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PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 4e ACTION ITEM Date of Meeting March 24, 2015 DATE: March 17, 2015 TO: Ted Fick, Chief Executive Officer FROM: Wendy Reiter, Director, Aviation Security and Emergency Preparedness Wayne Grotheer, Director, Aviation Project Management Group SUBJECT: Closed Circuit Television (CCTV) Improvements Phase 2 (CIP #C800642) Amount of This Request: $2,936,000 Source of Funds: TSA Grant and Airport Development Est. Total Project Cost: $11,000,000 Fund Est. State and Local Taxes: $615,000 ACTION REQUESTED Request Commission authorization for the Chief Executive Officer to (1) authorize the procurement of required hardware, software, and vendor services; (2) authorize Port staff to implement the upgrade of the Airport Video Management System foran additional $2,936,000; and (3) authorize procurement of post-implementation maintenance contracts. This request would increase this project's authorization to $4,074,000 out of an estimated total project cost of $11,000,000. SYNOPSIS On September 11, 2014, the Port Commission authorized the design of the CCTV Phase 2 Project to upgrade existing surveillance cameras, add additional cameras and provide an upgraded Video Management System (VMS) for the Airport. The proposed upgrades will support security enhancements desired by the Transportation Security Administration (TSA) as well as Port of Seattle Airport Security, Port Police, and Airport Operations. TSA has executed a $7.4 million grant with the Port of Seattle to fund this project and anticipates up to $10 million in total grant funding. This project was included in the 2015-2019 capital budget and plan of finance. While design for the additional cameras is in progress, this request will allow us to move forward with the upgrade of the VMS to provide capacity for additional cameras and improved access to video for Airport Security and Emergency Responders. Information and Communication Technology (ICT) and Aviation Maintenance resources will be utilized to complete the project. Total project costs for the VMS upgrade are estimated to be $3,500,000, which includes $564,000 from the original design authorization. Additional recurring software license and maintenance costs of $70,000 will be budgeted within the Aviation Maintenance operating Template revised May 30, 2013. COMMISSION AGENDA Ted Fick, Chief Executive Officer March 17, 2015 Page 2 of 5 budget. Should the Port decide at a future date not to proceed with construction of any additional cameras, this action would still result in a sound investment as it would improve the end user experience as outlined in the project justification below. BACKGROUND The Port utilizes Genetec Omnicast product for our current VMS. This system was competitively procured and installed in 2009 and was last upgraded in 2012. Omnicast currently captures, stores, and makes available for replay, the video from over 1,000 cameras in place throughout the Airport and is used by Airport Security, Airport Operations, Port Police, TSA, and individual airlines. In 2014, as an initial task for this project, staff evaluated the alternatives of replacing or upgrading the Genetec VMS. The upgrade option provided compelling advantages including lower cost, less risky transition and cutover, user familiarity, and less need for training. Staff estimates the cost saving of an upgrade rather than complete replacement at approximately $1.5 million. Because of the size of the Airport's video system, there are few products with a demonstrated capability to manage it. The few competitive alternative products did not offer features compelling enough to outweigh the additional cost. PROJECT JUSTIFICATION AND DETAILS An enhanced VMS system will better support the Port and TSA in responding to security incidents in the Airport and surrounding properties by providing additional camera views, easier and faster access to video streams and increased video archive capacity. The current VMS will be unable to support the additional cameras identified in this program without an investment in the storage infrastructure. Project Objectives Increase video storage capacity to accommodate additional cameras Significantly improve response time to deliver video access to Airport and TSA and Emergency responders by providing camera maps and linkages Provide video access to airline partners Ensure VMS availability for critical safety and security operations by replacing aging hardware and software. Scope of Work Purchase hardware and associated equipment to meet increased data storage requirements Upgrade Genetec Video Management Software Implement a map-based graphical user interface for camera management. COMMISSION AGENDA Ted Fick, Chief Executive Officer March 17, 2015 Page 3 of 5 Schedule Authorize Video Management