should refine and/or expand the Scope of Work to reflect their understanding of the project and include a detailed technical work proposal, including proposed design plan, methodology and technical approach, inclusive of all necessary materials, detailed proposed equipment list, and all labor (work plan) necessary to fully execute and provide a multi -platform aviation web hosted database software service and support as requested in the scope of work. Identify all tasks and sub -tasks required to successfully implement all phases of the project. SECTION D: RFP #01-22 Page 23 of 44 PROJECT SCHEDULE D.1 Proposer shall provide a detailed Project Schedule, including all tasks and sub -tasks, as well as equipment lead-time, installation, testing and system commissioning of this multi -platform aviation web hosted database software service and support. D.2 Discuss lines of communication necessary to maintain the project schedule. Discuss the key issues that could impact the schedule and ways to minimize or eliminate them. D.3 Discuss your quality control methods to ensure consistent and accurate final results SECTION E: LOCAL PREFERENCE: E.1 Pursuant to the City of Palm Springs Local Preference Ordinance 1756, in awarding contracts for services, including consultant services, preference to a Local Business shall be given whenever practicable and to the extent consistent with the law and interests of the public. The term "Local Business" is defined as a vendor, contractor, or consultant who has a valid physical business address located within the Coachella Valley, at least six months prior to bid or proposal opening date, from which the vendor, contractor, or consultant operates or performs business on a day- to-day basis and holds a valid business license by a jurisdiction located in the Coachella Valley. "Coachella Valley" is defined as the area between the Salton Sea on the south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino Mountains on the east and north. For the purposes of this definition, "Coachella Valley" includes the cities of Beaumont and Banning and the unincorporated areas between Banning and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing such physical address. The consultant will also, to the extent legally possible, solicit applications for employment and proposals for subcontractors and subconsultants for work associated with the proposed contract from local residents and firms as opportunities occur and hire qualified local residents and firms whenever feasible. In order for a business to be eligible to claim the preference, the business MUST request the preference in the Solicitation response (see Attachment A) and provide a copy of its current business license (or of those it employs for this project) from a jurisdiction in the Coachella Valley. A non -local business that requests the preference based on employing local residents must provide proof of full-time primary residency from a jurisdiction in the Coachella Valley with the proposal. The City reserves the right to determine eligibility. E.2 List all team members with local expertise. Clearly define their role in the overall project. Electronic File #2, clearly marked as per the instructions above, "Cost/Rates", shall include the following item: SECTION F: COST PROPOSAL (*see instructions in Section 6 above and Attachment "C') F.1 The cost proposal (in a separate electronic file) shall be a Lump Sum. PROPOSERS MUST USE THE COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED BY THE CITY IN THE RFP DOCUMENTS. Failure to use the Cost Proposal form Attachment "C" provided by the City WILL be cause for rejection of a proposal. Do NOT include Attachments "A", "B", "D", or "E" in the Cost Proposal, Electronic File #2,. Attachments "A", "B", "D", and "E" are to be included in Electronic File #1, "Technical/Work Proposal". 8. GENERAL AND SPECIAL CONDITIONS: DEADLINE FOR SUBMISSION OF PROPOSALS: Proposals will be electronically received via the link provided in this RFP by the Procurement and Contracting Department until 3:00 P.M. LOCAL TIME, TUESDAY, AUGUST 10, 2021. The receiving time date stamp in the electronic file database will be the governing time for acceptability of Proposals. Paper proposals, or proposals sent by any other means, or to any other electronic file or RFP #01-22 Page 24 of 44 email address other than the link provided in this RFP will NOT be accepted. Late proposals will be returned unopened. Proposals shall be clearly marked per the instructions provided and submitted electronically to: https:Hst)aces.hijzhtaii.com/upli k/Procurement QUESTIONS: Firms, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below WILL be cause for rejection of a proposal. Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING and directed ONLY to: Leigh Gileno, CPPB, Acting Procurement & Contracting Manager via EMAIL: Leigh.Gileno@palmspringsca.gov Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all auestions is 3:00 P.M., Local Time, Tuesday, August 3, 2021. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Division of Procurement and Contracting will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. FORM OF AGREEMENT: The selected firm will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Contract Services Agreement (see Attachment 'IF"). Please note that the Exhibits are intentionally not complete in the attached sample standard document. These exhibits will be negotiated with the selected firm and will appear in the final Contract Services Agreement executed between the parties. We specifically draw your attention to the language in the sections of the sample contractual agreement attached entitled "Conflict of Interest" and "Covenants Against Discrimination" and recommend all firms carefully consider these contractual requirements prior to submitting a proposal in response to this RFP. Firms that submit a proposal in response to this RFP shall certify the following: a) Conflict of Interest. Consultant acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement nor shall Consultant enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Consultant warrants that Consultant has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. b) Covenant Against Discrimination. In connection with its performance under this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin ( i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a "prohibited basis"). Contractor shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City's lawful capacity to enter this Agreement, and in executing this Agreement, Contractor certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Contractor activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Contractor is in full compliance with the provisions of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non-discrimination in city contracting. RFP #01-22 Page 25 of 44 Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Proposer refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, the City may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Proposer, and so on. The term of the agreement that is awarded as a result of this RFP shall be in effect for Two (2) years with three (3) one (1) year renewal options. AWARD OF CONTRACT: It is the City's intent to award a contract to the firm that can provide all of the scope of work, equipment and services identified in the RFP document. However, the City reserves the right to award a contract, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the evaluation committee has made its final selection of the firm to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the City Council will be final. RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City. INSURANCE: Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Proposer will be required to comply with these provisions. It is recommended that Proposers have their insurance provider review the insurance provisions BEFORE they submit their proposal. RESPONSIBILITY OF PROPOSER: All firms responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the proposal shall be rejected. PUBLIC RECORD: All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, pursuant to CA Government Code 6255 during the negotiation process, may be made public a ter the City's negotiations are completed, and staff has agendized the recommendation to the City Council for the award of a contract to a specific firm, but before final action is taken by the City Council to award the contract. Although the California Public Records Act ("CPRA") recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information submitted in a proposal is a trade secret. If a request is made for information marked "Confidential," "Trade Secret," Proprietary," or any other similar designation the City will provide the party submitting such information with reasonable notice to allow the party to seek protection from disclosure by a court of competent jurisdiction. If a submitting party contends that a portion of the proposal is confidential even under the CPRA, the party: 1) must clearly label each document and/or page deemed a confidential document 2) the legal rationale supporting such contention including specific references to applicable provisions of the Public Records laws of the State 3) must actively defend against any request for disclosure of information which the party has determined should not be released, and 4) must indemnify and hold harmless the City from any loss, claim or suit, including attorneys' fees, brought by a person challenging the City's refusal to release the documents. The City will not, under any circumstances, incur any expenses, or be responsible for any damages or losses incurred by a party submitting a proposal or any other person or entity, because of the release of such information. The City will not return the original or any copies of the proposal or other information or documents submitted to the City as part of this RFP process. NOTE THAT THE CITY MAY NOT RECOGNIZE PROPOSALS WHERE ALL OF THE INFORMATION, VIA A BLANKET STATEMENT, IS SUBMITTED AS PROPRIETARY INFORMATION OR A TRADE SECRET. SUCH PROPOSALS MAY BE FOUND NON -RESPONSIVE. RFP #01-22 Page 26 of 44 COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any costs incurred by any firm responding to this RFP in the preparation of their proposal or participation in any presentation if requested, or any other aspects of the entire RFP process. COMPLIANCE WITH LAW: Proposer warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations. CALIFORNIA WAGE RATE REQUIREMENTS: The selected firm must pay the general prevailing rate of per diem wages as determined by the Director of the Department of Industrial Relations of the State of California for the locality where any physical work is to be performed. The selected firm must furnish electronic certified payroll records directly to the Labor Commissioner (via the Division of Labor Standards Enforcement). As a condition of award or after April 1, 2015, the contractor and any subcontractor listed on the bid must be registered with the Department of Industrial Relations pursuant to Section 1725.5 of California Labor Code. wNvw.dir.ca.jzov/dlsr/DPreWa2eDeten-nination.htm The Contractor and any sub -contractors shall pay not less than said specified rates and shall post a copy of said wage rates and other notices prescribed by regulation at the project site. LICENSES, PERMITS, FEES, AND ASSESSMENTS: Proposer represents and warrants to City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services requested in this RFP. Proposer represents and warrants to City that Proposer shall, at its sole cost and expense, keep in effect at all times during the term of the Agreement if so awarded, any license, permit, qualification, or approval that is legally required for Proposer to perform the Work and Services under the Agreement if so awarded. Proposer shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Proposer's performance of the Work and Services required under the Agreement if so awarded. Proposer shall indemnify, defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law. BUSINESS LICENSE: The selected firm will be required to be licensed in accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96, entitled "Business Tax". INVESTIGATIONS: The City reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this RFP to perform the Work and the firm shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein. NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non -Collusion provided as Attachment "B" in the RFP and include it with their proposal. PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals. OTHER PUBLIC AGENCY "PIGGYBACK" CLAUSE": It is intended that any other public agency, at the mutual consent of both parties and consistent with the public agency's policies and procedures, be permitted to purchase under the terms submitted in response to this procurement. Any participating agency shall take sole responsibility for the placing of orders, arranging for delivery and or services, and making payments to the vendor, contractor, or consultant. The City of Palm Springs will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with the participation by other public agencies. SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the RFP #01-22 Page 27 of 44 RFP documents or attached sample agreement, including the insurance requirements, must be included in the proposal and clearly defined. Exceptions to the City's RFP document or standard boilerplate language, insurance requirements, terms or conditions may be considered in the evaluation process; however, the City makes no guarantee that any exceptions will be approved. RFP #01-22 Page 28 of 44 ATTACHMENT "A" *THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALIWORK PROPOSAL (Electronic File #1) * REQUESTS FOR PROPOSALS (RFP) # 01-22 AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT FOR PALM SPRINGS INTERNATIONAL AIRPORT SIGNATURE AUTHORIZATION NAME OF COMPANY(PROPOSER): AEROCLOUD SYSTEMS INC BUSINESS ADDRESS:AEROCLOUD SYSTEMS INC, 1201 N ORANGE STREET STE #7451. WILMINGTON, DE, 19801-1186 TELEPHONE:(941) 226 8215 CELL PHONE (+44) 7727 932 5444 FAX NIA CONTACTPERSON rAFc)gGE RICHARDSON EMAIL ADDRESSGEORGE.RICHARDSON@AEROCLOUDSYSTEMS.COM A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my proposal. GEORGE RICHARDSON, CEO P TEDII&ME AND TITLE y ti4 ��- 2t ocec►9da-Z,1,e Ze�S GNATURE AND DATE B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate: I. If successful, the contract language should refer to me/my company as: _ An individual; _ A partnership, Partners' names: A company; A corporation If a corporation, organized in the state of: DE 2. My tax identification number is: 35-2616665 Please check below IF your firm qualifies as a Local Business as defined in the RFP: A Local Business (licensed within the jurisdiction of the Coachella Valley). Copy of current business license is required to be attached to this document. ADDENDA ACKNOWLEDGMENT: Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment with your proposal. Failure to acknowledge the Addenda issued may result in your proposal being deemed non -responsive. In the space provided below, please acknowledge receipt of each Addenda: Addendum(s) # 1 , 2�i k 14 _ is/are hereby acknowledged. RFP #01-22 Page 29 of 44 ATTACHMENT "B" *THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICAL/WORK PROPOSAL (Electronic File #1) * NON -COLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL The undersigned, deposes and says that he or she is GEORGE RICHARDSON ofAEROCLOUD SYSTEMS INC-the party making the foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Proposal are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization. Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal. pPt: Sienature: _. Title: CEO Date•OCT 21 2021 RFP #01-22 Page 30 of 44 ATTACHMENT "C" *THIS FORM MUST BE COMPLETED AND SUBMITTED IN SEPERATE ELECTRONIC FILE #2 "Cost Proposal", NOT with Electronic File #1, TecbnicaVWork Proposal*) REQUEST FOR PROPOSAL (RFP #01-22) AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT FOR PALM SPRINGS INTERNATIONAL AIRPORT COST PROPOSAL Responding to Request for Proposal No. 01-22 Aviation Web Hosted Database Software Service and Support for Palm Springs International Airport, UWE will accept as full payment the following lump sum payment for providing all labor, supervision, services, materials equipment, supplies, installation, testing, and training to complete the web hosted database software service and support for Palm Springs International Airport. The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver web hosted database software service and support as defined in the Scope of Work herein. NAME OF FIRM SUBMITTING THIS COST PROPOSAL: AEROCLOUD SYSTEMS INC TOTAL LUMP SUM AMOUNT: $ $90 985.00 (PRICE IN FIGURES) NINETY THOUSAND NINE HUNDRED AND EIGHTY-FIVE DOLLARS (PRICE IN WORDS) NOTE: This nape MUST be manually signed. Title Date OCT/21 /2021 RFP #01-22 Page 31 of44 EXHIBIT "C" CONTRACTOR'S PROPOSAL AeroCloud Multi -platform Aviation Web Hosted Database Software Service and Support RFP Technical/Work Proposal Electronic File #1 Palm Springs International Airport - PSP August 23rd, 2021 RFP #01-22 RFP #01-22 Page 32 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Suppoft Palm Springs International Airport - PSP Work Proposal AeroCloud Systems Inc. City of Palm Springs 1013 Center Road 3200 E. Tahquitz Canyon Way Suite 403A Palm Springs, CA 02262 Wilmington August 23rd, 2021 Delaware 19805 Telephone: (203) 249-1904 Dear Cityi of Palm Springs, I take great pleasure in submitting our fully compliant bid and response to your Request For Proposal for a Mufti -Platform Aviation Web (Cloud) 'Hosted Database Software Service and Support for Palm Springs International Airport. On behalf of AeroCloud, I can attest to the accuracy of our response and complete understanding of your requirements. As an experienced and dedicated provider of airport software, specifically software for managing gates, inspections, airfield operations, assets, and maintenance, we appreciate your effort in collating the RFP and confirm that we fully understand the Statement of Work provided within it. We have spent a great deal of time preparing our response according to your stated format and requirements. Finally, I would like to take this opportunity to say that we firmly believe our software, working practices, and culture are a perfect fit for Palm Springs International Airport. We are confident in our ability to deliver a highly successful outcome for you. As an organization, we operate exclusively in the airport sector and bring a deep understanding of the nuances of airport operations. We prioritize technical excellence, and above all, care passionately about delivering real value and benefits to our clients. We are looking forward to the prospect of developing a partnership with the airport. Authorized and executed by, George W. Richardson, CEO AeroCloud Systems Inc. george.richardsc)r)@aeroc-.Ioudsysteryis,-,om Aero.C. lou 1Sy stems Inc . , SO!vj 403 & Mm6n, RFP Number 1""3 Centre Pond, Eton; DE 19805 01-22 1990 McIr, Stred.r Shiite601. Scarm; o-0e - L 34236 Ropayqallc;' Nevv�exl surlm?, M.accleslieid, SK' 1 60-1 Page 2 RFP #01-22 Page 33 of 44 Multi-Plat`orm Aviation Web Hosted Database SoPware Service any Suppo.t Palm Springs International Airport PSP Work Proposal Table of Contents Table of Contents 3 Executive Summary 5 Section A 6 A.2 About AeroCloud 6 A.4 The AeroCloud Team 7 A.5 Customer References and Project Deliveries 10 Section $ 13 AeroCloud Gate Management, Part 139 Operations, and CMMS Solution nor Palm Springs International Airport 13 Section C 14 Airline Gate Management_ Automated and Intelligent Gate and Stand Allocation 14 Simplifying Airline Gate and Stand Requests 15 Automatic Flight linking 16 Messaging and Notifications 16 Gate and Stand Outages 17 Stand Utilization Report 17 Stand Occupancy Map 18 Flight Information Management 19 Inspection Management / Part 139 19 Computerized Maintenance Management System 21 Asset Management 23 Integrations 24 System Architecture 24 Section D: Project Schedule 25 Configuration and Installation 25 AeroCoud Systerr,s 1-c i 40 10' 3 Centre Ro RFP Number zcdz 5;' tE, '3 & V l��vr:Ktte n, t.?= t ar3:J5 01-22 1990 Main 54rete+t:, Sui-te 801. Scaras<ita, '=i..14236 "'he Ropewa+k . ILf' Y`:'.:s!l S':'et tAacclesheld, :.I;eshire, W ` 6DJ andrPNl,�(±��„PrC K:1CJl:dS�S E!?`SS:rJm Page 3 RFP #01-22 Page 34 of44 Multi -Plat orm Aviation `a'reb Hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal Quality Control and Testing 25 What will happen during the Gate Management System onboarding? 26 What will happen during the Part 139 Inspections/CMMS onboarding? 27 Service and Support 27 Overview 27 1.0 Service Availability 28 2.0 Product Releases 28 3.0 Client Queries 28 4.0 Issue Management 28 5.0 High -Level Support Flow 30 6.0 Support Flow Milestones 30 7.0 Amazon Web Services Cloud Hosting 31 Required Attachments & Addenda 32 Aemclmx,Sustrrq RFP Number 1;`.1 $ t ent_ra !' u. $.F=! • •7i33 ',, e°d l ni^, io 1, i, 9`�sj °: 01 •?2 a �,d r�y�_ r;o �+pek�taarado�; r 3vst per s.e;rsrn Page 4 RFP #01-22 Page 35 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Psalm Springs International Airport- PSP Work Proposal Executive Summary With great pride and delight, we provide the City of Palm Springs with our proposal in response to their RFP for Multi -Platform Aviation Web Hosted Database Software Service and Support for Palm Springs International Airport. Our proposal provides a fully compVant bid to the airport's requirements and outlines additional features and functionality as part of our standard product at no extra cost. We feel strongly that our solution is modern, fresh, easy to use, and of excellent value. We are confident that our solution is a perfect fit for the operation at Palm Springs International Airport and will act as an enabler in the airport's growth both now and well into the Future. Our core values focus on creating long-term partnerships and relationships with our airport clients, getting to know their unique requirements and nuances, and offering relevant, practical, and cost-effective solutions to assist in the continued success and growth of the airpo,-t. Drawing on its experience and reputation for delivering airports enterprise -grade cloud solutions and the most accurate real-time flight data available in an off -the -shelf gate management solution, AeroCloud has made it its mission to provide operations teams and airport management with complete visibility into their operation. Palm Springs International Airport is located in a thriving tourism destination, rapidly. -growing residential community, and the airportitself is experiencing record growth. Th's makes AeroCloud the ideal partner to support it through future growth periods as it aims to add air carriers and expand its routes. Many AeroCloud customers, including John Wayne Orange County International Airport, Sarasota -Bradenton International Airport-SRC1, Northwest Florida Beaches International Airport-ECP, Tampa International Airport -TPA, and Pensacola International Airport-PNS, are experiencing similar changes, and all expressed that AeroCloud is instrumental in, driving efficiencies, enhancing passenger experience, and providing modem world -class amenities to their air carriers. AeroCloud provides scalable and intuitive solutions and the capability to apply machine learning and artificial intelligence to predict passenger flow and optimize airport physical resources. AeroCloud drives airport operational efficiencies and dramatically improves the accuracy of staff and passenger flight information, offering the most accurate flight data available off the shelf. By working with us, you will gain a highly progressive and engaging innovation partner that will drive efficiency and unmatched cost savings via modern data -driven strategies in multiple areas of Palm Springs International Airport's operation. Aerr.. X S.y.%T.f.ns ir.c RFP Number t 1?'3 C Cntr? P.aar1: dt s tt �3 i> x"r l;s,irgt-on; DE198[5 07.22 1990 tv ,4l S>re c t, Su ie 801. Saks vol a, I=L 1-4236 taeRopewalk-,. iVr4sm>c St .:, t.-ac:clesireld,!.:hest,re,SKI .i 6Q,l aru�rew.'t:o�e�aerocicx:a syste�ns.c:am Page 5 RFP #01-22 Page 36 of 44 Mult,-Plat`orm Aviation Web hosted Database Software Service and Support Palm Springs International Airport ,. PSP Work Proposal Section A A.2 About AeroCloud AeroCloud Systems provides innovative IT solutions for the aviation sector. We challenge the current market with proactive and nimble development, fast execution, and unrivaled support via our unique Intelligent Airport Management platform (iAM). There has been considerable market consolidation of airport and airline technology vendors over the past few years, which has led to airports and airlines alike seeing their requirements sidelined or ignored by their technology partners. Inevitably, this is stifling innovation, agility, and value in the aviation sector. We have an experienced team with a comprehensive range of skill sets in aviation software, and our ethos is simple; Listen to clients and deliver what they need. We entered the U.S. market in 2017, establishing partnerships by understanding the most pressing problems facing small and medium airports in the U.S. and solving those complex challenges through a co -creation model. The result - our intelligent airport management platform. AeroCloud: makes operations teams' lives easier in the following ways: • Increases situational awareness • Centralizes all airport data • Automates tasks • Predicts passenger numbers • Manages gate allocation • Ensures every stakeholder across the airport. gets the information they need in real-time The AeroCloud platform is 100% cloud -native, meaning it's available anywhere on any device. The platform includes leading -edge features like Al and machine learning at a price point within reach of airports of all sizes. AeroCloud aligns operations across multiple departments and has helped rapidly -growing airports across the USA and Europe. AeroC.loucl Systems irc RFP Number load: a;ke, 403-A, VV lfniP.3tOn; t3C= 19 5 Q1 •?2 1990 stair 5tri evt, Su ie 80€1, Sar *,a, 342a6 Tile t Of.,e_ vaik;. itie.t<c,€, '. m' —, M.acclesheld, C hesh re, SKI' 6QJ andremkoppe@aerc:cloudas stems.crm Page 6 RFP #01-22 Page 37 of44 Mkj'ti-Mat?orrn Aviation 4Uet) Hosted Database Software Service and Support Palm Springs in-mma-ional Arpor-t - PSP Work Proposal AA The AeroCloud Team George Rchii(dson CEO Andrew Hoppe Dan -el 1-kndty Director of Airport Airport Engagement Engagement Americas ExecMinte Da.s Hein Han Carson Director of Airport Airport Engagement, Engagement Europe Executive Dan Bond Head of Marketing Doi Garrott Head of People & Talent George Richardson, CEO Ian Fordo Smith CT 0' Al, Bvkar Senior Al and Data Scientist �U-- Samioo Devops Eno~r W" Let Product Manager Racy smith Developer George is AeroCloud's energetic CEO. He is passionate about building a tech business the aviation -industry. George leads AeroCloud's commercial operations and is one of the fastest ever successful applicants to the US Federal Government purchasing schedule, gaining AeroCloud vital traction to speed up the complex government procurement process. Before co-founding AeroCloud Systems, George was a professional race car RFP Number 01 22 iP'iC M, TS7T'F-.� 8C 1 f RFP #0 1 -22 Page 38 of 44 a Devel9prnent Team Page 7 Multi-t'lat orrr Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - PSP `Work Proposal driver who competed in the European Le Mans Series and was the youngest B^tish driver ever to podium at the Indianapolis Brickyard. Andrew Hoppe, Director of Airport Engagement, Americas Andrew is our Director of Airport Engagement, Amercas, and is responsible for ensuring we build relationships with airports across the U.S. and beyord. He's been working with airports, airlines, and the transportation sector in technology sales roles since 2014. His focus has always been data -driven approaches to solving operational crallenges both in the terminal and on the airside. He is passionate about partnering with customers and product teams to deliver innovative technology solutions that improve the lives of the erd-users and the passengers they serve. larl Forde-Srnith, Chief Technology Officer Ian is AeroCloud's sharp and perceptive CTO and has been in tie aviation industry for 30 years. Ian combines cutting -edge software skills with deep industry experience and is the lead architect behind AeroCloud System's world -class SaaS-based technology platform. He is passionate about the application of AI and machine learning to solve real probems faced by airports. Ian has previously built and sold businesses in the airport operations sector. He was a co-founder of FS Walker Hughes, where he led the development of its Chroma Suite technology, acquired by Amor Group in 2011. Acn,j ri,id Sy:stows Inc RFP Plumber 1C'3+v:,Nrs.t3v=.r-:.ize'':-;,a�`ilir:r•,„l:;r,_7F'1;8CS 01-22 1 0 M. r Strf-e- Sal ri? - a ' I 3 17r. R..pc a J:- fie i 3t ,..:t. h _dcI ifr (1, r t, ;a -.. Si;' 1 >^J andrew. h �rarte�aert: r.€o ud5�ce�rrs-snrn RFP #01-22 Page 39 of 44 q) Page 8 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal Nathan Harris, Senior DevOps Engineer Nathan Harris is our cloud computing expert. With over 27 years on enterprise -grade services and applications, he understands his way around the complexities and the demands of software and security. Nathan has a clear focus to combine speed and reliability with robust security best practices. Nathan's focus is on the AWS infrastructure that powers AeroCloud's platform. This supports everything we need to deliver secure, fast -paced, high -demand solutions, helping us achieve operational excellence. Nathan is an AWS Certified Solutions Architect Associate and has worked collaboratively with AWS, BBC, SKY, Sony, KCom, PACE research, BECTA, SUN Microsystems, and the NEA (National Education Authority). Ali Bukar, Senior Al and Data Scientist Ali Bukar is AeroCloud's super smart Senior Artificial Inteligence and Data Scientist. He has a Ph.D. in Computer Visioning and an MSc in Software Engineering. Ali has been recognized for his exceptional talents in computer visioning, machine learning, and facial recognition„ which has attracted much attention from the BBC and CNN for his groundbreaking research and implementation. Ali's focus is on intelligent data management, the automation of complex processes, and Al and machine learning algorithms to aid in the full-scale automation of the AeroCloud infrastructure. Ali is passionate about engineering and loves to teach. He's an associate fellow of the Higher Education Academy and has co-founded a not -for -profit platform for rnentoring in academia from graduate students to professors in Nigeria. Ae�oCinod RAP Number CSt um 111",3 Mum sirf.e2. IIt� I�.;�x•'i ':c� ^l:-t>!1 , . r E.:.:. , ,K' 1 ni).1 a:drew.hnc;ze�la�;,iivr�.ISI�YiSems ror.� RFP #01-22 Page 40 of 44 LI Page 4 Multi -Platform Aviation We l Hosted Database So ;:ware Service and Support Palm Sprinpis International Airport - P5P Work Proposal q) Danny Lee, Product Manager Danny Lee is AeroCloud's industrious Product Manager and will be the Project Manager assigned to Palm Springs International Airport upon contract award. As a certified Agile Project Manager, he has over ten years of experience working on complex digital products and projects with cross -functional teams in the United States, Europe, and Australia. Danny is a crucial driver to the success of the AeroCloud platform. He works strategically across the commercial and technology parts of he business and provides clear direction to our development teams. His focus is to help us understand our customers' key challenges, define solutions, and ensure excellence in execution and support Danny is organized, pragmatic, meticulous, and focuses on customer success to the technology team, which helps deliver market leading software. Rory Smith, Developer Rory Smith is AeroCloud's longest -serving development engineer. With the rest of the development team, he builds and maintains the industry -leading AeroCloud platform. His key achievements have been building our sophisticated, machine leaming-driven gate management module, as well as bringing his expertise to our iOS apps. Rory's expertise means he is often called upon to meet clients and answer technical queries. A.5 Customer References and Project Deliveries Client: ECP -Northwest Florida Beaches International Airport Address: 6300 W Bay Pkwy, Panama City, FL 32409 Completion Date: January 11 di, 2019 Contract Duration: 5 Years Solution: Full Site Gate Management and Part 139 Inspections Delivery Time: 2 Weeks - No delays and complete fulfillment of contract obligations Reference for validation: Parker McClellan (Director of Aviation) - PMcClellan@pcaigmrt.com Cell number: (850) 814-8889 Fax: (850) 814-8889 AeroC 1p,ud Sy,terir Inc. RFP Number 10' z C:eratrf: Roil, Suite !03-4, Mmbgaten, OE 1980S 01-22 1990 "Aairn Sheet, Sid:e 801, Suramila, Ft 3123,6 I Fm. Rcip<ow;;:its, *,Mor Street, Ma<c eafield. C liesh SKI 6(IJ andrew.hoppLOaerocioadWy ,rerris.corr, Page 10 RFP #01-22 Page 41 of 44 Multi -Platform Aviation Web hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal Total Contract Value i $167,274 USD Brief Description: ECP is one of the fastest -growing airports in the U.S. and is of similar size to Palm Springs international Airport. As AeroCioud's first customer, they currently use our Gate Management System and Part 139 Inspections product to manage their operations. 