OF AIRPORT COMMISSIONERS

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1 OY i *11 oir". 4Los Angeles World Airports REPORT TO THE BOARD. OF AIRPORT COMMISSIONERS Meeting Date: Gvt A. Approved by: Aura Moor Chief In ormation Officer c -A/ / v Reviewed by: Samson Mengistu, Chief Operating Officer r Ó o,_ /`-S? -` City Attorney CAO Review: 9/21/2016 xd I Completed Pending N/A Reviewed for Date :Approval Status By Capital Budget 9/1/2016 OY N NA NE Defbor ie ecutive Officer e Operating Budget 8/26/2016 OY N DNA ' RW CEQA 8/26/2016 l7y N NM X Procurement 8/26/2016 Y N gond MT Guest Experience 8/30/ ON I BY SUBJECT: Award of Contract to Birdi & Associates, Inc. for Maintenance, Repair, and Support Services for the Access Control and Alarm Monitoring System Award a one -year contract with two, one -year renewal options to Birdi & Associates, Inc. for maintenance, repair, and support services for the Access Control and Alarm Monitoring System at Los Angeles International and Van Nuys Airports in an amount not to exceed $2,975,000 RECOMMENDATIONS: Management RECOMMENDS that the Board of Airport Commissioners: 1. ADOPT the Staff Report. 2. DETERMINE that this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Article II, Section 2.f of the Los Angeles City CEQA Guidelines. 3. FIND that the work can be performed more economically or feasibly by an independent contractor than by City employees. 4. APPROVE the award of a one -year contract with two, one -year renewal options to be exercised by the Chief Executive Officer, to Birdi & Associates, Inc. for maintenance, repair, and support services for the Access Control and Alarm Monitoring System at Los Angeles International and Van Nuys Airports in an amount not to exceed $2,975,000. Page 1

2 5. AUTHORIZE the Chief Executive Officer to execute the contract and renewal options with Birdi & Associates, Inc. upon approval as to form by the City Attorney. DISCUSSION: 1. Purpose Under the proposed contract, Birdi & Associates will provide preventive maintenance, repair, support, and as- needed moves, adds, and changes for the Access Control and Alarm Monitoring System (ACAMS) and related ancillary systems to ensure that the system, associated hardware, interfaces, and all subcomponents are fully operational 24 -hours per day, 7 days a week, throughout the term of the contract. 2. Prior Related Actions September 17, Resolution No (DA- 4858) The Board of Airport Commissioners approved a three -year contract with Birdi & Associates, Inc. to provide maintenance and repair services for ACAMS for Los Angeles World Airports in an amount not exceed $3,106,000. October 1, Resolution No (DA- 4858A) The Board approved the First Amendment to Contract No. DA to increase the contract authority by $996,000 for a total not -to- exceed amount of $4,102,000. This contract expires on September 30, Current Action ACAMS is a security access system controlling and monitoring terminals and doors to restricted areas through the use of security badges. In addition to ACAMS, the contract will provide maintenance and support for other security -related systems such as cyberlocks and Airfield Operations Area security posts. Regular maintenance and repair services are required to ensure that Los Angeles World Airports (LAWA) access portals are secure, operational, and in compliance with Transportation Security Administration (TSA) Code of Federal Regulations (CFR) Title 49, Part 1542, Section 207 which mandates safe and secure gates, turnstiles, and security check points to LAWA facilities. The scope of services under this contract includes repair of ACAMS readers and other field equipment, preventive maintenance to conduct physical inspection of field devices to ensure optimal operations, configuration to modify door control parameters, and system administration. This contract is a combination of a monthly maintenance fixed -fee and asneeded services for repairs, moves, adds, and changes. Procurement Process On April 13, 2016, staff posted the Maintenance, Repair and Support Services for Access Control and Alarm Monitoring System Request for Proposals (RFP) on the Los Angeles Business Assistance Virtual Network (LABAVN). The Procurement Services Division set the Small Business Enterprise (SBE) program subcontracting participation level at 8 %. RFP responses were due on June 16, 2016, and the LAWA evaluation panel included the following staff: Page 2

