General Aviation Aircraft Tracking Software and Landing Fee Program Services

The vendor is required to provide by general aviation aircraft tracking software and landing fee program services.
- Track and identify aircraft activities 24 hours a day using ads-b technology (takeoff and landing).
- Separate based aircraft activities from transient- aircraft activities.
- Convert activities into billable events.
- Identify the aircraft’s owner.
- Create and mail invoices.
- Collect the amounts remitted by the aircraft’s operator on agency behalf.
- Conduct active collections of accounts receivable.
- Reconcile billings against aircraft’s operator activities at agency.
- Generate reports.
- Issue revenue collected for agency.
- Provide a live customer (operator) service call center.
- Accept credit cards, electronic payments, mobile and digital payment methods.
- Provide revenue and aircraft’s activities tracking reports via a web-based portal.
- The use of an escrow account facility for collections received and for disbursement of monies.
- No major system components are expected to be located on the airfield; cameras are not expected to be used.
- Provide all major components (i.e., aircraft tracking technologies, billing & payment tracking software, customer relations management software, collections software, service labor) whether provided by, serviced by, and performed by the proposer or subcontracted to third parties.
- Proposer must not require airport construction for installation.
- Proposer’s air traffic imaging system must have the capability to automatically track and identify aircraft arrivals, departures, and touch and go operations using ads-b transmissions.
- Proposer must have a system for being able to record interactions with aircraft operators and respond to their questions or concerns (i.e., aircraft ownership issues, credit requests, contact information changes, etc.).
- Proposer must have a web interface that allows aircraft operators to access information on their account status and securely pay invoices electronically, including credit card payments; these payments must be automatically recorded in the collections/payment system and transferred to agency-specific lockbox without human intervention.
- System requirements
• System operation and service components must not require any agency staff time other than incidental efforts to install, reset, or simple service of on-airport equipment.
• No major system components are expected to be located on the airfield; cameras are not expected to be used.
• Systems located in agency buildings must require only minimal airport power from typical ac outlets and minimal internet band; any additional circuits or outlets, or requirement for dedicated internet, must be installed at proposer’s expense.
• System must generate aircraft operation invoices specific to the operators of those aircraft calculated to the specific aircraft operating fee structure.
• System must maintain running operator account balances including new invoices, credits issued against invoices, payments against operator invoices, and transfers of aircraft/charges to other operators.
• System must automatically issue statements to operators showing balance details.
• System must support the option of paper invoices by mail or electronic invoices by email.
• System must automatically remove duplicate aircraft activities from the billing process.
• System must automatically allow for multiple rates based on aircraft type and accommodate a flexible structure for the airport that allows various metrics to be used to determine billing rates (i.e., weight, time of day, day of week, date, aircraft type, etc.). Note: rates may change from time to time.
• Ability to maintain all airline organization codes for both agency and lax airports.
- Contract Period/Term: 2 years
- Pre-Proposal Meeting Date: March 25, 2025
- Questions/Inquires Deadline: April 14, 2025