DEPARTMENT: Aviation
DEPARTMENT HEAD: Thomas Bartlett
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
On-Call General Technology Consulting Services Agreements
SUMMARY:
An ordinance authorizing professional services agreements with Faith Group, LLC and The JW Group, Inc. for on-call general technology consulting services for the San Antonio Airport System. The initial term of the agreement is three years with the option to extend for two, one-year periods. Each agreement has a value of up to $4,000,000.00, assuming all extensions are exercised. During the first year, the Aviation Department has identified utilizing up to $850,000.00 for these services. The City makes no minimum guarantee pertaining to the volume of work that may be expected from each consultant.
The Aviation Department and ITSD do not have the technical and specialized aviation industry background to provide the range of services, including IT and telecom design; operations system design; project and program management; and, implementation oversight services for operating and capital projects, that these consultants can provide.
BACKGROUND INFORMATION:
The Aviation Department requires on-call IT consultants that possess specialized aviation expertise to support IT master planning and IT project delivery services in an airport environment in areas such as telecommunications infrastructure, network electronics, wireless and server technology, cybersecurity and critical system design. Over the past three years, the Aviation Department has procured/implemented several programs requiring specialized IT knowledge such as ParkAssist in both garages (which provides real-time information on available parking spaces); common use (which will allow more efficient usage of airline gates); and, additional security measures.
The Aviation Department has utilized similar consultant services before and these agreements are set to expire in May 2020. ITSD and the Aviation Department do not have the necessary technical expertise to perform these services; and, utilizing on-call consultant services allows both departments to augment their current staffs with experienced firms that have specialized in aviation IT technology projects and programs.
The airport system continues to require the services of an on-call general technology consultant for several projects planned over the next few years, including: IT Master Planning; Airside Security Program; Physical Security Information Management; and, Airport Operational Database. The consultants will provide the IT design services and provide their assistance in the development of the solicitation document (including specifications), vendor and product evaluation during the procurement process and third-party quality and control services during the implementation of these and other projects. They will also provide the technical IT expertise needed to support parking projects such as the purchase and installation of additional CCTV and emergency call boxes in surface parking lots and the construction of a new communications room in the terminal building. With these consultants, Aviation and ITSD department staff members have access to technical experts to assist in ensuring project delivery.
ISSUE:
In May 2019, the Audit and Accountability Council Committee considered the pre-solicitation for on-call general technology consulting services as a consent item with the proposed scope to allow 100% design capabilities, including program and project oversight services, and more labor classifications to help control costs. The department sought two consultants for these on-call services with contracts valued at $4 million each. The Council Committee approved the release of the solicitation.
In June 2019, the City released a Request For Proposals for on-call general technology services. A diverse selection committee consisting of representatives from the Aviation Department, ITSD and the Airport Advisory Commission evaluated and ranked the four submissions. Scoring was based on the published evaluation criteria, which included evaluation of experience, background and qualifications of the firm; proposed plan; price; and, participation in the Small Business Development Advocacy Program, Local Preference Program and Veteran-Owned Small Business Program. Three firms were selected for interviews: Barich, Inc., Faith Group LLC and The JW Group, Inc. Interviews were held and the same evaluation committee awarded the highest number of points to Faith Group LLC and The JW Group, Inc.
This contract is within the scope of the SBEDA Program. The Goal Setting Committee applied 10 evaluation points for Small Business Enterprise (SBE) Prime Contract Program and Minority/Women Business Enterprise (M/WBE) subcontracting goal of 12%. Both the Faith Group, LLC and the JW Group, Inc. have committed to the 12% M/WBE subcontracting goal.
The Local Preference Program was applied in the evaluation of responses received for this contract; however, none of the respondents were local businesses. The Veteran-Owned Small Business Preference Program was applied in the evaluation of responses received for this contract; however, none of the respondents were veteran-owned small businesses.
The Audit and Accountability Council Committee considered the post-solicitation for on-call general technology consulting services as a consent item in December 2019. The Council Committee approved this item to move forward to the full City Council for consideration.
Faith Group LLC is a certified Disadvantage Business Enterprise who has performed consulting in design, planning, network/communications and program management for airports including Hartsfield-Jackson (Atlanta), O’Hare (Chicago), Minneapolis, Memphis, Reno-Tahoe, Philadelphia, Orlando and San Jose. The JW Group, Inc. has provided design, planning, network/communication and program management services at airports including Charlotte, Denver, Detroit, Miami, Portland (OR), Salt Lake City, San Diego and Sky Harbor (Phoenix).
ALTERNATIVES:
As an alternative, City Council could require the services to be individually bid out. However, this would delay project delivery and could result in higher project costs than those estimated with the on-call consultant prices. These services are specialized and neither the airport system nor ITSD has the in-house staff to provide these services.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. When projects are identified, funds for these professional services agreements will be identified from potential funding sources, which may include but are not limited to: Airport Operating and Maintenance Funds; Airport Capital Improvement Funds; Passenger Facility Charge Funds; General Aviation Revenue Bonds; or, Stinson Revolving Funds. Each agreement has a contract value of $4,000,000.00 over the five year term. The City makes no minimum guarantee pertaining to the volume of work that may be expected from each consultant.
RECOMMENDATION:
Staff recommends awarding Faith Group LLC and The JW Group, Inc. with professional services agreements for on-call general technology consulting services for the San Antonio Airport System.