6/30/2017 Approval NY ElY D 1 RW 1 AE.011, Or?" 0.1014 Los Angeles World Airports REPORT TO THE BOARD OF AIRPORT COMMISSIONERS Approved by: (-F---01LA)------ Robert Falcon, Chief Airports Engineer 4/11.1" -09,-- Reviewed by: nth- uldry, D. Executive Director Meeting Date: CAO Review: (..---o-capvi's Or? Reviewed for i Date 1 City Attor E. 7/13/2017 Finance I 7/3/2017 1,--, gl 1 Completed Pending N/A Status! By N NA CEQA I 6/29/2017 I N v-1s G"\--,41' (A 71)7" frdeborah Flint - Chief ExecutivelOfficer Procurement 1 1 Y EN Guest Experience!'7/ilisk-i KY N Cond CRW inii41 SUBJECT: Award of Professional Services for an Airport Surface Management System Award a two-year contract with one one-year renewal option to E.K. Associates for delivery of an Airport Surface Management System at Los Angeles International Airport (LAX) for an amount not to exceed $3,500,000. 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. APPROVE the award of a two-year contract with one one-year renewal option to E.K. Associates for an Airport Surface Management System at Los Angeles International Airport for an amount not to exceed $3,500,000. 4. APPROPRIATE capital funds in the amount of $3,500,000. 5. AUTHORIZE the Chief Executive Office to execute the contract and renewal option with E.K. Associates upon approval as to form by the City Attorney. Page 1 Surface Management System Board Report.docx
DISCUSSION: 1. Purpose To establish a two-year contract with one one-year renewal option with E.K. Associates for an Airport Surface Management System at Los Angeles International Airport (LAX) to provide surface movement data for an orderly and efficient movement of aircraft on the ground, diagnose critical operational issues and optimize gate utilization. 2. Prior Related Actions None 3. Current Action Los Angeles World Airports (LAWA) needs a Surface Management System (SMS) to provide the essential airfield situational awareness and business intelligence needed to effectively predict, detect and respond to critical operational issues and to realize opportunities for operational improvement, such as increased taxiing efficiencies and optimized gate utilization. LAWA currently uses limited applications which only provide aircraft movement data for airbound flights within local airspace or while on the runway and present a time-delayed "snap shot." The Federal Aviation Administration (FAA) Air Traffic Control Tower (ATCT) and some of the airlines at LAX rely on existing ground surveillance radar data to depict surface movements (refer to yellow boundary in Exhibit 1 ). However, the current infrastructure only provides about 80% coverage, allowing for situational awareness gaps in certain areas, such as alleys between terminals and ramp areas (refer to red areas in Exhibit 1.) Exhibit 1: Comparison of Surface Movement Data Coverage LAX Airport Operations staff, FAA (including ATCT), airlines and consortiums, will utilize a LAWA-sponsored SMS graphical display to track in near-real time, surface movements of all aircraft and ground vehicles. Page 2 Sutface Management System Board Repo,t.docx
Through a phased-implementation, the E.K. Associates team, which includes Saab Sensis Corporation and SDI Presence, LLC, will deliver a web-based SMS to: Capture, store, playback and report on airport surface movement data Quickly identify and track aircraft or vehicle movements Alert and notify stakeholders of forecasted or existing congestion, delays and diversions Track runway, taxiway and taxilane usage Provide gate availability and use information The E.K. Associates team will provide configuration and customization of software, licenses, maintenance, data storage, retrieval and recovery and any other technical professional services necessary for a SMS. The E.K. Associates team will also be responsible for the installation, operation, maintenance and, if requested, removal of additional sensors to address existing surface movement radar gaps or blind spots. In 2015, the LAX Airline Airport Affairs Committee's Airside Technical Committee (AAAC- ATC), sent a letter and position paper supporting LAWA's procuring and administering a SMS. The letter stated in part, "Implementation of SMS will increase arrival performance and reduce surface congestion saving airlines a minimum of $2M annually." In 2016, AAAC-ATC established a Surface Management Concept of Operations subcommittee (CON OPS) to gain insight into ground movement operations at LAX, benchmark against other airports and share surface management tool suggestions (automated and non-automated methods). The group distributed questionnaires and conducted brainstorming sessions to best inform a LAWA-sponsored SMS effort. LAWA staff utilized CON OPS questionnaire responses and recommendations, in addition to industry best practices and input from LAX Airport Operations, LAWA Information Management and Technology Group and FAA ATCT staff, in developing the SMS Request for Proposals Scope of Work. In February 2017, as an effort to expedite the program, staff created a joint team including the FAA, Airlines and consortiums, to outline the goals and objectives of the LAWAsponsored SMS. Speaking generically at monthly meetings, the members discussed their experience with SMS and goals for LAX. With this proposed award, staff anticipates the firm E.K. Associates, will continue to utilize this forum to gather and disseminate information. Procurement Process On March 10, 2017 LAWA posted a Request for Proposals (RFP) for the Airport Surface Management System at Los Angeles International Airport on the City of Los Angeles website www.labavn.org. Staff held a Pre-Proposal Conference on March 21, 2017. On April 26, 2107, LAWA received proposals from three (3) firms as follows: E.K. Associates Harris Corporation PASSUR Aerospace, Inc. Page 3 Surface Management System Board Report. docx
