AGENDA STAFF REPORT...Dec 04, 2013 · Loading Bridge and Baggage Handling System Maintenance Services to John Bean Technologies Corp., dba JBT AeroTech Airport Services (JBT), effective

Agenda Item

AGENDA STAFF REPORT

ASR Control 13-001433

MEETING DATE: 12/17/13

LEGAL ENTITY TAKING ACTION: Board of Supervisors

BOARD OF SUPERVISORS DISTRICT(S): 2

SUBMITTING AGENCY/DEPARTMENT: John Wayne Airport (Approved)

DEPARTMENT CONTACT PERSON(S): Alan L. Murphy (949) 252-5183

SUBJECT: Contract w/ JBT AeroTech Services for Passenger Loading Bridge & Baggage Mntnc

CEO CONCUR COUNTY COUNSEL REVIEW CLERK OF THE BOARD Pending Review Approved Agreement to Form Discussion

3 Votes Board Majority

Budgeted: Yes Current Year Cost: $1,678,236 Annual Cost: FY 14-15: $3,403,122 FY 15-16: $3,508,206 FY 16-17: $1,783,320

Staffing Impact: No # of Positions: Sole Source: N/A Current Fiscal Year Revenue: N/A Funding Source: JWA Operating Fund 280 County Audit in last 3 years No

Year of Audit Prior Board Action: N/A

RECOMMENDED ACTION(S):

1. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA), Class 1 (Existing Facilities) pursuant to CEQA Guidelines Section 15301.

2. Authorize the Purchasing Agent or authorized Deputy to execute a Contract with John Bean Technologies Corporation dba JBT AeroTech Services for Terminals A, B & C Passenger Loading Bridge and Baggage Handling System Maintenance Services, effective January 1, 2014 through December 31, 2016, in a total amount not to exceed $10,372,884.00, per Board policy.

3. Authorize the Purchasing Agent or authorized Deputy to return to the Board to renew the Contract under the same terms and conditions for two additional years, per Board policy.

4. Without further Board action, authorize the Purchasing Agent or authorized Deputy to exercise a contingency Contract cost increase not to exceed $50,000 for each Contract year, within the scope of the work set forth in the Contract. The use of this contingency Contract cost increase is subject to approval requirements established by the Board of Supervisors pursuant to Minute Order dates

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August 5, 2003, for Agenda Item 27 and County policies and procedures.

SUMMARY: John Wayne Airport (JWA) requests authorization to award Contract MA-280-14010382, for Passenger Loading Bridge and Baggage Handling System Maintenance Services to John Bean Technologies Corp., dba JBT AeroTech Airport Services (JBT), effective January 1, 2014 through December 31, 2016, in an amount not to exceed $10,372,884.00; renewable for two (2) additional one (1) year periods per Board policy and make CEQA findings.

BACKGROUND INFORMATION: This Contract covers the maintenance and on-site emergency technician response for JWA’s entire baggage handling systems and associated components, and all of JWA’s passenger loading bridges and associated components. Both of these major equipment systems are mission critical components of an operating airport.

The baggage system is a critical component due to its function as the primary means for a passenger’s check-in baggage to be properly screened by the Transportation Security Administration (TSA). This Contract will also cover the maintenance for all filter and belt changes on the TSA Bag Screening Room A/C Units and associated condensate pumps, baggage fire doors, and trash removal for 44 ramp rubbish bins.

JWA’s baggage system consists of 16,000 linear feet of conveyor belt which carries baggage from the curbside and ticket counter check-in areas, through the TSA baggage screening room, and out to six (6) baggage carousel units in the secure operating area of the terminal adjacent to the commercial aircraft gates. Also included in this system are the seven (7) baggage claim carousels in the Terminal Building and the belt segments which feed these carousel units.

JWA also operates 20 loading bridges, each including a NOVA baggage slide/wheelchair lift, a fixed preconditioned air unit and connections for potable water, and a 400 Hz electrical ground power unit utilized by aircraft parked at the gates. The loading bridges are absolutely critical to assuring the high aircraft turnaround rates required to maintain the air carrier flight schedules. Having technicians available is absolutely essential to ensure the loading bridges can continue to operate and meet aircraft turnaround rates.

