DEPARTMENT: Aviation
DEPARTMENT HEAD: Frank Miller
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Award of Professional Services Agreements for On-Call IT and Security Planning and Program Management Services for San Antonio Airport System
SUMMARY:
This Ordinance authorizes two professional services agreement for On-Call IT and Security Planning and Program Management services for the San Antonio Airport System (SAAS). The first agreement is with Barich, Inc. (Barich) in an amount not to exceed $750,000.00 and the second agreement is with XIP Consulting, Inc. (XIP) in an amount not to exceed $250,000.00. By procuring on-call IT and Security Planning and Program Management services firms, the Airport will have access to expertise for its projects from the planning stage through project close-out.
The term of each agreement is for three years with options to renew for two, one-year extension under the same terms and conditions at the City's discretion.
BACKGROUND INFORMATION:
The San Antonio Airport System (SAAS) recently completed IT Master Plan recommended that SAAS procure On-Call IT and Security Planning and Program Management services to provide the airport system with the technical expertise and experience with similar projects at other airports that the City lacks. The services include aviation IT and Security industry system planning, design, and construction expertise and research resources to support SAAS from a broader Aviation Industry technology, trending, and construction vantage. Additionally, the airport system would have a centralized management of and enhanced coordination between multiple development needs and priorities on a variety of projects. Examples of tasks include:
· Aviation IT and security planning and research services, including industry expertise for Aviation IT and security project work
· Planning services to include IT and security feasibility studies, impact studies, conceptual designs, policy and process development, implementation strategies, and maintenance strategies
· IT and security design/construction review
· Limited design and follow up construction administration services for non-scheduled projects
· Program management oversight services to include assisting in the designing the scope for upcoming solicitations as well as design review and construction oversight services.
By using on-call contracts, the department will gain timely access to comprehensive airport IT and Security planning, conceptual design, and project/construction management consulting services on an as needed basis with a firm that possesses specialized national and international Aviation IT and Security expertise and knowledge of Aviation industry Best Management Practices.
Solicitation
A Request for Qualifications was released on May 5, 2014 and advertised on the websites for the City of San Antonio and Airports Council International - North America. It was also advertised in the San Antonio Express-News and on TVSA. Five proposals were received on June 6, 2014. An evaluation committee compromised of representatives from the Aviation Department and ITSD reviewed, scored and ranked the proposals. Scores were based on the published criteria: background, experience and qualifications of team and the project plan. Barich and XIP were awarded the most points.
Small Business Economic Development Advocacy
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 three Affirmative Procurement Initiatives (APIs) to this contract. A 12 percent Small Business Enterprise (SBE) and 9 percent Minority/Women Business Enterprise (M/WBE) subcontracting goal was established, the M/WBE Prime Contract Program and the City of San Antonio's Mentor Protégé Program were each assigned five evaluation points. Barich, Inc. and XIP have committed to 12% SBE and 9% M/WBE subcontractor participation. Barich, Inc. also received 5 points for agreeing to enlist as a mentor in the Mentor Protégé Program.
Barich
Barich is a technology consulting and design firm focused on providing planning and management services. The firm has extensive airport experience including projects at the following airports: Burbank, Phoenix Sky Harbor, Louisville, Oakland and San Francisco. The firm has previously provided construction administration services for the Terminal A IT Modernization program and conducted a shared tenant service feasibility study for the SAAS.
XIP
XIP 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.
XIP serves as a subconsultant on the recently awarded General Engineering Consultant contracts. It is preferable for the design services and program management services for IT projects be handled by different firms. As such, Barich will provide the program management services for projects that XIP is responsible for design and therefore has a larger contract value.
ISSUE:
The Aviation Department will utilize the services under the agreement to expedite project delivery and completion. The services may be utilized as needed as the agreement allows the consultant to commence services immediately upon the Department's recognition of the requirement.
ALTERNATIVES:
City Council could elect to have the Aviation Department submit a request for qualifications for these services separately with each project. However, the intent of the on-call services is to allow the Aviation Department to commence with project planning quickly. Projects could be delayed while a solicitation for these services is developed for each project.
FISCAL IMPACT:
The professional services agreement with Barich shall have a value not to exceed $750,000.00, while the professional services agreement with XIP shall have a value not to exceed $250,000.00. No funds are appropriated by this action. Expenditures for these services are subject to available funding and are authorized by individual project budgets at the time work is requested or project funds are appropriated through ordinance. The City will make no minimum guarantee pertaining to the volume of work which may be expected from the consultant.
RECOMMENDATION:
Staff recommends approval of this Ordinance authorizing professional services agreements with Barich, Inc. and XIP Consulting for On-Call IT and Security Planning and Program Management services for the San Antonio Airport System.