SR-04-30-2013-3ACity Council Meeting: April 30, 2013
Agenda Item: 3--A
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Contract Modification for Operating the Landing Fee Program at Santa
Monica Municipal Airport
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to contract No. 9384 (CCS) in the amount of $58,344 with
Vector -US Inc., a Virginia -based company, to provide image capture of aircraft
operations, data management and reports, billing, and payment collections for the
Santa Monica Municipal Airport (Airport) landing fee program. This will result in a four -
year amended agreement with a new total amount not to exceed $458,344, with future
year funding contingent on Council budget approval.
Executive Summary
In June 2011, Council approved Vector -US, Inc. to operate the Airport's landing fee
program for an amount not to exceed $400,000. Staff recommends a first modification
to Contract No. 9384 (CCS) in the amount of $58,344, for a total not -to- exceed amount
of $458,344, with Vector -US, Inc. for the purchase of two additional digital cameras to
expand the existing system to capture aircraft operations performed during certain
patterned flying activities when an aircraft lands and then immediately takes off again
without leaving the runway environment, such as touch- and -go and stop- and -go
operations. The cost for the two additional digital cameras is $41,696, with an
additional cost of $16,648 per year (or $8,324 per camera per year) for costs associated
with operations, data processing, and maintenance of the new equipment through June
30, 2015.
Background
On June 14, 2011 Council approved the selection of Vector -US, Inc. to operate the
landing fee program at the Airport. Vector -US, Inc. provides for the digital image
capture of aircraft operations, verification, billing, customer service, payment collection,
and reporting of the landing fee program.
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Discussion
Vector's Aircraft Tracking /Capture /ID system has been successfully used at the Airport
since July 1, 2011. This system uses three overlapping, integrated technologies to
capture aircraft 24 hours a day, 7 days a week. The system includes: solar - powered air
traffic Imaging Systems (cameras); SCOUT Transponder Receiver (a second layer to
identify aircraft in the air); and flight plan data (FAA radar data). Vector's services
include all necessary equipment including the maintenance of the on -site camera
system, servers, and transponders.
The implementation of the proposed updated landing fee program that will be presented
to Council on April 30, 2013 for adoption would require an upgrade to the current
camera system. This contract modification adds two additional cameras to the existing
four camera system to record aircraft on the runway. The additional cameras would be
positioned on top of the Airport Administration Building and integrated into a system that
would, through comparative analysis, identify when aircraft land and immediately take
off without leaving the runway environment, which would include touch - and -go and
stop- and -go operations.
Contractor Selection
On March 24, 2011, the City issued a Request for Proposal (RFP) for operating the
Airport's landing fee program and advertised it nationwide. Four potential service
providers responded. After reviewing the proposal, staff from Airport, Finance and City
Attorney's Office identified Vector -US, Inc. as the best bidder. Vector -US, Inc. was the
only service provider that met all the City's criteria for aircraft tracking, verification,
billing, customer service, collection, and reporting. One other submittal met the criteria
of the RFP, but the price was significantly higher than Vector -US, Inc. The other two
submittals did not meet all the requirements of the RFP.
Financial Impacts & Budget Actions
The contract modification to be awarded to Vector -US, Inc. is $58,344, for an amended
contract total not to exceed $458,344. Funds have been included in proposed FY 2013-
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15 budget in division 33431; the contract will be charged to account 33431.555060.
Future funding is contingent upon Council approval and budget adoption.
Prepared by: Bob Trimborn, Airport Services Manager
roved: Forwarded to Council:
Cl
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Rod Gould
City Manager
Reference Contract No.
9384 (CCS)