Request for Proposals for the Maintenance of Fort Wayne Airport's Access Control and Video Surveillance System

Request for Proposals
Maintenance Services and System Upgrade
Access Control and Video Surveillance Systems
Fort Wayne International Airport
RFP Due: May 15, 2026 @ 4:00 P.M. EDT
One Original and three (3) copies of RFP shall be submitted in response to this Request for
Proposal. An electronic copy (USB Drive) should also be provided.

Table of Contents
1. Public Notice
2. Instructions for Proposal Submission
3. Introduction
4. Scope of Work
5. Additive Alternate A
6. Proposal Evaluation Process
7. Evaluation Process
8. General Conditions
9. Terms and Conditions of Contract
Exhibit A - System Hardware
Exhibit B - Price Matrix
Exhibit C - Indiana Legal Employment
Exhibit D - Non-disclosure Agreement
Exhibit E - Federal Civil Rights Provisions (to be included in all contracts with the Authority)
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Access Control and Video Surveillance
Systems Maintenance Services
Due Date: May 15, 2026 @ 4:00 P.M. EDT
2. INSTRUCTIONS FOR PROPOSAL SUBMISSION
1. How to Submit Proposals: All proposals shall be:
(a) Submitted in sealed opaque envelope, plainly marked with "RFP for Access
Control Maintenance Services".
(b) Mailed or delivered as follows in sufficient time to ensure receipt by the
Purchasing Manager on or before the date and time specified above.
(1) Mailing Address:
Jeff Hermansen
Purchasing Manager
Fort Wayne-Allen County Airport Authority
3801 W. Ferguson Road, Suite 209
Fort Wayne, Indiana 46809-3142
(2) Hand Delivery Address:
Same address as above
(3) RFPs not received by the time and date specified above will not be opened.
2. Schedule
Submission time: A bound original and three (3) copies of the proposal are due on or
before May 15, 2026 @ 4:00 P.M. Eastern Daylight Time. An electronic (USB) copy
should also be provided. Submittals shall not be accepted after the date and
time indicated. The schedule of milestones for this proposal process after the proposal
due date is tentative and subject to change.
ITEM DATE
Release RFP April 24,2026
Final Questions Due May 5, 2026 at 4:00 P.M. EDT
Last day to post Addenda May 8, 2026
RFP ReMspaoyn 6s,e 2s 0D2u6e, by COB May 15, 2026 at 4:00 P.M. EDT
Evaluation by Selection Committee May 18 - May 29, 2026
Interviews (If Needed) Week of June 1, 2026
Presentation of Recommendations to June 15, 2026
Authority Board
Contract Negotiations June 15 - June 26, 2026
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3. INTRODUCTION
1. General Information
a. The Fort Wayne Allen County Airport Authority (FWACAA) desires a comprehensive
repair and support contract for its access control and video surveillance systems at
Fort Wayne International Airport. The agreement will be for a 5-year period
beginning June 29, 2026. A fixed cost for each year of the contract will be provided
with your proposal to cover the services being requested herein. The provider will
keep the systems in good operating order with a periodic inspection program, to
include maintaining and keeping the Software Assurance Agreement (SSA) current.
This contract will cover all Software House, American Dynamic devices, and Morpho
Biometrics as well any other devices directly attached to, or supporting the access
control / video systems.
b. The proposal must provide, at a minimum, the capabilities and work elements
summarized in the Scope of Work. All required aspects will be awarded under one
single contract.
c. To be considered, an original and digital copy of a proposal must be received at the
offices of the Fort Wayne-Allen County Airport Authority, Suite 209, 3801 W.
Ferguson Road, Fort Wayne, IN 46809, by 4:00 p.m. local time on May 15, 2026.
Proposals must be sealed and clearly marked "RFP for Access Control Maintenance
Services." The Authority reserves the right to reject all proposals submitted.
Discussions may be conducted with, and best and final offers obtained from,
responsible offerors whose proposals are determined to be eligible for award
d. Firms interested in submitting proposals are required to complete a site visit prior
to submission of their proposal to fully assess the requirements of the proposal.
Contact Stan Klepper on 260-446-3415 to arrange for an individual site tour. Due to
sensitive security issues, the vendor will be required to sign a non-disclosure
agreement prior to release of information regarding the Authority's network
infrastructure. A non-disclosure agreement is enclosed in Exhibit D. Only firms with
confirmed ability to provide the services included in this RFP will be granted the
right to view the system.
e. Questions regarding the proposal should be directed at Stan Klepper, Public Safety
Manager at klepper@fwairport.com. The deadline for receiving questions is May 5,
2026. All modifications to this RFP will be made for formal addendum issued and
posted on the Authority's website. It will be the responsibility of interested
proposers to monitor the site for any posted addendums and submit their proposals
taking into consideration the information contained in such addendums.