2. Client: Hillsborough County Aviation Authority - Tampa International Airport Address:4100 George J Bean Pkwy, Tampa, FL 33607 Date: September 30th, 2019 Contract Duration: 3 Years Solution: Full suite Gate Management and RMS Forward Planning Delivery Time: 9 Days - No delays and complete fulfillment of contract obligations Reference for validation: Adam Bouchard (Operations Director) - ABouchard@-,ampaairPcrt.com Cell number (813) 299-6567 Fax: (813) 875-6670 Reference for validation: Marcus Sessions (Director of IT) - MSess:onun..:ampaairpgrLcom total contract value; $445,000 USD Brief Description: Tampa International Airport is AeroCloud's largest airport customer. They benefit from automating gate and stand allocation with AeroCioud's Gate Management System, optimizing future allocations with the Forward Planning module, and predicting passenger arrivals and departures up to 30 days out using AeroCloud's proprietary Artificial Intelligence and Machine Learning•driven Passenger Prediction solution. 3. Client: Sarasota Manatee Airport Authority - Sarasota -Bradenton international Airport Address: 6000 Airport Cir, Sarasota, FL 34243 Completion Date: November 18th, 2019 Contract Duration: 3 Years + 2 Years Renewal Option Solution: Full suite Gate Management and RMS Forward Planning, FIDS, and FIDS Off the Wall Mobile Application DeliveryTime: 2 Weeks. No delays and complete fulfillment of contract obligations Reference for validation: Lionel Guilbert (Director of operations) - Lionel •. tas,A-airpart. com Cell Number: (941) 302-5781 Fax Number; (941) 359-4272 Reference for validation: Evan Knighting (Director of IT) - Evan. Kniotino@srR-airport.corrr Total contract value. $154,913 USD Brief Description; Sarasota -Bradenton Intl Airport is of similar size to Palm Springs Internationai-PSP and also growing very rapidly. SRO faced similar problems with gate constraints to PSP and has praised AeroCloud for allowing them to better manage capacity, as well as the benefit of being able to offer the modern software solution to airline tenants for use. SRO benefits from AeroCloud's accurate data in both its operational systems and passenger -facing FIDS and FIDS mobile app. AeroClot;d Systems Inc RFP Number 1013 Cer^tre r3vva. 5:., to 4r33•A., WiImington, D 19i305 Qi•22 IW K-r Straet. S, . 8011. Stir=sots. 24236 •. s3t Fl)pew44 kt_ Nevvt,X!� SK' 1 6Q.1 id'l4ir�y1, hoiZnert�ar: rc:c:loucisystgmg,�•cm Page 11 RFP #01-22 Page 42 of 44 Multi-Piattorm Aviation Web hosted Database Software: Service and Support Palm Spriral Irternational Airport - PSP Work Proposal 4. Client: John Wayne International Airport (MATERNA) Address: 18601 Airport Way, Santa Ana, CA 92707 May 18th, 2020 Contract Duration: 3 Years Solution: Full suite Gate Management and RMS Forward Planning Delivery Time: 8 Weeks - no delays and complete fulfillment of contract obligations. Reference for validation: Available upon request Total contract value: $286,000 USD Brief Description,: John Wayne International Airport-SNA needed to reduce expenditures during the pandemic and was locked into a costly maintenance agreement with a legacy AODB and Gate Management vendor. AeroCloud Systems was able to save SNA hundreds of thousands of dollars by replacing their AODBfRMS with its Gate Management and Forward Planning System and relieve SNA of the maintenarce contract they were paying so much for every year. 5, Client: City of Pensacola - Pensacola Int Airport Address: 2430 Airport Blvd, Pensacola, Ft 32504 Contract Duration: 3 Years + 2 Years Renewai Option Solution: Gate Management FIDS, and FIDS Off the Wall Solutions Delivery Time: Currently under implementation Reference for validation: Byron Burkhart (Director of operations) - BBurkhart@cityof�ensaccla.com Reference for validation: Lewis Garvin (Marketing Manager) - luar inOciiWipensacola.com Phone Number: (850) 436-5000 Fax Number: (8S0) 436-5006 Reference for validation: Andrea Levitt (Assistant Director of Aviation) - alevittcityofaensacala.cam Total contract value: $1899,9857 USD annual rate Brief Description: Pensacola International Airport-PSP is of similar size to Palm Springs International Airport-PSP and has experienced impressive growth rates, as high as 10% more than 2019 passenger numbers, over the last few months. They chose AeroCloud's Gate Management System to help enhance the efficiency as they shift to the common use mode of operating. They also chose AeroCloud's FIDS to ensure that passengers receive the same level of accurate fight information on airport digital dispiays and over the mobile app as the Operations Team receives from the AeroCloud platform. 6. Client: Pitt Greenville Airport Address: 400 Airport Rd, Greenville, NC 27834 Contract Duration: 3 Years + 2 Years Renewal Option Solution: Part 139 Inspectlons, CMMS, and Asset Management Delivery Time: 2 weeks Reference for validation: Bill Hopper (Airport Director) - bill.hopper'dpitteourtync.gov Phone Number: (252) 902-2030 Fax Number: (252) 758-9436 Total contract value: $74,985 USD annual rate f emclot:cl Systems Inc RFP Number 1 Q I "I Centro Roar1, S;jlt2, 403-A, "1ilrEvr,gtcn; DE. 198tTo 4t•22 199j Ni sin itiec Suite 8011. Sari ->e'a, `=i ? 2.36 The Rope?WlC SK1160,1 a'u�rew. hop��aereclaccsysterns.cr�m Page 12 RFP #01-22 Page 43 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Spriggs International Airport - PSP Work Proposal Brief Description,: Pitt Greenville Airport-PGV was seeking a way to integrate Part 139 Inspections with work orders and access either from any location on a mobile phone or tablet. They also wanted the ability to track Part 139 training and be notified of training expiration dates. After a review of several systems on the market, they decided that AeroCloud was the most intuitive, hassle -free, and cost-effective solution available and chose the system to fulfill their airfield inspections and maintenance needs. They found that other options would require a dedicated person and regular upkeep, which would hinder their operation. Client: Western Nebraska Regional Airport-BFF Address: 250023 Airport Rd Suite 10, Scottsbluff, NE 69361 Solution: Part 139 Inspections, CMMS, and Asset Management Delivery Time: 2 weeks Reference for validation: Raul Aguallo (Airport Director) - r 'I ?hone Number: (308) 635-4941 Fax Number: (308) 632-7361 Total contract value: $40,599 USD annual rate Brief Description: Wester Nebraska Regional Airport wanted to streamline airreld inspections and better prepare for FAA inspections. They chose AeroCloud as it required very little training and they identified it as the most cost effective -solution available off the shelf. Several more U.S.-based and International Airport Implementations projects were completed in line with the requirement of this RFP - Additional references are available upon request AeroCloud Cate Management, Part 139 Operations, and CMMS Solution for Palm Springs International Airport Drawing on many years of experience solving complex airport operational challenges and deep knowledge of modern enterprise technology, AeroCioud's provides a unique turnkey cloud -hosted Intelligent Airport Manager platform that allows access for an unlimited number of airport stakeholders that can be accessed from any PC, tablet, or mobile phone with a Google Chrome or Safari browser. AeroCloud has proven itself to be the most ideal partner for rapidly growing small and medium airports. Affordable pricing makes it easy to adapt, and access to real-time accurate data is crucial for airports receiving record passenger loads and aircraft operations. AeroCloud has also proven instrumental in helping airports to manage social distancing requirements during the pandemic and make operational decisions about how to safely dose the airport during hurricanes and tropical storms. AeroClo:;e! Systerrs €rc RFP Number 101.3 Cortr`x Pc6d` S` :te G 1>..A, ViI rir:;.ten; DE. W 5 01.22 1990 Maur 54re.A,Su tae 8,i1. Car=sp a, 1= 342:36 he Ropewa k , Nevvtarr S-n re- t� ac: ieili A , hesh rc , S 60 a=zdreaw.; ;off pe�aereclot:c;systrr^s.cum Page 13 RFP #01-22 Page 44 of 44 Muh -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - P Sr' (+ Alork Proposal AeroCloud is also unique in how its development team uses a modern technology stack with components less common in the airport technology space and more prevalent in Silicon Valley tech firms such as React programming language, machine learning, and artificial intelligence. You will not find a list of required tools and equipment because all Palm Springs International Airport will need to benefit from AeroCloud's Gate Management and part.139 Inspections solutions are PCs, mobile phones (Android or iOS), and/or tablet devices with Internet connections and Google Chrome or Safari browsers. Section C Airline Gate Management: Automated and Intelligent Gate and Stand Allocation AeroCloud can be accessed by airport operations and management, airline staff, and various other stakeholders. To enhance operational efficiency and provide transparency into real-time flight data and schedules as well as future schedules and gate and stand allocations, the AeroCloud Platform consumes schedule data from OAG, FAA SWIM, as well as ADS-8/radar data, and two other secret sources. 'T'he platform pulls in new data every three seconds, so flight changes and delays are always updated, and the data is enhanced by Aerocloud's proprietary machine learning and artificial inteUicence algorithms. AeroCloud possesses modern APIs and open architecture, which allows it to consume data from additional feeds subject to requirements validation. The benefit of AeroCloud's enhanced automation is that little to no manual intervention is -needed and users shoud rarely need to edit or upload flight data, gate, or stand allocations. The system does however provide the capability to upload and plan with an airline's predetermined schedule in the form of SSIM files if necessary, as well as update and override automated flight schedule data and gate and stand allocations with manual entry. Though there are various features and views for visualizing gate and stand of°ocation, the primary method for viewing gate and stand availability in real-time is via a Gantt Chart. users can visualize and monitor in AeroQloud 5.y.rterns i:ec. RFP Number iCl"3'Ce°tre Road; 5 Eite: 4!334,kO) Irmingtcn; DE t4805 01-22 1990 tvt„ir, Strecsuite: 6, et, i1. 5ar.=. <>ia, ^; 342:36 he F,",Opewakk , Ne-wior, Stis>;, P actclesiicelci, Cheshire, SIC':' 6-.^-.1 nndre�w. f .oboe Waareclour systsrrs.ccm Page 14 RFP #01-22 Page 45 of 44 Multi-Plat`orm Aviation Web Hosted Database Software Service and Support Palm Sprir q.- International Airport - PSP Work Proposal real-time schedule changes, gate changes, conflicts, cancellations, delays, and gate closures. Pucks represent an aircraft allocation to a stand which highlights conflicts, delays, cancellations, and gate changes. Aircraft allocations are represented in real-time by the pucks moving from one row (gate) to another. Color coding is used to easily identify gates/hardstands, airline leased gates, Flight linking, recent data changes, tows, and stand outages. All allocations and stands are easily managed directly within the Gate Management configuration section. All of Palm Spring International Airport's historical data and gate and stand allocations will be captured in the AeroCloud platform and easily accessible by users with the necessary access levels to view, edit, or export to an SSIM file. The historical data captured provides a clear audit trail of gate assignments. AeroCloud Gate Management also does not require manual planning or optimization of gates and stands. The system self -optimizes based on hard constraints, airline preferences, aircraft type, adjacency rules, demand, type of equipment scheduling, or any other type of criteria. Ail of this is managed by AeroCloud's proprietary artificial intelligence and machine learning once the initial data configuration has been set up. Manual overriding can take place at any time. This means that Airport Operations do not have to spend time on manual "day -of -operations" planning because the software will do the work for them. During the rapid implementation process, the AeroCloud team will configure rules and reference data specific to Palm Springs International Airport's operation so that they are preset for the onboardng and training of PSP staff members. This allows for the Gate Management System to automatically generate the most optimized schedule specific to the airport's resources and based on real-time schedule. data. The Gate Management System also uses artificial intelligence and machine learning to further optimize gate and stand allocation by factoring in historical events and pulling in-flight data updates (including flight changes, delays, and cancellations) every 3 seconds. Simplifying Airline Gate and Stand Requests After learning about the challenges of operations departments whose members are inundated with phone calls for gate/stand requests and forced to make updates and visualize gate and stand allocations from locally hosted workstations, the AeroCloud team developed an intuitive and clever method of airline/organization access within the platform to simplify stand and RON requests. AeroCloud's Gate Management System's accessibility on mobile phones and tablet devices (Apple and Android) allowed for gate and stand requests to be sent by airlines from anywhere, and also received and reviewed by airport operations staff from wherever they were at the time, as long as they had their mobile phone and an Internet connection. Operations Team members can require their approval in order for airlines to be granted the requested gate or stand. This feature proved effective in reducing the number of back and forth phone calls between airlines and operations and freed up operations staff by allowing them to receive and fulfill the requests via mobile notifications and in -platform messages in the field. AeroCtoud Sy;terr, 1:-c RFP Number 10' 3 Cunve. pvzrj; `;i1.v:, 403DE 19£305 a1-z2 1990 Mair. R aet: Soar` 801. Sawvota, F 312's6 '!nr l:oFtuwe=.'k. tie:vato„ 5-t<;t. SKI, b1'eJ andrc:w.hopggw'?aeroc!