Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Department of Public Works
Subject: Agreement with Vector Airport Systems for the San Carlos and Half Moon Bay Airports Automated Noise Management, Flight Tracking, and Aircraft Landing Fee System
RECOMMENDATION:
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Adopt a resolution:
A) Waiving the Request for Proposals (RFP) process due to existing non-transferable hardware and complexity of services provided that are not offered by other competitors; and
B) Authorizing the President of the Board to execute an agreement with Vector Airport Systems for an automated noise management, flight tracking, and aircraft landing fee system for the San Carlos and Half Moon Bay Airports for an amount not to exceed $265,478 for three years beginning on July 1, 2023 through June 30, 2026 with two one-year options to extend in the amounts of $93,855 and $96,670, respectively; and
C) Authorizing the Director of Public Works to execute contract amendments modifying the County’s maximum fiscal obligation by no more than $25,000 in aggregate, and modify the Agreement term, services or other administrative changes to the Vector Airport Systems Agreement within current or revised fiscal provisions.
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BACKGROUND:
In March 2016, this Board initiated the San Carlos Airport Aircraft Disturbance Study (Study). Implementation of the Vector Airport Systems (Vector) for real-time flight tracking, noise-complaint management and automated landing fee billing was a recommendation of the Study.
On June 27, 2017, this Board approved Resolution No. 075251, which amended an agreement with Vector to expand the implementation of the system at the San Carlos Airport.
On June 30, 2020, this Board approved Resolution No. 077572, which authorized an agreement with Vector to provide continued support for the Airports’ Noise Management Program.
On July 1, 2022, the Agreement with Vector was amended to include additional flight tracking and noise management services at the Half Moon Bay Airport.
San Carlos and Half Moon Bay Airports (Airports) use Vector to respond to noise complaints quickly and with detailed information for residents. Vector is also used to collect and report trend data on the number of arrivals, noise complaints, and adherence with Voluntary Noise Abatement Procedures (VNAP). Using Vector, the Airport identified common VNAP misunderstandings and clarified outreach and marketing materials, resulting in a higher percentage of adherence. The Airports have made increasing and substantial use of these systems since implementation in 2017.
DISCUSSION:
The Department of Public Works (Department) requests a waiver of the Request for Proposals process as the Vector remains the sole source provider for the combination of services provided to the Airports. Additionally, Vector is the only company that can operate the aircraft tracking cameras located at the San Carlos Airport. Replacing these cameras would cost over $100,000. The Vector system is used at more than forty airports across the country and the system is used by the Federal Aviation Administration for aviation safety research projects. Vector was designed to be effective and affordable. Until Vector was developed, only large international airports had access to real time flight track data, noise complaint correlation, and geographic flight track detection. The ability to access real time flight track data and correlate flights with complaints allows Airport staff to be more responsive and provide community groups and noise callers with detailed information and trend data.
Use of Vector along with the Airports recently expanded “Friendly Approach” outreach program is essential for continued positive relations with communities surrounding the Airports.
County Attorney has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The total cost of the agreement over the three-year period is $265,478. The cost for FY 2023-24 is $85,710, which is included in the Airport’s FY 2023-24 Recommended Budget. A portion of the FY 2023-24 cost is funded by Measure K in the amount of $70,370 with the remaining amount paid by the Airport Enterprise Fund. Costs for years two and three of the agreement will be included in future budgets. Should the Department exercise the one-year options to extend the Agreement beyond June 30, 2026, the cost of for each one-year extension will be $93,855 and $96,670, respectively.