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Recommendation to authorize City Manager to execute all documents necessary to enter into a three-year contract with JBT Aerotech to perform maintenance and associated services for the baggage handling systems at the Long Beach Airport for a maximum of $2,000,000. (District 5)
DISCUSSION
The baggage handling systems (BHS) at the Long Beach Airport (Airport) consist of older portions constructed as far back as the 1980s, in addition to newer, more technologically complex portions that were constructed in 2008, all of which require frequent maintenance and repair. The newer portions constructed consist of a partial in-line conveyor system that combines bags from multiple conveyors behind the airline ticket counters, carries all baggage to a centralized Transportation Security Administration screening area, and delivers screened baggage to the airline baggage make-up carousel. These new portions of the system require significant preventive maintenance by specialized technicians. The Airport currently maintains the BHS through a small purchase order that provides primarily for emergency services, but is insufficient for the routine maintenance that the BHS requires. Consequently, emergency repairs have occurred frequently over the last year.
Functionality of the BHS is critical for baggage security screening, maintaining flight schedules and customer satisfaction. To ensure that the BHS remains functional with very limited periods of inoperability, the Airport requires the full-time services of technicians specifically trained in developing and performing preventive and corrective maintenance programs for the baggage handling systems and components.
To secure these services, a Request for Qualifications (RFQ) process was conducted. An RFQ was advertised using PlanetBids.com on February 26, 2009, for maintenance and associated services. Six firms submitted qualifications for consideration. A Technical Review Committee comprised of Airport Operations and Engineering staff evaluated the proposals, interviewed the three most qualified companies, and determined that JBT Aerotech was the best qualified to provide the necessary services.
It is recommended that the City enter into a multi-year contract with JBT Aerotech to perform the BHS maintenance services. JBT Aerotech has prepared a preventive maintenance program and provided costs for the program that will include preventive and corrective maintenance, response to emergencies outside of normal working hours, inventory purchase and control, management, training, and other associated work.
The Airport recommends that the contract be written for $2,000,000, which will provide for the preventive maintenance program over a three-year period plus a contingency for purchasing parts and responding to emergencies. The work for the preventive maintenance program will be paid for on a monthly basis, with the exception of the purchasing of parts and responses to emergencies, which would be paid for on a time and materials basis.
The recommended term of the contract is three years. Due to the need for performance of backlogged maintenance, inventory development, and response to emergencies, a contract of less duration would not allow sufficient time for JBT Aerotech to complete such work while establishing an effective routine maintenance program.
This matter was reviewed by Deputy City Attorney Richard F. Anthony on August 20,2009, and Budget and Performance Management Bureau Manager David Wodynski on August 24, 2009.
TIMING CONSIDERATIONS
City Council action on this matter is requested on September 22, 2009, to allow for uninterrupted maintenance service for the baggage systems.
FISCAL IMPACT
For FY 10, $350,000 is budgeted in the Airport Enterprise Fund (EF 320) in the Long Beach Airport Department (AP). The additional $320,000 needed will be requested in FY 10 through the department and fund budget appropriation adjustment process.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MARIO RODRIGUEZ
DIRECTOR, LONG BEACH AIRPORT
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APPROVED: |
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PATRICK H. WEST |
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CITY MANAGER |