Los Angeles World Airports

June 10,2013

The Honorable City Council of the City ofLosAngeles City Hall - Room 39.5 los Angeles, CA 90012 Van Los l\rrlnni0

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Reference: CF 13-0592 This is to hereby transmit for your information the Mayor approved City Administrative Officer's report covering the First Amendment to Contract with Birdi Associates, Inc. for Computer Aided Dispatch System maintenance and repair services at Los Angeles and lA/Ontario International Airports. Sincerely,

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Christine Iseri, Government Affairs Representative Government Affairs Division los AngelesWorld Airports

CI:ci Attachments

0150-09973-0000 TRANSMITTAL TO

DATE

Gina Marie Lindsey, Executive Director Department of Airports

'JUN

COUNCIL FILE NO.

I) 7

2013 COUNCIL DISTRICT

FROM

The Mayor

11 , and City of Ontario

Proposed First Amendment to Contract No. DA-4470 with Birdi and Associates, lnc., to Extend the Term and Increase the Contract Budget to Provide CAD System Maintenance and Repair Services at Los Angeles International and LA/Ontario International Airports

Transmitted for further processing, including Council consideration. See the City Administrative Officer report, attached.

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MAYOR MAS:AVM:10130151t CAO 649·d

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REPORT

FROM

OFFICE OF THE CITY ADMINISTRATIVE

OFFICER

Date:

June 3, 2013

To:

The Mayor

From:

Miguel A. Santana, City Administrative OffiC~

Reference:

Communication from the Department of Airports dated April 8, 2013; referred by the Mayor for report on April 10, 2013

Subject:

PROPOSED FIRST AMENDMENT TO CONTRACT NO. DA-4470 WITH BIRDI AND ASSOCIATES, INC. TO EXTEND THE TERM AND INCREASE THE CONTRACT BUDGET TO PROVIDE CAD SYSTEM MAINTENANCE AND REPAIR SERVICES AT LOS ANGELES INTERNATIONAL AND LA/ONTARIO INTERNATIONAL AIRPORTS

CAO File No. 0150-09973-0000 Council File No. Council District: 11, City of Ontario

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SUMMARY The Executive Director of the Department of Airports (Department) requests approval of a first amendment (Amendment) to Contract No. DA-4470 (Contract) with Birdi and Associates, Inc. (Birdi). Through an existing contract, since 2010, the contractor has provided maintenance and repair services for Computer-Aided Dispatch (CAD) Systems at Los Angeles International (LAX) and LAfOntario International (LAfONT) Airports. Approval of the proposed Amendment will extend the Contract term for one additional year, thereby setting a new Contract expiration date of June 20, 2014, and increase the budget authority by $1,120,000, for a total Contract amount not-toexceed $4,480,000. The Board of Airport Commissioners

(BOAC) approved the proposed Amendment during a meeting on May 7, 2013. The above-referenced aspects of the Amendment, 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 Second Amendment is required because the cumulative contract term will exceed three years. Background

In 2010, Birdi submitted a response to a Request for Proposals (RFP) for CAD Maintenance and Repair Services. Its package was the only proposal found to be responsive to the qualifications and was determined to have demonstrated its ability to provide the deliverables requested in the RFP, according to Department staff. The BOAC awarded the original three-year Contract, for a total not-to-exceed $3,360,000, to Birdi during a meeting on June 7, 2010. Staff reports the CAD