This Contract provides all labor, equipment, and materials required for on-site and on-call emergency repairs. The Contract also includes routine maintenance service and parts replacement for the baggage conveyor system and associated components. In addition, the passenger loading bridges and associated components, as well as trash removal from 44 rubbish bins located on the commercial ramp are also part of the Contract.

This work was previously performed through two (2) separate Contracts. Before the completion of Terminal C one (1) contractor was previously providing the services for Terminals A and B. Twenty new loading bridges (14 replaced for Terminals A and B and six (6) new for Terminal C) were installed as part of the Airport Improvement Program adding Terminal C. At that time the Airport added the servicing of the bridges to the existing loading bridge maintenance provider. The timing of the completion of the

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Terminal C baggage handling system and its differing layout and physical separation from any existing baggage handling conveyor, allowed the Airport to procure a separate service Contract for that maintenance. Due to the nature of some commonality with the electrical and mechanical components of these systems, it was determined that potential efficiencies in staffing coverage could be achieved by combining these two (2) Contracts under the same service provider.

This Contract is a fixed-fee Contract. An additional contingency of $50,000.00 per year for the first three (3) years is established within the annual cost to cover unanticipated work. Items covered under the contingency shall include unforeseen maintenance, and repairs, training, staffing and/or services for items referenced above and beyond the requirements set in the Contract. Also included in the contingency are programming, consulting, and trouble shooting support from the baggage handling system conveyor manufacturer.

Proposals Requested

On June 24, 2013, JWA released a Request for Proposals (RFP) for Passenger Loading Bridge and Baggage Handling System Maintenance through Bid Sync and the JWA website. One thousand, twenty-seven (1,027) companies were electronically notified. On July 9, 2013, ten (10) companies attended the mandatory pre-proposal meeting. Two (2) addenda to the RFP were subsequently issued and posted to Bid Sync.

Proposal Minimum Requirements:

The RFP specified that Offerors must, at a minimum, be capable of providing service technicians and supervisors with a minimum of five (5) years verifiable experience maintaining Jetway Passenger Loading Bridges, Jervis Webb Baggage Carousels, Baggage Handling Conveyor Systems, and Baggage System Fire Doors or equivalent/comparable equipment from other manufactures.

Proposals Received

On July 23, 2013, a total of seven (7) proposals were received and accepted by JWA.

- Aircraft Service International, Inc. (ASIG) - Elite Line Services, LLC (ELS - ERMC IV, LP - John Bean Technologies Corp., dba JBT AeroTech Airport Services (JBT) - ThyssenKrupp Airport Systems, Inc. - Total Airport Services, Inc. (TAS) - Vanderlande Industries, Inc.

Proposal Evaluation

On July 25, 2013, the seven (7) proposals were distributed to the five (5) evaluation committee members. Committee members included one (1) Airport Commissioner, two (2) Airline Management Representatives, and two (2) representatives from JWA Facilities and Operations.

The proposals were reviewed and evaluated using the following weighted criteria:

Phase I Written Proposals (Value: 50% of total score) were rated based on the following criteria:

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•Overall Responsiveness 10% •Qualifications and Experience 25% •Staffing Plan 25% •Proposed Fees 40% (The ratio method was used to score Proposed Fees)

After the written proposal scoring there was a significant point differential between the top three (3) and bottom four (4) firms. The evaluation panel determined that the top three (3) ranked firms would be invited to the oral presentation portion of the selection process.

Phase II Oral Presentations (Value: 50% of total score) were rated based on the following criteria

• Experience and approach to Scope of Work - 50% • Project Management/Key Staff - 50%

The below table displays the total scoring of the top scoring proposals:

Proposer Written (50%) Oral (50%) Total JBT AeroTech Airport Services 405.70 425.00 830.70 Vanderlande Industries, Inc. 395.00 425.00 820.00 Elite Line Services, LLC 393.00 335.00 728.00

Summary of the Top Three Proposals

All three (3) of the top scoring proposers are recognized as service leaders in their industry. All three (3) of them have also shown they have significant experience in servicing and maintaining similar baggage handling and passenger loading bridge equipment to what is utilized at JWA.

