2011
AIRPORT BEDBOX PROJECT
Technology Assessment and Acquisition
Temp
WIT
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Company Profile
Logan Airport is located in Boston, Massachusetts. It is an international airport that
facilitates flight arrivals and departures to destinations all over the world. There are 38 different
airlines that use Logan airport.
The common process for getting onto a plane at Logan consists of…First, the passenger
must book their flight and show up on time. The next step is to check in, go through security, and
enter the terminal. Once inside the terminal, passengers are not allowed to leave or they will not
be able to board their flight.
The Terminal at Logan is on par with most of the Airports in the United States. On a
normal day, when there are not delays or cancellations, everything goes smooth and waiting in
the terminal is not a problem. But with snow and poor weather, passengers can be forced to wait
(sometimes for hours or even days) to get on the next flight. With these long delays and such,
they are still not allowed to leave the terminal. There are no beds for passengers to sleep in if this
happens. They are forced to either stay awake or try to sleep on the floor or uncomfortable chair.
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The business need for the airport is to find ways to accommodate for passenger fatigue.
Our prospective solution is to implement the sleep-box technology. Which will be described in
more depth on our business need page.
BUSINESS NEED
• Context
Boston Logan International Airport is New England’s largest transportation center and
generates $7 billion in economic activity each year. It is a city within a city on a 1,700 acre
footprint of land. The airport has a fire department, a police department, a power plant, two
hotels, a non-denominational chapel and 27 acres of landscaping along the roadways and
terminals.
Logan Airport has four passenger terminals, A, B, C and E, each with its own ticketing,
baggage claim, and ground transportation facilities. The terminals are connected to the central
parking garage by a walkway system. In all, there are 94 gates with contact jet bridges and nine
regional jet gates at the airport and more than 40 airlines fly nonstop to more than 100 domestic
and international destinations. For more info www.massport.com
The comfort of the travelers.
Help desk center inside the airport.
Online customer service.
Upgrading Logan airport to a better service.
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Assumptions
We expect all international airports will install the smart bed box in all terminals. .
PROJECT CHARTER
• Group Members: Abualola Hassan, Wytenus Jon.
• Executive Summary
Installing bed box in all international airports in the states will benefit and upgrade airports. Logan
airport is our target. Bed box is a smart solution of technology to provide passengers who they have a
connection flight and they have to wait for long hours.
• Business Need
Boston Logan airport was established in 1923 and the airport facilities were renewed several times.
Millions of passengers from all around the world arrive to Boston every year, and the bed box project
is a smart solution for transit passenger.
• Project objective
Finding a smart solution of technology to provide passengers who they have a connection flight and
they have to wait for long hours.
• Impact Assessment
Boston Logan airport if they provide this project or service to the passengers, the airport will be rated
as a five star airport.
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• Measurement of Success
This project will be considered successful if Boston Logan airport starts the idea in the international
terminal as a first step.
Scope
This project is targeting Boston Logan airport passengers and not employees.
• Time Constraints
This project must be completed prior to December 6, 2011.
The Project Plan
Project Management Plan
Initiation-Planning-Research-Evaluation-Negotiation-Implementation-Operation
Risk Management Plan
Risk will be managed in our database set aside for this data. It will be reviewed at least once a
day during the process to make sure everyone knows the risks that are involved in the project.
Issue Management Plan
These will be stored in our database. These will be reviewed twice a week (Monday and Friday).
So we can make sure we get all the work done that is necessary for that given work week. These will be
reviewed during meetings with all the employees involved in the project.
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Change Management Plan
This will be managed in our database and will use the same review process as the Issue
management plan, two days a week basis during the same meetings on Monday/Friday.
Quality Management Plan
Our Quality assurance team will rigorously test the product, before implementation to be sure of
the products functionality and integrity to our business need.
Product Management Plan
In a program database, our team will log, manage, and keep track of any type of change or
modification that is done to the product we are looking to acquire. This will allow for us to be aware if
any functionality changes take place.
Release Management Plan
There is no need for an extended release management plan for this project
Human Resource Management Plan
In our weekly meetings our group tracks each other’s individual progress to determine if we are
staying on task and see where we need to increase our efforts.
