HomeMy WebLinkAbout3/5/2003 - STAFF REPORTS (4) DATE: March 5, 2003
TO: City Council
FROM: Executive Director- Airport
AUTOMATIC VEHICLE IDENTIFICATION SYSTEM (AVI) MAINTENANCE SERVICE
AGREEMENT
RECOMMENDATION:
That the City Council approve a maintenance service agreement between the City of Palm
Springs and XCI, Inc., for the Automatic Vehicle Identification System (AVI) at the Palm
Springs International Airport, for a three (3) year cost of$39,475.00.
SUMMARY:
This agreement will provide maintenance services and support for the Airport's Automatic
Vehicle Identification (AVI)system for the next three (3)years. The cost of the agreement
for the first year is $12,000; the second year is priced at $13,125 and the third year is
priced at $14,350. All prices include all federal, state and local taxes.
BACKGROUND:
As part of the Airport's clean air program,a centralized Ground Transportation Center was
opened in November 2000. This facility is available for use by all surface transportation
providers, including taxi cabs and othertypes of ground transportation. One way emissions
are reduced is by having all vehicles park and wait with their engines off until their services
are needed. The AVI system is the component that tracks, ques and automatically
dispatches taxis to the front of the airport terminal via computer. The system operates in
a 'real time' environment and has the ability to generate a variety of revenue reports.
This type of system is highly specialized for the unique operating environment of an Airport
and thus, there are very few firms capable of providing this type of system. In 1999 a
nationwide search was conducted for just such a firm, which yielded XCI, Inc.. As part of
the initial purchase from XCI, Inc.,a warranty period was provided,which has now expired.
Throughout the warranty period, XCI, Inc. has been responsive in ensuring timely repairs
to keep the system operating and in many cases, improved the overall reliability of the
system. The system contains many specialized components which cannot be maintained
by Airport staff or other contractors. Many portions of the system are proprietary to XCI,
Inc. Staff has negotiated an agreement with XCI, Inc., which has performed maintenance
and is the company that originally engineered and installed the system. The agreement
includes the following provisions:
TERM
The term of this agreement is for three(3) years.
RATE
The first year is a fixed amount of $12,000,00. The second year is a fixed amount of
$13,125.00 and the third year is $14,350.
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AIRPORT AUTOMATIC VEHICLE IDENTIFICATION SYSTEM
March 5, 2003
Page 2
SCOPE OF WORK
Scope of work is listed in Exhibit "A" and includes spare parts.
SERVICE HOURS
Monday through Friday, 8:00 A.M. to 5:00 P.M. local, excluding holidays.
AFTER HOURS
Emergency repairs that require telephone support shall be compensated at the rate of
$75.00/hour.
BILLING
Semi-annually.
Exhibits "A," "B," "C," and "D" attached to the maintenance service agreement define the
scope, cost, schedule and special requirements. Due to conflicts with XCI, Inc corporate
policies, they were not able to sign the City's standard long form agreement, so the City's
standard short form is being utilized.
Sufficient funds are available in account 4 1 5-6 1 00-43200, Contractual Services, however
staff does not anticipate an actual expenditure of funds until next fiscal year. No general
fund monies will be used for this agreement.
A L L E N F SMOOT, A.A.E. MIKE N WILLIAMS, A.A.E.
Executive Director- Airports Deputy Director- Operations
APPROVED:Pe� ---• 'T
City Manager�� s
REVIEWED BY DEPT.OF FINANCE
Attachments: 1. Minute Order
2. Exhibits
XCI MXAGRMT
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WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date
first written above.
CITY OF PALM SPRINGS
ATTEST: a municipal corporation
By: By:
City Clerk City Manager
APPROVED AS TO FORM:
By:
City Attorney
CONTRACTOR: Check one:_IndMdual_Partnership 4/orporation
Corporations require two notarized signatures: One from each of the following: A. Chairman of Board, President, or any Vice
President:AND B.Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Officer).
