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1 Los Angeles -World Air "-,r"," '-'-' June 6, 2014 LAX la/ontario Van Nuys City of Los Angeles Eric Gareelti Mayor Board of Airport Commissioners Sean 0 ilurton President Valeria C, Velasco Vico President Gabriel L. Fsl,aghian JacKie Goldberg Beatrice C. Hsu MattlH'w M. Jol1n5011 Dr. Cynth ia A. Ielto s Gina Nlarie Lindsey Executive Director The Honorable City Council of the City of Los Angeles City Hall- Room 395 Los Angeles, CA Reference: CF S1 This is to hereby transmit for your information the Mayor approved City Administrative Officer's report relative to a proposed contract with Birdi and Associates, Inc. for Computer Aided Dispatch System maintenance and repair services at Los Angeles International Airport, LA/Ontario International Airport and Van Nuys Airport. Sincerely, {j&tttir~ 3~q-/ Christine D. Iseri Government Affairs Representative Los Angeles World Airports Attachments

2 TO Gina Marie Lindsey, Executive Director Department of Airports FROM The Mayor TRANSMITTAL DATE. JUN COUNCIL FILE-NO. COUNCIL DISTRICT 6, 11, City of Ontario Approval to Award a Contract to Birdi & Associates, Inc. to Provide Computer Aided Dispatch System Maintenance, Repair and Upgrade Services at Los Angeles International, LAfOntario International and Van Nuys Airports Transmitted for further processing, including Council consideration. See the City Administrative Officer report, attached. ( MAS:AVM: t V/ I CAO 649-d I (Ana Guerrero)

3 9REPORT FROM OFFICE OF THE CITY ADMINISTRATIVE OFFICER Date: May 28, 2014 To: The Mayor From: MiguelA. Santana,CityAdministrativeOfficeo/ C~ Council File No. Council District 6, 11, City of Ontario Reference: Communication from the Department of Airports dated April 23, 2014; referred by the Mayor for report on April 25, 2014 Subject: APPROV AL TO AWARD A CONTRACT TO BIRDI & ASSOCIATES, INC. TO PROVIDE COMPUTER AIDED DISPATCH SYSTEM MAINTENANCE, REPAIR AND UPGRADE SERVICES AT LOS ANGELES INTERNATIONAL, LA/ONTARIO INTERNATIONAL AND VAN NUYS AIRPORTS SUMMARY The Executive Director of the Department of Airports (Department) requests approval to award a sole-source contract (Contract) to Birdi & Associates, Inc.(Birdi). Approval of the proposed Contract will provide maintenance, repair, upgrade and improvement services to a Computer Aided Dispatch (CAD) System at the City's airports. Department staff reports the Airport Police Division at Los Angeles International Airport (LAX), LA/Ontario International Airport (LAfONT) and Van Nuys Airport (VNY) utilize the CAD System for facilitating incident response and communicating with officers in the field. The proposed Contract term is for one year with two, one-year renewal options, for a total of three.years, and is for an amount not-to-exceed $6,180,739 for the three-year term. The Board of Airport Commissioners (BOAC) approved the proposed Contract during a meeting on April 21, The above-referenced aspects of the Contract, and this report, incorporate revised information received from the Department subsequent to the 'initial request submittal. Pursuant to Charter Section 373 and Los Angeles Administrative Code Section 10.5(b)2, Council approval of the Proposed Contract is required because the cumulative contract term will exceed three years. Background Over 20 years ago, an entity called Data911, the manufacturer and supplier of the software product which runs the CAD System, was the only bidder in a competitive process and was selected by the Department to provide CAD maintenance and repairs services. However by 2010, Data911 no longer was providing such technical support because the company transitioned to providing technical resolution and support on special issues related to CAD System hardware and

