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Home My WebLink About12/20/2000 - STAFF REPORTS (2) DATE: December 20, 2000 TO: City Council FROM: Acting Director of Aviation AIRPORT WINDOW CLEANING SERVICES RECOMMENDATION: That City Council award bid to Dad & Sons on a unit price basis and approve an agreement for the regular cleaning of all Airport Terminal and Concourse windows in an amount not to exceed $36,000 per year. SUMMARY: The Airport Terminal and Concourse areas require periodic window cleaning in order to maintain optimal appearance. Funds were budgeted for contract window cleaning services in Fiscal Year 2000-01. This agreement provides for the scheduled window cleaning. BACKGROUND: With the addition of the Phase I IATerminal and extensive new glazing,staff made the decision to budgetfundsforcontractual window cleaning services atthe Airport.Atotal of$36,000 was budgeted in Fiscal Year 2000-01 for this purpose. In cooperation with the Procurement Division, Invitation for Bid 01-09 was prepared and mailed to thirty seven (37) potential bidders for regularly scheduled window cleaning services.The Invitation for Bid was advertised in the Desert Sun on November 8,2000. A bid walk-through was conducted on November 15,2000,with seven(7)prospective bidders attending.The sealed bids were opened and read aloud on November 22,2000, at 2:OOpm, in the City Office of Procurement. The results of the Invitation for Bid were: Dad & Sons $24,775 Diggs Window Cleaning $36,500 Desert Janitor Service $107,000 As shown in Exhibit"C", bids were structured on a unit cost basis, permitting the Airport to request additional windowcleaning overand abovethe regular schedule. In orderto provide maximum flexibility, an upper limit of the budgeted amount, $36,000, is recommended,accommodating both the budget and the possible needs of the Airport. Over the past year, Dad and Sons has periodically cleaned the Airport Terminal windows under purchase order agreement. This has been accomplished without difficulty, and the quality of work performed has been very good.Staff recommends Dad and Sons based on the low bid and previous experience with the firm.A standard City Contract Services Agreement will be used for this agreement. OA December 20, 2000 Page 2 Funds are available in Airport Terminal Operations, 415-6200-43200, Contractual Services. No General Fund monies will be used. MIKE N. WILLIAMS, A.A.E. "AF(OLIJ E. GOOD, CPPO Deputy Director- Operations Procurement Manager APPROVED ---�BARJjt1RPPRFITH Actirrg�bblrector of Aviation APPR EVO T City Malr` Attachment: Minute Order REVIEWED BY DEFT.OF FINANCE N\WordPerfect\City_Council\Windowwashing_CR_Dec 2000.wpd N 1 VA go EXHIBIT "A" SCOPE OF SERVICES 1. SCOPE OF SERVICES A. General Description: The City of Palm Springs International Airport has recently undergone expansion with the addition of a new wing, the Phase 2A Concourse. Combined with the existing Terminal Building,there is now approximately 200,000 sq.ft. of floor space in total. The buildings contain substantial amounts of both tempered and untempered glazing, on the ground level as well as on the second story "concourse" and "mezzanine" levels. Periodic cleaning of the interior and exterior window surfaces is necessary to the ongoing operation of the Airport. This Contract describes services required of the CONTRACTOR for window cleaning on the Airport premises, in accordance with these Specifications and related documents within this Contract. B. General Requirements: All glazing specified by this Contract shall be maintained in a clean and attractive condition, free of foreign matter, smudging and streaking, in accordance with the specified schedule. Compliance with the performance of this work is the sole responsibility of the CONTRACTOR, and shall be ensured by the systematic inspection of the glazing by a representative of the CONTRACTOR. The CONTRACTOR shall notify the CITY Representative of inspection times in order for the Representative to accompany the CONTRACTOR, if desired. Special inspections may be requested by the CITY Representative, as needed. Any discrepancies noted shall be corrected within the following 24 hour period. Window cleaning services shall be provided for all glazing on the premises, including automatic doors, except in tenant leasehold and areas specifically excluded by these specifications. Measurement