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DEPARTMENTAL INPUTCONTRACT/PROJECT MEASURE ANALYSIS AND RECOMMENDATIONNewContractRe-BidOTRSole SourceBid WaiverEmergencyPrevious Contract/Project No.I115DLIVING WAGE APPLIES:OtherRequisition No./Project No.:Requisition /Project Title:TERM OFCONTRACTRQAV1900040YESNO7 YearsAOIS Maintenance and SupportDescription: Airport Operation Information System (AOIS) Maintenance and Support RenewalIssuing Department:Estimate Cost:ContactPerson:AVPhone:Sylvia Novela 18,445,882.58GENERAL FEDERALFunding modity Codes:2040002059200492045Contract/Project History of previous purchases three (3) yearsCheck hereif this is a new contract/purchase with no previous history.2ND YEAREXISTINGContractor:AmadeusSmall Business Enterprise:Advanced Total Systems(ATS)Contract Value: 18,426,498.89Comments:3RD YEARCurrent Bid Waiver contract has a 13% SBE goalContinued on another page (s):YesNoRECOMMENDATIONSSet-asideSBEBasis ofrecommendation:Signed:Sub-contractor goal18%Bid preferenceSelection factorIn order to ensure the continued participation of small businesses for this service,during the first renewal contract in 2007, a 10% SBE goal was placed on thecontract. In 2013, the SBE goal was increased to 13% when MDAD presented tothe BCC the second renewal. After reviewing the small business participation forthis renewal contract, MDAD is recommending a 18% SBE goal be placed on thisrenewal contract.Phillip A. RinconDate sent to SBD:9/30/2019Date returned to DPM:Revised April 2005
DEFINITIONS AGREEMENT: The Agreement and attachments hereto and part hereof entered by the County and theContractor, including all its terms and conditions, attachments, exhibits, and amendments. ALLOWANCE ACCOUNT(S): Account(s) in which stated dollar amount(s) are included in the Agreement forthe purpose of funding portions of the work which are unforeseeable at the time of execution of theAgreement, for adjustments of quantities, for unit price work items or for special work deemed desirableby the County to be incorporated into the Agreement performance of work, if any, under AllowanceAccount(s) will be authorized by written Work Order(s) issued by the County. AMENDMENT: A written modification to this Agreement executed by Contractor and the County coveringchanges, additions, or reductions in the terms and conditions of this Agreement. CODE: The Code of Miami-Dade County, Florida. COUNTY: Miami-Dade County owns the Miami International Airport (MIA) and operates the Airport throughthe Miami-Dade Aviation Department. DAYS: Calendar days DEPARTMENT: Miami-Dade Aviation Department ("MDAD"), which is a department of Miami-Dade Countyand represented by and acting through its Director or his/her designee(s). DIRECTOR: The Director of the Miami-Dade Aviation Department or authorized representative(s)designated in writing with respect to a specific matter(s) concerning the services. DOCUMENTATION: Is defined as all records, procedures, schematics, diagrams, and manufacturer andContractor's manuals customized or created specifically for the County. EFFECTIVE DATE: The date that appears in the first paragraph of the Agreement. FISCAL YEAR: The period which commenceson October 1 of a year and concludes on September 30th of the,ensuing year. MAINTAIN: Preventive maintenance, repair or replacement, as deemed appropriate in Contractor'sreasonable business judgment, of any installed equipment with the understanding that the Contractor willprovide the labor and necessary tools and the County will supply the equipment. NOTICE TO PROCEED: A written notice to proceed issued by the Project Manager authorizing Contractor toproceed with the work described in this Agreement. CONTRACTOR: An independent firm, company, joint venture, corporation, partnership, or individualapproved to oversee the operations of the AOIS. PROJECT MANAGER: The person designated by the Department to administer the terms andconditions of this Agreement documents on behalf of the County. SERVICES: Those services that Contractor shall perform in accordance with the terms and conditions ofthis Agreement as directed and authorized in writing by the County.