Cindy Stevens: Project Sponsor
Lead project activities.
Set deadlines for the team.
Hassan abualola: Project Manager
Lead planning for the team.
Manage project activities.
Keep track of project schedule.
Jon Wytenus: Project Team Member
Works on individual and team work
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Cost Management Plan
Microsoft Excel would be used. This would be used to input all data that is involved with cost.
Files will be available to anyone who is involved in needing this information. This file is located on our
server that holds all of our company’s accounting information.
DECISION SCORING MATRIX
Category Points Group Points Sleep Box Pod time
Functionality 30
0 0
Cleans itself 25
30 0
Automated 20
20 10
Power plugs for customer convenience 30
20 10
Alarms 20
10 20
Total Points 15
80 40
Technology 40 Latest Technology 25
26 14
upgradability 25
30 10
Total Points 225
56 24
Costs 10 Energy costs 20
10 7
Cost to buy 30
7 3
Costs to own 30
10 7
Total Points 90
27 17
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REQUEST FOR PROPOSAL
Letter of Transmittal
October 25, 2011
Dear prospective vendors,
Airport Bed box is a service with one goal in mind, is to improve the comfort for Logan
airport passengers. Airport bed box is a new idea to our valuable customers; we provide a smart
solutions and service. We believe that by providing this facility to the travelers, the crowded
terminals and hotels will be resolved spicily for those who can’t get out of the airport for any reason.
After this project and the idea is delivered, Airport bed box expect to increase the numbers of the
beds inside each terminals. Airport bed box is a self-service idea so it will decree time and it will
allow more services and idea to be accomplished positively.
This RFP is mean to define and document out functional needs and also establish a consistent
basis on the technology services we provide. Airport bed box designees will evaluate all
proposals. This RFP is to be kept strictly confidential. Please carefully review all guidelines
within the RFP.
We appreciate your consideration and assistance in the matter. We look forward to receiving
your proposal.
Sincerely,
Hassan abualola
Project Manager Airport bed box Representative.
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Contents Consents 1. General Information
1.1 Purpose of the RFP
1.2 RFP Communications
1.3 RFP Preparation
1.4 Vendor Responses
1.5 Effective Dates of Pricing
1.6 Vendor Site Visits
1.7 Evaluation Criteria
1.8 Right to Project
2. Vendor Guidelines
2.1 RFP Response Format
2.2 Exceptions to the RFP
2.3 Confidentiality
3. Product Information
4. Functionality Requirements
4.1 Instructions
4.2 Technology Requirements
4.3 Works with adware previously acquired
4.4 Works with software previously acquired
4.5 Tailor fit for needs
4.6 Internet Connectivity
4.7 Email Communication
4.8 Group Planner
4.9 Selective Sharing
4.10 Cross Project Reports
4.11 Reminders
4.12 Group Discussions
5. Strategic Partnership Potential
5.1 Vendor Profile
5.2 Support
5.3 Experience
5.4 Implementation Plan
5.5 Security
6. Costs
6.1 Initial Costs
6.2 Long-term costs
6.3 Payment options
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General Information
1.1 Purpose of the RFP
The purpose of this Request for Proposal is to establish the requirements of a
communication tool that best meets the Airport Bed box comfort company.
1.2 RFP Communications
Please direct all communications/ correspondence regarding this RFP to:
Hassan Abualola
550 Huntington Ave
Boston, MA 02115
1.3 RFP Preparation
In the event of any modifications to the RFP, prospective vendors are to be notified in
writing. Any materials acquired by Boston Main Streets during the RFP will become
property of Airport Bed Box comfort Company.
1.4 Vendor Responses
Prospective vendors are to submit four copies of their proposals. All copies must be
submitted to Hassan abualola no later than December 1, 2011. Include all documents and
other materials supporting proposals with initial package.
1.5 Effective Dates of Pricing
Prospective vendors are to state in written documentation all information, including
pricing, will remain valid and applicable for a minimum of 160 days from the date their
proposal is received.
