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The General Authority of Civil Aviation


									     The General Authority of Civil Aviation
           Kingdom of Saudi Arabia

  For Supply and Implementation of a State-of-the-Art
Computerized Maintenance Management System (CMMS)
         For Kingdom’s International Airports

                                            6th February 2008
6th February 2008
Dear Sir,

                  Supply and Implementation of state-of-the-art-CMMS software at the international airports in
                  the Kingdom of Saudi Arabia

The General Authority of Civil Aviation (hereinafter referred to as the “Authority”) of the Kingdom of
Saudi Arabia (the “Kingdom”) wishes to request the software vendors to provide all the necessary
information regarding their product(s) which will meet or exceed our requirements as specified in the

The successful company will be responsible for:

         [a] Providing the best solution to our needs taking into consideration all important modern
         maintenance strategies and practices.
         [b] Incorporating all the features / functions of our existing system(s).

The Authority now invites pre-qualification information from you for preliminary evaluation and short-
listing of the prospective bidders. Based on the information received, the Authority will invite the responsive
vendors to respond to our Request for Proposal (RFP).

You are particularly advised to refer to section 2.2.6 listing the essential requirements for optimization of
maintenance strategies and minimization of maintenance cost.

Response to the RFI shall be submitted electronically before March 8, 2008 at the following email address:

Very Truly Yours,

Engr. Bareq Siraj,
Vice President, Information Technology
General Authority of Civil Aviation
P.O.Box 6326, Jeddah 21442,
Kingdom of Saudi Arabia

Request for Information                                                                                     2


         The Kingdom of Saudi Arabia                                                          4

         The Kingdom’s Airports                                                               4

         International Airports Traffic Overview                                              4


         1.1.     Introduction                                                                5

         1.2      What is expected?                                                           5

         1.3      About Costs                                                                 5

         1.4      Whom to respond to?                                                         5


         2.1      Introduction                                                                6

         2.2      Summary of the Features/Functions required in the new CMMS                  6


         A        RFI Questionnaire (Vendor to provide answers to these relevant questions)

         B        General Functionality (Separate Excel Sheet of 4 pages)
                  (Vendor to click appropriate radio button, )

         C        System Functionality (Separate Excel Sheet of 6 pages)
                  (Vendor to click appropriate radio button)

Request for Information                                                                           3
The Kingdom of Saudi Arabia
The Kingdom of Saudi Arabia covers an area of 1.96 million Sq Km and has a population of 26.4Million.
It has a young population, with 38% of people aged up to 14 years and only 2.4% above 65 years.
It is the world’s largest oil exporter and has the largest economy in the Middle East.

The Kingdom’s Airports
The Kingdom has a total of 27 airports, all constructed, developed, managed, operated and maintained by
the General Authority of Civil Aviation (the “Authority” ).

In 2006, the Kingdom’s airports handled a total of 37.64 million passengers.
Excluding the 1.72 million Hajj traffic, which uses the dedicated Hajj Terminal at the King Abdul Aziz
International Airport in Jeddah, 27.57 million passengers used the three main International airports,
representing 77% of all passenger traffic (excluding Hajj) at the Kingdom’s airports.

The three main International airports are:
JEDDAH (King Abdulaziz International Airport – KAIA)
RIYADH (King Khaled International Airport – KKIA)
DAMMAM (King Fahd International Airport – KFIA)

International Airports Traffic Overview
Total International traffic (excluding Hajj traffic) to and from the Kingdom of Saudi Arabia’s three main
international airports in 2006 was 13.15 million, representing nearly 48% of all (excluding Hajj) passenger traffic
at the three main International airports.

King Abdulaziz International Airport, Jeddah, comprises three terminals:
KAIA handled a total of 13.27 million (Arriving and Departing) passengers in 2006, 7.43 million of which were
International passengers and 5.84 million domestic passengers.
The North Terminal, handling foreign airlines. This terminal handled a total of 4.75 million International
(Arriving and Departing) passengers in 2006.

The South Terminal, the Saudi Arabian Airlines terminal, (which handles both Domestic and International
traffic). The South terminal at KAIA is shared by Sama and Nas airlines. In 2006, it handled a total of 2.68
million International (Arriving and Departing) passengers and 5.84 million Domestic (Arriving and Departing)

The Hajj Terminal at Jeddah airport also handles International traffic.