<wcisyste�ns ;:cm Page 15 RFP #01-22 Page 46 of 44 Multi -Platform Aviation 'Web Hosted Database Software Service and Support Palm Springs international Akport - PSP Work Proposal q) Automatic Flight Linking Traditionat gate management systems require airport operational staff to sperd hours per week manually linking flight numbers for turnarounds. The Aero6oud Forward Planning and AI-dr?ven RVIS so',ution relieve a rport staff of the task of manual fright linking by automatically linking turn arounds and matching flights intelligent y via At processes. Messaging and Notifications The AeroCioud platform provides an internal messaging service for airport staff and stakeholders to manage crucial communications_ Users w�Yh the necessary permissions can send ad hoc messages to individuals or p+eset groups. Autornated messages/no tifications/a torts can also be triggered based on specific events and thresholds that occur in the platform, including inbound diversions, flights diverted away, delays, cancellations, gate/stand conflicts, changes to schedules, and gate allocations, and more. AeroC:lour.' Sy t.errs Inc. i0,3> Centro.P-,ad. Bait,- 4-a3-A,Vly: x�tn,�t;r., DE. 19805 RFP Number 41-22 1490 tAz,.r 5rec-t. S 'te 50H. Saraso-a. � t. 34236 he Rot rwa'ks, hevv-rxl 7t, r, , Wacclrshelti, -'C esh rF:, SKI ; 6QJ w.h • P: ) rr: Page 16 RFP #01-22 Page 47 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs international Airport - PSP Work Proposal Gate and Stand Outages Users can create stand outages in order to impair them from allocation and use. This is especia'.ly h6pfui during maintenance or construction projects when outages can change on a daily or hourly basis and various departments and stakeholders need to be made aware. During an outage, the selected gate or stand is made unavailable for allocation and this becornes visible in the operational view. AeroQloud $ ste." Inc 1013 Centre Road, 15 site'4l)y-A, Wllniin, ostC)V. 15�%ur> RFP Number ; g O1.22 1S+?r, Win Rrw Ir Suite 801. S:ar =x)tta, ' " 4236 he Ropeweikz.Mwvtex" 5 % i:, P1rx:clrsFualt, fi`hrstt re, SKI 1 6-1 g�,brew.ho�,g�aertst:ltn:tisystems ::tsm Page 17 RFP #01-22 Page 48 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palrn Springs International Airport - PSP Work Proposal Stand Utilization Report AeroCloud users with the necessary permission can run a report to visualize the frequency and amount of time that specific gates and stands are allocated, occupied, and free over a selected date and period of time. This is especially useful for airport operations and commercial teams as it allows them to understand where efficiencies can be gained, where and when conflicts are likely to occur, and where and when: new airlines and routes can be added based on currently available schedules and gates and stands. AeroCloud customers use this report at the Routes Americas and ACI JurnpStart Air Service Developmert conferences. The report offers the flexibility of displaying data by the following criteria: • Time Occupied • Number of Allocations • Timer Free • % Occupied • Average Allocation Length • Average Free Pme Aeroclo,:r Sy>reTg !rc RFP Number 1 ] S Cerve r::a,J. SA tt -4�5)3 :" i's`da4Vr ten. I)F 1 a1-zz 14? rL.i Too '-•I r z,x 342ss Page 18 RFP #01-22 Page 49 of 44 Multi-Plat`orm Aviation Web Hosted Database .software Service and Support Palm Springs International A"rport - PSI' Work Proposal Stand Occupancy Map The stand Occupancy Map is a favorite among operations teams and airport directors alike as it offers a birds -eye visualization of aircraft on stand at any time of day or night by dragging the dial from left to right on the timeline. In additlon, you can see up to 30 days in the future using this view. Users can also hover over the aircraft icon to visualize all of the crucial data points regarding the aircraft, turns, airline, and gate/stand. Flight Information Management AeroCioud's Flight Management System is the primary solution and interface for managing and editing flight information. It provides the ability to query and filter flights over a defined period for: • Arrivals • Departures • By tail, origin/destination, Airline Code, Domestic/international and Gate This module acts as the central database to power the gate management solution. Rather than merely receive the data fed from an aggregator and demonstrate it at face value, users with the correct permissions can also: • Export flight data to Excel • Track fights of interest • View Scheduled, Estimated and actual flight. data • Manually add flight data • Manually remove flight data o Reorder priority data to your personal needs a View predicted passenger loads against aircraft passenger capacity c View aircraft delays and changes to the schedule F,eroC:its:;r. 5yst��rs ,^c RFP Number #� r r" 1'" rtca 1,:.f-rs• iss : .'i r,„ ,: r,. i3i: 14;r_` 01.22 1990 t #,; i S r vt 5 3 .:: 2125 andrdw. a oa ?age 19 RFP #01-22 Page 50 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Sprini)s International Airport - f SP Work Proposal q) o View local weather information n View airport NOTAMS r.•, View scheduled ff ght info -ma Lion up to 90 days ahead o View flight data from any time in the past . a Inspection Management f Fart 139 AeroCioi.d's inspections module con' ains all the capaoil ties of a Part 139 Operations software and a CMMS in one module. The features that you read abo.:t in the FAR Part 139 System section are also available in the CMMS and vice versa. Airports choose AeioCloud's airfield inspections tool because it's extremely easy to use, requires no maintenance or upkeep, and simplifies inspections and work order rranage-rent by requiring as few keystrokes as possible while capturing and organizing all of the information you need to manage your airfield and breeze through FAA inspections. It is also the most cost-effective airfield inspections software, available in the market. AeroCloud is 1009% cloud -bases[ and users can conduct inspections from a mobile device, tablet, or PC. The main page of the AeroCloud Airfield inspections module is a dashboard, which includes a visualization of inspections and work orders, KPIs related to open, closed and acknowledged work orders, and the ability to easily navigate to search and query past inspections and work orders. When the inspector starts a new inspection, their name is automatically populated on the form with a timestamp. AeroCna:d Systems liac RFP Number 1'i13 C entry, R,^rad, Suite 433..A, Wil,rirgu.rn, Ck 198-75 61-22 1990 Na:n: Street, Suite. &)1: St:r sc;tz;, �':...iA236 "ho ;7,>pevva ks, Nei.em.? 5 !'e?2t: Pliere.!r-:>f.el,^.:, :.t:t'sl'S:!� , SKI 1 f.i0j andreykt.oRpe@aa"gclgud5ystarns.com Page 20 RFP #01-22 Page 51 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International A;rport r PSP Work Proposal ram. kr,:asi Tnr .a. - Fri _ i+i'!CCi�ill(AII111! �3'U��a � FFw�m,r.'.Mus d'� r}fNi��q�W� MiMf hxasN!Yvm KG 4xW `.YVw: �',xl. While conducting inspections, users can pinpoint their location or the location of a discrepancy or event on the airfield by tagging the geolocation from their mobile device. The airfield map allows users to visualize inspections, work orders, and any other incident or event logged with geolocation. Users with the necessary permissions can create layers on the map to represent an area in need of repair, a closed area of the runway, a wildlife sighting, work order locations, and much more. AeroCloud allows users with the necessary access levels to easily build an unlimited number of forms for any purpose, whether airfield, landside, terminal, vehicle, ARFF, Preventative Maintenance (checklists, etc..), or any other type of inspection and can also generate inspections and reports to pdf files. Users with the necessary privileges can also allow outside stakeholders to submit service requests. When a user conducts an inspection and notes a discrepancy, it will carry forward onto future inspections until it has been completed, closed out, and approved by the user with the necessary access levels to do so. Users can attach a geotag to the discrepancy so that it can be displayed and visualized as layers on a map and easily located by another user. The inspector can also take a photo of the discrepancy and attach it to the inspection form. They can also associate a discrepancy and or a work order with an existing NOTAM. Notifications can be configured to be triggered following the compilation of an inspection as well. Users are able to visualize, sort, and filter inspections and work orders over an unlimited timespan since the day the system was implemented at Palm Springs International Airport. Among the forms that AeroCloud empowers users with the necessary permissions to build are custom training templates. Templates are easy to design with point and click features and can be assigned to users and departments to track their training records. Users can use the system to conduct training sessions, set training validity periods (3, b, 9, 12, 18, or 24 months), view a user's training history, and also control user -level access to training history to different staff members (with necessary access levels). User -level access to view training history o Level 2 - Admins - see all users training and history o Level 3 See department users training and history <* Level,4 -See individual user training and history Aer*C;lo:;,d S.yster:s Ir:c RFP Number 1,113 Con tre PrW, S.£im 4-73-A, :Oriiirrtcn; C)C:: 19805 01.22 Mr. Main'S€rest. S;:itl 801, Saraix)4ii, FL 2-42's6 The R`oppwa k: ' Ncm''t0!' MacIdeslielt`:.:..hesh re, SKI 1 60J a:7drew.hol�r�e�aerocltx+cfsv:;terrs.c:ar. e Page 21 RFP #01-22 Page 52 of44 Multi -Platform Aviatiran Web Hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal q) To help airport staff and operations leaders to track crucial expiration dates for Part 139 and ARFF training, they can receive email notifications of expiring or expired training. Computerized Maintenance Management System AeroCloud's Inspections Management solution includes the most intuitive and logical airport work order management system available off the shelf. it does not require laborious maintenance, hours of configuration, or a dedicated airport staff memberto keep up to date. The main page of the AeroCloud Airfield Inspections and CMMS module is a dashboard, which includes a visualization of inspections and work orders, KPIs related to open, closed, and acknowledged work orders, and the ability to easily navigate to search and query past inspections and work orders. Airport: users with the necessary permissions can assign work orders to individuals or preset groups or departments, i.e. the "maintenance" or "pavement" departments, or assign individual users to user roles. Work orders can be assigned for any purpose, including pavement and airfield lighting and sign repairs, FOD and debris removal:, or service and repair requests for any area of the airport, whether airside, terminal or landside. The person issuing the work order can also assign a priority level and nature of work (preventative, reactive, predictive), a due date, spec;fythe exact location on a map with a geotag, attach a photo, and both the issuer and the receiver can leave and receive notes and comments. The person issuing the work order can choose to be notified about the work order's receipt and completion or lack thereof, by ticking the box labeled "Notify Me." Open Service Requests are displayed on the main page and can be filtered to show only those that are in the following stages: • All • Open • Closed • New • Acknowledged AerotQw,id S.ysterrs Inc 105 i�4=. RFP Number t r.Ln#rL? f Go .i if' G 3-r"j, .� =ir4M1tn Win; 14 Q1•?.2 7440 Niar 5freerC, Suitt 80H. Sarasota. r-t ?4236 l he i :zEs w iks, ivi::vtc r, i< ;,.t. Mi accleshel , i;hesh m, CSC, 6Q-J r m Page 22 RFP #01-22 Page 53 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International A^Irport .. PSP Work Proposal • Assigned • In -progress • Query • Hold • Rejected P y t.m.t..• u,er.,�.w r .+.. r Work orders can be configured on a recurring basis with the ability to specify frequency in days, weeks, months, or years. The AeroCloud p atform also allows users with the necessa.y permissions to view a roster of maintenance personnel, current allocation of work, and past allocations based on category. Asset Management AeroCloud's Asset Manaoement: Solution provides a database of inventory a rport assets. Each asset entry can be populated with attributes about the asset, including Asset Narr.e, Description, Asset Type, Location, Hierarchy, Status/Condition, associated Cost Center, whether it can be found on a map, and the author who created it. Users can visualize airport assets on a GIS map and click on them to drill down and view the associated information. Aern0o..CSyarc=rrs -.c RFP Number at •z2 19grtv1 1�.aI S x ,. i2ya a� • - wr; �- N �I ;::re Page 23 RFP #01-22 Page 54 of 44 Multi-Plat'otm Aviation YJeh Hosted Database Software Service and Support Palm Springs international Airport .. P511 Work Proposal AeroGoud wki: deliver all enhancements to comply with the remaining asset management requirements listed in the 2FP, and will deliver within the existing pricing lasted in the pricing srrtion. This is subject to a series of exact requirement mpetings with the airport where fina'. SOW will he huitt upon over time. AemCloud's customer references can speak to the team's ability to quickly add enhancements to its platform to exceed customer requirements without compromising the systern or t;,e pricing. Integrations AeroCloud possesses plugins and modern REST APIs. AeroCloud could facilitate information exchange via an interface with Tyler Munis and Faster Asset Solutions, subject to a requirements investigation and each vendor's willingness to coordinate with AeroCloud. System Architecture Clo..c S.:.tv RFP Number Ge^ir._. F,^ J..,t is U e` . 4^r l ni.^:,k Ost, C?t:, 1'?r3CE` 01.22 199fi Ma;r S,%m. 5,;t, K, `;ici 4235 Page 24 RFP #01-22 Page 55 of 44 W1ulti-Plat?or'rn Aviation Web Hosted Database Software Service and SuppoCt Palm Spriggs international Airport - PSP A lark Proposal Section D: Project Schedule Configuration and Installation AeroCloud's Product Manager will lead the implementation of the AeroCloud platform and the Gate Management, Part 139 Inspections, Asset Management, and CMMS solutions. The AeroCloud Product Manager will ask for Palm Springs International Airport to assign a point of contact for the implementation and training process. AeroCloud's implementation process will provide Palm Springs International Airport. with services including Amazon Web Services, the configuration of OAG feed, creation of reference data (aircraft, gates/stands, etc.), rule base configuration, the configuration of inspections forms, and registration of users to be verified by Palm Springs International Airport. The entire process should take approximately 3 months, assuming the AeroCloud Product Manager receives all of the required information requested during onboarding. AeroCloud will depend on Palm Springs International Airport to provide them with all documentation within a timely manner, namely the onboarding document to populate reference data and rule base, as well as all required inspections forms. Failure to provide onboarding documentation in a timely manner or failure to appoint a responsive point of contact. can result in delays in project delivery. AeroCloud is known for is rapid and painless implementation and training processes. This comes as a relief to airport operations and IT leaders who are accustomed to product implementations taking an excessive amount of time to complete. Quality Control and Testing All client requirements are captured during an onboarding process between the Product Manager and the designated Airport Stakeholders; all requirements are then, translated into development items in the form of User Stories. These identify the customer's need, value, and expected outcome. Strict Acceptance Criteria are defined alongside the user story, which allows the development team to follow Test Driven Development processes, which meet the individual requirements. Upon completion of the user story, the item is then passed on to our Quality Assurance test team who will validate that all items have (net the specifications outlined during onboarding, as we'll as within the Acceptance Criteria. If any items have been missed, the information is relayed back to the development team who will prioritize any changes to the feature set. Upon development completion, the item returns to the Quality Assurance team who will validate that all items have been met. As soon as the item is confirmed as complete, the product is sent to the Product Manager who will provide a sign -off to the configuration/features and approve the solution as ready for training/release. The Product Team is in continuous communication with the Airport Stakeholders to validate information at every delivery Aert)Qlou,d Systems h-c RFP Number 10": 3 C'ehtre %4ad: S,f tr� ai 3 A, ilrliir:q mn; DE. 19805 Q1.22 19ru Main Stre:cst, Suite &01. Saclixna, F .423d Tfie l;bp alk , ltie:r.°,.. Sei;.. , tracclesiieic , ::k-esi: rc>, "{` . 6QJ a�idrew.t;oQoek;taeroc:lc�uzsystazms.cem Page 25 RFP #01-22 Page 56 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport PSP Work Proposal 9) milestone. AeroCloud is agile in response and can accommodate changing needs during any stage of the setup and configuration process. What will happen during the Gate Management System onboarding? Stage 1 tthis will be the introduction for all modules and contacts across the project) • Contra,,t awarded • AeroCloud Product Manager introduction to Palm Springs Internationa Airport ea-n • PSP appoints the main point of contact for each module or the entire project • Configuration of the Amazon Web Service begins • Configuration of live data feeds for'OAG, FAA SWIMS, load factors, Weather and NOTAMS Stage 2 • The AeroCloud Systems Product Manager will provide the Airport with an onboarding document to collate: o Initial Reference Data n Gates a Stands/types e Airlines o Airports o Leased/owned stands n Stand Width/length o Users and associated privileges (i.e admin, read-only users) Stage 3 • Upon completion of system set up and testing, the following will be distributed: * Live access URL o Usernames a Passwords c. Support contact details Stage 44 • System training for Gate Management users • Go -live AeroCloud Systemi h>,C RFP Number t i'i 5 € cnvr Rand: 5uit.F 4 3-A, " l gvngtor ; 1.3r. 11?3cu 01•22 1990 Main 51-s et, Suite 8011. rsara>«ta, Ft31236 .11 <: E;ut wt k, tie:rr=,o, St%var>;, taecleslrs;lc , Chr s6tre, SK''' 6.1 �;yttrew.