4. SCOPE OF WORK
1. Specific specifications requirements are outlined in the Scope of Work below and in
General Conditions.
2. FWACAA's ACS/video surveillance is not a small system. It is a primary standalone network
with several forms of communication. There are approximately 240 camera lenses, 140
entry points, with over 600 events programed into the system. Gates and doors are
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monitored in several ways to include forced, held, closed, open, rejected card, and so forth.
There are several workstations, redundant servers, and video storage equipment stretched
across many locations on the airport's campus. These campus locations include (but are not
limited to) the following:
Public Safety Department, 3808 Winters Road, Fort Wayne, IN
Fort Wayne International Terminal, 3801 W. Ferguson Rd, Fort Wayne, IN
Maintenance Facility, 11414 W. Perimeter Rd, Fort Wayne, IN
Fort Wayne Aero Center, 4401 Altitude Drive, Fort Wayne, IN
U.S. Customs and Border Protection, 4410 Altitude Drive, Fort Wayne, IN
Air Trade Center, 12602 Global Drive, Fort Wayne, IN
Various gates and access points throughout the entire airport campus
3. FWACAA's systems interact with a two-way radio system, fire alarm systems, burglary
alarm systems, and duress systems. The system also does all badging and/or credentialing,
tracking, and auditing to meet Federal requirements. The system has about 900 active
issued badges currently operating on it. A description listing of the major system
components is shown in Exhibit A. Software House CCure 9000, American Dynamics, and
Morpho Biometrics are the major systems software elements for the access control and
video system in this RFP. Interested firms are responsible, however, to familiarize
themselves with all system elements at the site walk through.
4. The provider will be responsible for providing, at a minimum, the following service
elements to maintain the system in outstanding operating condition:
* The provider will provide a comprehensive service program to maintain FWACAA's
access control and video surveillance system to ensure that all devices are in
operating order. The contract will cover all labor to maintain all system hardware
and software elements.
* The provider will maintain and keep a Software Assurance Agreement (SSA) current.
This SSA is essential for ensuring the longterm reliability, security, and performance
of our organization's software systems. Through this SSA, our organization will gain
access to regular updates, patches, and security enhancements that protect against
emerging cyber threats and system vulnerabilities. This approach helps maintain
compliance with industry standards, reduces the risk of system outages, and
ensures that software continues to function as intended as technology and
operational needs evolve. The provider will be responsible for keeping the most
current versions of the software(s) installed on the system unless both parties agree
to operate at a previous revision for features and functionality. Software running on
the FWACAA system will be compatible with each other and checked periodically.
* Dedicated account management. FWACAA will be assigned a dedicated account
manager to oversee our account, immediately address any open concerns or issues,
and evaluate annual service satisfaction.
* The provider will be assisting the daily users of the systems in identifying and
resolving problems found in executing tasks within the systems. Provider will be
addressing system log issues, assisting daily users with becoming more proficient
with the systems, and help promote better systems utilization for the facilities best
interest.
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Provider will be expected to have a 24 hour, 7 days a week, including
holidays, emergency response plan for immediate dispatch to the Airport
should the systems have an unexpected problem. Responses will be
identified into three categories.
* Type 3 response = Problem is not critical and can be addressed on
the next scheduled arrival.
* Type 2 response = There is a failure point however, the system is
operating. Needs to be a priority but not an emergency (within 72-
hours)
* Type 1 response = There has been a significant failure point causing
disruption to normal operations. 4 Hour response time required.
Diagnosis of system issues.
* If, during any response, it is determined that the root cause is
attributable to a FWA failure point, the provider shall stop work and
notify FWA Maintenance before proceeding further. The contract
includes up to two (2) hours of diagnostic time, including travel, at no
additional cost per incident.
* Provider will have at least one dedicated and one back up technician assigned to
this account. This will ensure intimate knowledge of our systems and reduce
downtime and/or repair time. The dedicated technician will communicate regularly
with a designated Public Safety Department point of contact to ensure that they are
kept abreast of any system issues.
* The provider will perform scheduled back-ups of the system for storage at the
FWACAA facility. Should a catastrophic event occur, the provider will respond onsite
to reload the files to restore operations.
