STRATEGIC PRIORITY: Core
AGENDA DATE: August 13, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize (1) an acquisition contract for the purchase of noise monitoring terminals, installation, implementation, data migration, and training in an amount not to exceed $20,000.00; and (2) a five-year service contract, with two one-year renewal options, for software license; and maintenance, and support services for the Noise and Operations Monitoring System and Flight Identification and Tracking System in an amount not to exceed $497,000.00, for the Department of Aviation - Casper Airport Solutions, Inc. dba Casper Airport Solutions, only proposer - Total amount not to exceed $517,000.00 - Financing: Aviation Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This contract will provide for the purchase of new noise monitoring terminals and five years of ongoing software license, maintenance, and support of the noise and flight tracking monitoring systems for the Department of Aviation (AVI). These services are essential to effectively address the growing number of concerns related to aircraft noise. This agreement will provide for continued use of reliable systems to track and monitor aircraft patterns and noise levels. This will enable AVI to provide accurate data, respond proactively to concerns, and work towards solutions that balance operational efficiency with community wellbeing. The maintenance will also support ongoing efforts to improve environmental quality and ensure compliance.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Aviation (2)
• Office of Environmental Quality and Sustainability (1)
• Park & Recreation Department (1)
• Office of Procurement Services (2) *
*The Office of Procurement Services evaluated cost, local preference, and the Business Inclusion and Development Plan, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Experience 20 points
• Technical capabilities and features 20 points
• Support and maintenance 15 points
• Cost 15 points
• Business Inclusion and Development Plan 15 points
• Approach 10 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 10, 2018, the City Council authorized an acquisition contract for the purchase and implementation of noise monitoring terminals and a flight tracking monitoring system at Dallas Love Field and Dallas Executive Airport and a five-year service contract, with two one-year renewal options, for maintenance and support of the noise monitoring terminals and the flight tracking monitoring system with Casper Airport Solutions, Inc. by Resolution No. 18-0088.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Aviation Fund |
$60,000.00 |
$103,400.00 |
$353,600.00 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
Casper Airport Solutions, Inc. dba Casper Airport Solutions |
Non-local |
0.00% |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposal from solicitation number BDZ24-00026251. We opened it on January 31, 2025. We recommend the City Council award this agreement in its entirety to the only proposer.
Proposers Address Score
*Casper Airport Solutions, Inc. 1055 Westlake Drive 85.00
dba Casper Airport Solutions Suite 3100
Berwyn, PA 19312
Note: The Office of Procurement Services conducted a single proposal review and found no exceptions.
OWNER/EXECUTIVE
Casper Airport Solutions, Inc. dba Casper Airport Solutions
Nathan Adams, Vice President of Security