WORK ORDER: A written order, authorized by the Director or designee, directing the Contractor to performwork under a specific Allowance Account, directing the Contractor to perform a change in the work thatdoes not have a monetary impact, including but not limited to, extending the contract time withoutincreasing the maximum contract amount.TERMThe County hereby engages Contractor and Contractor hereby shall perform the work described inExhibit A, "AOIS Technical Specifications", and agrees to operate and maintain the AOIS for a term ofseven (7) years (the "Term'').INTRODUCTION:A.Contractor shall provide all services listed in the Technical Specifications attached as Exhibit A, as wellpricing proposal as submitted herein.B.Contractor may be required, at the direction of the Department, to perform Additional Work. This work willbe funded from the General Allowance Account in this Agreement. Contractor will diligently, upon writtendirection of the Department, perform such work in accordance with the requirements of this Agreement.Compensation to ContractorA. The County shall pay to Contractor as consideration for operating and maintaining the AOIS andproviding the services required herein, for the price as provided in Exhibit B, Schedule of Pricing.B. For the Term of the Agreement, the monthly O&M payment shall be the seven (7) year amount asprovided in Exhibit B divided by eighty-four (84). The monthly payment shall be deemed to include allwork required to operate and maintain the AOIS as specified in Exhibit A during each such month forthe Term of the Agreement.C. Compensation to the Contractor for any Additional Work shall be made in conformance with thesecontract documents. The Contractor will be compensated for actual costs incurred in the performanceof the Additional Work.D. In accordance with Miami-Dade County Code Section 2-8.8, as a condition of final payment under thisAgreement, the Contractor shall identify all sub-consultants/subcontractors used for the Services, theamount of each subcontract, and the amount paid and to be paid to each subconsultant/subcontractor.Allowance AccountsA. Certain portions of work which may be required to be performed by the Contractor under thisAgreement are either unforeseeable or have not yet been designed, and the value of such work, if any,is included in the Agreement as a specific line item(s) entitled General Allowance Account.B. The General Allowance Account shall be used to reimburse the Contractor for the actual costs forfurnishing all labor, materials, equipment and services necessary for modifications or Additional Workrequired to complete the Project because of unforeseeable conditions; or for adjusting quantities
specified in the Technical Specifications to conform to actual quantities installed resulting fromchanges in the Work.C. These values, if any, included in the Total Agreement Amount, are not chargeable against the TotalAgreement Amount unless and until the Contractor is directed to perform work contemplated inthe Allowance Account(s) by a written Work Order(s) issued by the County. Any unused monies inany allowance account shall remain property of the County.D. When work is to be performed under the Allowance Account(s), if any, the work shall be integratedinto the Agreement as a part of the Contract as awarded.E. The Work Order for the required work will be issued by the County upon receipt from the Contractorof a satisfactory proposal for performance of the work, and the acceptance thereof by the County.Pricing shall be in accordance with the requirements for the Technical Specifications related toAdditional Work.F.No Work Orders shall be issued against an Allowance Account if such Work Orders in the aggregateexceed the authorized amount of that Allowance Account, provided however that such excess maybe authorized by amending the Agreement. No Work Order issued may modify the terms,conditions, or covenants of this Agreement unless subsequently approved by the Board of CountyCommissioners.G. At Agreement closeout, the Agreement amount shall be decreased to reflect unexpended amountsunder the Allowance Account.Contract MeasureThis Agreement will adhere to all Miami-Dade County ordinances with special attention to all ordinancesthat relate to the Small Business Enterprise ("SBE") Participation program.The following has been established according to the SBE program:Contract Measure: XXXXCommented [NS(1]: We need to submit to MinorityAffairs/SBDThe Contractor is directed to and is required to adhere to the attached Miami-Dade County Florida, SmallBusiness Development ("SBD") Division/Department of Regulatory and Economic Resources, SBEImplementing Order 3-41, included within this Agreement as Exhibit C which delineates therequirements of this County program and the requirements for attaining the SBE contract measure.Commented [TD2R1]: Will you handle this?Commented [NS(3R1]: yes
EXHIBIT AAirport Operations Information SystemTECHNICAL SPECIFICATIONS