* Provider will propose a periodic backup schedule for all systems.
5. Repair & replacement services
* Provider will diagnose all Access Control / Video systems issues under this contract
to include all other systems they would be connected to (example; doors, gates, fire
alarm systems, panic systems, etc.). If it is determined that the root cause is
attributable to a FWA failure point, the provider shall stop work and notify FWA
Maintenance before proceeding further. The contract includes up to two (2) hours
of diagnostic time, including travel, at no additional cost per incident. All labor,
travel time, trip fees, etc. to diagnose system difficulties and repair or replace failed
components will be covered under this contract.
* Any work being done outside of the contract (such as system expansions) will be
done at a reduced labor rate to be reviewed annually. This is to be less than the
provider's posted retail labor rate. Such labor rate shall be included in the price
proposal submission.
* Parts will be provided by the airport unless prior authorization is given. Any parts
provided by the contract provider will be kept at no more than 20% markup or best
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offer. The Airport reserves the right to request original purchase receipts for
auditing of the 20% markup expectation. Pricing for commonly replaced
components is being requested in the price proposal.
6. Provider qualifications
* Provider's organization must have been in the ACS / video surveillance business for
no less than 10 years.
* All technicians must be trained and qualified, to include certification as an installer,
through C-Cure, American Dynamics, and Morpho Biometrics prior to their work
beginning on the Airport's account or be able to obtain certifications within 6
months (at the providers cost). Technicians included in the proposal must have at
least 3 years' experience before being assigned to the Airport's account.
* Provider must have an operating branch or office within 175 miles of the airport's
location.
* Technicians must be able to acquire Airport Security Badge to include a fingerprint
criminal records check. Badging requirements are included in General Conditions.
* At least 3 yrs. experience with networks, fiber optics, wireless bridges, and Cisco
switching.
7. Anticipated key milestone dates for this RFP are:
a. RFP Release April 24, 2026
b. Final Questions Due May 5, 2026
c. Last day to post Addenda May 8, 2026
d. Proposals Due May 15, 2026
e. Evaluation of RFP by Airport Staff May 18-29, 2026
f. Interviews of Selected Firms (if required) Week of June 1, 2026
g. Anticipated Award by Board June 15, 2026
h. Contract Negotiations June 15 - June 26, 2026
5. Additive Alternate A
1. Bid Turnkey AI / Video Analytics Solution for Enhanced Customer Experience
In addition to the Base Bid, the Airport invites proposers to submit an Alternate Bid for
a fully turnkey Artificial Intelligence (AI) and/or Video Analytics solution designed for a
commercial airport environment. The primary objective of this Alternate Bid is to
enhance the customer (passenger) experience by improving operational awareness,
reducing congestion, and waiting times, increasing situational visibility, and supporting
proactive decision-making across the airport campus both airside and public area
operations.
2. Turnkey Solution Requirement
The proposed solution shall be a turnkey product, with the proposer assuming full
responsibility for system design, hardware, software licensing, installation, integration,
training, documentation, system commissioning, system ongoing maintenance, and
Software Assurance (SSA) support for 5 years. The solution must be delivered ready for full
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operational use without undisclosed dependencies or third-party costs. If additional
cameras are required, they must be included in the proposal.
System must be able to query reports from its stored database to include but not limited to
times and trends. The system shall have the ability to send notification via email and text
messages based on parameters or triggers set by the owner.
For the bidder to better understand the overreaching use of this product, we have
provided some examples of what the expectations for this product might be. The
demonstration pictures provided are an example of what such a system may look like but,
not limited to. The Airport acknowledges that equivalent results may be achieved by
different software manufacturers through varying user interfaces and design approaches
3. Examples of potential uses for this product.
* Aircraft Movement Tracking and Identification
The solution shall provide AI-based and/or video analytics to track aircraft movement
within designated airside areas to support accurate passenger information, gate
utilization, and operational coordination.
The system shall detect airplane movement, timestamp events (arrival, departure, taxi,
gate in/out), identify aircraft by flight number and/or tail number, integrate with
existing airport or FAA data sources, and provide historical reporting with dashboards.
* Unattended Baggage Detection
The solution should provide AI-enabled video analytics to detect and identify
unattended baggage within terminal areas to enhance passenger confidence and
terminal safety.
The system shall identify unattended items based on configurable dwell times, generate
real-time alerts, minimize false positives, and integrate into existing video management
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