of the amount of glass surface area to be cleaned shall be the sole responsibility of the CONTRACTOR. C. Pre-Existing Conditions: Within certain zones substantial water staining of glazing has occurred over time. The CONTRACTOR will not be responsible for removal of existing water staining under the scope of this Contract. The CITY Representative however, may request such work as an addition to the Contract should it become desirable to do so. EXHIBIT "A" TO CONTRACT SERVICES AGREEMENT FS2/276/099999-3000/2160684 2 6/14196 1z Revised 09/01/98 42443 EXHIBIT "B" SPECIAL REQUIREMENTS 1. SPECIAL REQUIREMENTS: A. Security Issues: Employment History -Prior to commencement of the Services of the Contract, the successful Contractor will be required to submit a letter authorizing an individual(s)to approve the issuance of security badges. The letter shall also certify that each applicant for a security badge has satisfactorily undergone a review covering the past ten (10) years of employment history and verification of the five (5) years preceding the date the access investigation is initiated in accordance with all applicable provisions of Federal Aviation Regulations 107.31 and 108.33. Employment history verification records must be made available to the City orthe Federal Aviation Administration immediately upon request. B. Employee Security Badges-All Contractor personnel who require access to certain secured areas of the Airport must obtain, and conspicuously display on their person at all times when they are within these areas, an Airport issued security identification badge. The appropriate badge may be obtained at the Airport Operations Center located in the terminal building. A$50.00 deposit is required for each badge, of which $40.00 is refunded upon surrender of all badges to the Airport at the completion of the Contract. In order to obtain a security identification badge, each Contractor employee must have satisfactorily undergone the aforementioned access investigation and successfully completed a required 1 'Y2 hour training class on airport security. Attendance of the class and subsequent issuance of the security identification badge may take longer than 2 hours per person. C. Site Access - Access to certain areas of the air carrier ramp for carpet maintenance purposes will be through Perimeter Gate 7, unless otherwise arranged with the CITY Representative. Access to these areas, or any SIDA area, will be permitted only for SIDA badged CONTRACTOR personnel, or for CONTRACTOR personnel under escort by a SIDA badged CONTRACTOR employee. No deviations from any security measure will be allowed at any time. D. Vehicles and Equipment-All licensed vehicles operated on the Airport property are required to have conspicuously displayed in the windshield a vehicle permit issued by Airport personnel. This vehicle permit shall hold the CONTRACTOR responsible for both vehicle and personnel within vehicle while on Airport property. E. Identification - Each employee required to obtain SIDA access, through the Security provisions in these specifications, shall at all times display on their person the SIDA access badge while in the secure area. Additionally, identifying company shirts/uniforms shall be worn by each employee while on the Airport premises. F. Conduct - All employees, representatives and officials shall be expected to maintain excellent relations with the public, CITY officials and employees. Any display of offensive, discourteous or rude behavior by any representative of the CONTRACTOR may be cause for contract termination. Use of alcoholic beverages by CONTRACTOR representatives is prohibited,and representatives are prohibited from being on the premises under the influence of alcohol or any other substances. EXHIBIT "B" TO CONTRACT SERVICES AGREEMENT FS2/2761099999-3000/2160684.26/14196 I3 Revised:09/01/90 � Ay EXHIBIT"C" SCHEDULE OF COMPENSATION Contractor shall submit an itemized invoice upon completion of a service period and acceptance of the work, as defined in the specification. Billings must reference the purchase order number and shall indicate the unit (contract) price as stated below. It shall be the vendor's responsibility to submit a correct invoice. The City shall not be responsible for payment until a correct invoice is received. EXISTING TERMINAL ZONE/DESCRIPTION FREQUENCY MONTHLY/ EXTENSION ANNUAL