SR 09-26-2017 3J
City Council Report
City Council Meeting: September 26, 2017
Agenda Item: 3.J
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Airport
Subject: Approval of Second Modification to Agreement with Vector Airport Services
for Relocation of Landing Fee Equipment
Recommended Action
Staff recommends that the City Council:
1) Authorize the City Manager to negotiate and execute a second modification to
Professional Services Agreement No. 10071(CCS) with Vector Airport Systems,
a Virginia-based company, to include repositioning of on-site equipment to
provide for the photo capture of aircraft operations used to assess landing fees
at Santa Monica Airport (SMO), and installation of equipment to capture aircraft
over runs for an additional amount of $134,322 including two one-year options for
$5,000 in annual maintenance costs. This will result in a three-year amended
agreement with two one-year options to renew for an estimated total amount not
to exceed $1,240,484. The actual total contract amount will vary as Vector’s
commission is based on actual landing fee revenues collected. Renewals are at
the sole discretion of the City, with future year funding contingent on Council
budget approval.
2) Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
On February 2, 2017, the United States of America, through the Federal Aviation
Administration (FAA), and the City of Santa Monica entered into a consent decree that
among other things established the operational runway length at Santa Monica Airport
(SMO) to be 3,500 feet. On February 28, 2017, the City approved a Design and Build
Contract with AECOM/Aeroplex to reduce the runway from 5,000 feet to 3,500 feet.
Staff anticipates the construction of the runway will be completed by December 2017.
Vector Airport Systems provides the City with services used to assess and bill landing
fees for aircraft operations at SMO based on data captured with on-site camera
equipment. In order to ensure the seamless provision of the air traffic images used by
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Vector, existing equipment needs to be relocated to optimize the capture of aircraft
activity on the newly shortened runway, and two new cameras need to be installed at
each end of the 3,500-foot runway. The new cameras would detect and identify aircraft
that overrun onto the paved runway safety areas located at the ends of the shortened
runway. These two cameras would aid the airport in identifying aircraft excursions onto
the new safety areas and provide staff with the ability to report those excursions to the
FAA.
Background
On January 27, 2017, the City and the Federal Aviation Administration entered into a
consent decree that resolved all outstanding disputes between the parties and
relinquished all claims by the U.S. and the FAA. This consent decree among other
things allows the City to reduce the operational length of the runway from just under
5,000 feet to 3,500 feet.
On April 30, 2013, Council adopted Resolution No.10744 (CCS) (Attachment A) to
change the landing fee program from $2.07 per thousand pounds of certificated
maximum gross landing weight to $5.48 and apply the fee to itinerant and based
aircraft at the Airport, effective August 1, 2013.
The City’s current contract with Vector Airport Systems (formerly Vector-US, Inc.) to
operate the Airport’s landing fee program was approved by Council on June 9, 2015
(Attachment B). A first modification, which extended the contract term to June 30,
2018, with two additional one-year options to renew, was approved on October 15,
2015. The City’s current contract with Vector stipulates commission-based payment for
its landing fee program services.
Vector Airport Systems uses three overlapping technologies to capture aircraft
departing Santa Monica Airport 24 hours a day, seven days a week. The system
includes air traffic cameras, a SCOUT Transponder Receiver (a second layer of
information to identify aircraft in the air) and NextGen flight track data. Vector’s services
encompass all necessary equipment including the maintenance of the on-site camera
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system, servers and transponders, and staffing to support the billing and collections
associated with the service provided.
Discussion
The City is working to expeditiously reduce the Airport’s runway length to improve safety
for both surrounding residents and airport users. Staff anticipates that the construction
of the new runway will be completed by December 2017.
Before beginning operation on the new 3,500-foot runway, Vector must relocate all
existing Vector aircraft ID equipment currently at SMO to continue aircraft activity
detection and identification for the SMO landing fee billing and other data collection
efforts. In addition, Vector would install two additional cameras that would identify
aircraft that overrun the runway onto the newly-established safety areas.
