REPORT TO THE CITY COUNCIL
October 12, 2017
FROM: KEVIN R. MEIKLE, Director of Aviation
Airports Department
SUBJECT
Title
Approve Contract for continuation of Software License, Hosting, Maintenance and Services for Airport Properties and Billing with GCR, Inc., for an initial cost of $192,105 (Council District 4)
Body
RECOMMENDATION
Staff recommends that City Council approve a contract for Software License, Hosting, Maintenance and Services for Airport Properties and Billing with GCR, Inc. (GCR), for continuation of software services in use by the Airports Department since 2005 (including annual renewals for service, hosting and maintenance) at Fresno Yosemite International Airport (FAT) and Fresno Chandler Executive Airport (FCH) for an initial amount of $192,105, and authorize the Director of Aviation to execute the documents.
EXECUTIVE SUMMARY
GCR provides software licensing, hosting and maintenance for a properties and billing software program for the Airports Department (Airports) business management function, commonly referred to as an Airport Business Management System (ABMS), which Airports has been using since 2005. The Contract will upgrade the software, as the current software version will no longer be supported. Under the Contract, GCR will continue to provide the Software License, Maintenance and Services, and host databases on a cloud based system. The ABMS also includes a Capital Projects Module that will allow Airports Projects Division to track all aspects of airport capital work.
Background
The GCR system is a critical part of the administrative operation of Airports. Due to the nature of the business, Airports manages and oversees over 200 contracts with tenants on City property that is both on and off FAT and FCH. This system allows Airports to ensure that all requirements of all agreements are being met. On the revenue side, it ensures that all tenants are billed the correct rates and payments are properly applied.
The Contract includes a onetime licensing and implementation fee for the updated software version, an annual fee for maintenance and support, and annual fee for Hosting data on a secured Cloud ($192,105). The Hosting component eliminates the need for, and maintenance of, servers and other hardware. In subsequent years the fee for maintenance and support, and Hosting will be $47,880 plus annual adjustment equivalent to the Consumer Price Index (CPI). The Contract also provides termination language should the GCR system no longer meet Airports needs or funding in future years is not appropriated.
In 2005, Airports issued a Request for Proposals (RFP) for an ABMS for an airport properties and billing software program and GCR was selected as the most qualified service provider. Since that time, the GCR system has met and exceeded Airports’ expectation and it continues to perform at a high level. The software has been further enhanced, and older versions will no longer be supported. The upgraded version is more robust and user friendly, which will improve FAT’s ability to track properties lease requirements and manage invoicing activities.
The City Attorney has reviewed and approved the Contract as to form.
ENVIRONMENTAL FINDINGS
Pursuant to CEQA Guidelines Section 15378, this is not a project for the purposes of CEQA.
LOCAL PREFERENCE
The City's Local Preference Ordinance was not implemented because this contract is an amendment and previously addressed Local Preference.
FISCAL IMPACT
The ABMS enables the continued ability to effectively manage FAT and FCH in a fiscally responsible and reasonable manner, including comprehensive billing and accounts receivable activities. Funds are available in the Airports FY 2018 Adopted Budget for the initial, first year cost of $192,105. The annual cost in subsequent years will be $47,880 plus CPI adjustments. There is no impact to the General Fund from this action.
Attachment:
- Contract for Software License, Hosting, Maintenance and Services