1.6 Vendor Site Visits
Airport Bed Box comfort Company has the right to inspect all vendor facilities that could
be used to support the proposed communication solution.
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1.7 Evaluation Criteria
Prospective vendor proposals will be evaluated using the following general criteria
Ability to satisfy functional business requirements
Ability to satisfy technical and integration requirements
Strategic partnering potential
Cost
1.8 Right to Project
Airport Bed Box comfort Company reserves the right to reject or accept any or all
submitted proposals as well as request any additional information from all prospective
vendors. Any contract that is accepted will be made to the organization who was
evaluated to be the best qualified in providing the solution and support laid out in this
RFP.
2. Vendor Guidelines
2.1 RFP Response Format
Prospective vendors should provide their proposal in the following format:
Letter of Transmittal
Table of Contents
Product Overview
Functional Requirements
Technical Requirements
Strategic Partnership Potential
Cost Requirements
Appendix
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2.2 Exceptions to the RFP
Prospective vendors must submit a document with any exceptions to portions of the RFP.
Exceptions should be identified clearly.
2.3 Confidentiality
This RFP and all other materials submitted must be confidential. Airport Bed Box
Comfort Company requests that this RFP not be copied or forwarded or any third party
without Airport Bed Box comfort Company. When submitting confidential material to
Airport Bed Box comfort Company, the material must be marked as confidential. Failure
to do this will allow Airport Bed Box comfort Company to have the opportunity share
unmarked material with a third party.
3. Product Information
Prospective vendors are to include an outline of their communication solution. Each
aspect of the product is to be explained in detail its role in the total communication
solution. Diagrams and examples are welcome.
4. Functionality Requirements
4.1 Instructions
Airport Bed Box comfort Company be honest when identifying the solutions. When a
proposed solution does not meet the requirements, it will be shown clearly. Please rate
each of your requirements using the following:
0 = solution does not include this
1= solution does not include this but will in future modifications
2= solution includes this but is going through current modifications
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3= requirement is not offered by perspective vendor, but can be used through a third
party
4= the current requirement is met and can be used immediately upon installation of
proposed solution
4.2 Technology Requirements
It is expected that all perspective vendor’s technology will work well with technology
previously acquired.
Rating:
Comments:
4.3 Works with hardware previously acquired
Any technology perspective vendor’s use for the solution must work with the hardware
previously acquired.
Rating:
Comments:
4.4 Works with software previously acquired
Any technology perspective vendor’s use for the solution must work with the software
previously acquired.
Rating:
Comments:
4.5 Tailor fit for needs
All solutions must be tailor fit for Airport Bed Box comfort Company. Any software
designed specifically for project communication.
Rating:
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Comments:
4.6 Internet Connectivity
Must connect to the internet
Rating:
Comments:
4.7 Email Communication
Should have proper email communication built into solution
Rating:
Comments:
4.8 Group Planner
A Group planner accessible to all project members must be included in solution.
Rating:
Comments:
4.9 Selective Sharing
There must be a an opportunity for any project members using the solution to decide
which documents and current projects will be shared among all users and which ones
will be kept confidential.
Rating:
Comments:
4.10 Cross Project Reports
The solution must have capabilities of conducting cross- project reports.
Rating:
Comments:
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4.11 Reminders
The perspective solution must have the opportunity to set reminders, making it less likely
deadlines are missed.
Rating:
Comments:
4.12 Group Discussions
It is important that the perspective solution allow platforms for group discussions to take
place.
Rating:
Comments:
4.13 Forum Posting
Perspective solutions must have an area for forum posting.
Rating:
Comments:
4.14 File Uploading
Perspective solutions must be able to upload files.
Rating:
Comments:
5. Strategic Partnership Potential
5.1 Vendor Profile
Perspective vendors are to provide the following information:
Company background
Future plans
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Annual reports and financial statements from the past three years
Possible legal issues that could affect a relationship with Boston Main Street
Special relationships with any other companies
5.2 Training
How has your company gone about training in the past?
Have there been problems with past training programs and how have your training?
Programs changed since experiencing these problems?
Is there additional training offered after the initial training?