King Khaled International Airport, Riyadh, comprises three terminals:
KKIA handled a total of 10.96 million (Arriving and Departing) passengers in 2006, 4.29 million of which were
International passengers and 6.67 million were Domestic passengers.
Terminal 1. This terminal (handling foreign airlines) handled a total of 2.07 million International (Arriving and
Departing) passengers in 2006.
Terminal 2. This terminal (Saudi Arabian Airlines) handled a total of 2.22 million International (Arriving and
Departing) passengers in 2006.
Terminal 3. Is a Domestic terminal and handled 6.67 million passengers in 2006.
The terminal is shared by Sama and Nas airlines

King Fahd International Airport, Dammam, has one terminal, handling both International and Domestic
KFIA handled a total of 3.34 million (Arriving and Departing) passengers in 2006, 1.43 million of which were
International passengers and 1.91 million domestic passengers.

Request for Information                                                                                        4

1. Introduction
The General Authority of Civil Aviation (hereinafter referred to as the “Authority”) a public authority
established under the laws of the Kingdom of Saudi Arabia (the “Kingdom”), having public legal personality,
invites software vendors to provide the relevant information requested in this RFI.

Subsequently the short-listed vendors will be asked to respond to our Request for Proposal (RFP)

This RFI invites all vendors who deal in the following categories of software.
        Enterprise Resource Planning (ERP) software
        Enterprise Asset Management (EAM) software
        Computerized Maintenance Management System (CMMS) software

1.1 What is expected from the Vendor?
Vendor shall:

             Carefully read our requirements (given in summarized form as Section 2.2).
             Provide the correct answers to the questions listed in Annexure A
             Click the appropriate radio button against each function/feature listed in the Excel Sheets
              (Annexure B and C)
             Provide the technical brochures, product specifications and demo /trial version CD/DVD etc.

Responses are to be sent to GACA as described in section 1.3 below.

1.2 Costs
The cost figures at this stage will be needed only for budgetary purpose.

For the budgetary cost, vendor shall assume that the Authority will have around 550 seats/work stations and
around 1450 system users for the required software package.

1.3 Whom to respond to?
Vendor shall send the response to Mohammed Al Ghamdi at

In case of any query or clarification, Mr. Ghamdi can be contacted at the following numbers:

Telephone:         (966) 2 6851464

Fax:              (966) 2 685 4119

Request for Information                                                                                       5

2.1 Introduction
The requirements in this document have been prepared based on the following existing systems which are being
currently utilized by KAIA, KFIA, KKIA, GACA Head-quarter, General Aviation and Logistics Division:

        MMS (Maintenance Management System)
        LIS (Logistics Information System)
        MPES (Maintenance Performance Evaluation System)
        PIPS (Procurement Information and Pricing System)

These in-house built integrated systems are running successfully for decades on GACA's large IBM Mainframe
using Z/OS. These systems are using ADABAS as the Data Base Management System and NATURAL as the
programming language.

The requirements have been summarized in the next section i.e. 2.2

2.2 Summary of the Features / Functions Required in the New CMMS
Objective of the Maintenance Management System is to minimize maintenance cost, reduce
equipment downtime and maximize the equipment life. The salient features we are looking in the new
CMMS can be summarized as follows:

2.2.1         The new CMMS must incorporate all the important functions of the existing MMS
              (Maintenance Management System) listed below.

                         Maintenance of Equipment master file with manufacturer, model, and its spare parts
                         Entry/Update/tracking of Maintenance Requests (MRs) - Corrective, Preventive and
                         Work Orders (WOs), skill-wise labor hours and cost & and materials cost (planned and
                         Work Order Tools and Instructions
                         Time Recording against each WO
                         Tracking of WO/MR status from the need to be raised up to successful completion
                         Simple and complex inquiries on MRs and WOs incorporating multiple criteria
                         PM Planning based on Master Plans
                         PM Scheduling
                         Operational Usage of Vehicles, Maintaining lookup/validation tables
                         Provision of online submittal of batch reports
                         Integrated with LIS for Materials (Spare parts and consumables) needed for maintenance

Request for Information                                                                                      6
2.2.2         As indicated above existing LIS (Logistics Information System) system is integrated with the
              existing MMS. The main functions of the present system are listed below.