4 2 software. Department staff reports that Oata911 therefore authorized Birdi, a local systems integrator, to provide the following on-site support: 1) local technical staff and expertise for the maintenance and repair of the Oata911 CAD System and 2) the development and maintenance of interfaces with related external systems. When the Department released a Request for Proposals (RFP) for CAD maintenance and repair services, Birdi responded and its package was the only proposal found to be responsive to the qualifications. Department staff determined that Birdi demonstrated its ability to provide the deliverables requested in the RFP and Birdi was awarded an original three-year agreement by the BOAC during its June 7,2010 meeting. In May 2013 the BOAC approved a first amendment to Birdi Contract No. OA-4470 which extended the agreement term by a fourth year, to June 20, 2014, and provided a four-year total cost not-to-exceed $4,480,000. Birdi maintains and repairs the physical equipment, software and firmware for desktop computers (workstations), Mobile Data Computers (MOC) which are mounted inside of police vehicles and all associated system hardware components for this proprietary CAD System. Department staff reports the actual, total cost to date for Contract No. DA-4470 is $3,435,301. The Airport Police Division uses the CAD System, its workstations and MDCs, to communicate with officers in the field and to facilitate incident responses. The CAD workstations are distributed for use as follows: 50 at LAX, 20 LAfONT and two at VNY. Similarly, the MDCs are distributed for use as follows: 107 at LAX, 22 at LAfONT and five at VNY. According to staff, the CAD System functions include: 1) receiving calls; 2) dispatching.and managing patrol unit status and location identification; and 3) tracking resources. Also, CAD subsystems include a Records Management System which provides a CAD report-writing component and an Automated License Plate Recognition' system. Additionally, CAD includes a MDC sub-system which 1) facilitates communication between dispatchers and field officers, and 2) allows access to information such as court cases, traffic citations and field investigation data. Proposed Award for a Contract with Birdi & Associates, Inc. The Contract was proposed after staff confirmed that Birdi remains the only Oata911 support service provider for the Department. Based upon the sole source nature of a contractor, the Department is requesting an exemption from Charter Section 371 competitive bidding process" through the provision of Charier Section 371(e)(1 0), "Competitive Bidding; Competitive Sealed Proposals, Exemptions." Specifically, an exemption may be sought when the contracting authority finds use of competitive bidding for the requested work is undesirable, impractical or impossible. Approval of the proposed Contract will provide CAD System maintenance, repair, upgrade and improvement services at LAX, LNONT and VNY for a one year term beginning June 21, 2014, and for two, one-year renewal options at the discretion of the Executive Director. The agreed scope of services for the proposed Contract will provide 24/7 support at the three City airports. Furthermore, a price reduction of $72,875 was negotiated and the three-year Contract cost is for an amount not-to-exceed $6,180,739. Through the proposed Contract with Birdi, the services which are covered will include, however are not limited to, the following scope descriptions:

5 3 Description, Information LAX,VNY LAfONT Totals Year One, Base Services - $921,258 $441,133 $1,362,391 Operations and Maintenance support Technology refresh to replace $1,182,000 end of-life equipment Criminal Justice Department $400,000 mandated updates to system As-needed additional work $420,000 (moves, adds, changes, repairs) Costs over three-year term $2,002,000 First one-year renewal option $959,581 $441,133 $1,400,714 Second one-year renewal option $974,501 $441,133 $1,415,634 Total, not-to-exceed amount $6,180,739 Department staff notes: The cost to support core systems (servers, software) is similar at LAX and LAIONT even though LAX has more end devices (mobile computers, client workstations) than LAlONT The cost to provide 24/7 support at LA/ONTis slightly greater than at LAX due to the age and configuration of equipment at LA/ONT Within three years, the Department anticipates having more options for on-going Airport Police Dispatch CAD system operations and maintenance support by moving away from a proprietary system I replacing the current system, either with another specialized system, an updated Data911 system, or revising the Data911 system with additional functionality The proposed Contract includes a provision that provides authority to the Executive Director to suspend or terminate contractor services, with or without cause, upon giving Birdi 30 days written, advance notice -Alte rnative to the Proposed New Contract Three different actions were considered, according to Department staff, as alternatives to.not awarding and implementing the proposed new Contract; however, each was deemed unacceptable by staff. One alternative was to use Department staff to provide the CAD repair and maintenance services. This option is not viable as currently there is not sufficient staff who have the expertise or technical knowledge to provide full, daily services and an increase in staffing levels, training and equipment would be needed to have Department employees perform the services required.