�.o ,�e�taerctt:loue:�Y�tems.cnrn ?age 26 RFP #01-22 Page 57 of44 IV ulti-Platform Aviation web Hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal q) What will happen during the Part 139 Inspections/CMMS onboarding? Stage ACS Product Manager will provide the Airport with an onboarding document to collate: o Airport center point a Service departments o Users of each department and associated privileges (i.e ad -min, read-only users) a Last of existing inspection forms (i.e. FAA 1, 2, 3, 4, 5A, 5E3) o List of training forms Configuration of Inspections o Form creation Configuration of work Order Management Stage 2 • System testing and final configuration • Upon completion of system setup, testing, and training the following wi I be distributed: o Live access URL o Usernames o Passwords c Support contact details • Remote system training of Inspection Management (Part 139), CMMS, and Asset Management systems for all users or specified system champions Service and Support Overview This section describes the Service Level Guidelines (SLG) between AeroCloud and the Client in connection with the AeroCloud Systems platform, which AeroCloud agrees to provide to the client pursuant to the terms and conditions of the Platform Agreement entered into by and between AeroCloud and the Client. These Service Level Guidelines have been established as a means of managing the relationship between the client and AeroCloud, and aim to set expectations of service available for support. It is AeroCloud's goal to service the Ciient's needs within a reasonable amount of time. Every effort will be made to answer a question, provide information, and resolve the Client's issues within the reasonable timescales set out in this document. AoroC lbC .r. Sy3Y.�='TS IrC 1 RFP Number 1'. 3 r'cn;r Roaa.:. =ts. 103 A Sr'1- a-. ,Cn, DC' 7=?sf 01.22 1990 Nla r c t. 5 K-0 S ; -_ " 4L t"u ..i'U il, .cam' 1 6 andr�w_k•nr�.��aer1:-:: t., _� �€1ti! 'age 27 RFP #01-22 Page 58 of 44 Multi -Platform Aviation'Web Hosted Database Software Service and Support Palm Springs international Airport - PSP Work Proposal Please note that the Service Level Guidelines are not an agreement. While AeroCloud makes commercia'ly reasonable efforts to comply with these guidelines, AeroCloud discaims all liability arising out of or relating to these Service Level Guidelines. 1.0 Service Availability 1"he AeroCloud Systems platform service availability target is 99.9%, 2.0 Product Releases AeroCloud wini make commercially reasonable efforts to provide periodic updates and enhancements to the platform to meet market needs in line with our agile operating model. 3.0 Client Queries The AeroCloud Support team can be contacted via: • The SupportPortal b fps:lltinyurl.comfAeroCloud-SuRoo • Email suppartaeroc:loudsysierns.e:an; All items will be reviewed and triaged by our support agents, where urgent items have been identified and confirmed by our support team they will then be prioritized for immediate investigation. All support requests received will be treated in accordance with our severity scale outlined below. Note: For questions regarding your contract or service upgrades, please contact your Account Manager or Sales Contact. 4.0 Issue Management The Client rnay request support services by way of a request via email, the Support Portal or telephone. Each support request shall include: • A description of the problem • Detail of steps required to recreate the incident • An indication of Severity (see below) • A rough time of the incident • Error message (if any) • Screenshots (if applicable} AeroCloud will prioritize issue managerrerit and resolution based on the severity of the incident as outlined in this table: AeroC;louo Systerns Inc 2FP Number 10' 3 Centro Ruud: a.rtF DE 19806 01.22 Ig90 Main 'Stria .t, Suit, 8Li1, Sat : oua, i=L 342:36 he 1?ot}ewalk , hr:rvtt,: S=.= :;, t?ac:iwsfielc, i::f rshireq, SKI 1 61-.1 andrer+. ;of>oe aea:doudsysterns.cc:m Page 28 RFP #01-22 Page 59 of 44 MuW-Piat!'Uim Aviation Web Hosted Database Software Service and Support Palm Spring-, :rtv:rnational Airport PSP Work Proposal Business Critical • The issue materially impacts the operations of the Client's business or; • The platform is down (not accessible) or; maor functions of the platform cannot be used Significant System Impact • A critical system error with no workaround or; • A non -critical error, which affects the operations of the Client's business Moderate Impact • The issue does not materially impact the Client's business or; An isolated or minor error in the platform that does not significantly affect the platform functionality or disaoles some non-essentia functions Minimal Impact • Non-crit ca issues or; • General quest'ons or; • Assistance in using the p at'o-m or; Platform change -equests Level 1 Response: Acknowledgment of receipt of reported issue within AQ mins Level 2 Response: Restore Platform to usable state within 8 hours after the Level 1 has elapsed Level 1 Response: Acknowledg ent of receipt o epored issue with' 2 ho.)rs Level 2 Response Update Platform t reso ve error with 48 hours after t e Leve' 1 Baas a apsed Level 1 Response: Acknowledgment of receipt of reported issue within 24 hours Level 2 Response: Update Platform to resolve the issue or provide a workaround within 10 business days after the Level 1 has been acknowledged. Level 1 Response: Acknowledgment of recei.pA of repored issue within 24hours Level 2 Response: Rev ew ssue and notify the Client of acceptance/ re,ecton of resolution of issue (and price where custom work is requi-ed) AeroClov 1 Systems Inc RFP Number 1013 Conve.. Poad? S 1 to 403-A, .JfnwgtCn; DE 11k805 01.22 1990 Mi)ir Stcz%.t, SuiTE, $01, Sr)r= ett), F 34236 E?:)faf;wail t4E?BHT.: if`: S-sm.- tv. i3 xleslield,' besl`'m, SK �• 6QJ an(f r�yr hoQpP.�ae!K:K:IO4:Ki5Y51P??7S ::K:r'1 Page 24 RFP #01-22 Page 60 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - PSP Work Proposal 5.0 High -Level Support Flow Contact is made with the issue reporter at key stages of the process such as Review, Acceptance, Further Information Requests, Completion, Release, and Declining of issues. 6.0 Support Flow Milestones During onboarding, all customers wif be provided a view of their suppor backlog, where they can view all pending and accepted support requests. T hey will be able to be visibly tracked throughout every stage of review/development progress. The following Milestones will be displayed to the customer: • Open - The defined stage when an initial request is received • Under review - Our support team are t.r:aging/investigating • Clarification needed - Further information is required from the customer before we can progress • Accepted (1 st Line) - Our first line support team understand the issue and are prioritizing in their workflow • In Progress (1st Line) - Our first line support team are actively working on resolving the issue • Accepted (2nd Line) - Our development engineers understand the issue and are prioritizing this into their development workflow • In progress (2nd Line) - Our development engineers are actively working on resolving the issue • Rejected - The issue cannot be replicated, there is insufficient supporting information, or the issue is rot considered a defect • No Response - Closed - Our support Learn haven't heard from the customer to allow us to resolve the .issue • Fixed and Released - Our support team and engineers have resoived the issue and released it to the AeroC loud S.ysterr> snc RFP Number 1 J' 3 (c 1tre.licacl. v:rtP 03 i,,'d" la,v^gtori; DE 19805 01.22 1990 Mb;n c: ..'t. S. ..',rest. to 6,01. Saareio a, i=L 34236 The, PopFwelks,, Newts,^ StrYrr, PJacclrsfir:lc, C:he;hire;, SKI 6Ca`J andrewh000egaerodoudsys1.e?r S•eri Page 30 RFP #01-22 Page 61 of 44 Multi-Piatforrr3 Aviation Web Hosted Database Software Service and Support Paler Springs international Airport - PSP Work Proposal 9) platform • Closed - The issue has been resolved and released onto the platform for over 5 days and no follow-up has been received by the customer to investigate further. The item is officially closed. Note: Email communications are sent to the issue requester during every major milestone Major milestones are: Open, Accepted, In progress, No Response, Fixed and Released 7.0 Amazon Web Services Cloud Hosting AeroCloud FIDS run on Amazon Web Services and therefore under the shared responsibility model, our platforms typically have the following metrics for support: • Commercially reasonable efforts to make the Included Services each available for each AWS region with a Monthly Uptime Percentage of at least 99.99% • AWS Geographic Regions consist of multiple, isolated, and physically separate AZs within a geographic area. Each AZ has independent power, cooling, and physical security and is connected via redundant, ultra -low -latency networks. AWS customers focused on high availability can design their applications to run in multiple AZs to achieve even greater fault tolerance. AWS infrastructure Regions meet the highest levels of security, compliance, and data protection • AWS supports more security standards and compliance certifications than any other offering, including PCI-DSS, HIPAA/HITECH, FedRAMF, GDPR, FIPS 140-2, and NIST 800-171 • AWS 247 phone, email, and chat access to Cloud Support Engineers • Unlimited cases • General guidance: < 24 hours • System impaired: < 12 hours • Production system impaired: < 4 hours • Production system down: < 1 hour Aerrx0oud Sy.°>te *s Iric RFP Number 101.3 CeHre.. Fo;wd: Su tM G03•.,, "J 13ni^r�Y n; DE.. 19W5 (}t •?2 1990 NUi rt S4 we.t, Su to 801. Sara>oea, , v 2 42:'s6 : foe Ropr-wa ks, Ne vtof' St=w. , kla<cleslield, " hesh re, SKI ` 6QJ �1<1Sivr..` S2�'6'�r'��e rK:cicwdx;rstarns.cr� Page 31 RFP #01-22 Page 62 of 44 Multi-Plarorm Aviation Vieb Hosted Database S-oftware Service and Support Palm Springs Internabonal Airport - FISP Work Proposal Required Attachments & Addenda Aerc-O,,%i Sy%tp—s lrc RR Number C'v-lre tl�DxJ. 4D3-A. rN.. 1.9 =05 01-2.2. SK'! 6W Page 32 RFP #01-22 Page 63 of 44 Wulti-Plavr'oirn Aviation Web Hosted Database Software Service and Suppoft Palm Sprioas International A^,q:)ort PSP Work Proposal ATTACHMENT "A" *THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALAVORK PROPOSAL (Electronic File #11) * REQUESTS FOR PROPOSALS (RFP) # 01-22 AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT FOR PALM SPRINGS INTERNATIONAL AIRPORT SIGNATURE AUTHORIZATION NAME OF COMPANY(PROPOSER): AETA0ZtQ1,Q SYSTEMS WC BUSINESS NC, 1201 N OfW4GE STRE ADDRE$S.±C_��=000 sy_ST�77k'5 . .......... ___ Z-IST F- trr45 1, 01 �na,tr-Lra- OF , —IM I - 11 TEKE6_10NE-1 E-.L'�L--PHON�F--447711'-'�2544 FAXWA . . . . ........ _... . . . ....... CONTACTIDERSONf"OF�(±-_ ORGE �10 --EMAIL TEMS.Mm A. I hereby certify that I have the authority to submit this Proposal to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself this company in a contract should I be successful in my proposal. GEORGE RICHARDSON, CEO NAME AND TITLE AUG/1612021 SIGNATURE AND DATE The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate: if successful, the contract language should refer to melmy company as: An individual; A partnership, Partners' names: — A company; , X A corporation If a corporation, organized in the state of: _DE My tax identificatk)n number is: -j!j- Please check below IF your firm qualifies as a Local Business an defined In the RFP: A Local Business (licensed within the jurisdiction of the Coachella Valley). Copy of current business license is required to be attached to this document ADDENDA ACKNOWLEDGMENT, Acknowledgment of Receipt of any Addenda issued by the City tor this RFP is required by including the acknowledgment with your prciposal, Failure to acknowledge the Addenda issued may result in Your proposal being deemed non -responsive. in the space provided below, please acknowledge receipt of each Addenda- Addendum(s) 9 1, 2, 3. and 4 Ware hereby acknowledged. A,,roC'o,_c- Systems Ir.c RFP Number envi S.ito 40'� A, DE. 19,3105 01-22 e SK' 60,1 Page 33 RFP #01-22 Page 64 of 44 Multi -Platform Aviation Wei, Hosted Database Software Service and Support Palm Springs international Xrport - PSP Vhr°k Proposal 9) ATTACHMENT "B" 'THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALIWORK PROPOSAL (Electronic File k1 ) ' NON -COLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL '`he undersigned, deposes and says that he or she is GEORGE RICHARDSON of AER JCLOUD SYS rEMS INC_. the party making the foregoing Proposal. That the Proposal is not made in the interests of, or on the behalf of. any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or that anyone shall refrain from Proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Propesai price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer. or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the Propose! are true: and, further, that the Proposer has not. directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof. or paid, and will not pay, any fee to any corporation, partnership, company, association, organization. Proposal depository, or any other member or agent thereof to effectuate a collusive or sham Proposal. Signature: � Title: CEO Dale: AUG116;2621 Aarot to r. 5ysten = c RFP Number t 3 c^are Ra<MI, 40 :. ':;'1 rti^-)tort. f)F 1" My ; r r rwcL. `. 51 i. = ' 1L,+3 a1-22 i',� tt� G c. {'.': U:<< arf,,idrew.hocsoe�aercr.lcr,_.�;sa =t ���s.::nm Page 34 RFP #01-22 Page 65 of 44 Multi-Plat-Forni Aviation Web Hosted Database Software Service and Support Palm Springs International Airport PSP Work Propo>al NOTICE INVITING PROPOSALS FOR RFP #01-22 MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE A ND SUPPORT ADDENDUM NO. I This Addendum is being issued for the following changes and Informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS AND INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS AND SPECIFICATIONS. 'THIS ADDENDUM SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. THE DUE DATE AND TIME FOR THE RECEIPT OF SUBMITTALS HAS BEEN EXTENDED TO 3:OOPM ON TUESDAY, AUGUST 24, 2021. ALL OTHER SUBMITTAL REQUIREMENTS REMAIN THE SAME. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA .retr Procurement & Contracting Manager. Acting DATE: August 3, 2021 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: AEROCLOUD SYSTEMS INC. . Authorized Signature: Date: ALIG/1612021 Acknowledgment of Receipt of Addendum I is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non -responsive. Aern,Cloud Sy stems Inc RFP Number cern rc- ftx;', &!.,te 03 A, 01-2.2. 990 roar SVul, Fy';;w 80, Sarasota, R, 34216 Newwri Msaccpsfield, Che4-ore, SK` I 60J Page 35 RFP #0 1 -22 Page 66 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs Interr.:at'sonal Airport . P5P Work Proposal q) 4r,. fn x NOTICE INVITING PROPOSALS FOR RFP 1f01-22 =(rs MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE ' C �•---• 'V., . AND SUPPORT ADDENDUM NO.2 This Addendum is being issued for the following changes and informational items THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS AND INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS AND SPECIFICATIONS. THIS ADDENDUM SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. The City has received the following questions and Is hereby providing answers thereto: Ot: Page 4: States "complete turnkey solution", this refers to a customizable solution not off the shelf correct? Al: The City prefers a customizable solution but will entertain off the shelf if it meets our needs. 02: 3.A.a (i) Refers to Aviation Database, please explain what that refers to 3.A.a(vii) Refers to unlimited number of licenses, what are the expected number of users, internal and external? A2: Aviation Database (Airport Operations Database) refers to the overall aviation specific solution with capability to integrate multiple airport functions. The expected max number of licenses is 80. Q3: 3.A.a (ix) Refers to integration with Dude Solutions, do they have an open rest API? Will Information need to be sent or received or both? A3: Please strike this requirement — amendment to come for API (send and receive) for Tyler Munis which the City recently switched to. 04: 3, A.b.i.3(c) Refers to integration with real time data feed to monitor aircraft schedules. flight changes and delays. What data feeds? Are there open rest APIs? Who will maintain the relationship with the provider? Who will maintain the cost of the provider should there be one? A4: The airport /s looking for the vendorlprovider to propose a data feed that tits your solution best. The airport expects that the costs will be Included !n the proposal. Q5� 3.A.b.ii.l(b) Refers to heat mapping. Is clustering or another similar type of visual presentation acceptable? A5: Clustering is acceptable. Other visual presentation may be acceptable although not preferred. Aerc,.C:ou.l 5ysrarns i-r. RFP Number ?3 £:sn.