                         Stock file Maintenance
                         Requisition and Order Processing
                         Stock Due In
                         Receipt Acceptance and Stock Posting
                         Internal Transfers
                         Supply Requests
                         Pick Lists
                         Transaction History
                         Non-Moving and Slow Moving Stocks Analysis
                         Customer authorization Profile, Label Print
                         Miscellaneous Issues and adjustments
                         Validation Table Management.

              The new CMMS must have full integration with its Inventory System.

2.2.3         The new CMMS must be able to calculate performance scores as per our KPIs included in
              existing Maintenance Performance Evaluation System (MPES).

              The important performance indicators of the system are Availability Index, Corrective
              Maintenance Index, Preventive Maintenance Index, Conformance Index and Product Quality

2.2.4         The conversion from existing MMS to the new CMMS must be an easy process to bring the
              existing data from the present system to the new one. The existing systems are developed in
              NATURAL programming language using Software AG's ADABAS database management

2.2.5         Must be a state of the art product (in the presentation layer as well as in the application layer).

2.2.6         Must include but not limited to the following latest advanced techniques for optimization of
              maintenance strategies and minimization of maintenance cost (refer objective mentioned in 2.2)

                          RCM (Reliability Centered Maintenance) and PMO (Preventive Maintenance Optimization)
                          FMECA (Failure Modes, Effects and Criticality Analysis)
                          CBM (Condition Based Maintenance)
                          WEIBULL analysis of failure times
                          RCFA (Root Cause Failure Analysis)
                          TLCC (Total Life Cycle Costing)
                          Optimum inspection and proof-test interval
                          Optimum policies for component and equipment replacement
                          Optimum Resource Requirement particularly for manpower & material
                          Optimum spare holding calculations
                In case the proposed product does not support any of the above features, the vendor shall
                recommend appropriate reputed 3rd party software(s) to achieve the above along with the
                budgetary price.

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2.2.7         Hand held devices like PDA and Palmtops should act as download/upload device from remote
              sites. Also it should be able to utilize barcode technology.

2.2.8         Meter readings and other important system inputs should be captured directly.

2.2.9         System must work in centralized as well as distributed manner. GACA head quarter must be able
              to access the data from each airport and consolidate them when required.

2.2.10        Airports must have complete independence as regards storage and retrieval of their data at their

2.2.11        Graphical presentation of the reports must be very easy.

2.2.12        Reports must be generated as soft copy and print hardcopy (entire or subset) only when desired.
              Must have facility to customize and filter the report as per the user’s need.

2.2.13        System must be easily integrated with Inventory/Logistics System, Performance Evaluation
              system, Procurement System, Properties/ Fixed Asset System, Maintenance manpower/skill
              subsystem of the Human Resource System

2.2.14        It must have capability to be interfaced with ERP systems especially for Accounting and Finance
              data; the new CMMS must be able to talk to Oracle Financial.

2.2.15        System must be easily customizable as per our requirements without (or with minimum) program
              code changes.

2.2.16        Should be able to store photos of the equipment and spare parts to improve assigning of material
              to a Work order.

2.2.17        Capability should be there to access the system from remote via internet browser.

2.2.18        Archiving feature must be parameter driven and present & archived data should be easily merged
              for online inquiries.

Request for Information                                                                                     8

The annexure consists of three documents. These documents act as the forms.
Vendor has to provide the response to these. The annexure is briefly explained below.

              A.          Questionnaire to be answered by the Vendor.

              B.          Detail list of general functionalities expected in the product.

              C.          Detail list of system functionalities expected in the product

Please Note:

         Annexure B and Annexure C are separate Excel Sheets. For simplifying the response procedure,
         these sheets have been so designed that vendor has to only enter the product name at the top of the
         sheet and click the appropriate radio buttons (at the right side) against each function/feature.

         Each function/feature has been categorized in the following three categories.

                   MUST           This function/feature must be included in the new CMMS

                   SHOULD         The function/feature if included, will enhance the system capability

                   NICE            Function /feature is not that important but may be included


Request for Information                                                                                    9

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