Title
Security Badging Identity Management System Contract - RFA 24-0043 Request for Award (Ordinance S-50221)
Description
Request to authorize the City Manager, or his designee, to execute a new contract with HID Global Corporation (HID Global) to provide Security Badging Identity Management System (IDMS) maintenance and support services for the Aviation Department. Further request to execute an amendment to Contract 148324 with HID Global Corporation to extend the contract term on a month-to-month basis or until a new contract is executed, whichever occurs first, and authorize additional expenditures up to $214,755. Additionally request to authorize the City Controller to disburse all funds related to this item. The total value of the new contract will not exceed $2,610,893.
Report
Summary
The new contract will provide ongoing technical support and maintenance for the Aviation's IDMS. The IDMS is used to manage security badging and credentials for approximately 1,000 companies and more than 25,000 employees that work and do business at Phoenix Sky Harbor International Airport. The IDMS is used by Aviation's Security Badging Office to ensure background verification and security checks such as security threat assessments and criminal history record checks are conducted in compliance with federal law. The IDMS is also used to issue badges to employees, and it securely integrates with the access control and alarm monitoring system to control user access to all restricted areas of the airport. HID Global provides ongoing technical support and maintenance for the IDMS.
HID Global is the only vendor authorized to provide maintenance and support services for its IDMS. The new contract will ensure ongoing maintenance and support of this critical security system. Inability to contract with HID Global will result in the current system being unsupported, thereby exposing Aviation to significant operational, security, regulatory, and financial risk. Because the new contract will start on or around Jan. 1, 2024, extending the current contract on a month-to-month basis until then will also ensure there is no lapse in service.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on special circumstances without competition. In the past two years, Aviation issued two Requests For Proposal to solicit a new IDMS. However, both procurements were unsuccessful given limited competition for this technology solution. Because of these circumstances, Aviation is requesting to enter into a new contract with HID Global to ensure ongoing support for this system. Aviation and HID Global have reached agreement on the key business terms and conditions for the new contract, which is anticipated to take effect on or about Jan. 1, 2024. Aviation further requests to extend the current contract on a month-to-month basis or until the new contract has been executed, whichever occurs first, to prevent any lapse in support between contracts and to allow staff to finalize remaining contract details.
Contract Term
Upon approval, Contract 148324 will be extended on a month-to-month basis until the new contract has been executed. The new contract is anticipated to begin on or about Jan. 1, 2024, for an initial two-year term with three one-year options for a total five-year term if all options are exercised.
Financial Impact
The total contract value for the new contract will not exceed $2,610,893 for the five-year contract term. Upon approval of $214,755 in additional funds for Contract 148324, the revised value of the current contract will be up to $2,545,535.
Funding is available in the Aviation Department Operating Budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Operations Security Portal Parts and Services Contract 148324 (Ordinance S-44701) on June 6, 2018.
- Operations Security Portal Parts and Services Contract 148324 Amendment (Ordinance S-49761) on May 31, 2023.
Location
Phoenix Sky Harbor International Airport - 2485 E. Buckeye Road
Deer Valley Airport - 702 W. Deer Valley Road
Goodyear Airport - 1658 S. Litchfield Road, Goodyear, Ariz.
Council Districts: 1, 8 and Out of City
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Aviation Department.