6 4 Another alternative was for the Department to allow the existing agreement to expire and not enter into another contract. This action could expose CAD to possible improper operations due to lack of maintenance and repair of the Airport Police communication system between dispatchers and field officers. A third alternative considered processing a Request for Proposals (RFP) to seek contractors able to service CAD. However, Department staff reports that during the previous two decades, Birdi has been the only RFP respondent. Consequently staff noted that to conduct a new RFP is unlikely to yield additional potential contractors. City Contract Compliance The proposed Contract must be approved by the City Attorney as to form. Birdi has an assigned Business Tax Registration Certificate number and has approved insurance documents on file with the Department in the terms and amounts requested. In addition, the Department of Public Works, Office of Contract Compliance has determined that Birdi is in compliance with the provisions of the Equal Benefits Ordinance. Also, pursuant to the provisions of Charter Section 1022, staff has determined that the work specified in the proposed Contract can be performed more feasibly or economically by an independent contractor than City employees. Birdi has submitted the Contractor Responsibility Program Questionnaire and Pledge of Compliance as well as the Bidder Contributions City Ethics Commission (CEC) Form 55 and has agreed to comply with provisions of the Contractor Responsibility Program and the CEC Form 55. Also, Birdi has agreed to comply with the provisions of the following City contract standard documents: Affirmative Action Program, Child Support Obligations Ordinance, Living Wage Ordinance and First Source Hiring Program for all non-trade LAX Airport jobs. The Department's Procurement Service Division staff reviewed this action (File No ). According to staff, because no subcontracting opportunities were identified, no mandatory Small Business Enterprise (SBE) goal has been established for this project. However, Birdi is a certified SBE firm and therefore will receive credit for 100 percent participation. As a continuing administrative activity, this action is exempt from the requirements of tbe California Environmental Quality Act (CEQA) pursuant to Article II, Section 2 (f) of the Los Angeles City CEQA Guidelines. Actions taken on this item by the BOAC will become final pursuant to Charter Section 373, "Long Term Contr:acts Approved by Council," and Administrative Code 10.5, "Limitation and Power to Make Contracts". City Council approval is required because approval of the proposed Contract will result in the term exceeding three years.

7 5 RECOMMENDATIONS That the Mayor: 1. Concur with the findings of the Department of Airports that the proposed Contract award with Birdi & Associates, Inc. (Birdi) is exempt from the competitive bidding process pursuant to City Charter Section 371 (e)(10); 2. Approve, subject to approval by the City Attorney as to form, an award of a proposed Contract with Birdi to provide maintenance, repair, upgrade and improvement services for Computer-Aided Dispatch (CAD) Systems at Los Angeles International Airport (LAX), LAlOntario International Airport (LAlONT) and Van Nuys Airport, for a one year term with two, one-year renewal options, for an amount not-to-exceed $6,180,739 for three years; and, 3. Return the request to the Board of Airport Commissioners for further processing, including Council consideration. FISCAL IMPACT 5T A TEMENT Approval of the proposed Contract between Birdi & Associates, Inc. and the Department of Airports will have no impact on the General Fund. Funding for the proposed Contract in the amount of $1,719,000 has been requested in the Los Angeles World Airports Operating Budget in LAX Cost Center Airport Systems, Commitment Item Contractual Services and in the ONT Cost Center ONT IT Ops Info Tech Svcs, Commitment Item Contractual Services. Funding for subsequent years will be requested during the annual budget process. This project complies with the Department of Airports. adopted Financial Policies. TIME LIMIT FOR COUNCIL ACTION Pursuant to Charter Section 373, "Long Term Contracts Approved by Council", and the Los Angeles Administrative code Section 10.5, "Limitation and Power to Make Contracts", unless the Council takes action disapproving a contract that is longer than three years within 60 days after submission to Council, the contract shall be deemed approved. MAS:AVM:

Los Angeles World Airports

Los Angeles World Airports .00 10 01 Los Angeles 00.0 1 World Airports July 31, 2014 LAX LA/Ontario Van Nuys City of Los Angeles Eric Garnett Mayor Board of Airport Commissioners Sean 0. Burton President Valeria C. Velasco Vice