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System is a proprietary system; Birdi maintains and repairs the physical equipment, software and firmware for desktop computers (workstations), Mobile Data Computers (MDC) which are mounted inside of police vehicles and all associated system hardware components. The Department currently has over 50 CAD workstations at LAX, over 20 CAD workstations at LAfONT, 107 MDCs at LAX and 22 MDCs at LAlONT. At both LAX and LAfONT, the Airport Police Division uses the CAD System, its workstations and MDCs, to communicate with officers in the field and to facilitate incident responses. 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. Some of the CAD sub-systems used to implement its functions includes an Automated License Plate Recognition system and a Records Management System. Also, a MDC sub-system 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 First Amendment to Contract DA-4470 with Birdi Department staff in Information Management and Technology Group (IMTG) explains that because of the proprietary nature of the CAD system, it is in the Airports' best interest to request continuation of Contract No. DA-4470 services through the proposed First Amendment. Approval of the proposed Amendment will extend the Contract term for one year and increase the budget authority by $1,120,000. The CAD System maintenance and repair services provided by Birdi will continue at LAX and LAfONT until June 20, 2014, a revised expiration date, with an amended total Contract budget amount not-to-exceed $4,480,000. The services will continue in the interim while IMTG staff proceeds to develop and issue a RFP. It may be at least six to nine months to release a RFP, award and then execute a subsequent contract for CAD maintenance and repair services, according to Department staff. The original Contract established an estimated annual budget of $1,120,000 for each of three years. Staff reports the actual, annual expenditures for Contract DA-4470 have been less than the not-to-exceed amount of $3,360,000. To date, the actual expenditures total $2,723,882; annually the amounts are: $971,845, fiscal year 2010-11; $973,536, fiscal year 2011-12; and, $778,501 fiscal year 2012-13, to date. Alternative

to the Proposed Amendment

Department staff explains that without a term extension and additional funding, the Contract will expire June 20, 2013. Staff reviewed alternatives to proposing an Amendment and concluded: •

IMTG does not have additional resources (personnel and funding) to provide Department staff, whose workload of new/existing projects is full, to perform the maintenance and repair services for the CAD System

•

There are not existing City or State of California contracts which the Department could join to receive the required services

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City Contract Compliance The proposed Amendment must be approved by the City Attorney as to form. Birdi has an assigned Business Tax Registration Certificate number, has approved insurance documents on file with the Department in the terms and amounts requested and has submitted the Contractor Responsibility Program Pledge of Compliance. 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 Amendment can be performed more feasibly or economically by an independent contractor than City employees. In accordance with the Contract, Birdi is required to comply with the standard City contract provisions of the Affirmative Action Program, Child Support Obligations Ordinance, Contractor Responsibility Program and Living Wage and/or Service contractor Worker Retention Ordinances. Furthermore, the contractor is required to comply with the provisions of the First Source Hiring Program for all non-trade LAX Airport jobs as well as submit the Bidder Contributions, City Ethics Commission Form 55 and comply with its provisions. Staff in the Department Procurement Service division reviewed this file with the original RFP and confirmed Birdi had conducted an extensive Good Faith outreach. At that time, an Other Business Enterprise (OBE), Hubb Systems dba DATA 911, was the only possible subcontractor because this entity has proprietary knowledge of the CAD System. According to Department staff, Hubb Systems dba DATA 911 developed and installed the CAD System and is used as a subcontractor for Contract No. DA-4470. However, since that entity is an OBE, Birdi committed to percent combined MinoritylVVomen Business Enterprise (W/MBE) level of participation for this project and has achieved 0 percent W/MBE participation to date.

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As a continuing administrative and personnel related activity, this action 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. Actions taken on this item by the BOAC will become final pursuant to Charter Section 373, "Long Term Contracts Approved by Council," and Administrative Code 10.5, "Limitation and Power to Make Contracts". City Council approval is required because approval of the proposed Amendment will result in the term exceeding three years for Contract DA-4470. RECOMMENDATIONS That the Mayor: 1.

Approve, subject to approval of the City Attorney as to form, a proposed First Amendment to Contract No. DA-4470 (Contract) with Birdi and Associates, Inc. (Birdi), to extend the Contract term for one additional year, establishing a new expiration date of June 20, 2014, and increase the budget authority by $1,120,000, providing a total Contract amount not-to-exceed $4,480,000, to continue providing maintenance and

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repair services for Computer-Aided Dispatch (CAD) Systems at Los Angeles International (LAX) and LA/Ontario International (ONT) Airports, and 2. Return the request to the Board of Airport Commissioners for further processing, including Council consideration. FISCAL IMPACT STATEMENT Approval of the proposed Amendment between Birdi and Associates, Inc. and the Department of Airports will have no impact on the General Fund. Funding for the proposed Amendment has been requested in the 2013-14 Los Angeles World Airports Operating Budget, in LAX Cost Center 1170072 - IT ARCC Management Division and also in the ONT Cost Center 130002 ONT IT Ops Info Tech Svcs, Commitment Item 520 - 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.

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