Does your company have any certifications that help with the training?
5.3 Support
Perspective vendors must provide the following information:
Describe the method used by the client to communicate with your dilar?
Are there any maintenance plans available with your technology solution?
Is there a helpdesk, if so are what hours are they available and how is it operated?
How many concurrent users and maximum users will your system support?
Does your product have testing capability?
5.5 Implementation Plan
Prospective vendors must provide the following information:
Describe your technology implementation process?
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What is the typical implementation procedure?
What are the risks associated with the time frame?
What would your role be in the implementation?
5.6 Security
State all security plans in place for prospective technology.
6. Costs
6.1 Initial Costs
The initial proposal should outline a price quote as well as include all pricing options
available. Quotes should support the use of 20 accounts.
6.2 Long-term costs
Please state all costs for the next three years if there are any costs besides the initial costs
incurred. This should include support costs and long-term costs associated with
maintaining this technology for the next three years. Please state all costs in US dollars
only.
6.3 Payment options
Please provide payment option information if there are any available.
Negotiation Strategy
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Summary
The project team has selected Sleep box as the vendor of choice, there are other products that
would help us achieve our goal, but Sleep box was by far the best, and none compare. The negotiation
team will work with the Sleep Box Company to negotiate an acceptable financial level for the acquisition.
Initial Terms
Sleep Box Pod Time
Initial Cost
Implementation $200k $350k
Shipping $150k $289k
Training $50k $78k
Total $400k $717k
Ongoing costs
Annual Support $10k $5k
Agenda
Our Agenda: Negotiate best price with the vendor.
Vendor Agenda: sell their product, maximize revenue, and popularize their product. Use Logan
Airport is an example for future reference to their product.
Leverage:
Our Leverage: International Visibility to the common passenger, Competition information,
Their Leverage: Choice of cost of the product.
Objective:
Negotiate the best financial package with Sleep Box Company. They are the vendor of optimal
choice.
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Strategy:
Since Sleep Box is the only product to fully meet our business need. We must “play” with them
to achieve the best financial package
Potential Tactics:
We will make Sleep Box think that we are leaning towards another vendor, or make them think
they might have an inferior product than their competition. We must always still show interest and make
it look like a “close call”. All of this will be used in order to manipulate the vendor to lower their prices to
the level that we would like them to be.
Negotiation Team and Roles:
Purchasing Lead (Jon Wytenus): Aggressive negotiations. Try to get the best deal out of the
vendor that is possible. Shoe the vendor no mercy in negotiations.
Project Manager (Hassan Abualola): Act as voice of reason. Strive for continued
communications, to elongate negotiations between us and the vendor.
Business Lead (Wes Welker): Communicate issues of potential future interest between the two
organizations.
Legal (Johnny Cochran) : Negotiate with vendor legal staff and advise negotiation team
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DEAL SHEET
The following table represents to airport bed box initial bid, airport bed box minimum acceptable
terms, and airport bed box goals.
Term
Initial
Minimum
Goal
Software $2000 $1200 $1000
Annual Support Costs $800 $800 $500
Implementation Date 06 Dec 2011 06 Jun 2011 01 Feb 2011
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Implementation Strategy
First, we are to work with Sleep Box to have them custom design some features to suit
our exact business needs. Once developed and tested thoroughly it would be a short two weeks
of physical implementation into Logan Airport terminal and onto the Airports media network.
Operation Strategy
Once fully implemented, teams will work with the products with technologies that will be
implemented in the future, essentially making the product as fully compatible as possible with
anything in the computer world such as cell phones, laptops, etc.
Any problems happen with the program Airport bed box will be took up on an individual
basis and be addressed by the user or by a more well-informed group member. Assessments of
the program will be conducted at meetings to determine if the program is working effectively.
The program should be used for a year and after the year is over it will be determined whether or
not to continue using this vendor’s solution.
During this there will be 24/7 phone support offered by the vendor along with support
to come in and fix the systems for you. This is how the systems are to be supported to maximize
the products efficiency.
Once all is implemented and put into use, the acquisition project has then been
completed.
Airport bed box team