HomeMy WebLinkAbout11/7/2007 - STAFF REPORTS - 2.E. ;0 pALM SpR
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C9'f IFORa,P CITY COUNCIL STAFF REPORT
DATE: November 7, 2007 Consent Agenda
SUBJECT: PURCHASE OF SIX QUASAR UMBRELLAS FROM BIRDAIR FOR THE
RENTAL CAR LOT EXPANSION AT THE AIRPORT
FROM: David Ready, City Manager
BY: Department of Aviation
SUMMARY
It is requested that City Council authorize the purchase and installation of six (6) Birdair
Quasar umbrellas for the Airport Rental Car lot expansion project-
RECOMMENDATION-
Approve the purchase and installation of six (6) Quasar umbrellas from Birdair, for the
Rental Car Lot expansion project at the Airport, as a sole source with special expertise
to match existing, for a total cost of$118,472.
STAFF ANALYSIS:
Last year the City Council authorized the collection of a Customer Facility Charge (CFC)
from all rental car users with the proceeds to go for improvements at the airport that
accrue benefit to the Rental Car Companies. The first project that is to be funded from
the proceeds is an expansion of the Ready/Return lot that is located just north of the
baggage claim area at the airport. The project is currently in the design phase and
expected to go to bid in the next couple of months. Attached is a plot plan of the
expansion project which will result in the doubling of the facility. Currently the
customers walk from the lot to the terminal building under a series of large umbrellas
(Birdair Quasar units), see attached brochure picture. The expansion project calls for
the addition of six Quasar units as seen on the attached drawing.
The Palm Springs Procurement Ordinance specifically allows the sole source purchase
of products under a special expertise section and allows for standardization under a
separate section. Section 7.04.030 states, "A contract may be awarded without
competition when it is determined that an unusual or unique situation exists, in that due
ITEM NO.
City Council Staff Report
November 7, 2007 - Page 2
Purchase of Birdair Quasar Umbrellas— Rental Car Lot Project
to experience and expertise demonstrated in prior contracts with the city a particular
contractor is uniquely qualified for a task, that makes the application of all requirements
of competitive sealed bidding or competitive sealed proposals contrary to the public
interest." Section 7.05.040 states, "Where the director of procurement and contracting
has determined that it is required by the health, safety or welfare of the people or
employees of the city or that significant cost savings can be demonstrated,
standardization of supplies, materials equipment or construction components is
permitted and the specification may be limited to a single brand of trade name." In this
particular instance Birdair has installed all of the fabric roof/canopy/umbrella systems
currently in use at the airport. Further, the Birdair Quasar umbrella units are currently
installed at the airport and on the downtown parking garage and the standardization of
this product saves the city in maintenance and repair parts-
The attached proposal has been received from Birdair following staff negotiations with
the firm. The product usually sells for $90 per square foot installed- In this case the
price has been negotiated at $84-62 per square foot installed. Staff recommends that
City Council approve the purchase and installation of the six (6) Quasar units under sole
source and standardization sections of the procurement ordinance. The reason that
staff is recommending proceeding ahead of the actual award of an overall contract for
the actual ready/return lot is that the procurement to install time line for Birdair can be
as much as six months.
FISCAL IMPACT:
This project is being paid for from the CFC Fund which this year has budgeted
$1,280,000 for the ready/return lot expansion project in account 405-6003-43200.
cmk--
Thomas Nolan, A.A.B., Executive Director Allen Smoot, Owner Representative
CraCraGa�rs, Procurement Manager
David H. Ready, City Malh�ger
Attachments:
1. Plot Plan
2. Brochure Photo
3. Proposal
2
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READY RETURNMSMNG
76
NEW(PROPOSED) 1222 87 �\ 1
TOTAL 271 M •-�
Three (3) Quasar Units over Luggage Cart Dispenser_ ` � , _ Three 3= f• O Quasar Units over
F _- _ l Passenger`Vail vay
=
L'.yr
y Two Quasar Units Relocated
Q
From Existing Luggage Cart
Dispenser
1Y
RENTAL CAR READY - RETURN EXPANSION
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.. Quasars key.features et agl0.ce
SizesrHngF ffnnisllilv6u1lrAtely.180-;1jf00,sq.h: - -
9raboiicic rn ,vib,cereal ppcin'cnluinri
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To: VSA Airports Date: 10/17/07
Robert Sheraton
Proposal No. S-07-237
Sheet 1 of 5
Attention: Estimating Dept.
Project: Palm Sprints Airport Rental Car Lot Location: Palm Springs, CA
Birdair, Inc. proposes to engineer, fabricate, deliver and install Qty(6) QS 40 Quasar Units Measuring
137'X 137' with 1,120 Square Feet of Plan and 1.400 Surface Feet Area as described in the following
Basis of Proposal.
Our base price is:
One Hundred Eighteen Thousand Four Hundred Seventy Two Dollars $118,472 USD
Base Price: $118,472 USD
This proposal is valid for thirty(30) days, and is based upon the Terms and Conditions on Page 2.
