Y a 1 MT 1 BY esil fdl Los Angeles World Airports REPORT TO THE BOARD OF AIRPORT COMMISSIONERS Meeting Date: Approved by.' Aura Moore, Chief Informatioñ Officer / Reviewed by:. - 7n7 gistu, Chief Operating Officer I I) f' I City AttQCn y! 01 Deborah Flint - Chief Executive Officer CAO Review: 8/18/2016 Ill X Completed Pending N/A Reviewed for Date Approval Status 1 Capital Budget :8/3/2016 Y N NA Operating Budget 8/3/2016 NYE! N NA CEQA 8/1/2016 i xy N Procurement 8/1/2016 Y ON rand! NE I RW NM Guest Experience 7/28/2016 1 EN SUBJECT: Contract Award to Direct A/V Award a one -year contract with two (2) one -year renewal options to be exercised by the Chief Executive Officer, to Direct A/V to provide maintenance and repair services for the Public Address and other related systems at Los Angeles International and Van Nuys Airports for total amount not to exceed $3,696,772 RECOMMENDATIONS: Management RECOMMENDS that the Board of Airport Commissioners: 1. ADOPT the Staff Report. 2. DETERMINE that this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Article II, Section 2.f of the Los Angeles City CEQA Guidelines. 3. FIND that the work can be performed more economically or feasibly by an independent contractor than by City employees. 4. APPROVE the award of a one -year contract with two (2) one -year renewal options to be exercised by the Chief Executive Officer, to Direct AN for maintenance and repair services for the Public Address and other related systems at Los Angeles International and Van Nuys Airports for an amount not to exceed $3,696,772. Page 1 LAX -VNY Public Address System Maintenance - A ward. docx
5. AUTHORIZE the Chief Executive Officer to execute the contract and renewal options after approval as to form by the City Attorney. DISCUSSION: 1. Purpose To establish a contract for maintenance and repair services for the Public Address and other related systems at Los Angeles International and Van Nuys Airports. 2. Prior Related Actions August 20, 2013 - Resolution No. 25209 (DA -4840) The Board of Airport Commissioners approved a three -year contract with Direct A/V for Public Address system maintenance and repair at Los Angeles World Airports for a total contract amount of $2,322,405. Contract No. DA -4840 expires on August 31, 2016. September 18, 2014 - Resolution No. 25523 (DA- 4840A) The Board approved the First Amendment to Contract No. DA -4840 to amend the payment terms and to increase the contract authority to a total value of $2,822,405. 3. Current Action At Los Angeles International Airport (LAX), the Public Address systems are widely used for voice announcements and visual messaging in the terminals and at the curbsides in the Central Terminal Area. This is a key airport system that operates 24 hours a day, seven days a week, 365 days a year to enhance the guest experience and augment public safety and security efforts. LAX has the following systems that will be covered under this contract: Terminal Paging System for live and recorded audio announcements in the terminals. White Zone Public Address System for live and recorded announcements at the curbsides. Emergency Visual Announcement System that allows emergency visual messages to be sent remotely from the Airport Response Coordination Center (ARCC) to the terminals' security screening checkpoints Emergency Audio Announcement System that allows emergency audio messages to be sent remotely from the ARCC to the terminals and at the curbsides. Intercom systems for voice communications to gain access to various LAX facilities and guard posts. At Van Nuys Airport, the Public Address System is used for voice announcements at the FlyAway Bus Terminal. The scope of work includes, but is not limited to: preventive maintenance and as- needed repairs of all equipment and parts, systems configuration and programming, equipment relocations and replacements, retrieval and salvage of old equipment after replacement, and firmware and software updates. Page 2 LAX-', i,v rabr;ç,4-;rires< SÿsjG;r! h4a!nïenance - ard doc/
The costs under this contract are as follows: Descri tion LAX Public Address System - Monthly maintenance for Terminals 1, 2, 3, 4 (Connector), 5, 6, and TBIT /Bradle West '.. -:. r -.:._. se:, a 3rr.y>....s Cost -3 Years $ 2,131,236 White Zone Paging System - Monthly maintenance Intercom System - Monthly maintenance for LAX $ 186,120 Pistol Range, LAX Telecommunication Center, $ 352,368 and Guard Posts 1, 2, 3, 4, 5, 8, 21, and 23 Emergency Announcement System - Monthly $ 467,640 maintenance for Securit Screenin Areas VNY FlyAway Bus Terminal Public Address S stem - Monthl maintenance $ 139,716 Utilit and /or Power Shutdown On -Site Support $ 66,096 IED O -C -II F $ 17,496 t R- z]it:raáiflilut As- needed Re airs & Services $ 336,100 Procurement Process On June 14, 2016, LAWA posted, on Los Angeles Business Assistance Virtual Network (LABAVN), Request for Bid (RFB) No. 116-045 for maintenance and repair services for the