There are six existing cameras in five locations detecting aircraft operations at SMO as
part of the landing fee system. Four of the six cameras are powered by Vector’s solar
pod bases, while the other two are not. Each of these six existing cameras would be
removed, cameras and other components integrated into new power bases, completed
pods installed in new locations, configured, tested, and any old material/components
would be disposed of. The two non-solar-powered cameras would be converted to solar
power.
Two additional specialized units called Threshold ID Pods would also be installed. The
Threshold ID Pods would detect aircraft rolling past the end of the runway thresholds
into the newly established runway safety area at the end of the runway. The Threshold
ID Pods would be solar-powered but are also supported with direct electrical power to
ensure that any nighttime excursion into the paved runway safety area is captured.
The proposed Threshold ID Pods are similar to the standard Vector Aircraft ID Pods that
are currently in use at SMO but include an upgraded camera, a longer-range lens,
longer range infrared lights and upgraded on-board detection software that drives
detected activities to the real-time alert system and video playback system via the
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common Vector Airport Portal currently in use at SMO. Vector successfully operates
similar equipment for the Venice Municipal Airport in Venice, Florida (Attachment C -
Vector Proposed Camera Locations).
Staff would work with Vector to establish a schedule for completion of the work,
including key milestones for planning, reinstallation and testing in coordination with
AECOM, the contractor for the runway shortening project
SMO would retain ownership of any new equipment. The new Threshold ID Pods would
require an annual operation, processing, monitoring & maintenance (OPMM) fee of
$5,000 per year.
Attachment D (SMO Proposed Project Costs) lists the one-time project costs for
equipment, installation and project management. The total one-time project costs are
$119,322 ($108,474 plus a 10% contingency) in FY 2017-18. In addition, the first
annual maintenance fee of $5,000 would be charged in fiscal year FY 2017-18. The
total combined expenditure in FY 2017-18 would be $124,322. The total modification,
including two additional years of maintenance at $5,000 per year, is for $134,322.
Vendor/Consultant Selection
The current Vector contract is a sole source. The Sole Source was approved as part of
Vector’s current contract by Council on June 9, 2015 (Attachment B).
Financial Impacts and Budget Actions
The agreement modification to be awarded to Vector is $134,322, for an estimated total
amount not to exceed $1,240,484. The actual total contract amount will vary as Vector’s
commission is based on actual landing fee revenues collected. Renewals are at the sole
discretion of the City, with future year funding contingent on Council budget approval.
The agreement modification requires the following FY 2017-18 appropriations:
33431.555060 $5,000
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C339197.589000 $119,322
Total $124,322
Prepared By: Kate Schlesinger, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. April 30, 2013 Staff Report
B. June 9, 2015 Staff Report
C. Vector Proposed Camera Locations
D. SMO Proposed Project Costs
E. 2017 OAKS Initative Form Vector Airport Systems
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Attachment D Table: Project Budget
SMO Proposed Project Budget
One-time Costs
Equipment ( Taxable) Price Ea Qty Price Tax 10.25%
Purchase new customized solar power bases for existing aircraft ID pods 1-4 $ 3,750.00 4 $ 15,000 $ 1,537.50
Purchase new customized solar power bases for existing aircraft ID pod 5/6 $ 3,750.00 1 $ 3,750 $ 384.38
Purchase threshold activity pods $ 18,000.00 2 $ 36,000 $ 3,690.00
Subtotal Equipment $ 54,750
tax @10.25% $ 5,612
Sub Total Equipment $ 60,362
Installation and Project Mgmt. ( Non-taxable)
Labor, project management $ 4,062.50
Labor, travel $ 5,000.00
Labor, onsite $ 17,500.00
Shipping, Travel, misc. installation expenses $ 21,550.00
Subtotal Installation and Project Management Costs $ 48,113
Total One-time project costs $ 108,474
REFERENCE:
SECOND MODIFICATION TO
PROFESSIONAL SERVICES
AGREEMENT NO. 10071
(CCS)