Modern airports use a suite of technology tools to enable their mission. These tools include software, hardware, and services. Airports regularly and successfully contract for materials and services using traditional procurement vehicles governed by federal, state and local procurement rules and regulations. These vehicles appear to be less useful when selecting and procuring technology solutions. Technology staff must efficiently use procurement vehicles to deliver timely software solutions. These procurement vehicles include traditional approaches such as RFPs, but also use cooperative service ventures, value-added resellers, airport innovation labs, and proof of concept avenues to navigate procurement processes and govern use. This compilation of airport practice focuses on the people, tools and nuances of technology tools procurement considering the evolution of technology lifecycle. Some traditional vehicles delay procurement and decrease longevity of solutions. By the time a traditional RFP, proposal and development takes place, the intended solution is legacy and no longer fresh. Technology demands are immediate and solutions may be outdated in 18-24 months. There are practices to decrease this friction and allow navigating procurement most efficiently. There is a need for a synthesis study to compile the different and effective ways that airports approach technology procurement practices.
The objective of this synthesis is to compile practices airports use to identify and procure technology solutions. The audience for this synthesis is airport technology practitioners and procurement specialists and suppliers.
The following tasks and resulting information will be described in concise format:
· Survey literature and describe the procurement process and define vehicles for most software solutions and services sourcing.
· Collect data from a diverse range of airport technology officers and procurement specialists to describe software solutions procurement and services sourcing, with challenges, successes, tools and collaborations highlighted. Data collection is envisioned through survey or interview of at least 15 diverse airports (i.e., geographic region, NPIAS classification, sponsorship, etc.).
· How are needs determined
· Key stakeholders (internal and external)
· Rules governing procurement
· Options given rules and guidelines
· Vehicles used for most sourcing
· Innovative practices (e.g., educating small suppliers, supplier diversity, doing business with airports, shark tanks to demonstrate capability and engage new suppliers)
· Other examples (e.g., subscriptions, consortia)
· Develop case example descriptions from interviews, describing experiences, benefits, challenges and lessons learned for at least 5 diverse airport/local government experiences.
· Provide appendix materials that display data collection results and helpful documents/checklists (e.g., intake decision matrix).
· Describe any further research needs to improve airport software solutions and services sourcing practices.
Partial Information Sources
Bell, Pamela; Jividen, David; Melnick, Ted; Gartenfeld, Marc; Tello, Emmy. Guidance on Successful Computer Maintenance Management System (CMMS) Selection and Practices. ACRP Web-Only Document, Issue 23, 2014, 166p https://trid.trb.org/view/1376711
Ling, D., Liu, B., & Wang, S. (2017). A component-based software reliability assessment method considering component effective behavior. Paper presented at the 2017 2nd International Conference on Reliability Systems Engineering, ICRSE 2017. https://www.scopus.com/inward/record.uri?eid=2-s2.0-85032292528&doi=10.1109%2fICRSE.2017.8030748&partnerID=40&md5=d7953ed833fbd5ff85311b29f41eb1ad
ACRP Research Report 87, Procuring and Managing Professional Service for Airports,2013. https://www.nap.edu/read/22556/chapter/4
Altexsoft, Airport Technology Management: Operations, Software Solutions and Vendors, 10/15/2018, online. https://www.altexsoft.com/blog/travel/airport-technology-management-operations-software-solutions-and-vendors/
www.sourcewell-mn.gov/cooperative-purchasing is one example that describes coop entities, solicitation process, and airport uses of coop entities.
Jonathan Stone, GSP
Kenneth Parrish, MEM
Marcus Session, TPA
Eduardo Valencia, MSP
Stephanie Austin, FAA
Aneil Patel, ACI-NA
M. Itati Moguilner, BOS
Javier Badillo, CLE
Chelsea Treboniak, Critical Ops LLC
Gail R. Staba
First Panel Meeting: 9/22/2020, via Zoom
Teleconference:10/23/2020, 11a EDT
Workplan Delivered: 11/6/2020
Comments Due (Email): 11/13/2020
Draft Report Delivered: 3/1/2021
Second Panel Meeting: 3/22/2020