TITLE
Recommendation authorize City Manager, or designee, to execute any and all documents necessary for the First Amendment to Contract
No. 35455 with DG Investment Intermediate Holdings 2, Inc., dba Convergint Technologies, LLC, a Delaware limited liability company, to: continue to provide maintenance, repair, support, and improvements to the security system at the Long Beach Airport, increase the contract amount by $100,000 for the current term ending January 2023, extend the term for one additional year and increase the contract in an annual amount of $300,588; increase the contract in an annual amount of $315,618 if final extension option is exercised, and, authorize an annual contingency in the amount of $350,000, for a total contract amount not to exceed $3,144,013; and, evidence changes to certain administrative procedures; and
Increase appropriations in the Airport Group in the Airport Department by $458,000 offset by Airport operating revenue. (Districts 4,5)
DISCUSSION
City Council approval is requested to amend Contract No. 35455 with DG Investment Intermediate Holdings 2, Inc., dba Convergint Technologies, LLC (Convergint). Pursuant to federal regulations, Long Beach Airport (Airport) is required to maintain an Access Control and Alarm Monitoring System (ACAMS) to ensure the 24-hour monitoring of access and movement in Airport facilities and on the Airport’s two-square-mile footprint. This requires the services of trained technicians for consistent preventative and corrective maintenance of the ACAMS.
On December 3, 2019, the City Council adopted Specifications No. RFP AP19-092 to award a contract to Convergint for maintenance of the ACAMS at the Airport for a three-year term, with the option to renew for two additional one-year periods, at the discretion of the City Manager. The contract costs for the option periods were not pre-determined, pending future negotiation and subsequent City Council approval.
The Convergint contract allows for additional services, known as Moves, Adds or Changes (MAC). This may include relocating existing infrastructure, procuring new equipment, maintaining spare parts, and other necessary changes to the system. The cost of MACs is covered by an annual contingency budget. A new MAC for the relocation of Airport’s dispatch and badging operations to Airport offices at 4401 East Donald Douglas Drive was negotiated. Convergint will need to relocate the security equipment and infrastructure associated with these operations during the current term. The Airport seeks to exercise the first renewal option to maintain critical services and minimize disruptions with the ongoing Phase II Terminal Area Improvements project.
The proposed First Amendment to Contract No. 35455 with Convergint contains the following major terms and provisions:
• Term: The first renewal (year four) option is exercised, and the term of the contract shall be extended through January 31, 2024. The second renewal (year five) option may be exercised at the discretion of the City
Manager.
• Rates or Charges: The annual cost for base services shall increase five percent. The year four base services shall be $300,588 and the year five base services shall be $315,618 with annual contingencies of $350,000.
This matter was reviewed by Principal Deputy City Attorney Richard F. Anthony on September 29, 2022, Purchasing Agent Michelle Wilson on September 23, 2022, and by Budget Analysis Officer Greg Sorensen on October 3, 2022.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 35455 is requested on October 18, 2022, to minimize impacts to airport operations and the customer travel experience during the upcoming holiday travel season at the Airport.
FISCAL IMPACT
The requested action increases the contract authority with Convergint by $1,416,206 for a revised contract amount not to exceed $3,144,013. An appropriation increase of $458,000 is requested in the Airport Fund Group in the Airport Department, offset by Airport operating revenue for Fiscal Year 2023 cost increases. Future fiscal year’s appropriation for cost increases will be requested through the annual budget process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. It is anticipated that the contract will continue to have a positive impact on the local job market by preserving one full-time technician.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CYNTHIA GUIDRY
DIRECTOR, LONG BEACH AIRPORT
APPROVED:
THOMAS B. MODICA
CITY MANAGER