DEPARTMENT: Aviation
DEPARTMENT HEAD: Frank Miller
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Professional Services Agreement with XIP Consulting for the San Antonio Airport System
SUMMARY:
This Ordinance authorizes a professional services agreement with XIP Consulting, LLC for IT Support Planning services for the San Antonio Airport System in an amount not to exceed $131,450.00.
BACKGROUND INFORMATION:
The San Antonio Airport System (SAAS) needs a consistent preventative maintenance strategy for IT. With no maintenance management system, it has been difficult to track when warranties expire and when end devices such as monitors and computers and servers need to be replaced. The majority of the IT systems were installed and implemented in 2010 as part of the Terminal B expansion and were under warranty for a year so the need for preventative maintenance has not become critical yet; however it is becoming a challenge as systems age, warranties expire, and technology upgrades are needed. This disjointed IT preventative maintenance process leaves systems vulnerable due to knowledge gaps, service gaps, and ongoing maintenance impacts.
In addition, SAAS is in need of an overall system replacement strategy for IT components such as network switches, uninterrupted power supplies and cameras. The Aviation IT department has a limited staff making it difficult to track and manage assets, support projects, and support strategic projects. A staffing review is needed to identify any impact to staff related to the recommended maintenance structure. The staffing review will include required expertise and training to be maintained within the Aviation IT Division. The staffing review will also include coordination with the ITSD support structure to ensure any changes are consistent with both SAAS and ITSD needs.
Solicitation
The Aviation Department, in coordination with the Finance Department, released a Request for Proposals on April 9, 2014. Two proposals were received on May 9, 2014. An evaluation team comprised of staff representatives from the Aviation Department and ITSD reviewed the proposals and selected XIP Consulting.
Small Business Economic Development Advocacy (SBEDA) Program
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small Business Enterprise (SBE) Prime Contract Program and Minority/ Women-Owned Business Enterprise Prime Contract Program with five evaluation preference points awarded to XIP Consulting, as they are certified SBE firm located within the San Antonio Metropolitan Statistical Area.
XIP Consulting
XIP Consulting has been providing IT and systems consulting services since 2005. The firm provided program management services for the Terminal A Modernization project and have completed projects for other airports including Reagan National, San Jose, Tucson, San Francisco, Baltimore-Washington and Denver.
ISSUE:
This contract with XIP Consulting will provide IT consulting services for the San Antonio Airport System.
ALTERNATIVES:
City Council could elect to not authorize this contract. However, developing a new solicitation will require additional time and XIP Consulting has the required qualifications and the solicitation was developed and released following City procedures and policies.
FISCAL IMPACT:
Funds in the amount of $20,000.00 are budgeted and available in the FY 2014 Airport Operating and Maintenance Fund. The remaining $111,450.00 is budgeted for in the FY 2015 Airport Operating and Maintenance Fund and will be appropriated upon approval of FY 2015 Budget by the City Council.
RECOMMENDATION:
Staff recommends the authorization of a professional services agreement with XIP Consulting for IT consulting services for the San Antonio Airport System.