SUBJECT
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Consideration to approve contract renewal FY22-082 with Vector Airport Systems, Herndon, VA in an annual amount not to exceed $150,000.00 for a total contract value of $450,000.00 which includes percentage range (4% to 17%), charted at the point of billing all aircraft landing fees for Flight Tracking/Automatic Billing System. The term of this contract shall be for a period of one (1) year and is contingent upon the availability of appropriated funds. This contract can be renewed (2) two additional one (1) year extensions, upon mutual agreement of the parties. Funding is available in the Laredo International Airport Fund.
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PREVIOUS COUNCIL ACTION
Approved a one-year contract on 10/03/22.
Approved first extension on 11/20/23.
Approved second extension on 12/2/2024.
BACKGROUND
This contract establishes a fee structure for price, flight tracking system’s software functionality, database structure technical design, and landing fees for Flight Tracking/Automatic Billing System for the Airport Department. There was no price increase during the last extension period. This the third extension of five extension periods. This contract may be extended for two, additional one (1) year periods. Should the vendor desire to extend the contract for the additional one-year period, it must so notify the City in writing no later than sixty (60 days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City’s Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contract shall bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month- to-month basis, not to exceed 3 months. Said month-to-month extensions shall be in writing, signed by the City’s Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. The City reserves the right to renew or rebid this contract, if the appropriated funds initially approved by City Council are exhausted before the contract expiration date. This contract will the responsibility of an administered by the vendor and the City of Laredo Airport Department.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that this contract be approved.
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Fiscal Impact
Fiscal Year: 2026.
Budgeted Y/N?: Yes.
Source of Funds: Laredo International Airport Fund.
Account #: 242-3620-582-3010
Change Order: Exceeds 25% Y/N: N/A.
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services needed should the City need to purchase these commodities or services. The City obligation of performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes void.