System Upgrade Q1 2015 Procurement Complete Q3 2015 Upgrade Complete Q4 2016 System Acceptance Q4 2016 FINANCIAL IMPLICATIONS Budget/Authorization Summary Capital Expense Total Project Original Budget $11,000,000 $0 $11,000,000 Previous Authorizations $1,138,000 $0 $1,138,000 Current request for authorization $2,936,000 $0 $2,936,000 Total Authorizations, including this request $4,074,000 $0 $4,074,000 Remaining budget to be authorized $6,926,000 $0 $6,926,000 Total Estimated Project Cost $11,000,000 $0 $11,000,000 Project Cost Breakdown This Authorization Total Project Design Phase 0 $1,138,000 System Implementation $1,580,000 $1,580,000 Hardware and Software $1,241,500 $1,241,500 Construction Phase $0 $6,425,500 State & Local Taxes (estimated) $114,500 $615,000 Total $2,936,000 $11,000,000 Budget Status and Source of Funds The CCTV Upgrade Project (CIP C800642) is included in the 2015-2019 capital budget and plan of finance with a capital budget of $11,000,000. The funding source is the Airport Development Fund and TSA grants. TSA has executed an Other Transaction Agreement grant in the amount of $7,387,790 to fund eligible costs. Another TSA grant is anticipated in the future to bring the total grant funded portion to $10,000,000. If the additional grant is not received, the project scope and budget will be reduced to eliminate the lower priority cameras. COMMISSION AGENDA Ted Fick, Chief Executive Officer March 17, 2015 Page 4 of 5 Financial Analysis and Summary CIP Category Renewal and Replacement Project Type Technology Risk adjusted discount rate N/A Key risk factors N/A Project cost for analysis $11,000,000 Business Unit (BU) Terminal Building Effect on business performance NOI will decrease IRR/NPV N/A CPE Impact $.01 in 2017 Lifecycle Cost and Savings Annual software license and maintenance fees of $50,000 in 2015 are expected to increase to $100,000 beginning in 2016 to accommodate the increase in cameras and functionality. This will be budgeted in the Aviation Maintenance operating budget and approved as part of the annual budget process and is not included in the $11,000,000 total estimated project cost. Aviation Maintenance estimates the need for approximately 400 hours of service to support the system and provide on-going camera mapping activity. This additional workload will be distributed amongst the existing workforce. No additional FTE will be required as a result of this project. STRATEGIES AND OBJECTIVES This project supports the Aviation Strategy of Operating a World Class Airport by ensuring safe and secure operations. An upgraded VMS will provide increased security at the Airport for passengers and Airport tenants. TRIPLE BOTTOM LINE Economic Development This VMS project represents an investment in our current facilities and supports the long term vitality of the Airport, Airlines and Airport tenants. Environmental Responsibility This is a system internal to the Airport and will have a negligible effect on the environment. Community Benefits Enhanced VMS coverage will provide increased security for passengers and traveling public. Small Business Opportunities The project manager will coordinate with the Office of Social Responsibility to maximize small business opportunities. COMMISSION AGENDA Ted Fick, Chief Executive Officer March 17, 2015 Page 5 of 5 ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1: Purchase new system via a competitive procurement. Pros: While not supported with initial investigation, there may be a vendor solution available that better meets Port requirements. Cons: Research indicates that Port requirements cannot be better met with another Video Management system and the estimated cost of a replacement is $1,500,000 higher than that of an upgrade. Going through the RFP process will extend the schedule. This is not the recommended alternative. Alternative 2: Utilize existing VMS version. Pros: Capital dollars would not be expended and staff would be reallocated to other efforts. Cons: The current system will not support the data storage requirements of the planned additional cameras, camera mapping would not be delivered, and aging hardware of the existing system will increase availability risks in the near future. This is not the recommended alternative. Alternative 3: Upgrade existing system. Pros: Utilizing TSA grant funding to upgrade the airport VMS is the most cost effective way to support additional cameras, improve access to video, and ensure continued availability of this critical system. Cons: A full evaluation of available products will not be considered without a competitive procurement. This is the recommended alternative. ATTACHMENTS TO THIS REQUEST None PREVIOUS COMMISSION ACTIONS OR BRIEFINGS September 11, 2014 The Commission authorized $1,078,000 for design of the CCTV phase 2 project.
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