COST O ARTERLY EXISTING TERMINAL: ZoneA-Baggage Claim MONTHLY $ 100.00 X12 $ 1200.00 Zone B-Main Terminal& QUARTERLY $ 1662.50 X4 $ 6,660.00 Center Lobby,Checkpoint &Mezzanine Level Zone C-Ticketwing MONTHLY $ 166.66 X12 $ 2,000.00 Zone D-Operations QUARTERLY $ 31.25 X4 $ 125.00 Offices Zone E-North/South MONTHLY $ 200.00 X12 $ 2,400.00 Holdrooms&Boarding Gales 1,2,2A,3 Zone H-Sourh Concourse QUARTERLY $ 200.00 X4 $ 800.00 Walkway Zone J-Commuter Holdroom QUARTERLY $ 200.00 X4 $ 800.00 Boarding Gate 13A/13B QUARTERLY $ 62.50 X4 $ 250.00 PHASE2A Zone F-Concourse Patio Exterior Glass QUARTERLY $ 75.00 X4 $ 300.00 Interior Glass MONTHLY $ 400.00 X12 $ 4,800.00 Zone G-Concourse Level All upper&lower exterior QUARTERLY $ 362.50 X4 $ 1,450.00 Glazing All upper interior glazing QUARTERLY $ 200.00 X4 $ 800.00 All lower inerior glazing MONTHLY $ 266.66 X12 $ 3,200.00 ANNUAL TOTAL COST: $24,775.00 EXHIBIT "D" Fszizzeio99999a000rzlaosea.zenai9s TO CONTRACT SERVICES AGREEMENT Revi,ed-09/01198 14 49dr I EXHIBIT"D" SCHEDULE OF PERFORMANCE Window cleaning is required in each Airport Terminal Building Zone in the locations and at the frequencies specified below: Zone Description Frequency Zone A: Baggage Claim -All exterior glazing MONTHLY -All interior glazing, except tenant leasehold interior glass Zone B: Main Terminal -All interior& exterior ground QUARTERLY Center Lobby, Check- level glass, including high glass point & Mezzanine level in main lobby; All mezzanine level glass, excluding restaurant glass Zone C: Ticket Wing -All interior/exterior glass MONTHLY Zone D: Operations -All interior/exterior glass QUARTERLY Offices Zone E: North/South -All interior/exterior glass MONTHLY Holdrooms and Boarding Gates 1, 2, 2A, 3 Zone F: Phase 2A -All exterior glazing QUARTERLY Concourse Patio -All interior glazing MONTHLY Zone G: Phase 2A -All upper& lower exterior glazing QUARTERLY Concourse Level -All upper interior glazing QUARTERLY -All lower interior glazing MONTHLY Zone H: South Concourse -All exterior glazing QUARTERLY walkway -All interior glazing Zone J: Commuter -All interior/exterior glazing QUARTERLY Holdroom, Boarding Gate 13A/1313 Patio A. Time of Service-Services shall be performed Monday through Friday , between the hours of 6:30 A.M. and 5:00 P.M.,except as required by the CITY Representative. Saturday and Sunday hours must be approved in advanced. Due to the on-going nature of Airport operations, the CONTRACTOR shall coordinate all work scheduling with the CITY Representative in advance. Every effort shall be made by the CONTRACTOR to perform services in Terminal zones at such times as will avoid any inconvenience to Airport customers, staff and operations. Services shall not be scheduled on normal City employee holidays. EXHIBIT "D" TO CONTRACT SERVICES AGREEMENT R,vwd/WJ019d01q/216pfi84 2 6/14/96 Revi5e8 09/01198 IS a�� EXHIBIT"D" SCHEDULE OF PERFORMANCE (CONTINUED) B. Schedule of Work - The CONTRACTOR shall furnish to the CITY Representative a detailed work schedule showing how the CONTRACTOR will accomplish the Contract requirements. This work schedule shall indicate the number of personnel, tasks to be performed by each person and the amount of time necessary to accomplish the work. The schedule shall be kept throughout the duration of the Contract, and shall be modified and re-submitted to the CITY Representative as required. Any work to be performed contrary to this schedule shall be approved by the CITY Representative prior to such occurrence. C. Liquidated Damages - Liquidated damages are not applicable to this Agreement. D. Term of Contract: The term of this Agreement shall be one (1) year from the date of award with the option of two one (1) year extensions. EXHIBIT "D" TO CONTRACT SERVICES AGREEMENT PS212761099999-3"121GI684.2 6114196 I6 Revised:W101198 4aA '7 MINUTE ORDER NO, AUTHORIZING A CONTRACT SERVICES AGREEMENT WITH DAD AND SONS, FOR SCHEDULED CLEANING OF AIRPORT TERMINAL AND CONCOURSE WINDOWS, IN AN AMOUNT NOT TO EXCEED $36,000 PER YEAR. I HEREBY CERTIFY that this Minute Order authorizing a contract services agreement with Dad and Sons for the scheduled cleaning of Airport Terminal and Concourse windows in an amount not to exceed $36,000 per year, was adopted by the City Council of the City of Palm Springs, California in a meeting thereof held on the 201" day of December, 2000. PATRICIA A. SANDERS City Clerk a �