•r Roo,, s:_:&^ %'3 •, 01-22 ttfan "G1, i t : z12za I sr;x an-,-F�' 4Y 17r)_"t)aeroc c u Ijewst erhs.c IL Page 36 RFP #01-22 Page 67 of 44 Multi-Plat!'orm Avlation Web Hosted Database Software Service and Support Palm Springs Interr:ational Airport - PSP Work Proposal 08: 3.A.b.iv:2(c) Refers to integration with equipment controls. What software system? What type of integration? Send, receive or both? AS: Tyler Munis software Q7: Is the City looking for a Custom App or an Out of the Box Solution (OOTB)? A7: The City prefers a custom app, but will accept an Out of the Box solution if It proves to be the best use of our resources Q8: Does the City have any OOTB platform in mind that you would recommend? AS. No. Q9: If you want the vendor -managed solution, would the city consider a non-SaaS solution hosted in their cloud infrastructure but managed by the vendor? A9: Yes, the City would consider this assuming it meets IT/security standards and protocols QM Do you want us to host the solution, or do you want to host it in your awn environment? Because this will impact the pricing. A10: We prefer that the vendor host the solution. Qi l: What is the City's investment budget? All: The current approved budget is $50K per annum with the potential for upward adjustment depending on the services being proposed. 012, How many customer licenses and employee licenses are required'? Al2: At current staffing levels, this would require roughly 60 licenses, however the airport is expecting to add staff in the future — the airport also relies on temporary staff during peak periods, so this number might reach as high as 80. Q13: What is the desired start date and go -live date? A11-. Tho dacirod rtart data is as coon as possible after closing of this RFP, with a go. live date no later than October 15, 2021 for gate management — and no later than November 30 for all other elements. Q14: Could you provide your desired high-level deliverables schedule? Do you have a certain timeframe? A14: We expect all deliverables online by and of calendar year 2021 with gate scheduling/management being the priority. Part 139 Inspection, asset management and CMMS to follow gate management. 015. How long would you prefer the maintenance to be included? What kind of programming skills does your team specialize in? AcroC loud Sy ccr^c, Inc RFP Number 3 C:errtre Rood, 5 . tc, :0'3 A, Wilmington, D'_ 9805 01.22 '970 Ma h St:eeC Suite 801, Sarasota,=13-1235 The'RoPewaks, v'rwton St.ae? tvlact.le'diield, 0% shire, SKI 100i an:3rew.t:<z,;,ne�.lpruCiGi1�Y�'e: ns.ctvr. Page 37 RFP #01-22 Page 68 of 44 Multi -Platform Av a#ion Web {aster! Database Software Service and S€.pport Palm Springs International Airport - PSP Work Proposal q) A15: The airport would require ongoing maintenancelon-call services throughout the life of the agreement' the local team is not equipped to take on programming at this time. Q16: If you have a current solution in place, what are the shortcomings that you would like the new system to address? A16: There is no current solution in place — this would be the first to be implemented. Q171 Do you have a current solution? if yes, what is the technology stack, and do you like to stay with the same technology stack (with their latest versions)? A17: There is no current solution. 018: We can work with a Hybrid Delivery Model — onshore and offshore (India)? A18: We would be open to the concept, please submit your proposal and we can evaluate. Q19: Can we work as a Partnership? A19: The aviation division does not object to a partnership — however there may be City policies that limit or preclude such work. The airport would require one entity to be the ContractorlVendor of record with all others listed as subs. BPrY�wORDER �OyF�THE CITY OF PALM SPRINGS, CALIFORNIA Procurement & Contracting Manager, Acting DATE: August 17, 2021 ADDENDUM ACKNOWLEDGMENT Proposer Firm Name: AEROCLOUD SYSTEMS INC. Authorized Signature; Date: AUGi1612021 Acknowledgment of Receipt of Addendum 2 is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non-responsNe. AeroC oud Systems Inc RFP Number ?013 Cc.nt Iic c'> Si!!te .03-A, € '!:. in�7,c= , " i..9St15 01.22 1•990 7tri;L>t, Suite 8011, ia:..:<atc?, r - 123' The Ro€>ewaRs, Newton 5tr, et, Macdedield, Cheshire. SK" 1 60i Page 38 RFP #01-22 Page 69 of 44 Multi -Platform Aviation Web Hosted Database Suhware Service and Support Palm Springs International Airport PSP Work Proposal `Y �F • " w , NOTICE INVITING PROPOSALS FOR RFP 001-22 MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT A DDENDUM NO.3 This Addendum is being issued for the following changes and informational items. THE FOLLOWING REVISIONS ANDJOR ADDITIONS TO Ttit 5'PECIF!CATIONS AND INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAVJiyGS AND SPECIFICATIONS, THIS ADDENDUM SHALL TAY.E PRECEDaiCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFIC,.ATIONS AND INSI'RUCUONS AND ;?HALL BE REFERRED "r'(:) HEREINAFTER AS FAR] C)F THE CONTRACT DOCUMENTS. The City has received the following questions and is hereby providing answers thereto Q1 Please define and darifywrhatyou man by'analytics" forpart 139 inspections- what is the requirement or resull: you are looking to achieve with analytics7 Al: This refers to the measurement, analysis end display/reporting of data related to compliance issues, manpower allocation, etc, for which the airport could use to make management -level decisions. For example, the airport would vrant computational data on how many Inspections related- discrepancies were associated to fighting systems vs. pavement systems over a defined period. As another example, the airport might want to tabulate information related to the percentage of Part 139 inspections that were closed out within 30,60190 days. These are just two examples and not all-inclusive. Q2. Wcould you consider a best in breed solution, i.e., one vendor pra •ides gate management, and another provides Part 139 Inspections and Ch11IMS7 A2: Yes, the airport would consider this — however we require that these systems be fully integrated to allow for seamless operation at the user level (for example, single sign -on ability across systems). Also, the airport would require one entity to hold the contract with the airporVOIty with other vendors listed as subs. 03 What is the purpose of the heat map and what would you like for r to di ,play. nntify the user or, A3: The purpose of the heat map is to provide amplifying data to airport staff — particularly if there is a specific area of the airfield that is disproportionately experiencing more issues than the rest of the airfield (as indkatedby the number of work orders generated in that area of the airfielco, we would like to see that visually which would enable management teams to have a more conpiete, picture for decision -making purposes. This would also allow airport staff to display that information In graphical fort to external parties. The airport prefers a heat map but is open to other forms of display that achieve the some goal. Aera,C.oud Sysiems lnc RFP Number u` s Cen re r2o.:rS, Suite :G"d-A; +,tu €sg r:43tor., DE ' 9V6 01.2.2 ' 99 Mfl ,Ih Str*.wt, Suite FL 3 236 PNewton Stme' Mac d: siield, �r.;re:gC�taerc�rlgrl2`,r'rX"i:`�ns.cs?ram Page 39 RFP #01-22 Page 70 of 44 Multi-Platfor€n Aviation Web Hosted Database Software Service arld Support Palm Springs internatonal Airport - PSP Work Proposal 04: 4a. Regarding the requirement below, must the electronic certified payroll records be submitted to the Labor Commissioner upon submission of RFP response, or upon selection as a contractor? A4: Upon selection of contractor. 05: 4b. Regarding the requirement below, if no physical labor is performed for the production and delivery of goods and services required in the RFP, is it still a requirement for the RFP respondent to furnish electronic certified payroll records directly to the Labor Commissioner? CALIFORNIA WAGE RATE REQUIREMENTS: The selected firm must pay the general prevailing rate of per diem wages as determined by the Director of the Department of Industrial Relations of the State of California for the locality where any physical work is to be performed. The selected firm must furnish electronic certified payroll records directly to the Labor Commissioner (via the Division of Labor Standards Enforcement). As a condition of award orafter April 1, 2015, the contractor and any subcontractor listed on the bid must be registered with the Department of Industrial Relations pursuant to Section 1725.5 of California Labor Code. vwwv, dir.ca.ctov/disr/DPreWa<ieDeterminadon.htm The Contractor and any sub -contractors shall pay not less than said specified rates and shall post a copy of said wage rates and other notices prescribed by regulation at the project site. A& No, this is not a requirement. Requirement is removed from this RFP process. 06: In what section of the proposal response should Service and Support and SL.As be located? A8: Please provide this in the work proposal section. 07: Are the requirements under the Assessment Management Section the Full set of requirements needed as PSP for Asset Management? A7: Those are our minimum requirements; however, airport staff will assess the full range ofsystem capabilities in the selection process. 08: Does Palm Springs International Airport have/use an existing platform to Manage Assets? A8: No. 09: What equipment Control Systems do they have and want to integrate with - Asset Management 20 (page 6 of RFP document) A9: Tyler Munis, (send and receive), Faster Ass et Solutions (receive only). 010: Which of the requirements listed under Specification Requirements - System Requirements sections iii and iv (pages5-6) are mandatory for go -live, and which could be deferred for a period of time post go -live? AerK6sd Sys. e n-, inc RFP Number 1013 (eritre fto.:c, Suite 103.A, W':mfington, IDE 19805 01.22 5990 fvi<=iir 54.VeL Suite 801, Sar' rota; =L 34236 Me :ior>eviaks, tiHrrtixr 5t:'re,. fvlacs:iesti;;lcl; Cheshire; SKI GW an MLhoppeQaera�ioudw. te:nsxxiEr Page 4C RFP #01-22 Page 71 of 44 Multi -Platform Aviation YVeb i-losted Database Software Service aye) Support Palm Springs International Airport - PSP 'Work Proposal A10: Assuming that the Part 139 system is active prior to the other two (airport preference), then the priority between sections ili and iv would be the Computerize Maintenance Management System (section iii). The Asset Management System can trail. Q11: Can Companies from outside USA can apply for this? All: Yes 012: Do we need to come over there for meetings? Al2: No 013: Can we perform tasks (related to the RFP) outside USA? A13: Only certain tasks as determined by the Airport. 014: Can we submit the proposals via email? A14: Per the RFP on page 11 all proposal submissions are to be submitted electronically via Hightail. Refer to section 8 for instructions. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA L`9ry gitew Procurement & Contracting Manager, Acting DATE: August 18, 2021 ADDENDUM ACKNOWLEDGMENT: Proposer Firm Name: GEORGE RICHARDSON - Signature: �arta Authorized Date; AUGJ23(2021 AGKnowledgmem UI rZewlpt ut Addendum 3 i� rcquircd by signing and roturning o copy of thio addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deemed non -responsive. At?ic<loud SysT.err RFP Number 01.22 72 t6 -r::.h I t �'K{ (,Q! �r1jp�'�w.!'(S::D:1�r7Fr�7C�liuCt'SVSiP�"15.E:f�3T' Wage 41 RFP #01-22 Page 72 of 44 MUti-Platform Avlation Web Hosted Database Software Service ar:ri Support Palm Springs International Airport - PSP Work Proposal NOTICE INVITING PROPOSALS FOR RFP #01 22 MULTI -PLATFORM AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT ADDENDUM NO. 4 This Addendum is being issued for the following changes and informational items THE FOLLOVMNG REVISIONS AND/OR ADDITIONS TO THE SPECIFICATIONS AND INSTRUCTIONS ARE TO BE INCLUDED IN THE ORIGINAL DRAWINGS AND SPECIFICATIONS. THIS ADDENDUM SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. The City has received the following questions and is hereby providing answers thereto: 01: On attachment C, Cost Proposal Document, is the lump sum amount for 2 years or for 5 years? Al: 2 Years BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA .Lea-h gile"o Procurement & Contracting Manager, Acting DATE: August 23, 2021 ADDENDUM ACKNOVVLEDGMENT: Proposer Firm Name: AERO CLOUD SYSTEMS INC Authorized Signature Date, ,August 23rd, 2021 Acknowledgment of Receipt of Addendum 4 is required by signing and returning a copy of this addendum with your response. Failure to acknowledge this Addendum may result in your RFP being deermd non -responsive. .\' m,r2 oud sy S�-m:a !-c RFP Number 3 C en—P. I1 Qn,,, S, LG 403. , lr' sir t>�•. i t a , to `�G' S t - ERG; 01-22 l'f, Rczt:�v r„ 'vs; � e>�, .zt .:, i ai3 li CLe�;hire. IK" 16QJ Page 42 RFP #01-22 Page 73 of 44 Multi-Piat`ornii Aviation Web Hosted Database Software Service and Support Palm Springs International Airport PSP Work Proposal 9) ATTACHMENT"D" `THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALIWORK PROPOSAL (Electronic File #1) ` CITY OF PALM SPRINGS, CA CONFLICT OF INTEREST AND NON-DISCRIMINATION CERTIFICATION Conflict of interest. Consultant acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement nor shall Consultant enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Consultant warrants that Consultant has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. Covenant Against Discrimination. In connection with its performance under this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin ( i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a "prohibited basis"). Consultant shall ensure that appiicams are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City's lawful capacity to enter this Agreement, and in executing this Agreement, Consultant certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Consultant activay, including but not limited to the following: employment, upgrading, demotion or transfer: recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation: and selection for training, including apprenticeship: and further, that Consultant is in full compliance with the provisions of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non-discrimination in city contracting. NAME OF CONSULTANTfVENDOR: AEROCLOUD SYSTEMS INC. NAME and TITLE of Authorized Representative: (Print) GEORGE RICHARDSON Signature and Date of Authorized Representative: (Sign) (Date) aUG11812021 Aera,C;ioud Sysmms Inc RFP Number G13 Centro Roc-:d, 5uite »03-A; Lhiiniingt n, :,E 19505 01•22 `B901 .1a n 7utiei:, a to xC1, "tir'<=.s<�tt, = .342wa i he s"?oc ew si' S, Newton Strae Mau: edleld, C.Ileshire, SK':'i GOJ ancgrew,'r:<):;peaerocicuc>}y er s.c:< m Page 43 RFP #01-22 Page 74 of 44 Multi -Platform Aviation Web Hosted Database Saftware Service and Support Palm Springs International Airport PSI' Wo, k Proposa I q) PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM .... -- ----- 1. N arne of Entity AEROCL.OUD SYSTEMS INC. AERCGLOUD SYSTEMS INC, 1201 N ORANGE STREET STE $7451, WILMINGTON. DE. 19801-1186 9. Local or California Addre" (if different than 021 NIA 4. State V0 DELAWARE ------- 5. Type of Entity Corporation ',L] Limited Liability Company E] Partnership Trust Gther itilease speoity) a. Wkers, Directors, Members, Managers, Trustees, Other Fiduciaries (please EPOCIfY) Note: If any response is not a FpAwtwt pe-on, please odefft*ffy all officers. directors, memborv, morragcvv and other fiducia6as kir the mamber, manager, Lust or other I 'I entity GEORGE RICHARDSON————. P30fficer -101rector fjlilamber W]Managar Inamel n General Partner D Limited Partner i - Other [AN fOROE-SMITH yj Officer F-, Director L) Member ._1 Manager Lj Carteret Partner Ei Limited Partner Other r. officer L'Urentur 7 Member U Manager General Partner L3 Limited Partner Purge 22 of 44 AeraC.oud ; ysrem.'Inc RFP Number 013 Cjnre Road, S;Wte 40-3 A; DE 19805 01 _22-990^.5'rVat, Suite 801- , Sarm.otza, :342-36 i .e Ropxvasu, Newtm Stl eet' Macciedield: Cheshire, SKI I 60J Page 44 RFP #01-22 Page 75 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Suppxxt Palm Springs International Airport - PSP Work Froposa3 9) _........._...._— 7. OwnersrYnvestors with a:5%beneficial interest in the Applicant_EMity or a related erttltx. EXAMPLE JANEDOE 5M ABC COMPANY, Inc. [name of ownerAmrestor] [percentage of beneficial interest in entity and name of entity]__,. _......_ A. AEROCLOLID SYSTEMS LTD 100%, AER SYSTEMS INC. [name of ownerlinvestor] [percentage of beneficial interest in entity and name of entity] B. [name of ownerlinvestor] [percentage of beneficial interest in L_,_.