TITLE
Recommendation to adopt Specifications No. RFP AP18-091 and authorize City Manager, or designee, to execute a contract, and any necessary documents, including any amendments with DataGear, Inc., of Santa Ana, CA, for maintenance and operation of the Flight Information Display System at the Long Beach Airport, in an amount not to exceed $334,786 for a period of three years, with the option to renew for two additional two-year periods with annual renewal amounts not to exceed $65,616, at the discretion of the City Manager; and
Increase appropriations in the Airport Fund (EF 320) in the Airport Department (AP) by $168,000, offset by funds available. (District 5)
DISCUSSION
City Council approval is requested to enter into a contract with DataGear, Inc. (DataGear), for maintenance and operation of the Flight Information Display System (FIDS) at the Long Beach Airport (Airport). The FIDS consists of a series of digital monitors that display flight departure, arrival, gate, and baggage claim information. The FIDS monitors are located in the passenger concourse, security screening area, outdoor concession areas, baggage claim, and the Historic Terminal’s ticketing area. DataGear will provide web-enabled components for displaying information on the Airport’s website, automated flight information, and web accessible airline/administrative inputs.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on April 25, 2018, and 2,722 potential proposers specializing in airport equipment information display and flight Instrumentation were notified of the RFP opportunity. Of those proposers, 46 downloaded the RFP via the City’s electronic bid system. The RFP document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division’s website at <http://www.longbeach.gov/purchasing>. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. Three proposals were received on May 23, 2018. Of those three proposals, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), two were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local).
The proposals were evaluated on the basis of vendors’ experience in performing comparable engagements; expertise and availability of key personnel; organization’s qualifications; organization structure; availability of resources; financial capacity; understanding of scope and approach; demonstrated competence; and, reasonableness of cost for value delivered. The Airport’s selection committee determined that DataGear, of Santa Ana, CA, was the most qualified firm to provide this service based on their experience, qualifications, and overall cost.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the RFP specifications. Through outreach, 188 Long Beach vendors were notified to submit proposals, of which none downloaded nor submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Richard F. Anthony on August 28, 2018 and by Budget Analysis Officer Julissa José-Murray on August 30, 2018.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP AP18-091 and award a contract concurrently is requested on September 18, 2018, to ensure that the contract is in place expeditiously so that the FIDS can be maintained properly with minimal interruption of service.
FISCAL IMPACT
The initial three-year agreement in the amount not to exceed $334,786 is comprised of $4,978 for initial setup and programming, $161,808 for maintenance and operation of the system, and $168,000 for as-needed replacement and upgrade of FIDS equipment. Of the $334,786 necessary for this contract, $166,786 is appropriated in the Airport Fund (EF 320) in the Airport Department (AP). An appropriation increase is requested for the remaining amount of $168,000, which is offset by funds available. Funding for subsequent years will be included as part of the annual budget process. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JESS L. ROMO, A.A.E.
DIRECTOR, LONG BEACH AIRPORT
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER