Broward County Commission Regular Meeting
Director's Name: Mark Gale
Department: Aviation Division: Information Systems
Information
Requested Action
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MOTION TO APPROVE Second Amendment to the Technology Products Agreement between Broward County and Amadeus Airport IT Americas, Inc., to provide upgrades for the Virtual Ramp Control System as part of the Airport Information Management System, including support, maintenance, upgrades, and consulting services, increasing the not-to exceed total by $3,660,000 for a new not-to-exceed amount of $36,660,000 over the term of the agreement; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Section 332.0075, Florida Statutes, a governing body must approve, award, or ratify all contracts for the purchase of commodities or contractual services executed by or on behalf of a large hub airport in an amount that exceeds $1,500,000 as a separate line item on the agenda and must provide a reasonable opportunity for public comment. Such contracts may not be approved, awarded, or ratified as part of a consent agenda.
What Action Accomplishes
Approves the Second Amendment to the Technology Products Agreement between Broward County (“County”) and Amadeus Airport IT Americas, Inc. (“Amadeus”) for the support, maintenance, upgrades, and consulting services to the Virtual Ramp Control System as part of the Airport Information Management System at Broward County’s Fort Lauderdale-Hollywood International Airport (“FLL”).
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Previous Action Taken
None.
Summary Explanation/Background
THE AVIATION DEPARTMENT RECOMMENDS APPROVAL OF THE ABOVE MOTION.
This action approves the Second Amendment to the Technology Products Agreement between the County and Amadeus for the support, maintenance, upgrades, and consulting services to the Virtual Ramp Control System (“VRCS”) as part of the Airport Information Management System (“AIMS”) at FLL.
On March 31, 2020, the Director of Purchasing approved the Sole Source/Sole Brand justification for Amadeus to provide the support and maintenance of current and additional hardware, software, and related services for the expansion and maintenance of the AIMS products and services at FLL, including the VRCS. AIMS is a proprietary system, there are no alternate vendors available to provide support and maintenance for these systems, and changing to a different software application would be very disruptive and is not currently under consideration.
On June 1, 2021 (Item No. 68), the Board approved a Technology Products Agreement (“Technology Agreement”) with Amadeus to provide for the AIMS, including support, maintenance, and upgrades.
On December 3, 2021, the Director of Purchasing approved the First Amendment to the Technology Agreement to permit the County to request additional on-site System Administrators, as the County determines necessary, and to specify the associated cost to the County and the method for adjusting the number of System Administrators.
On July 14, 2023, the Purchasing Division issued a Request for Information (“RFI”) No. TEC2123241A1 to determine if other vendors could provide the requested services. The RFI closed on August 15, 2023, with zero responses submitted. Amadeus was identified as the Sole Source to meet the County requirements.
On August 29, 2023, the Director of Purchasing approved the Sole Source/Sole Brand justification for the purchase and installation of upgraded hardware, software, and related services for the AIMS and existing VRCS at FLL. The approval deemed the justification to be fair and reasonable based on the current utilization of Amadeus products and services at FLL, as well as the proprietary nature of the Amadeus AIMS and VRCS.
The proposed Second Amendment provides for support, maintenance, upgrades, and consulting services for the VRCS. Also, the Second Amendment brings the negotiated total value of the Agreement to a maximum not-to-exceed amount of $36,660,000, which includes support and maintenance in a not-to-exceed amount of $15,650,000 for the initial five year term; a not-to-exceed total amount of $15,650,000 for five one-year renewal options ($3,130,000 annually), and a not-to-exceed amount of $5,360,000 in optional services and reimbursables over the term of the Agreement.
Additionally, the proposed Second Amendment authorizes the Director of Purchasing to issue work authorizations and purchase orders for related support and maintenance services up to the not-to-exceed amount of $5,360,000 for optional services. Optional services provide hardware and software upgrades, support, and maintenance services, including programming/configuration, project management, data conversion, training to airline and airport employees, documentation, and infrastructure support for the VRCS upgrade.
The proposed Second Amendment has been reviewed and approved as to form by the County Attorney’s Office.
Source of Additional Information
Mark E. Gale, A.A.E., CEO/Director, Aviation Department, (954) 359-6199
Fiscal Impact
Fiscal Impact/Cost Summary
Expenditures from this agreement are budgeted in the Aviation Department’s Capital Fund 560020 Project 108290.