-..,.___...._ eMiiy and name of entity -.... ........_ i C. I (name of ownertinvestor] [percentage of beneficial Interest in entity and name of entity] D. , i (name of ownerlinvestor] [percentage of beneficial interest in anti and name of entity] E. [name of ownerAnvestor] (percentage of beneficial interest In e_ ntity and name_of entity] I DECLARE UNDER. PENALTY OF PERJURY UNDER THE L.KWS Ot, i HG 5 i A i r- OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT. Signature of Disdosing Party, Printed Name, Title Date AUG11612021 GEEOR"GGEE RiCHARDSON, CEO Aera,C oud ay' tams Inc RFP Number 101 s Cem Road', Suit :Cz.A, Wi ;rin Div', _: [=. " 9£i,i5 "990 3 t .,..,.. :.L 3 D1.22 Sit C sarmm , : 230 ,e Ropevia ;, NZwtxxn St: c>< P� a;x: esiieicl, Cl esiriri, SKI i GO,I RFP #01-22 Page 76 of 44 K Page 45 Multi%Platform Aviation. Vdeb hosted Database Software Service and SUi:lat,rt Palm Springs International Airport - PSP V o,t ProROs-tl q) SIGNATURE PAGE TO CONTRACT SERVICES AGREEMENT BY AND BETWTXN THE CITY OF PALM SPRINGS AND §10 a 6- , ... 1i4Sr.0t,..t.OU0 SYSiZ-`►' WC - TN WITNESS WT IEREOF, the Parties have executed this Ageement as of the datm stated below, ' CITY" City of Patin Springs mute:_ - By ._ __.._ _........ _........ David K Ready , PhD City 4fanagcr APPROVED AS TO FORJ%I: ATTEST By: ............................................. ._.......... By: _........ ..... .......................... Jeffrey S. Ballinger Anthony Mejia City Attorney City Clerk APPROVED BY CITY CiOCNCTL: Date: Agreement No..0 Corporations require two notarized signatures. One signature gpLAk be from Chairman of Board. President, or any Vice President The second signature must he from the Sceretary, Assistant Smraary, lWastrrer, Assistant Treasurer, or Chief Finara tai Officer. CONTRACTOR NAME: AEROCLOUD SYSTEMS INC _ Check tine: Individual � _ Partnership 3• Corporation AEROCLOUD SYSTEMS INC, 1201 N ORANGE STREET STE 1#451, ...... ......... _.._... ........ Address WILMINOTON, DE, 1M801-11OG 6✓ Signature (Notarized) Signahare (Notariz4 A arOChaud Systems :tic RFf' Number 013 C'efivu €cotvd, Su:'* 4)3-A, W rrangus ,). DE 19805, 01-22 ' 91,0 ma::• .'.'r ... t, >o to 60 , 5aru!iotal Ft..342'f, The Rep aw a,ks, N-kvwr! S roc 1, t0w8 c es£ =.i<i< Ches'r:llG. SKIT 1 60,! Page 46 RFP #01-22 Page 77 of 44 EXHIBIT "D" SCHEDULE OF COMPENSATION TOTAL LUMP SUM AMOUNT FOR 3 YEARS: _ $ 90,985.00 (PRICE IN FIGURES) Ninety Thousand Nine hundred and Eighty -Five dollars The term of the agreement that is awarded as a result of this RFP shall be in effect for Three (3) years with two (2) one (1) year renewal options as negotiated between AeroCloud and the City. Year One: $ 32,988.00 Year Two: $ 28,997.00 Year Three: $ 29,000.00 OPTIONAL YEARS: Year Four: $29,000.00 Year Five: $29,000.00 RFP #01-22 Page 78 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - PSP Section F - CoWlRates Proposal ATTACHMENT "C" 'THIS FORM MUST BE COMPLETED AND SUBMITTED IN SEPERATE ELECTRONIC FILE #2 "Cost Proposal", IVOTwith Electronic File #1, TachnicatlWork Proposal') REQUEST FOR PROPOSAL (RFP #01-22) AVIATION WEB HOSTED DATABASE SOFTWARE SERVICE AND SUPPORT FOR PALM SPRINGS INTERNATIONAL AIRPORT COSTPROPOSAL Responding to Request for Proposal No, 01.22 Aviation Web Hosted Dataaase Software. Service and Support for Palm Springs International AlfPcn, I.VJE will accept as full paymemf the following lump sum payment for providing all labor, supervision, services, materials equipment, supplies, installation, testing, and training to complete the web hosted rialanase sa%vac service and support for Palm $pnn.7. Inlemational Airport. The undersigned Proposer proposes and agrees to provide all work and services necessary to deliver web hosted database software service and support as defined in the Scope of Work herein NAME OF FIRM SUBMITTING THIS COST PROPOSAL: AEROCLOUD SYSTEMS INC. TOTAL LUMP SUM AMOUNT; c�T6T USD (PRICE IN FIGURES) Sixty-one thousand, nine -hundred and eighty-five US dollars (PRICE IN WORDS) NOTE: This pane MUST be manually slaved. Certified by: Certified by CEO Signature of Authorized Person Printed rdAmC GEORGE RICHARDSON Title CEO Dale AUG1160.02I nrvc *ud sv,-,ems i -e RFP Number P I 2-Ad S,i 4m)3-A Y-ii I 01 22 Nart ',r Mi "I, d S< f, Page 2 RFP #01-22 Page 79 of 44 Mul'ti-Pla"Forrrz Aviation Web Hosted Database Software Service and Support Palrn Springs International Airport - PSP Section F - Cost Rates Proposal Section F: Cost Proposal AeroCloud Systems Quote for Palm Springs International Airport Multi-platForm Aviation Web Hosted Database Software Service and Support Description Year 1 Year 2 Yea.- 3 Year 4 Year 5 Annual Software Subscription Cost (Gate Management, Part $27,989 $28,997 $29,000 529,000 $29,000 139, CMMS, and Asset Management) $4,999 $0.00 $0.00 $0.00 SUO Configuration Fee $0,00 $0.00 $0.00 $0.00 S0-00 Maintenance Support Services (included) (Included) (included) (included) (Included) Total $32,988 $28,997 $29,000 $29,000 $29,000 Total for 2-year term: $61,985 USD Total for 3-year term: $90,985 USD Total for 4-year term: $119,985 USD Total for 5-year term: $148,985 USD Systcrr, tnr RFP Number 0i rc- F . ztt-" _gto. D 19Sfl 01-22 P. I hr+A lks' NI cwt�'n r,,f I. A'�'C. SF 1, 0, zncl-emhopoogag IDS-rpM. Page 3 RFP #01 -22 Page 80 of 44 EXHIBIT "E" SCHEDULE OF PERFORMANCE Service Level Support 1. Critical: d. Definition: System is unavailable, resulting in a critical impact on the operation. No workaround is available. e. Response: Less than one hour f. Effort: At least one person working continuously 2. Serious: g. Definition: The system is available, but its operation is severely restricted. No workaround is available. h. Response: Less than two hours i. Effort: At least one person working continuously Low — to -Moderate j. System: is available with limitations that are not critical to the overall operation. k. Response: 1 Business Day 1. Effort: Work effort to be mutually agreed upon RFP #01-22 Page 81 of 44 MVlulti-Platform Aviation Welo Hosted Database Software Service and Support Palm Springs international Airport ... PSP Work Proposal Section D: Project Schedule Configuration and Installation AeroClouds Product Manager will lead the implementation of the AeroCloud platform and the Gate Management, Part 139 Inspections, Asset Management, and CMMS solutions. The AeroCloud Product Manager will ask for Palm Springs International Airport to assign a point of contact for the implementatior and training process. AeroCloud's implementation process will provide Palm Springs International Airport with services including Amazon Web Services, the configuration of 4AG feed, creation of reference data (aircraft, gates/stands, etc.), rule base configuration, the configuration of inspections forms, and registration cf users to be verified by Palm Springs International Airport. The entire process should take approximately 3 months, assuming the AeroCloud Product Manager receives a': I of the required information requested during onboarding. AeroCloud will depend on Palm Springs International Airport to provide them with all documentation within a timely manner, namely the onboarding document to populate reference data and rule base, as well as all required inspections forms. Failure to provide onboarding documentation in a timely manner or failure to appoint a responsive point of contact can result in delays in project delivery. AeroCloud is known for its rapid and painless implementation and training processes. This comes as a relief to airport operations and IT leaders who are accustomed to product implementations taking an excessive amount of time to complete. Quality Control and Testing All client requirements are captured during an onboarding process between the Product Manager and the designated Airport Stakeholders; all requirements are then translated into development items in the form of User Stories. These identify the customer's need, value, and expected outcome. Strict Acceptance Criteria are defined alongside the user story, which allows the development team to follow Test Driven Development processes, which meet the individual requirements. Upon completion of the user story, the item is ten passed on to our Quality Assurance test team who will validate that all items have met the specifications outlined during onboarding, as well as within the Acceptance Criteria_ If any items have been missed, the information is relayed back to the development team who will prioritize any changes to the feature set. Upon development completion:, the item returns to the Quality Assurance team who will validate that all items have been met As soon as the item is confirmed as complete, the product is sent to the Product Manager who will provide a sign -off to the configuration/features and approve the solution as ready for training/release. The Product Team is in continuous communication with the Airport Stakeholders to validate information at every delivery Aero,Clnudl Systorrns Inc. RFP Number 1013 Centre Road, flute 403 AAMImington, DE 19805 01-22 1990 Main Street, S:site 8a1, SJrrasa a. -_L 3 423h :'i e Rdpe walk:, Newto• Suee ; Macclesfield, ^.t:estsi. , 5 C":.':. fiQJ anrirevv. h;a�,>pe#�aeroc:�lu�isv�-�.^s.ccrn Page 25 RFP #01-22 Page 82 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs international Airport PS? 'Work Proposal milestone. AeroCloud is agile in response and can accommodate changing needs during any stage of the setup and configuration process. What will happen during the Gate Management System onboarding? Stage 1 (this will be the introduction for all modules and contacts across the project! • Contract awarded • AeroCloud Product Manager introduction to Palm Springs Internationa Airport Team • PSP appoints the main point of contact for each module or the entire project • Configuration of the Amazon Web Service begins • Configuration of live data feeds for *OAG, FAA SWIMS, load factors, Weather and NOTAMS Stacie 2 • The AeroCloud Systems Product Manager will provide the Airoort with an onboarding document to ccllate: o Initial Reference Data o Gates o Stands/types o Airlines o Airports Leased/owned stands ® Stand Width/length o Users and associated privileges (i.e admin, read-only users) s Upon completion of system set up and testing, the following wiI' be distributed: o Live access URL o Usernames o Passwords o Support contact details Stage 4 • System training for Gate Manacemen: users • Go -live RFP Number C1-22 Page 26 RFP #01-22 Page 83 of 44 Pv+ulf-Plat-orm Aviation Web Hosted Database. Software Service and Support Palm Springs international Airport ... PSP Work Proposal q) What will happen during the Part 139 Inspections/CMMS onboarding? Stage 1 ACS Product Manager wilt provide the Airport with an onboarding. document to collate: o Airport center point a Service departments o Users of each department and associated privileges (i.e admin, read-only users) o List of existing inspection forms (i.e. FAA 1, 2, 3, 4, SA, 5B) o List of training forms Configuration of Inspections o Form creation Configuration of Work Order Management Stage 2 • System testing and final configuration • Upon completion of system set up, testing, and training the following will be distributed: o Live access URL o Usernames o Passwords a Support contact details Stage 3 It Remote system training of Ir:spection Management (Part 139), CMMS, and Asset Management systems for all users or specified system champions Service and Support Overview This section describes the Service Level Guidelines (SLG) between AeroCloud and the Client in connexion with the AeroCloud Systems platform, which AeroCloud agrees to provide to the client pursuant to the terms and conditions of the Platform Agreement entered into by and between Ae"oCloud and the Client. These Service Level Guidelines have been established as a means of managing the relationship between the client and AeroCloud, and aim to set expectations of service available for support. It is AeroCloud's goal to service the Client's needs within a reasonable amount of time. Every effort will be made to answer a question, provide information, and resolve the Client's issues within the reasonable timescales set out in this document. RFP Number i0'3 Ce^tre Rr_a�#, ` J.-e A _: 01-22 aadrew.�a��Re�aeresarn"sisystan :.gars Page 27 RFP #01-22 Page 84 of 44 Multi -Platform Aviation Web Hosted Database Software Service and Support Palm Springs International A'rport - PSP Work Proposal Please note that the Service Level Guidelines are not an agreement. While AeroCloud makes commercially reasonable efforts to comply with these guidelines, AeroCloud d;sc aims all liability arising out of or relating to these Service Level Guidelines. 1.0 Service Availability The AeroCloud Systems platform service availability target is 99.9%. 2.0 Product Releases AeroCloud wil make commercially reasonable efforts to provide periodic updates and enhancements to the platform to meet market needs in line with o::r agile operating model. 3.0 Client Queries The AeroCloud Support team can be contacted via: • The Support Portal: httus://tinvurl.com/AeroCloud-Stpi2or • Email supt:)ort4aerocloudsyst,eriis.rcarrG All items wall be reviewed and triaged by our support agents, where urgent items have been idertif"ed and confirmed by our support team they wili then be prioritized for immediate investigation. AI support requests received will be treated in accordance with our severity scale outlined below. Note: Forquestions regarding your contract or service upgrades, please contact your Account Manager or Sales Contact. 4.0 Issue Management The Client may request support services by way of a request via email, the Support Porta or telcpf one. Each support request shall include: • A description of the problem • Detail of steps required to recreate the incident • An indication of Severity (see below) • A rough time of the incident • error message (if any) • Screenshos (if applicable) AeroCloud will prioritize issue managemert and resolution based on the severity of the incident as outlined in this table: AeroCloud Systems Inc. RFP Number 10'3 Centre Road, Suite 403 A, Wilmington, DE'19$35 01-22 199E M: in Sleet, Spitz 831, Sarasui: a, : L 34236 trE Ropewaiks, Newton S:ree : Macclediek-L Fesh r�, SK' . 60.1 y;rdrew.hap� e�aercc(oucisv:**ter=zs.crrn Page 28 RFP #01-22 Page 85 of 44 Muiti-Platform Aviation VVeb Hosted Database Software Service and Support t�alrn Springs Irternatorr.al A:rpgrt ._ PSP Work f'rcposal Business Critical Level 1 Response: Acknowledgment of receipt of reported issue with`n �Q m:ns • The issue materially impacts the operations of the Client's business or; Level 2 Response: Restore Platform to usable state within 8 hours after the Level 1 • The platform's down (not accessible) has elapsed or; maor functions of the platform cannat be used Significant System Impact Level 1 Response: Acknowledgment of receipt of reported issue within 2 hours • A critical system error with no Level 2 Response: Update Platform to workaround or; resolve error with n 48 hours after the Leve • A non -critical error which affects the 1 has elapsed operations of the Client's business Moderate Impact Level 1 Response: Acknowledgment of receipt of reported issue within 2<} hours • The issue does not materially impact the Client's business or; Level 2 Response: Update Platform to resolve the issue or provide a workaround An isolated or minor error in the within 10 business days after the Level 1 has platform that does not significantly been acknowledged. affect the platform functionality or disables some non-essentia functions Minimal Impact Level 1 Response: Acknowledgment of receipt o* reported "ssue with n 24 hours • Non-crit ca issues or; Level 2 Response: Rev ew ;ssue and notify • General quest ons or; the Client of acceptance/ re ecton of • Assistance in using the p at'orrr reso ution of issue (anc price where custom or; Platform change requests work is required) AeroOnuri Systems irc. RFP Number 1Gi3 Con Rout, time 403 A: <b'ilmir.c3ton, CIL?.'9rJ$3S G1-1.2 199E lAair::rtri r t, 5:,'W 801, Sigas:rta. =L 3423b lie Ropewalks, Newtots Street; P. acciediel , C he fr s<. SKIf� 3! a 4�C#�-ho��pe�ae nx:kxt:9;y�•terrtiz.r� Page 29 RFP #01-22 Page 86 of 44 tl`ulti-Platform Aviation Web Hosted Database Software Service and Support Palm Springs International Airport - PSP work Proposal 5.0 High -Level Support Flow Contact is made with the issue reporter at key stages of the process such as Review, Acceptance, Further Information Requests, Completion, Release, and Declining of issues. 