ARTICLE 1 ABBREVIATIONSAOA - Airfield Operations AreaAODB- Airport Operations DatabaseAOIS - Airport Operations Information SystemAVD - Aerial View DisplayBID - Baggage Information DisplayCOUNTY - Miami-Dade Aviation Department (The "Owner'')DDS - Data Distribution ServerDID -Destination Information DisplayDVC -Display Video ControllerESB - Enterprise Service BusFIDS - Flight Information Display SystemGAC - General Aviation CenterGIDS - Gate Information Display SystemHEAT - Help Desk Enterprise Automated Ticketing SystemLCD - Liquid Crystal DisplayLED - Light Emitting DiodeMIA - Miami International AirportO&M - Operation and MaintenanceOEM - Original Equipment ManufacturerMAC -Moves, Adds, or ChangesPC - Personal ComputerRM - Resource ManagerSID - Staff Information DisplaySLA - Service Level AgreementWMS - Work Management System
SCOPE OF WORKA. The Contractor shall provide all labor and tools to operate and maintain the Airport Operation InformationSystem (AOIS) at Miami International Airport, Miami, Florida, General Aviation Airports, Miami area hotelsand the Port of Miami and other areas as deemed necessary. The County reserves the right to procurethrough this contract or outside this contract any non-proprietary AOIS related services or hardwarerequired to maintain the AOIS.B. This Contract will be to furnish to the County detailed technical design, development, firmware,software, software licenses, installation, integration, implementation, training, user manuals anddocumentation, operation, support and maintenance services for the Airport Operation andInformation System (AOIS), warranty, testing of the hardware and software, and all other itemsnecessary or proper for, or incidental to, providing an operable and acceptable AOIS, including otherrelated components, all in accordance with the Agreement.C. The Contractor shall provide expert on-site and off-site software system support including; First Level,Second Level, and Third Level support for hardware repair, system maintenance, and other facets of theAOIS system. The Contractor shall upgrade the County to the latest versions of the AODB, RM, DAR, ESB, FIDS,EASE-FX, AVD, VEEAM Backup Support (EASE-FX) and VMware ESXi Support (EASE-FX) and any other softwarepackage and/or solution not specifically named that is part of the current or upgraded AOIS solution at MIA atno additional cost to the County.D. The Contractor shall upgrade the County to the new versions at no additional cost to the County as soon asthese software packages are available and deemed suitable by the County to replace/enhance the installedsystem. The new system must provide, at a minimum, the same functionality that the current systemprovides. Any new system must support all the operational functions that the current system supports.Contractor is responsible for any changes to the system to meet the same functionality that the currentsystem provides.E. The Contract shall not be construed to create unto the Contractor any exclusive rights with respect to anyof the County's airport systems owned or operated by the County. The County may in its sole discretionaward any additional or similar services to any third party or the County may elect to perform all or a portionof the services by its own employees.F. The AOIS software currently consists of the following, but is not limited to:
GENERAL Operations and Maintenance (O&M) REQUIREMENTSA. The Contractor shall provide the County with on-site and on-call technical support for all the equipmentand software installed as part of the 1115A, I115C and l115D AOIS contracts and out of scope items, aswell as equipment procured by MDAD for the AOIS system.B. The Contractor shall maintain all equipment connected to the AOIS system regardless of procurementsource.C. The Contractor shall provide support from and inclusive of the display device back to and including allservers within the AOIS system. This will include all software, hardware and firmware associated with theAOIS system regardless of procurement source.D. The Contractor shall provide competent, knowledgeable, first-level support field engineers. These fieldengineers must be fully trained by the Contractor and their original equipment manufacturer in first level onsite maintenance of all installed AOIS system components. The Contractor shall have 100% of its stafffactory trained and certified. For new hires after this contract is executed, the Contractor shall train newhires within three (3) months to ensure a competence level of Field Engineer. Such training and anysubsequent training will be at the Contractor's expense. Contactor’s new hires shall be approved byCounty’s Project Manager.E. The Contractor will, at County's request, make available field engineers to assist with any work assignmentsneeded to complete any task associated with the AOIS system. This would include but not be limited to,installation and maintenance, and repair and emergency activities such as hurricane preparednessmeasures. Amadeus will be responsible for completing these tasks for all AOIS related equipment, includinghardware that was not purchased directly from Amadeus. Employees whose full salary is being paid underthis contract are not permitted to work on projects outside the scope of this Contract.F. The Contractor agrees that the Agreement price includes, but is not limited to, all software and systemssupport, labor, overtime, insurance, travel to and from the job site, all salaries, overtime, benefits,subsistence/ living allowances, taxes, pensions, pagers, training, uniforms, telephone cost (land/cell),computers, printers, furniture etc., cost of logistics, shipping, tools to maintain