SR 10-25-2016 3G
Ci ty Council
Report
City Council Meeting : October 25, 2016
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Airport
Subject: Approval of Professional Services Agreement for Santa Monica Airport
Security Enhancement Project
Recommended Action
Staff recommends that the City Council:
1. Award RFP Airport Security Enhancement Project to Birdi & Associates, Inc., a
California -based corporation, to provide consulting services in connection with
designing a security system to upgrade what is currently being u sed by the Santa
Monica Airport;
2. Auth orize the City Manager to negotiate and execute an agreement with Birdi &
Associates, Inc., in an amount not to exceed $163,350 for one year, with one
additional one -year renewal option of $47,850 , for a total amount not to exceed
$211,200 (including a 10% contingency), with future year funding conting ent on
Council budget approval; and
3. Authorize budget changes as outlined in the Fin ancial Impacts & Budget Actions
section of the report.
Executive Summary
Although the City Council voted to close the San ta Monica Airport by June 2018 or as
soon as legally feasible , the City will continue to operate the Airport in a safe and secure
manner so long as it remains open . The Santa Monica Airport currently has an Access
Control System that controls and monitors all vehicle gate access on to the airfield as
well as 24/7 patrol provided by Santa Monica Police Department Public Service
Officers. In response to Council’s direction to evaluate the Airport’s current security
system and develop enhancements where necess ary, the Santa Monica Airport is
seeking consulting services to design and upgrade the Santa Monica Airport’s security
system.
In March 2016, the City published a request for qualifications to provide consulting
services in designing and upgrading the San ta Monica Airport’s security system. Four
firms were shortlisted and interviewed . In July 2016, the City solicited requests for
proposals from two of the four shortlisted firms . S taff recommends Birdi & Associates,
Inc. as the best firm to provide these se rvices in an amount not to exceed $211,200
(including a 10% contingency).
Background
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On October 27, 2015, Council directed staff to explore expanding security measures
including passenger and pilot screening, and screening of others working on aircraft at
the Airport.
Although the City Council has voted to close the Airport by June 2018 or as soon as
legally feasible, the City remains committed to ensuring the safety and security of its
Airport is maintained . Staff direction was given at the August 23 , 2016 (Attachment A)
meeting where Council ’s direct ion was to enhance Airport security.
The current security system at the Santa Monica Airport is called Brivo Access Control
System. Brivo Access Control System is a hosted system that provides security gate
access control monitoring and also provides a ba dging and credential system for
tenants who are granted airfield access. The Airport’s perimeter is also secured by a
perimeter fence and it is patrolled by the Santa Monica Police Department Public
Serv ice Officers 24/7. Although no significant security issues have occurred , it is
important to constantly evaluate and keep improving the established security system.
Discussion
As exemplified by the Council’s commitment to outstanding police and fire serv ices,
public safety is the most important priority of the City. Regardless of location,
maintaining a safe and secure environment, including the airport, is paramount.
Although there have been no significant problems at the Airport do date , it is imperat ive
to constantly evaluate current practices and make continuous improvements, as
necessary. Therefore , acquiring the services of a consultant to evaluate and enhance
the airport’s security to ensure that it meets Federal, State , and local regulations and
provide s an improved level of security and safety for the people that utilize the airport
facilities is essential.
T he current security system has been in place for many years , therefore , the consultant
will be tasked with designing a system that will address , at a minimum , any gaps of the
airport’s vehicle and pedestrian access points; the airport ’s perimeter fence; and access
points from buildings that are alongside the airport’s restricted area of the airport.
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Additionally , the consultant would study avenues to ensure the security of passengers
and screening of pilots and other s working in restricted area s of the airport.
Consultant Selection
On March 29, 2016, the City issued a Request for Qualifications (RFQ #32916 ) for
Airport Security Enhancement s for the Santa Monica Airport. The RFQ was posted on
the City’s on -line bidding site, and notices were advertised in the Santa Monica Daily
Press in accordance with City Charter and Municipal Code provisions. 74 vendors
downloaded the RFQ. The following eight (8) firms responded:
Birdi & Associates, Inc.
BSecure Corporation
Convergint Technologies
Elert & Associates
Reem Aviation Security Consultants, LLC
Safeguard on Demand LLC
Siemens
Triad Consulting System Design Group
Responses to the RFQ were reviewed by a selection panel of staff from Public Works,
the Santa Monica Police Department, Information Systems, and the City Manager’s
Office . Evaluation was based on the following criteria: knowledge and prior experience
with Airport Security, re ferences and experience of key personnel based on resumes
showing technical knowledge and relevant experience, evaluation of firm’s previous
projects of comparable level of complexity and nature, training and proven expertise in
the area of work required, firms prop o sed work plan, and knowledge of Federal Aviation
Administrat i on and Homeland Security Airport Security Regulations and best practices
particularly as it relates to small reliever airports in highly urbanized settings. This
evaluation allowed sta ff to short list four firms who were then invited to interview and
present their airport security work plans. Staff then shortlisted two pre -qualified firms:
Birdi & Associates, Inc. and Triad Consulting System Design Group. On July 18, 2016,
the City is sued a Request for Proposals (RFP) for Airport Security Enhancements for
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the Santa Monica Airport to the two shortlisted firms . Both firms submitted proposals.
Responses to the RFP were evaluated on : experience and technical competence; ability
to meet wor k plan and timelines; ability and past experience in assembling a highly
qualified team; description of previous project experiences to show how quality control
was achieved for former clients; cost of services; cost control; performance within
budget allo cations; and breadth of service by demonstrating the ability to provide
innovative solutions, recommendations, and improvements . Birdie & Associated, Inc.
demonstrates a clear understanding of the scope of services, has many years of
experience in Airport security systems (including Ontario International Airport, Van Nuys
Airport, Los Angeles International Airport, and San Diego International Airport) and has
a highly qualified project team. Based on these criteria and criteria in SMMC 2.24.073,
Birdi & As sociated, Inc. is recommended as the best qualified firm . Additionally, staff
contacted references and all reported Birdi & Associates, Inc. work was completed in a
timely and cost -efficient manner.
Project t imeline
Staff anticipates that the design phas e of the project will occur during FY2016 -17 and
the construction phase during FY2017 -18 . Staff will return to Council for approval of the
construction contract and a phasing schedule of the enhancements at a future date.
Financial Impacts and Budget Act ions
The agreement to be awarded to Birdi & Association, Inc. is for an amount not to
exceed $211,200. The Airport Security Project w ould cost $163,350 in FY2016 -17 .
Funds in the amount of $125,000 are available in the FY 2016 -17 Capital Improvement
Budge t. Implementation of the program requires an FY 2016 -17 appropriation of
$38,350 to account C334035.589000. The agreement will be charged to account
C334035.589000. Future year funding is contingent on Council budget approval.
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Prepared By: Kate Schlesinge r, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. August 23, 2016 Staff Report
Reference:
Agreement No. 10373
(CCS)