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JBT solely specializes within the aviation industry and has developed an exclusive focus on airport assets and equipment. JBT has 27 fixed base operations located at 22 airports nationwide providing operations and maintenance services for airports and airlines. JBT's former parent corporation (FMC/Jetway) is a world leading manufacturer of passenger loading bridges. JBT's continued affiliation with their former parent company provides them with additional assets and resources for servicing and maintaining these loading bridges. In addition to this loading bridge maintenance experience, JBT also has multiple decades and expertise in servicing and maintaining baggage conveyor systems at airports across the nation. JBT has provided 22 years of outstanding continuous service on JWA's baggage system and passenger loading bridges.

The evaluation committee found that JBT’s qualifications and experience with maintaining both passenger loading bridges and baggage handling systems prevailed over the six (6) other proposals. This along with their proposed staffing plan established JBT as the best value.

JBT proposed a total Contract cost of $9,022,884.00 for three (3) years which includes 30 full-time employees (FTEs) and two (2) part-time employees.

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Vanderlande is a manufacturer of material handling systems and has a reputation for implementing baggage handling systems in airports worldwide. As a seasoned manufacturer and service provider,

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Vanderlande is recognized as service a maintenance expert on a wide variety of baggage handling and conveyance systems.

Maintaining baggage conveyor systems is Vanderlande’s strength and although they have experience providing loading passenger bridge maintenance, it is not as extensive as their conveyor system maintenance experience. This more limited experience with maintaining loading bridges was recognized in their proposal which resulted in a lower score for qualifications and experience. This combined with a smaller staffing plan and approximately 2.1% higher proposed costs over JBT, resulted in their overall score being 10.7 points below JBT’s.

Vanderlande proposed a total Contract cost of $9,217,248.00 for three (3) years which includes 26 FTEs.

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Elite Line Services began its airport operation and maintenance services in 1994 at the San Diego International Airport and has since steadily built a business and industry reputation as a leader at operations and maintenance services for airport facilities.

Elite Line Services’ proposal scored lowest in all categories except proposed fees. Although their written proposal represents that they can provide a combination of quality, experience and value added service, they lacked specific information in their proposal on how they planned to achieve this. Their approach to the scope of work was relatively vague and the evaluation panel felt they offered an insufficient number of FTEs to successfully provide the required services.

Elite Line Services proposed a total Contract cost of $6,822,471.00 for three (3) years which includes 23 FTEs.

Protest of Intent to Award the Contract to JBT by Vanderlande

On September 20, 2013, Vanderlande filed a timely protest in response to the Notice of Intent to Award the Contract to JBT. The Deputy Purchasing Agent reviewed Vanderlande’s protest and deemed it to be unsubstantiated.

Thereafter, Vanderlande filed a timely appeal with the County Purchasing Office (CPO) refuting JWA’s decision to deny their protest. CPO concurred with JWA’s decision and denied their appeal to the protest. As provided by the County’s Contract Policy Manual (Section 1.3-107), the decision of the County Purchasing Agent is final and there shall be no right to any administrative appeals of this decision.

Recommendation

Based on the defined evaluation criteria, the evaluation panel determined that the proposal from JBT was the most responsive to the requirements of the RFP and best met all specifications and requirements.

JBT demonstrated that it fully understands the requirements of providing Passenger Loading Bridge and Baggage Handling System Maintenance. JBT has shown they have the qualifications, experience, and technical expertise to meet the Airport’s need.

The Contract referenced in this agenda item will contain language which permits reductions or termination of the Contract immediately without penalty if approved funding or appropriations are not forthcoming. This Contract is filling a critical service need and approval to proceed is recommended.

CEQA COMPLIANCE:

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The proposed project is Categorically Exempt (Class 1) from the provisions of CEQA pursuant to CEQA Guidelines Section 15301 because it provides for the exemption of projects involving the operation, maintenance and repair of existing public facilities.

FINANCIAL IMPACT: There are adequate appropriations in the JWA Operating Fund 280 to cover contract costs.