site, and miscellaneous costsuch as auto, parking fees, set-up, fines, business fees, compiling reports and daily trending analysis, testequipment, and Contractor's overhead and profit, the cost for all third party on-site and off-site reportsupport charges, the cost for salary, overtime, air, hotel and any other expense associated withunplanned/emergency on-site visits by Contractor or 3rd party factory technicians to resolve an issue withthe AOIS.G. The Contractor shall furnish all supervision, labor, tools, machinery, hardware, test equipment, materials,services, third party software and hardware support, and work such hours as agreed to herein to ensurecompliance for the scope of work and SLAs stated herein.H. The Contractor shall provide staff to operate on-site 18 hours-a-day, seven (7) days a week, 365 days a year18x7x365. Hours of on-site coverage shall be agreed upon prior to contract start date. Off-Site Systems Supportshall be 24x7x365.I.The Contractor's service organization will provide support for the County and its users including dispatchingresources in response to alarms, complaints, and requests for service. Activities are to be coordinated
through the County's IT Service Desk.J.The Contractor shall be the primary contact for MDAD IT Service Desk tickets associated with the installedSystem.K. Tickets that are found to be associated with an interface shall NOT be closed until a resolution is found.Contractor shall be responsible to work with the other party until the problem is resolved. Contractor shall beresponsible for updating status on their assignment in HEAT (or equivalent County Trouble Ticketing/ReportingSoftware) for all such tickets and closing the ticket only when problem is resolved.L.The Contractor is required to:1.Meet the Service Levels for problem resolution and escalation as shown herein.2. Respond to requests for routine moves, adds, and changes for the AOIS users.3.Anticipate and be responsive to high call volumes during the peak travel times such as Thanksgiving,Christmas and technology roll-outs.4.Document and report operational metrics, including maintenance logs and make recommendations onimprovements which may be required or warranted.5.Frequency of reports shall be monthly or as requested by the County, or its users. Upon analysis ofthese metrics, Contractor shall address and remedy any systematic problems or negative performancetrends.6. Provide environmental maintenance of primary and back-up equipment rooms and all installeddevices. Environmental maintenance is defined as keeping these areas free from trash, dust, dirt andwater/moisture. The electronic equipment is sensitive and need to be kept in a clean, maintainedenvironment. This shall be considered part of preventive maintenance.7. The Contractor shall be responsible to maintain the proper inventory of spares.8. The Contractor shall supply to the County all necessary documentation and any required accesscredentials to allow the Department to independently operate and maintain the AOIS. MDAD's leadtechnical staff and his/her back-up will be granted full Administrative rights to all the AOISdatabases, servers, systems and devices. Selected staff will be given the same access to the MDADservers and databases that the current Amadeus Technical Manager has. This access needs toinclude: all credentials (usernames and passwords) to the MDAD servers and databases, access torun scripts and processes needed for troubleshooting, maintaining or monitoring the system. Thecurrent Amadeus Technical Manager shall provide the MDAD AOIS staff with AOIS administrationand maintenance training as needed and or requested.PERSONNEL
A. Operations and Maintenance services shall be performed only by competent personnel. TheContractor shall comply with the County's written requests regarding assignment of personnel.B. Contractor shall promptly transfer from the airport any employee or employees that the Countyadvises are not satisfactory and replace such personnel with employees satisfactory to the County; butin no event shall the County be responsible for monitoring or assessing the suitability of any employeeor agent of Contractor.C. Contractor will abide by all Federal, State and Local regulations on wages and hours of an employeedealing with the employment relationship between Contractor and its employees, including but notlimited to the Florida Human Relations Act, the Federal National Labor Relations Act, the Federal Fairlabor Standards Act, the Federal Civil Rights Act of 1964 as amended, and the Americans with DisabilitiesAct.D. Contractor shall require all prospective employees to show proof of citizenship, or proof from theUnited States Immigration and Naturalization Service of valid entry permits and/or work permits forlegal aliens and proof that such legal aliens are eligible to be employed in the United States. Personsemployed by the Contractor shall provide and pass all required courses to secure a valid MDAD IDbadge.E. Contractor shall maintain a drug-free workplace within the meaning of the Florida Drug
HEAT - Help Desk Enterprise Automated Ticketing System LCD - Liquid Crystal Display LED - Light Emitting Diode . these software packages are available and deemed suitable by the County to replace/enhance the installed system. The new system must provide, at a mi