Interviews were conducted on May 22, 2017 by a six member panel consisting of the following LAWA employees: Deputy Executive Director Chief Airports Engineer II Sr. Airports Engineer II Airport Manager II Sr. Civil Engineer Information Systems Manager I (non-voting member) All firms passed administrative requirements and proposals were scored as detailed below: Criteria Description Compliance with Administrative Requirements Technical Proposal Proposer's and key team members' experience in providing surface management system(s) at other major commercial airports (30 points) Proposer's approach to meeting the scope of work and service level agreement as described (25 points) Proposed implementation schedule/timeline (20 points) Innovative or unique system features which realistically improve situational awareness at LAX (10 points) Cost Proposal Grand Total Criteria Weight Pass/Fail 85 Points 15 Points 100 Points Following the review of the submitted proposals and at the conclusion of the interviews, the selection committee ranked the firms as follows: E.K. Associates PASSUR Aerospace, Inc. Harris Corporation E.K. Associates is a certified Local Business Enterprise, and has worked on other LAWA projects. The E.K. Associates team, which includes Saab Sensis Corporation and SDI Presence, LLC, showed a superior understanding of the project scope and has implemented similar SMS projects at Atlanta's Hartsfield-Jackson International (ATL), John F. Kennedy International (JFK), LaGuardia (LGA) and Phoenix Sky Harbor International (PHX) airports. Implementations at ATL, JFK and LGA included local ATCT solutions. The team also demonstrated innovation in their approach and an efficient project schedule. Under the requested two-year contract, E.K. Associates work will be conducted in a phased approach as outlined in their proposal. Project milestones include: Page 4 Surface Management System Board Report.docx
System configuration and initial training - September 2017 Ops, airlines and FAA using base system - October 2017 Sensor concept drawings and permitting - November 2017 through January 2018 Enhanced software and data interfaces - February 2018 Added infrastructure - March 2018 Ops, airlines, consortiums and FAA using enhanced system - April 2018 On-going support and maintenance - May 2018 through August 2019 If the one-year contract renewal option is approved and exercised, it is anticipated that the E.K. Associates team will continue to support the SMS by collecting and securely storing LAX surface movement data, offering 24-7 system support, operating and maintaining the infrastructure they installed, and providing business continuity and disaster recovery services, as needed. Action Requested Staff requests that the Board authorize the Chief Executive Officer to execute a two-year contract with one one-year renewal option to E.K. Associates for an Airport Surface Management System at Los Angeles International Airport in the negotiated amount not to exceed $3,500,000. Fiscal Impact Project costs will be capitalized and, when the project is put in service, those costs will be recovered through landing fees, terminal rates and charges, as well as through nonaeronautical revenues. 4. Alternatives Considered Take No Action Failing to deliver an Airport Surface Management System would prevent the display of a common operating picture to LAWA, FAA, airlines and consortiums. LAWA staff would be denied essential airfield situational awareness and surface movement data necessary to aid in the smooth, orderly and efficient movement of aircraft on the ground, diagnose critical operational issues and optimize gate utilization. Without the installation of additional hardware under this project, existing surface surveillance gaps will remain. APPROPRIATIONS: Staff requests that funds for this project be appropriated and allocated in the not-to-exceed amount of $3,500,000 from the LAX Revenue Funds to WBS Element 1.17.32-700 (Airport Surface Management Systems) as may be required. Page 5 Surface Management System Board Report. docx
STANDARD PROVISIONS: 1. This item, as a continuing administrative, maintenance and personnel-related 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 contract is subject to approval 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. E.K. Associates will comply with the provisions of the Living Wage Ordinance. 5. Procurement Services has reviewed this action (File No. 10042117), No mandatory SBE goals were set for this project, as no subcontracting opportunities were identified. However, Local Business Preference Program (LBPP) was applied. E.K. Associates is a certified LBE firm and received an 8% preference credit. As a certified Local Small Business Enterprise (LSBE) firm, E.K. Associates is credited with 100% Small Business Enterprise (SBE)/Local Business Enterprise (LBE) participation. 6. E.K. Associates will comply with the provisions of the Affirmative Action Program. 7. E.K. Associates has been assigned Business Tax Registration Certificate number 0002361858-0001-0. 8. E.K. Associates will comply with the provisions of the Child Support Obligations Ordinance. 9. E.K. Associates 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. E.K. Associates has submitted the Contractor Responsibility Program Questionnaire and Pledge of Compliance and will comply with the provisions of the Contractor Responsibility Program. 12. E.K. Associates has been determined by Public Works, Office of Contract Compliance to be in full compliance with the provisions of the Equal Benefits Ordinance. 13. E.K. Associates will comply with the provisions of the First Source Hiring Program for all non-trade Airport jobs. 14. E.K. Associates has submitted the Bidder Contributions CEC Form 55 and will comply with its provisions. Page 6 Surface Management System Board Report.docx