STAFFING IMPACT: N/A

EXHIBIT(S): Exhibit A: Oral Evaluations Exhibit B: Written Evaluations Exhibit C: Evaluation Score Summary

ATTACHMENT(S): Attachment A: Contract with John Bean Tech. Corporation dba JBT AeroTech Services

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Exhibit C Passendger Loading Bridge and Baggage Handling System Maintenance RFP 280-A35044-JL

Evaluation Score Summary

Written Scores

Evaluation Criteria JBT Score

Weight Panel #1 Panel #2 Panel #3 Panel #4 Panel #5

Overall Responsiveness 10% 4.50 9.00 4.50 9.00 4.00 8.00 3.50 7.00 4.50 9.00 42.00

Qualifications and Experience 25% 4.50 22.50 4.50 22.50 4.00 20.00 4.00 20.00 4.50 22.50 107.50

Proposed Staffing Plan 25% 4.50 22.50 4.50 22.50 4.00 20.00 3.50 17.50 4.50 22.50 105.00

Proposed Fees 40% 3.78 30.24 3.78 30.24 3.78 30.24 3.78 30.24 3.78 30.24 151.20

Grand Total 100% 84.24 84.24 78.24 74.74 84.24 405.70

Evaluation Criteria Vanderlande Score





Proposed Fees 40% 3.70 29.60 3.70 29.60 3.70 29.60 3.70 29.60 3.70 29.60 148.00

Grand Total 100% 77.60 83.60 80.10 72.60 81.10 395.00

Evaluation Criteria Elite Line Servies (ELS) Score





Proposed Fees 40% 5.00 40.00 5.00 40.00 5.00 40.00 5.00 40.00 5.00 40.00 200.00

Grand Total 100% 76.00 81.00 74.50 76.00 85.50 393.00

Evaluation Criteria ThyssenKrupp Score





Proposed Fees 40% 3.83 30.64 3.83 30.64 3.83 30.64 3.83 30.64 3.83 30.64 153.20

Grand Total 100% 66.64 60.64 66.64 70.14 72.64 336.70

Evaluation Criteria ASIG Score





Proposed Fees 40% 3.09 24.72 3.09 24.72 3.09 24.72 3.09 24.72 3.09 24.72 123.60

Grand Total 100% 72.72 70.22 61.72 60.72 70.22 335.60

Evaluation Criteria ERMC Score





Proposed Fees 40% 2.05 16.40 2.05 16.40 2.05 16.40 2.05 16.40 2.05 16.40 82.00

Grand Total 100% 61.90 61.90 54.90 49.90 61.90 290.50

Evaluation Criteria Total Airport Service (TAS) Score





Proposed Fees 40% 2.34 18.72 2.34 18.72 2.34 18.72 2.34 18.72 2.34 18.72 93.60

Grand Total 100% 57.22 58.72 49.72 53.72 60.72 280.10

Oral Scores

JBT Score

Evaluation Criteria Weight Panel #1 Panel #2 Panel #3 Panel #4 Panel #5

Experience and Approach 50% 4.50 45.00 4.50 45.00 4.00 40.00 3.50 35.00 4.50 45.00 210.00

Project Management/Key Staff 50% 4.50 45.00 4.50 45.00 4.00 40.00 4.00 40.00 4.50 45.00 215.00

Grand Total 100% 90.00 90.00 80.00 75.00 90.00 425.00

VaDerLande Score




Grand Total 100% 90.00 85.00 90.00 70.00 90.00 425.00

Elite Line Servies (ELS) Score




Grand Total 100% 70.00 65.00 60.00 60.00 80.00 335.00

Ranking

Proposer Wriiten Scores

Oral Scores Total

JBT 405.70 425.00 830.70 VanDerLande 395.00 425.00 820.00 Elite Line Services (ELS) 393.00 335.00 728.00

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County Counsel Review

Documents

AGENDA STAFF REPORT...Dec 04, 2013 · Loading Bridge and Baggage Handling System Maintenance Services to John Bean Technologies Corp., dba JBT AeroTech Airport Services (JBT), effective