By:
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satisfactory evidence)to be the person(s)whose name(s)is/are satisfactory evidence)lobe the person(s)whose name(s)Ware
subscribed to the within instrument and acknowledged to me subscribed to the within instrument and acknowledged to me
that he/she/they executed the same in his/her/their authorized that he/she/they executed the same in his/her/their authorized
.capacity(ies), and that by hisfher(their signatures) on the capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s),or the entity upon behalf of which the instrument the person(s),or the entity upon behalf of which the
person(s)acted,executed the instrument. person(s)acted,executed the instrument.
WITNESS my hand and official seal.
WITNESS my hand and official se 1.
Notary Signature: Gkj'q6A Notary Signature:
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EXHIBIT "A"
SCOPE OF WORK
Maintenance Responsibility
The Contractor shall furnish all labor, phone support and materials necessary to perform the
operations,inspections,preventative and corrective maintenance and replacement of parts that are
required to maintain the Automatic Vehicle Identification System(AVI)for the City of Palm Springs,
Department of Aviation (AIRPORT) in satisfactory working condition. Scheduled preventative
maintenance and services shall include inspecting, testing, cleaning, adjusting, repairs,
replacement parts and scheduled overhauls as required during the length of this service
agreement. Unscheduled maintenance shall include the inspections,tests and troubleshooting as
required to determine the extent of equipment failure and the repair required to correct the
malfunction.An equipment failure is defined as the inability of the individual components,sortware
and firmware, subassemblies or major portions of the system to perform their specified functions,
unless caused by abusive practices or environmental conditions beyond the control of the
Contractor. It is understood by both parties that the system was designed and constructed to
withstand the desert heat and sand conditions.
All work shall take place at the Palm Springs International Airport, 3400 E Tahquitz Canyon Way,
Palm Springs,CA 92262.The Palm Springs International Airport is owned and operated by the City
of Palm Springs, Department of Aviation (AIRPORT).
Maintenance Records
The Contractor shall maintain all records of maintenance activities performed during the term of
this contract. The Contractor shall maintain the history of maintenance and repair activity and
duration, cause and corrective action taken due to failure of any item of the system equipment.
All maintenance records shall be reviewed by the Contractor and the Contract Officer at the
conclusion of each year of the agreement.
Contractor shall provide documentation of all system hardware and software changes, including
As-Built drawings in a format to match the original system documentation.
Warranty
The contractor warrants that the products sold will be free from defects in material and
workmanship and perform for a period of one (1) year from date received at Palm Springs
International Airport. The liability of contractor hereunder shall be limited to replacing or repairing,
at its option (or, at contractor's option, providing a refund for); any defective units. Contract officer
shall obtain a customer return authorization (RMA) number from contractor prior to returning
product . Contractor not be liable any consequential or incidental damages or products due to
shipment by the Airport.
Equipment, or parts, which have been subject to abuse, misuse, accident, alteration, neglect,
unauthorized repair or installation are not covered by warranty. Contractor shall make the final
determination as to the existence and cause of any alleged defect. No financial liability is assumed
for expendable items such as lamps and fuses.
Contractor shall not be liable for any loss, damages, or penalty resulting from delay in delivery
when such delay is due to caused beyond its reasonable control of,including but not limited to:acts
of God, labor unrest, fire, explosion, earthquake or Government intervention. In such event, the
delivery date (as specified in Exhibit C)shall be deemed extended for a period equal to the delay.
Contractors liability, for breach of, or arising out of this agreement and/or sale shall be limited to
refund of the purchase price. Contractor shall not be liable for costs of procurement of substitute
goods by the buyer. Contractor shall not be liable for any special, consequential, incidental, or
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other damages (including without limitation loss of profit) whether or not contractor has been
advised of the possibility of such loss, however caused, whether for breach or repudiation of
contract, breach of warranty, negligence, or otherwise. This exclusion also includes any liability,
which may arise out of third party claims against buyer. The essential purpose of this provision is
to limit the potential liability of seller arising out of this agreement and/or sale.
Spare Parts
The Contractor shall demonstrate the availability of adequate parts and service to properly
service all aspects of the system.
Software Maintenance
The Contractor shall furnish all troubleshooting, testing and programming required to maintain
the systems software.
