DEPARTMENT: Aviation Department
DEPARTMENT HEAD: Russell J. Handy
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Amendments to the On-Call IT and Security Planning and Program Management Agreements for the San Antonio Airport System
SUMMARY:
This Ordinance will increase the contract values of the professional services agreements for on-call IT and security planning and program management services for the San Antonio Airport System. The agreement with Barich, Inc. (Barich) will be increased in the amount of $698,000.00 to a contract value not-to-exceed $1,448,000.00; the agreement with XIP Consulting, LLC (XIP) will be increased in the amount of $330,000.00 to a contract value not-to-exceed $580,000.00. Funding for these agreements will be identified from appropriations including, but not limited to, Airport Operating & Maintenance Fund and airport capital improvement funds.
BACKGROUND INFORMATION:
In April 2015, City Council authorized on-call IT and security planning and program management services agreements with XIP and Barich for the San Antonio Airport System through Ordinance 2015-04-09-0293 with each agreement having an initial contract term of three years with the option to extend for two, one-year periods. These consultants provide the airport system with the technical expertise and experience for a variety of IT needs described below, through the issuance of task orders from the ITSD staff working in the San Antonio Airport System. The range of tasks both consultants provide includes:
• 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; and,
• program management oversight services to include assisting in the designing the scope for upcoming solicitations as well as design review and construction oversight services.
The contract value for Barich was authorized in the amount not-to-exceed $750,000.00, while the value for the XIP agreement was authorized in an amount not-to-exceed $250,000.00. Both firms have worked on a variety of projects within the Airport System, including: Common Use, Identify Management System, Terminal A IT Cutover and PM/Project Control software.
Proposed Amendments
The capacity left on each contract is rapidly diminished. The airport system evaluated the option of releasing a solicitation for this work separately, but both firms have extensive airport IT expertise and knowledge of the San Antonio Airport System and City’s policies, practices and systems.
Amendment to XIP
The amendment with the agreement with XIP will be increased in the amount of $330,000.00 to a contract value not-to-exceed $580,000.00. The amendment will allow XIP to continue work on current projects as well as projects planned for FY 2019 and FY 2020.
• IT Master Plan: Reviewing and updating this plan once the Strategic Plan for the San Antonio Airport System is approved. This work is planned for FY 2020.
• System Integration Airport Operational Database: The Pre-design work to develop the business case and solicitation documents for the project, which is planned for late FY 2019. In addition, XIP will provide the IT program management oversight during the solicitation and implementation processes. This project will implement a comprehensive data infrastructure to support and integrate all current and future systems.
• Other projects as needed.
Amendment to Barich
The amendment to the agreement with Barich will be increased in the amount of $698,000.00 to a contract value not-to-exceed $1,448,000.00. The amendment will allow Barich to continue work on current projects as well as projects planned for FY 2019 and FY 2020.
• Airside Security Program: Preparing the business case and solicitation development in FY 2019. This project will improve airside security around the apron area as a result of increased video surveillance.
• CCTV and Emergency Call Boxes in Surface Parking Lots: Performing an internal assessment, business case and solicitation development in FY 2019.
• Outside Plant Campus Ring: Develop the conceptual design and business case. This project will strategically locate communication nodes and cable to serve as distribution points to support network connectivity.
• Biometric Facial Recognition at Gates: Develop the conceptual design, business case, and technical specifications as well as provide the Program Management oversight in FY 2019. As a third-party subject matter expert, Barich will assist in the evaluation of pilot technology and vendor solutions for this technology that is still being developed.
• Common Use: Continue providing project management and oversight support to complete the first phase of Common Use implementation. Scope was added to the Common Use implementation contract that requires an additional level of expert from Barich.
ISSUE:
This Ordinance will increase the contract values of the professional services agreements for on-call IT and security planning and program management services for the San Antonio Airport System. The agreement with Barich will be increased in the amount of $698,000.00 to a contract value not-to-exceed $1,448,000.00; the agreement with XIP will be increased in the amount of $330,000.00 to a contract value not-to-exceed $580,000.00.
ALTERNATIVES:
City Council could elect to require this work to be solicited separately. However, the city competitively solicited the services of XIP and Barich to provide these services. The amendments will allow the consultants to continue their work under the agreements and avoid the delay of the projects’ delivery.
FISCAL IMPACT:
The amendments will increase the agreement with Barich in the amount not-to-exceed $698,000.00 and XIP in the amount of not-to-exceed $330,000.00. No funds are appropriated by this action. Funding for these agreements will be identified from appropriations including, but not limited to, Airport Operating & Maintenance Fund and airport capital improvement funds. 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.
RECOMMENDATION:
Staff recommends the approval of amendments to the professional services agreements with Barich and XIP for on-call IT and security planning and program management services for the San Antonio Airport System.