CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No. PP17-
003, Agreements/Contracts
(New or Amended) resulting
in no physical changes to the
environment
Coordination:
Airport, City Attorney’s
Office, City Manager’s
Office – Budget Office
Dept. Approval:
/s/
Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
10/14/22
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDER FOR AIRPORT BAGGAGE
HANDLING SYSTEM SERVER UPGRADE
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to issue a purchase order to Jervis B. Webb Company (Novi, MI) for software and related professional services, including five years of maintenance and support, to upgrade and configure the Norman Y. Mineta San José International Airport baggage handling system servers for a maximum compensation not to exceed $426,608 for a one-year term beginning on or about November 1, 2022 and ending October 31, 2023, and negotiate and execute change orders and amendments as required for a contingency not to exceed $20,000 for any unanticipated changes in requirements, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action will ensure the Norman Y. Mineta San José International Airport (Airport) baggage handling servers and software are updated to the newest technologies with enhanced functionality, performance, and cybersecurity capabilities.
BASIS FOR RECOMMENDATION:
The Airport baggage claim system was installed in 2009 through a capital improvement project. As part of the project, Jervis B. Webb’s Webb View was selected as the system control software that relays actions to various system components, collects data, and reports information back to Airport managers. The baggage handling system servers and software were last updated in October 2015 and are nearing end of life. In September 2022, the City Chief Procurement Officer determined Jervis B. Webb Company qualified as a brand name/sole source/unique service pursuant to City of San José Municipal Code Sections 4.12.240.B2 (required for proper operation or function to match other products with respect to repair or expansion or completion of a system or program already in use by the City), 4.12.240.B5 (cost savings), and 4.12.235 (unique service). Because Jervis B. Webb Company is the software developer, it is conversant with the Airport’s baggage handling system and configuration, and has the expertise necessary to perform the upgrade to ensure baggage handling operations are not impacted.
The City will prepay for five years of maintenance and support as part of this upgrade project. This obligation will extend beyond the one-year term of the purchase order issued for the upgrade.
Approval of this recommendation will authorize staff to issue a purchase order to Jervis B. Webb Company for the configuration and installation of new servers with updated software to ensure continuous functionality of the Airport’s baggage handling system, a critical component of business operation.
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COUNCIL AGENDA: 10/25/22
FILE: 22-1559
ITEM: 2.9
This action is consistent with the City’s 2022-2023 Proposed Capital Budget and City Service Area of Transportation and Aviation Services to provide the community with safe, secure, and efficient surface and air transportation systems that support San José’s livability and economic vitality.
COST AND FUNDING SOURCE:
Fund
#
Appn.
#
Appn. Name
Total Appn.
Amt. for
Recommendation*
2022-2023
Proposed
Operating/Capital
Budget Page**
Last Budget
Action (Date,
Ord. No)
523 0802 Airport Non-
Personal/Equipment
$51,142,505 $11,608 836 06/21/22
Ord. No.
30790
527 428R Baggage System
Upgrade
$415,000 $415,000 621 06/21/22,
Ord. No.
30790
*Contingency of $20,000 is subject to appropriation of funds. **The 2022-2023 Adopted Operating and Capital Budgets were approved on June 14, 2022 and adopted on June 21, 2022 by the City Council.
FOR QUESTIONS CONTACT: For procurement- and contract-related questions, please contact Luz Cofresí-Howe, Assistant Director of Finance, at [email protected]. For program-related questions, please contact Gene Frazier, Deputy Director of Facilities at [email protected].