System Expansion
The Contractor shall complete system expansions as requested by the AIRPORT. Costs shall
be as defined in EXHIBIT"B".
Maintenance Hours
The Contractor shall provide basic maintenance service during the hours of 8:00 a.m. to 5:00
p.m., local time Monday through Friday, excluding holidays. Basic maintenance service shall
include all service outlined in this 'Scope of Services' including necessary telephone support.
Outside of the basic maintenance hours, the Contractor shall provide telephone support, as well
as on-site maintenance response. This includes all hours other than 8:00 a.m. to 5:00 p.m.,
local time Monday through Friday, including holidays. Maintenance outside of the basic
maintenance hours shall be compensated on an hourly basis as defined in EXHIBIT "B".
System Description
The AVI for the AIRPORT consists of two main parts: 1)the equipment at the automatic vehicle
identification control points (reader antennas, Detector Modules (DMU), etc.) and, 2) the
computer based command and control equipment (front-end). This service agreement will help
to maintain the equipment associated with these parts, as further identified within EXHIBIT "A".
This agreement relies heavily on preventative maintenance inspections. The Contractor agrees
to provide preventative maintenance inspections twice a year on all of the equipment covered
by this agreement. During each inspection, the covered system components will be throughly
tested and repaired as necessary. A typical inspection shall cover:
1. Automatic Vehicle Identification Control Points
a) Prior to testing the control points, the technician will coordinate with the Contract
Officer so that access control information can be captured during the inspection
for review and saved as documentation of the inspection.
b) Detector Modules (DMU)
1. Ensure the reader is securely mounted.
2. Activate and reset the tamper switch, (if available).
3. Clean the reader, as appropriate.
4. Verify proper operation of the card reader
5. Ensure all UPS devices are adequate to withstand normal operations until
the next scheduled maintenance inspection.
c) Reader Antennas
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1. Ensure the interface and enclosure are securely mounted.
2. Measure the input voltage(s) and verity it is within specified limits.
3. Test backup battery and replace, if needed.
4. Check all wires for any wear or loose strands.
d) Miscellaneous Control Devices (signage lighting, roadway loop detectors,
transponders etc.)
1. Ensure the device is securely mounted.
2. Activate all devices and ensure operation.
3. Check all wiring for wear and proper connection.
4. Clean and adjust as necessary.
5. Review inspection results and correct as necessary.
6. Verify, at a minimum the following access parameters:
a. Authorized Access
b. Unauthorized Access (based on transponder expired date and selection in
revenue control ).
7. Ensure any other devices (gate arm, etc.) activated by the system are
functioning.
e) Verify the above events were stored and that the storage device has adequate
storage space left.
f) Communicate any problems or issues with the Contract Officer and provide device
training, as needed.
Il. Computer Systems and Support Equipment
a) Prior to inspecting the computer control system, the technician shall coordinate with
the Contract Officer to assure that proper data and application backups have been
done regularly according to a set schedule. These backups should be stored safely
and securely, as well as labeled properly. It is recommended that the most recent full
system backup should be less than one (1) week old, with no system changes made
since that time.
1. The AIRPORT is responsible for conducting all backup procedures as well as
obtaining the necessary backup devices (tapes, CD's, etc.).
b) Server/Host and Workstation Computer
1. Verify that proper system and data backups are being performed and that a
data backup exists for the previous 24 hours before beginning the inspection.
2. Review system logs for any abnormalities and correct.
3. Interview the Contract Officer for any unreported problems.
4. Perform general computer maintenance (see below).
c) General Computer Maintenance
1. Verify that current backups exist for all software on each computer before
beginning inspection.
2. Review/copy all CMOS settings prior to any service and compare with previous
copy.
3. Air-dust all internal parts; check that all cards, memory and connectors are fully
seated.
4. Clean tape and floppy heads using appropriate cleaning kit.
5. Clean mouse using cleaning kit, as applicable. ^^ /
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6. Clean chassis, CRT screen, and keyboard using suitable cleaning agent and
materials.