6.0 Support Flow Milestones During onboarding, all customers will be provided a view of their support backlog, where they can view all Pending and accepted support requests. They will be able to be visibly tracked throughout every stage of review/development progress. The following Mi estones will be displayed to the customer: • Open - The defined stage when an initial request is received • Under review - Our support team are triaging/investigating • Clarification needed - rurther information is required from the custorner before we can progress • Accepted (1 st Line) - Our first line support team understand the issue and are prioritizing;rr their workflow • In Progress (1st Line) - Our first line support tearn are actively working on resolving the issue • Accepted (2nd Line) - Our development engineers understand the issue and are prioritizing this into their development workflow • In progress (2nd Line) - Our development engineers are actively working on resolving the issue • Rejected - The issue cannot be replicated, there is insufficient supporting information, or the issue is not considered a defect • No Response - Closed - Our support tearn haven't heard horn the customer to allow us to resolve the issue • Fixed and Released - Our support team and engineers have resolved the issue and released it to the ".roclol d Systems. Irsc. RFP Number 1013 Centre Ro<3d, Su e 403 1, <Vlmington, MAIMS 01-22 1990 Main: S rUeet, S i::e1 301, Sin s: a, 34.236 he Rofx;waik::,,Nevi or: i rcr:.: t zt ;:leafiel:., ^.f:c: d , S I , 80J a nr,.,_,1;�,12RF'.�.�dS's��Y"terns.cc:rn Page 30 RFP #01-22 Page 87 of 44 tdlulti-Platrorm Aviation Web Hosted Database Software Service and Support Palm SpHr.9s international Airport ... PSP Work Propasal platform • Closed - The issue has been resolved and released onto the platform for over 5 days and no follow-up has been received by the customer to investigate further. The item is officially closed. Note: Email communications are .sent to the issue requester during every major milestone Major milestones are: Open, Accepted, in progress, No Response, Fixed and Released 7.0 Amazon Web Services Cloud Hosting AeroCioud FIDS run on Amazon Web Services and therefore under the shared responsibility model, our platforms typically have the following metrics for support: • Commercially reasonable efforts to make the Included Services each available for each AWS region with a Monthly Uptime Percentage of at least 99,99% • AWS Geographic Regions consist of multiple, isolated, and physically separate AZs within a geographic area. Each AZ has independent power, cooling, and physical security and is connected via redundant, ultra -low -latency networks. AWS customers focused on high availability can design their applications to run in multiple AZs to achieve even greater fault tolerance. AWS infrastructure Regions meet the highest levels of security, compliance, and data protection • AWS supports more security standards and compliance certifications than any other offering, including PCI-DSS, HIPAA/HITECH, FedRAMP, GDPR, TIPS 140-2, and NIST 800-171 • AWS 24x7 phone, email, and chat access to Cloud Support Engineers • Unlimited cases • General guidance: < 24 hours • System impaired: < 12 hours • Production system impaired: < 4 ho:;rs • Production system down: < 1 hour r��rof;lo:iri 5.istz.r.s Ir.c RFP Number 10' 3 C :^ re Fired, S.nty 401% A_'1,'<i- �3r�n, fit= 1 Tu3 01-22 r. ,,. �e. r.�F. r3r r Page 31 RFP #01-22 Page 88 of 44 " PALM sA4 �Z u c+ •roNAn9 ca`'FOR % CITY COUNCIL STAFF REPORT DATE: October 14, 2021 CONSENT CALENDAR SUBJECT: APPROVE AN AGREEMENT WITH AEROCLOUD SYSTEMS, INC. TO PROVIDE A MULTI -PLATFORM WEB -HOSTED AIRPORT OPERATIONS DATABASE SERVICE AT PALM SPRINGS INTERNATIONAL AIRPORT FROM: Justin Clifton, City Manager BY: Department of Aviation SUMMARY: This action will approve an agreement with AeroCloud Systems, Inc. as the service provider of a multi -platform web -hosted airport operations database which will offer the Palm Springs International Airport digitalized solutions to Gate Management Scheduling with Flight Information Display System (FIDS) integration, FAA Part 139 Field Inspections, Work Order Management, and Asset and Inventory Management, RECOMMENDATION: 1. Approve an agreement with AeroCloud Systems, Inc. to provide a multi -platform web -hosted Airport Operations Database in the amount of $90,985 for a three-year term with two one-year options at an annual cost of $29,000, for a total amount of $148,985 for a five-year period. 2. Authorize the City Manager or his designee to execute all necessary documents. BUSINESS PRINCIPAL DISCLOSURE: AeroCloud Systems, Inc. is a corporation registered in the state of Delaware and is a wholly subsidiary of AeroCloud Systems LTD. According to the Applicant Public Integrity Disclosure Form submitted through the RFP process, the corporate officers are George Richardson, CEO, and Ian Forde-Smith, CTO. A copy of the Public Integrity Disclosure Form is included in the RFP documents in Attachment 2. 1 B-1 City Council Staff Report Approve an Agreement with AeroCloud Systems, Inc for Airport Database Service October 14, 2021 -- Page 2 BACKGROUND: The Palm Springs International Airport Operations and Maintenance Staff performs multiple day-to-day manual operational processes. With the Airport experiencing record growth in passengers and related activities in recent years, these tasks have become increasingly complex and time-consuming, and streamlining these processes into one automated system will save labor hours which could be utilized more productively. In addition, digital solutions will offer a better overview of the processes and facilitate management -level decisions and long-term planning. STAFF ANALYSIS: The Palm Springs International Airport is seeking to acquire subscription services to an Airport Operations Database to integrate the following four inter -dependent functions: 1. Gate Management scheduling/Flight Information Display Systems (FIDS) integration: A digital system can take over gate planning assignments based on predetermined flight schedules, airline historical preferences, aircraft type and adjacency rules. The Operations Staff will benefit from Gantt charts which provide a visual display of gate availability. The system will integrate FIDS functions, perform real-time flight tracking and incorporate delays and irregular operations. 2. FAA FAR 139 mandated airfield inspection and field condition reporting: Digitalized forms will facilitate daily airfield inspections and will allow reporting to the FAA through tailored PDF documents. FAA Notices to Airmen (NOTAMs) and National Oceanic and Atmospheric Administration (NOAA) data will be integrated in the system. Interactive mapping of the airfield will provide Airport staff amplified and multi -layer data about various systems such as signage, lighting, pavement. Data collection related to airfield assets, as required by FAA FAR 139, will be expedited. 3. Work Order Management (CMMS — Computerized Maintenance Management System): A digital database will have the ability to assign work to individuals, establish priority and nature of work (preventative, reactive, predictive). Dashboards will allow the management team to quickly view all open, closed and acknowledged work orders. With proper authorizations, a roster of personnel can be viewed with current and past work allocations based on categories. Work performed can be assigned to specific cost centers. 1 B-2 City Council Staff Report Approve an Agreement with AeroCloud Systems, Inc for Airport Database Service 4. Asset and Inventory Management: Asset registry is facilitated with classifications by category, hierarchy, location, condition and associated cost center. A digital system will provide an audit trail and help define reorder and critical inventory thresholds. October 14, 2021 -- Page 3 The Procurement and Contracting Department in cooperation with the Aviation Department, conducted a Request for Proposals (RFP 01-22) that was issued on July 7, 2021 by publication on the City's website and advertisement in the Desert Sun. Notices were sent to 110 potential vendors. The Procurement Department received six responsive proposals listed in alphabetical order below. Proposer Location AeroCloud Systems, Inc Wilmington, DE Aerosimple, LLC Sherida, WY Civix GCR, Inc. Metairie, LA MW Partners, Inc. Irvine, CA ProDIGIQ, Inc. Calabasas, CA Veoci, Inc. New Haven, CT An Evaluation Committee consisting of members from the Aviation and IT Departments independently reviewed the proposals and evaluated them based on the criteria established in the RFP. After reviewing and scoring the written proposals, the evaluation committee conducted Zoom interviews with the highest ranking firms. Following the interviews, cost proposals were reviewed. The evaluation committee ranked AeroCloud Systems, Inc. as the highest scoring firm based on the combination of proposal, interview and cost scores. AeroCloud Systems, Inc. operates exclusively in the airport sector and has provided similar services to John Wayne Orange County International Airport, Sarasota -Bradenton International Airport-SRQ, Northwest Florida Beaches International Airport-ECP, Tampa International Airport -TPA, and Pensacola International Airport-PNS. ENVIRONMENTAL IMPACT: 1 B-3 City Council Staff Report Approve an Agreement with AeroCloud Systems, Inc for Airport Database Service The requested City Council action is not a "Project' as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a "Project' means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. October 14, 2021 -- Page 4 FISCAL IMPACT: The cost of the proposed service agreement with AeroCloud Systems, Inc. is $90,985 for an initial three-year term, and $29,000 annually for two additional one-year options, for a total cost of $148,985. Funding for the first -year term is included in the fiscal year 2022 Airport Budget, in Airport Account 4157040-50031. Airport Staff intend to include future costs in subsequent FY budgets to cover the total costs of the Agreement. REVIEWED BY: Department Director: Ulises Aguirre, C.M. City Manager: Justin Clifton Attachments: 1. RFP #01-22 Technical Work Proposal. 2. Cost/Rates Proposal. AEROSYS-al M.ILIARF7 ACORN' CERTIFICATE OF LIABILITY INSURANCE `--'� D 10I0;MM/DDIYYYY) 27/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements . PRODUCER 52UJACT PGIS dba Schaefer Enterprises 77 Chambers Street, 3rd Floor New York, NY 10007 me°,"N , Ext : (877) 237-2481 (FAX Nc :(866) 453-9676 E- I . info@seinewyork.com INSURERS AFFORDING COVERAGE NAIC # INSURER A: Hartford Fire Insurance Co. 19682 INSURED INSURER B : HISCOX Ins 10200 INSURER C : AeroCloud Systems Inc. INSURER D : 1990 Main Street, Suite 801 Sarasota, FL 34236 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER- RFVISInN N UMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICY EFF POLICY EXPLTR LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE 7 OCCUR X 10SBMAM3NXP 6/29/2021 6/2912022 EACH OCCURRENCE $ 1,000,000 DAMEM AGE TOCERENTEDoccurrence) $ 1,000,000 MED EXP (Any oneperson) 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY j eT LOC OTHER: GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG 21000,000 $ A AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS SSyyNED AUTOS ONLY X AUTOS ONLY 10SBMAM3NXP 6/29/2021 6/29/2022 COMBINED dntlSINGLE LIMIT $ 1,000,000 BODILY INJURY Per person)$ BODILY INJURY Per accident $ X PPerOacEcRdent AMAGE $ A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE 10SBMAM3NXP 6/29/2021 6/29/2022 EACH OCCURRENCE $ 5,000,000 AGGREGATE 5,000,000 DED I X I RETENTION $ 10,000 A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNERlEXECUTIVE Y / N FFICER/MEMgER EXCLUDED? ❑Y Ifrsdatory In NH) If es, describe under DESCRIPTION OF OPERATIONS below N / A 10WECAM3NYG 6/29/2021 6/29/2022 �( PER OTH- E.L. EACH ACCIDENT 1,000 000 $ E.L. DISEASE - EA EMPLOYE $ 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ B Tech Prof. Liability MPL4607402.21 10/13/2021 10/13/2022 Each Occ/Agg 2,000,000 _1: DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) The City of Palm Springs, its officials, employees, and agents are Additional Insureds where required y contract for any and all work performed with the City. Insurance is Primary and Non -Contributory over any insurance or self-insurance the City may have where required by contract. 30 days' notice of cancellation will be provided should any of the policies listed above be cancelled before expiration. CERTIFICATE HOi nFR CANr`FI I ATInk1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE The City of Palm Springs 3200 E. Tahquitz Canyon Way THE ION DATE THEREOF, ACCORDANCE WITH THE POLICY P OVIS ONSCE WILL BE DELIVERED IN Palm Springs, CA 92262 AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD CITY OF PALM SPRINGS BUSINESS LICENSE 3200 E TAHQUITZ CANYON WAY, PALM SPRINGS, CA 92262 (760) 323-8289 PLEASE NOTE THAT IT IS YOUR RESPONSIBILITY TO RENEW AND UPDATE THIS LICENSE ANNUALLY. BUSINESS NUMBER: 20026725 - EXPIRATION TAX/ADMIN. FEE BUSINESS TYPE: AIRPORT SYSTEMS SOFTWARE 10/31/2022 $170.00 OWNER NAME: GEORGE RICHARDSON / IAN FORDE-SMITH BUSINESS NAME: AEROCLOUD SYSTEMS INC BUSINESS ADDRESS: 1013 CENTRE RD # 403-a WILMINGTON, DE 19805 ISSUANCE OF THIS LICENSE DOES NOT ENTITLE THE LICENSEE TO OPERATE OR MAINTAIN A BUSINESS IN AEROCLOUD SYSTEMS INC VIOLATION OF ANY OTHER LAW OR ORDINANCE. 1990 MAIN ST # 801 THIS IS NOT AN ENDORSEMENT OF THE ACTIVITY SARASOTA, CA 34236 NOR OF THE APPLICANT'S QUALIFICATIONS. MUST BE POSTED IN A CONSPICUOUS PLACE .433// "1 AMD Page 1 of 2 DATE (NDU,YVYY) "ma OF PROPERTY INSURANCE OW6/16/2023 THIS EVIDENCE OF PROPERTY INSURANCE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE ADDITIONAL INTEREST NAMED BELOW. THIS EVIDENCE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS EVIDENCE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE ADDITIONAL INTEREST. AGENCY a 1 1-877-965-7378 COMPANY Willie Tosera Nat.on insurance Services Nest, Iet. ACE American Insurance Company c/o 26 Century Blvd 1 Beaver Valley Road P.O. Box 305191 Wilmington, DE 19850 Nashville, TR 372305191 USA 1 .1-908-667-2318 HrNL , certiflwGaryWillla.ew DOGE: SUB CODE: RECEIVED AGENCY -- --. CUSTOlERro6 JUL'7 INSURED LOAN NUMBER U0 D 2023 - YNUMBER M6 R Acam. Inc. FAED 73 Attn: Sisk Management,Iy�Y�pq[A��p�ypyp, 1 Seattle, WA 98121 06/ /"'tea v a^r''eCa•a` 7ERMTINgTED1 CINECKED PROPERTY INFORMATION LOCATIOWDESCRIPTION THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS EVIDENCE OF PROPERTY INSURANCE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CnVPOAnF MPMOs6ATInN ormn a naenoen onmrI I I x I ameraei COVERAGE I PERILS I FORMS AMOUNT OF INSURANCE DEDUCTIBLE _ Building 820,000,000 Personal Property $20,000,000 Coverage Includes: - Business Interruption - Leased Equipment - Storage at Off -Premises Locations "All Risk of direct physical loss or damage to real and personal property on a replacement cost basis, subject to policy terms, conditions and exclusions. Coverage includes, but is not limited to Fire, Wind/Hail, Plate Glass and Equipment and Leaseholder Improvements (aka Improvements 6 Betterments). Extended perils such as Wind/Hail, Flood, Earthquake and Boiler 6 Machinery are included. Special form includes coverage for Sprinkler Leakage, Smoke Damage, Theft 6 Vandalism, and Malicious Mischief. 180 days Extended Period of Indemnity" Waiver of Transfer of Rights of Recovery Against Others to Us (Waiver of Subrogation) is provided automatically, if CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AND ADDRESS 1\LiV LI V LV ADDITIONAL INSURED H LENDER'SLOSS PAYABLE LOSSPAYEE MORTGAGEE JUL 0 3 2023 1 LOAN* City of Palm Spring. City Hall 3200 East Tahquitz Canyon Way Reception Desk Palm Springs, CA 92262 ACORD 27 (2016.103) © 1993.2015 ACORD CORPORATION. All rights reserved The ACORD name and logo are registered marks of ACORD SR ID: 24286337 aarce 3018175 tear: W29338785 ?Ih, . 'Ifr AGENCY CUSTOMER ID: LOC #: Ac RO a ADDITIONAL REMARKS SCHEDULE Page 2 Of 2 AGENCY NAMED INSURED Willis Towers Watson Insurance Service. Neat, Inc. Asa.... con, Inc. Attn: Risk Managaeant 2121 7th Ave POLICY NUMBER See Page 1 Seattle, W1 98121 CARRIER NAIC CODE See Page 1 Sae Page 1 EFFECME DATE: See Page 1 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 27 FORM TITLE: Evidence of Property_ REMARKS: allowed by law, and when required by written contract and as respects to your interest in the operations of the Named Insured. Evidence of Insurance ACORD 101 (2008/01) ® 2008 ACORD CORPORATION. All rights reserved The ACORD name and logo are registered marks of ACORD SR ID: 24286337 BATCH:3018175 CERT: W29338785 2165: 2 of