Aircraft Management Solution

The vendor required to provide aircraft management solution (AMS) must allow access to purchase high-quality original equipment manufacturer (OME) parts, experienced airframe and powerplant (A&P) mechanical labor, and reliable services to ensure the operational readiness of the department aircraft fleet.
- Software requirements
1. General requirements:
•    Established SaaS designed as an aircraft management solution that is preexisting, and a commercially available platform. to ensuring it leverages proven, off-the-shelf capabilities. 
•    The SaaS solution must be operational and in active use, in some form or version, for at least seven years as of the date of this solicitation, demonstrating long-term stability and maturity. 
•    Department seeks a vendor to provide a contractor-provided, cloud-hosted solution that meets fed ramp level low or certification standards.
2. General software capabilities:
•    The software maintenance solution must be capable of receiving electronic updated to include receiving airworthiness directives and service bulletin updates directly from the FAA and manufacturers.
•    Department must be able to add and remove department owned aircraft and department personnel as needed throughout the life of the contract without limits. 
•    The software maintenance solution must track various aircraft records, flights, training, currencies, maintenance, aircraft accessories, parts, and equipment and provide user roles, management, and training records. 
•    The software maintenance solution must have functionality that applies funding codes to expense operating budgets for each flight record and generate reports for budgetary means. 
•    The software maintenance solution must provide users with a keyword search feature to search for data within the solution. 
•    The software maintenance solution must maintain workflow capabilities to enforce workflow for submitting and approving item submissions.
•    The software maintenance solution must provide department with the capability of running ad hoc reports. 
•    The software maintenance solution must notify users about various topics, such as overdue reports, reports that need approval, maintenance notices, etc... 
•    The software maintenance solution must track the maintenance cost for each aircraft. 
•    The software maintenance solution must allow tracking costs by the associated budget index number(s) and category(s). 
•    The software maintenance solution must store photographic images, including those downloaded to or imported from another system, along with those scanned and uploaded to the application. 
•    The software maintenance solution must create and maintain flight logs. 
•    It must track the location of the aircraft flown, passengers on board, fuel and oil expenses, multiple events for a single leg of a flight log, and de-duplication for the flight log entry to ensure errors do not occur when a flight has been accounted for in another flight log. 
•    The software maintenance solution must capture electronic signatures for the persons submitting the reports and passengers of a division flight. 
•    The software maintenance solution must allow users (crew members) to maintain the various levels of access and permissions. 
•    The software maintenance solution must track time for division personnel to track hours by day for each day aircraft personnel work. 
•    These hours must be capable of generating standard and ad-hoc reports. 
•    The solution must possess an inventory management feature to include but not limited to aircraft, aircraft parts, special equipment, etc., with the minimum fields for inventory to include description, value, date purchased, date turned in and transferred, serial number(s), asset tag number(s), equipment assigned to, and inspection schedule data. 
•    The solution must have list value maintenance capability for system administrators to add, update, and disable attribute values in the application. 
•    Items include but are not limited to mission classifications and activity entries. 
•    The software maintenance solution must provide entry of necessary information to maintain a tracking log of transactions.
•    The software maintenance solution must track aircraft maintenance and allow users to enter, update, and search for maintenance records for all aircraft and aircraft components. 
•    The software maintenance solution must allow users to schedule department personnel and include the ability to view schedules by duty station or by individual. 
•    The software maintenance solution must provide an online help function that can be easily read and understood by users who are not computer or software experts. 
•    The software maintenance solution must be configurable to meet specific needs as requested by department. 
•    The software maintenance solution must exhibit interface capabilities for web services and integration capabilities with other software solutions. 
•    The software maintenance solution must meet department scalability requirement for flight log entry and be capable of processing approximately 500 flight logs per month or 6000 +/- per year. 
•    The software maintenance solution must accommodate minimal customizations to the software solution to meet the needs of department law enforcement. 
•    Department discretion, configurable may be required on an ongoing basis.
3. Access requirements:
•    Department must be able to access to the solution through a web-based application accessible over an internet connection using any major internet browsers, including but not limited to google chrome, Firefox, and microsoft edge.
•    The software maintenance solution must provide end-user platform access for windows-based pcs, laptops, iPad, iPhone, and android devices. 
•    The software maintenance solution must provide a parts portal within the site for department to order and purchase aircraft parts and accessories for the aircraft listed in section 
•    General capabilities. 
•    The software maintenance solution must allow for a role-based security model for all features in the application. 
•    The software maintenance solution must support access to internal and external users as assigned by department, who will require access to the software solution based on the department application security standard.
•    The software maintenance solution must allow department system administrators to adjust rights for all agency users, including associate attributes and user roles, and add and remove users at any time throughout the contract’s life. 
•    The software maintenance solution must accommodate the department staff who work in a geographically distributed work environment across the state. 
•    The operating environment, at a minimum, must support:
o    Aircraft and crews throughout the state. 
o    Department staff who work within a 24/7 environment. 
o    Department staff accessing the system via direct network connection, available wireless connections, air card connections, and secure VPN authentication. 
o    Department data required to be stored and accessed from a secure environment to meet the program oversight requirements and operational goals.
4. Archiving and data retention requirements:
•    The software maintenance solution must allow department to archive all data so that it may be accessed for reporting based on the type of data in the system. 
•    The software maintenance solution must have data retention abilities capable of adhering to department current records retention schedule as maintained by the agency. 
•    The software maintenance solution must perform backups on all system records once every twenty-four (24) hours to facilitate data and system restoration in the event of any failures, including but not limited to hardware. 
•    The data backup schedule will be mutually agreed upon by both the contractor and department. 
•    It will be oriented around periods when department believes the system is expected to have the lightest use.
5. System reporting requirements:
•    The software maintenance solution must have ad-hoc reporting capability to generate ad hoc reports by providing input parameters. 
•    Systems report based on requirements defined by department during the project requirements process must be available through the solution. 
•    The software maintenance solution must provide the capability to transfer all data in an unencrypted format to a new system if unforeseen circumstances arise. 
•    The software maintenance solution must provide open records reporting by generating reports to query selected fields or files to obtain the requested open records. 
•    The software maintenance solution must produce reports in both pdf format and printable format.
•    The software maintenance solution must have a custom report range capable of customizing data by date/time and day range for standard and ad-hoc system reports based on the required reporting periods defined by department.

- Mandatory Virtual Pre-Bid Meeting Date: December 03, 2025
- Questions/Inquires Deadline: December 5, 2025