3 Director /Chief - Homeland Security and Public Safety /Los Angeles Airport Police Assistant Chief - Los Angeles Airport Police Lieutenant - Los Angeles Airport Police Information Systems Manager II - Information Management & Technology Group Programmer Analyst V - Information Management & Technology Group Below is the criteria used to evaluate respondents. Maintenance, Repair and Support Services for ACAMS Proposal Part A - Written Proposal Evaluation Criteria Description Points Section 1 - Organization's and Key Personnel's Experience and Qualifications 25 Section 2 - Organization Structure and Availability of Resources 20 Section 3 - Understanding of Scope and Approach 30 Section 4 - Cost Proposal And Labor Rates 25 Section 5 - Financial Capacity Proposal Part B - Administrative Requirements Pass/Fail RFP Total Evaluation Weight 100 Pass /Fail LAWA received a total of three proposals, and all firms passed the Administrative Requirements review as well as the Financial Capacity review conducted by the Procurement Services Division and the Financial Reporting Division respectively. The proposers ranked as follows: Birdi & Associates, Inc. Siemens Industry, Inc. Convergint Technologies LLC In addition to the review of written proposals, the panel interviewed all three firms and ranked Birdi & Associates, Inc. highest based on the criteria outlined in the RFP. This contract will provide service for Los Angeles International (LAX) and Van Nuys (VNY) Airports. Current and Future Operations The proposed contract will provide maintenance and support of access control field devices and support for Project Development Group projects including programming, testing, and commissioning of new ACAMS doors. LAWA will also use this contract to address TSA mandated moves, adds, and changes, complete security enhancements to existing LAWA facilities as identified by Airport Police, procure software license and support agreements, procure spare parts, and repair equipment. Page 3

4 Maintenance, Repair and Support Services for ACAMS - LAX & VNY Description Estimated 3 -Year Cost* ACAMS Maintenance (Base Services) $ 2,475,000 TSA/Airport Police /Administrative Buildings Required Moves, Adds, Changes $ 125,000 Support for Planning and Development Group Projects $ 120,000 Support for Spare Parts, Equipment Repairs, and other as- needed Services $ 105,000 3rd Party Software Licenses & Support Agreements $ 150,000 Contract Grand Total $ 2,975,000 *Costs for the individual items may vary, but the total shall not exceed $2,975,000. Maintenance, Repair and Support Services for ACAMS - ONT Description Estimated Cost for Year One* ACAMS Maintenance (Base Services) $ 213,000 TSA/Airport Police /Administrative Building required Moves, Adds, Changes and After -Hours Projects, Spare Parts, and Equipment Repairs $ 25,000 3rd Party Software Licenses, Agreements, Upgrades $ 25,000 Contract Grand Total $ 263,000 *Costs for the individual items may vary, but the total shall not exceed $263, 000. Action Requested Staff requests that the Board authorize the Chief Executive Officer to execute a one -year contract with two, one -year renewal options to be exercised by the Chief Executive Officer, with Birdi & Associates, Inc. for maintenance, repair, and support services for ACAMS at LAX and VNY in an amount not to exceed $2,975,000. Fiscal Impact These costs will be recovered through landing fees and terminal and building rates and charges as well as through non -aeronautical revenues. 4. Alternatives Considered Take No Action Without this contract, maintenance of this critical, TSA- mandated security system will be adversely impacted. Should a field device (badge reader or microcontroller) or core equipment device fail without the necessary resources available to expeditiously correct the issue, LAWA will be out of compliance with the CFR Title 49, Part 1542, Section 207, and subject to TSA fines. Additionally, the security of LAWA airfield, airside resources, and Federal Inspection areas would be in jeopardy. Page 4

5 APPROPRIATIONS: Funds for this item are available in the Fiscal Year LAWA Operating Budget in LAX Cost Center Airport and Public Safety Systems Division, Commitment Item Contractual Services and Commitment Item Materials & Supplies. Funding for subsequent years will be requested as part of the annual budget process. STANDARD PROVISIONS: 1. This action, as a continuing administrative activity, is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Article II, Section 2.f of the Los Angeles City CEQA Guidelines. 2. This contract is subject to approval as to form by the City Attorney. 3. Actions taken on this item by the Board of Airport Commissioners will become final pursuant to the provisions of Los Angeles City Charter Section Birdi & Associates will comply with the provisions of the Living Wage /Service Contractor Worker Retention Ordinances. 5. Procurement Services has reviewed this action (File No ) and established a 8% mandatory Small Business Enterprise (SBE) goal for the project. Birdi & Associates committed to 100% SBE, as it is a certified SBE firm. 6. Birdi & Associates will comply with the provisions of the Affirmative Action Program. 7. Birdi & Associates has been assigned Business Tax Registration Certificate number Birdi & Associates will comply with the provisions of the Child Support Obligations Ordinance. 9. Birdi & Associates will have approved insurance documents, in the terms and amounts required, on file with Los Angeles World Airports prior to issuance of a Notice to Proceed. 10. Pursuant to Charter Section 1022, staff determined the work specified on the proposed contract can be performed more feasibly or economically by an Independent Contractor than by City employees. 11. Birdi & Associates has submitted the Contractor Responsibility Program Questionnaire and Pledge of Compliance and will comply with the provisions of the Contractor Responsibility Program. 12. Birdi & Associates has been determined by Public Works, Office of Contract Compliance to be in full compliance with the provisions of the Equal Benefits Ordinance. 13. Birdi & Associates will be required to comply with the provisions of the First Source Hiring Program for all non -trade Airport jobs. Page 5

6 14. Birdi & Associates has submitted the Bidder Contributions CEC Form 55 and will comply with its provisions. Page 6