DEPARTMENT: Aviation
DEPARTMENT HEAD: Frank Miller
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Computer Maintenance Management System Consulting Services for the San Antonio Airport System
SUMMARY:
This Ordinance authorizes a professional services agreement with Derek Consulting Group, Inc. (DCG) in the amount of $190,368.00 for Computer Maintenance Management System (CMMS) consulting services for the San Antonio Airport System. The firm will document the Aviation Department's business needs, evaluate solution alternates and make a recommendation for a CMMS.
BACKGROUND INFORMATION:
The Aviation Department requires a centralized CMMS system to assist the divisions of maintenance and airfield maintenance in managing the assets at the San Antonio International and Stinson Municipal airports. A fully-functioning CMMS solution will assist the Airport in assigning the best possible use of resources and forecasting the cost of equipment. The system also provides inventory controls, work order tracking, man-power requirements and invoicing. The new system will need to be able to integrate with SAP, GIS, Siemens Automation and Air OPS. The CMMS system will address:
· Maintenance Management
o Building expenses and service costs
o Corrective and preventative maintenance
o Asset management, parts inventory integrated with work orders
o Cost estimating
· Reporting
o Asset maintenance history and costs
o Enterprise Asset Management
o Life Cycle Asset Management
The development of a CMMS system requires consultant services to provide the following:
· Document the business needs of the Department
· Evaluate solution alternatives based on those business needs
· Recommend a CMMS solution
Solicitation
The Aviation Department, in coordination with the Finance Department, released a Request for Proposals in September 2013. Three proposals were received on October 23, 2013. An evaluation team comprised of staff representatives from the Aviation and ITSD Departments reviewed the proposals and selected DCG. The evaluation team based its decision on several weighted factors, to include experience, background, qualifications, proposed plan, price, SBEDA and local preference program. DCG received a score of 66.00, 21.13 points higher than the second-highest ranked firm.
Small Business Economic Development Advocacy (SBEDA)
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 (GSC) 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 GSC applied the Small and Minority/ Women-Owned Business Enterprise Prime Contract Program with 20 evaluation preference points. DCG received no evaluation preference points.
Local Preference Program
The Local Preference Program was applied in the evaluation of responses received for this contract; however, the highest ranked firm is not a local business.
Derek Consulting Group, Inc.
The firm is an information technology firm specializing in information systems strategic planning, project management oversight, implementation and integration services to airports, cities, counties and non-profit organizations. The firm completed projects for Houston Airport System, Dallas/Fort Worth Airport Authority, Los Angeles World Airports, Sacramento County Airport System and Port Authority of New York and New Jersey.
ISSUE:
This contract with DCG will provide consultant services for the CMMS program 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. The solicitation was developed and released following City procedures and policies.
FISCAL IMPACT:
Funding in the amount of $190,368.00 is budgeted and available in the FY 2014 Airport Capital Budget.
RECOMMENDATION:
Staff recommends the authorization of a professional services agreement with DCG for the San Antonio Airport System.