DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Paging Modernization & Implementation for San Antonio International Airport
SUMMARY:
An ordinance accepting a contract with Ford Audio-Video Systems, LLC to implement a Terminal A paging system replacement, a Terminal B paging system update and provide on-going maintenance, support and licenses at the San Antonio International Airport for a total cost of $1,562,718.66 over a five year period. Funding in the amount of $1,422,709.00 for system design and implementation is available from the Airport Improvement and Contingency Fund and is included in the FY 2021 - FY 2026 Capital Improvement Program, and funding in the amount of $10,435.50 for maintenance and support is available from the FY 2021 Airport Operating and Maintenance Fund Budget. Funding for future fiscal years of this contract is subject to City Council approval of the annual budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is a proposal submitted by Ford Audio-Video Systems LLC to implement Terminal A paging system replacement, a Terminal B paging system update and to provide on-going maintenance, support and licenses at the San Antonio International Airport. This replacement, upgrade, and maintenance project is required to maintain critical customer service and safety communications at the San Antonio International Airport.
The City issued a Request for Competitive Sealed Proposals (RFCSP) for “Paging Modernization & Implementation” RFCSP 6100011208 on July 20, 2020 with a submission deadline of September 4, 2020. One proposal was received and deemed eligible for evaluation. Ford Audio-Video Systems, LLC is recommended for contract award based on the City’s standard RFCSP evaluation process.
The evaluation committee met on October 7, 2020 to evaluate the one proposal received. The evaluation committee consisted of representatives from the Aviation Department and Information Technology Services Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposal was evaluated based on the firm’s experience, background, qualifications, proposed plan and price schedule. Additional categories of consideration included references and financial qualifications. After committee review and evaluation, Ford Audio-Video Systems LLC was recommended for award by the evaluation committee based on consensus scoring.
The term of the agreement shall be for the period upon award by City Council and terminate five years after City’s final acceptance of the system.
ISSUE:
This contract will replace the paging system in Terminal A, update and improve the Terminal B paging system, including the headend equipment at the San Antonio International Airport. This contract will also provide paging system maintenance. The paging system enables digital communication within the terminals, (e.g., airline boarding gate announcements, traveler flight arrival and departure announcements, and repeat messages such as the: Mayor’s message, TSA security notifications etc.). In addition, the paging system serves as the mass notification channel in the event of a life or safety event.
The Goal Setting Committee applied the Small and Minority/ Women-Owned Business Enterprise Prime Contract (SBEDA) Program with ten (10) SBE Prime Contract Program evaluation preference points awarded to a vendor if they are certified as SBE located within the San Antonio Metropolitan Statistical Area and ten (10) M/WBE Prime Contract Program evaluation preference points awarded to a vendor if they are certified as M/WBE located within the San Antonio Metropolitan Statistical Area. However, Ford Audio-Video Systems, LLC was not eligible to receive any preference points.
This award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, Aviation Department will not have product support for the end-of-life and out-of-date paging systems currently serving in Terminal A and Terminal B, respectively. Under the new contract, Ford Audio-Video Systems will be responsible for ensuring existing systems remain operable until the new system can be activated and accepted. In the absence of a project to replace and update the existing systems, the Airport could begin to experience customer service problems and an inability to communicate effectively within the terminals.
FISCAL IMPACT:
An ordinance accepting a contract with Ford Audio-Video Systems, LLC to implement a Terminal A paging system replacement, a Terminal B paging system update and provide on-going maintenance, support and licenses at the San Antonio International Airport for a total cost of $1,562,718.66 over a five year period. Funding in the amount of $1,422,709.00 for system design and implementation is available from the Airport Improvement and Contingency Fund and is included in the FY 2021 - FY 2026 Capital Improvement Program, and funding in the amount of $10,435.50 for maintenance and support is available from the FY 2021 Airport Operating and Maintenance Fund Budget. Funding for future fiscal years of this contract is subject to City Council approval of the annual budget.
RECOMMENDATION:
Staff recommends approval of an ordinance for acceptance of a contract with Ford Audio-Video Systems, LLC. to implement Terminal A paging system replacement, Terminal B paging system update, and provide on-going maintenance, support, and licenses at the San Antonio International Airport for a total cost of $1,562,718.66.
This contract was procured by competitive sealed proposal and a Contracts Disclosure Form is required.