7. Replace internal batteries and reset clock, as necessary.
8. Visually inspect and assure connection of all external power and data cables.
9. Perform system checks and diagnostics depending on Operating System.
10. Have operator operate all applications, as appropriate and sample for overall
functionality,
11. If there are printers connected, verify each printer is working properly and
clean.
d) Communicate any problems or issues with the Contract Officer and provide device
training as needed.
EXHIBIT "B"
SCHEDULE OF COMPENSATION
The term of this agreement if for three (3) years and shall be provided at the following annual
rates. All prices include any Federal, state or local taxes.
Year Amount
. . . . . . . . . . . . . . . .
2003/2004 (March 1, 2003 through March 1, 2004) . . . . . . $12,00oun
2004/2005 (March 1, 2004 through March 1, 2005) . . . . . . . . . . . . . . . . . . . . . . $13,125.00
2005/2006 (March 1, 2005 through March 1, 2006) . . . . . . . . . . . . . . . . . . . . . . $14,350.00
Basic service shall be billed in two (2) equal semi-annual installments during each service year.
Additional service outside of the Monday through Friday, 8:00 a.m. to 5:00 p.m.(local time),
except holidays shall be billed at an hourly rate of:
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $75.00/hour
Actual Maintenance Trip . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $75.00/hour
All parts are included in the above prices for normal failure, whether installed under basic or
after hours service.
System expansion projects shall be completed as requested by the AIRPORT and
compensated as follows:
Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $75.00/hour
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $75.00/hour
Special equipment required for expansion and/or maintenance of the system (i.e., manlifts,
forklifts, etc.)will be provided by the AIRPORT at no cost to the contractor. If the AIRPORT
requests that the Contractor provide such equipment, the Contractor shall do so at rental cost
plus 10%.
3� �
EXHIBIT "C"
SCHEDULE OF PERFORMANCE
The Contractor shall provide service to the AIRPORT beginning with the term of this agreement
until expiration, or upon termination.
The first preventative maintenance shall occur within 45 days of contract approval and
acceptance by all parties. Subsequent preventative maintenance shall occur within six (6)
months after the initial inspection and continue at six (6) month intervals.
Response time during basic service hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.,
excluding holidays):
Technician on site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 hours
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 hour
Response time outside of the basic service hours:
Technician on site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 hours
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 hour
Parts turn around (excluding computers) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 days
Parts turn around for computers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 days
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EXHIBIT "D"
SPECIAL REQUIREMENTS
The Contractor will offer instruction and training to AIRPORT personnel on proper device
operation at the time of preventative maintenance inspections.
This agreement does not cover repair of inter-connecting wires or cables.
This agreement does not cover diagnosis and/or repair of problems related to inter-connecting
wire, telephone lines, dial-up network lines, fiber optic lines and any associated charges.
The AIRPORT is responsible for conducting all backup procedures as well as obtaining the
necessary backup devices (tapes, CD's, etc.).
This agreement does not cover items that require repair or replacement due to their misuse,
mishandling or tampering by Airport personnel or their tenants.
The agreement does not cover"Acts of God" such as damage caused by (but not limited to)
lightening, earthquakes, flood or animals.
The Performance Bond is not required by this agreement.
The Business Automobile Insurance outlined in section 4.1(c) is not required.
MINUTE ORDER NO.
THAT THE CITY COUNCIL APPROVE A MAINTENANCE SERVICE
AGREEMENT BETWEEN THE CITY OF PALM SPRINGS AND XCI,
INC., FOR THE AUTOMATIC VEHICLE IDENTIFICATION SYSTEM(AVI)
AT THE PALM SPRINGS INTERNATIONAL AIRPORT, FOR A THREE
(3) YEAR COST OF $39,475.00.
I HEREBY CERTIFY that this Minute Order approving a maintenance
service agreement between the City of Palm Springs and XCI, Inc.,forthe
Automatic Vehicle Identification System (AVI) at the Palm Springs
International Airport, for a three (3)year cost of$39,475.00, was adopted
by the City Council of the City of Palm Springs, California in a meeting
there of held on the 5" of March, 2003.
PATRICIA A SANDERS
City Clerk