Public Address and other related systems at Los Angeles International and Van Nuys Airports. As the Public Address System must be maintained by a company licensed as a Certified Integrator (CI) by the system's manufacturer, Innovative Electronics Design (IED), LAWA staff requested from IED a list of Cls in the United States and Canada. Bidders were required to submit unit costs and percentage mark -up on itemized worksheets along with supporting documentation to verify pricing. Responses were evaluated based on the completeness of their bid. On July 14, 2016, the single bid submitted by Direct A/V was determined responsive and responsible. Early Payment Local Business Evaluation Bid Vendor Bid Discount Enterprise (8 %) Amount Direct AN $3,360,672.00 ($67,213.44) ($268853.76, ) $3,024,604.80 According to LABAVN records, 41 individual companies downloaded the RFB from LABAVN. There are two IED certified service providers located in the Los Angeles area, one in the San Diego area, and two in the San Francisco /Oakland Bay Area. There are another 62 certified service providers throughout the remaining United States, and another 11 in Canada. While IED does not assign providers to a specific area to provide service, Direct AV was the only respondent. Page 3 I AX-VNY Pgbhr, fiddress Sÿsrern Maintenance - :;ward doe,:
Due to only receiving one bid for these services, IMTG will conduct a more comprehensive outreach to authorized IED vendors. IMTG is planning on advertising another solicitation within the year in order to receive a larger pool of bidders. When the new bids come in, IMTG can assess whether or not to award a new contract or renew the existing contract. Action Requested Staff requests that the Board authorize the Chief Executive Officer to award a one -year contract with two (2) one -year renewal options to be exercised by the Chief Executive Officer, to Direct A/V for the Public Address and other related systems at Los Angeles International and Van Nuys Airports, for an amount not to exceed $3,696,772. Fiscal Impact The contract costs will be recovered through landing fees, as well as terminal and building rates and charges, and through non -aeronautical revenues. 4. Alternatives Considered Take No Action Without this contract, the Public Address Systems will not be properly maintained. Since the systems provide a primary means of communication with the traveling public and staff in the field, inoperable or poorly- maintained systems may adversely impact the guest experience, safety, and security. APPROPRIATIONS: Funding for the first year of this contract is available in the Fiscal Year 2016-17 Los Angeles World Airports Operating Budget in LAX Cost Center 1170003 - IT Infrastructure Division, Commitment Item 520 - Contractual Services. Funding for subsequent years will be requested as part of the annual budget process. STANDARD PROVISIONS: 1. This action, as a continuing administrative activity, is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Article II, Section 2.f of the Los Angeles City CEQA Guidelines. 2. This agreement will be approved as to form by the City Attorney. 3. Actions taken on this item by the Board of Airport Commissioners will become final pursuant to the provisions of Los Angeles City Charter Section 245. 4. Direct A/V will comply with the provisions of the Living Wage /Service Contractor Worker Retention Ordinances. 5. Procurement Services has reviewed this action (File No. 10041011) and established 10% Small Business Enterprise (SBE) goal for the project. Direct A/V committed to 100% SBE participation, as it is a certified SBE firm. Page 4 LAX -VNY Puh_ bc Addre.5 3/sterr. ma1t,,- enanc:e -. \:Hafa.clou;<
6. Direct A/V will comply with the provisions of the Affirmative Action Program. 7. Direct A/V has been assigned Business Tax Registration Certificate number 0000943863-0001 -6. 8. Direct NV will comply with the provisions of the Child Support Obligations Ordinance. 9. Direct NV will have approved insurance documents, in the terms and amounts required, on file with Los Angeles World Airports prior to issuance of a Notice to Proceed. 10. Pursuant to Charter Section 1022, staff determined the work specified on the proposed contract can be performed more feasibly or economically by an Independent Contractor than by City employees. 11. Direct A/V has submitted the Contractor Responsibility Program Questionnaire and Pledge of Compliance and will comply with the provisions of the Contractor Responsibility Program. 12. Direct A/V has been determined by Public Works, Office of Contract Compliance to be in full compliance with the provisions of the Equal Benefits Ordinance. 13. This action is not subject to the provisions of the First Source Hiring Program for all non - trade Airport jobs. 14. Direct A/V has submitted the Bidder Contributions CEC Form 55 and will comply with its provisions., Pa (le 5 L.AX-VN P;hir. dc(ress System lla,rtenán: ::,=1 i-:-; Ií d Cinr;:<