Accepted: By: Angel G Ochoa
By: Name: Anoel G. Ochoa
Title: Title: Business Development_Manager
Date: Date: 10/17/07
Birdair, Inc. • 65 Lawrence Bell Drive, Suite 100 • Amherst, New York 14221 USA
716-633-9500 Fax 716-633-9850
www_birdair.com 5
TERMS AND CONDITIONS
WORK WEER dlfd3lr Inc will supply labor for the Work on a regular 40 hour week without or proper of any kind ether owned or rented by Brdmr Inc Customer shall indemnity
any ovenlme If the Customer requires oveNmo Bdarr Inc will be mlmbured plus an and hold Bdae Inc harmless non any and all dame, demands damages causes of
adrygmore for loss of produgwr, ..Dan and suits of whateever nELre and kind Elision out of or connected with the use of
DRAWINGS FLNair Inc will.upply drawings samples and technical data as appmphate for such ladder scaffolding tools vehicles equipment or pmperty pmwdcd however the
the Welk deanbed en Ilia cover page Such dome will be:applied upon Customers request Customer shell not be so obliged W indemnity and hold Birder,Inc hormic;`in the event
and within 3 reasonable bme FIIMair Inc may ins mbe a legend on the cover page of these the calm demand,damage cause of actwn or suit I-caused solely by Bmtdad,Inc's
items Indicating melt confidential or Israel ry nature,and will restrict the publication and saw negligence
dissemination touch material to its employees who have a need W know ofthcirconti CUSTOMER-SUPPLIED PROPERTY If flue Work described on the cover page courts
GUARANTEE Brdan Inc Orllmpafrgrmpiaccmatcna4ruml..hddherdunderwhuch hrendm Customer to supply materials equipment or other pmparty Customer wai that such
aadadce an lire sjacofciVim-dcneri on the sever page and will called latersupplied item:shall befit for me use for which they were intended IfsuchVmsdongtnaconbmr,
which is not performed in a worvmanhke manner shrivel(hat Customer gives Indian holds Birdair Inc will nou coo Customcrrrilhin a rmoho able lime alter d ha:notice of the non-
to Ehd2ir Inc or such dams within one year fmm me date of BddEr Inc s substantial conformance and may requestaddihonal compensation vndcrfhe douse enhlled'Chanties
completion aide Walk BIRDAIR INC S LIABILITY IS LIMITED TO THE FOREGOING AND and ExtnS for any Ingmxm in the cart of pr.dormance which result from the non-
BIRDAIR INC SHALL NOT IN ANY CASE BE LIABLE OTHERWISE NOR S14AJ-L RIRQAIR wnfuimance
INC QC L145LF FOR INDIRECT OR CONSEQUENTIAL DAMAGES OF ANY NATURE DIFFERING SITE CONDITIONS II Sinclair Inc enbeuntor sub-surfacc or Intent phricn
INSURANCE Bmdme Inc will supply worhmanc compensation coverage in[lie fours End cohmillons at no site dhfenng materially I those indicated in Inc bid documents or
amounts required by Ole applicable staWles of the state in which the Work Is p rlomled In unknown physmal conditions at the site of an unusual hatun differing malenally from Nose
addition Planar Inc will furnish comprehensive automobile fiablfiy and comprehensive general ordin iy encountcmd by Birdair Inc s toile Bldamr Inc will pramplly nobly the Cdewmer
Lability msunrico proledmg against bodily injury liability and prowdy damngc hominy with II ruck cerddmm cause 3e mereae or decrease in the cast of or the time required for
,oh,limits g1$1000000 per person and$1,00001 per,occurrence perfomtance of any pan of the Work an equlmbie adjustment n onto will be made andthe
BONDS.Bond:me nelmdudedm this preposal contract bme modified eccaNlngly
INDEMNITY. Eialad Inc will inderrmdy and hold h3mlleas Customer from loss of damage to FORCE MA.IEURE Budalr Inc shall not be doomed in dcIngt or be liable car damages
person:or property 31 defect,ham BIM3h NC's performance Of the Work and caused for any folym or dcldy In performance or its Work which chat cut of muses beyond Its
solely bythe negrmgent acts of glaln Inc and Its employees reasonable control Such wuscs may nglad, mmeul umlmlwn,ens of God or of me
PROTECTION OF WORK Birdair,Inc will prated the Work of cannot thereof fmm the time public enemy act of the Gwemmenl in either mL^teverelgn orantreetual rapacity Eras
the Work,or peNons of it u mkawd to Budair Inc until the time Bndaw,Inc dictau the hood;epdemia quarantine cefnetens ethics freight embargoes matenal shortages or
same back to the Customer or other trades During such time Brdmr Inc will not be unusually seem weather If Biel Inc s Work is tennln sled for default and it is
ra;ponsmblc for lore or damngc caused by other pergns or not tea-ombly do bu dspdded in subsequently determined that Planar Inc was not In default Brdair Inc will be cnitlled W
the custom and pmcheeef8roln Inc Grade Compensation for all Work completed hereunder based on prices combined herein 1
CLEANUP Eld3mn Inc will remove refuse and debris caused by IL operations in accordance applicable the seat of any Work in pmgrosa,any cast mcunN by Bmdav Inc a 3 result
with the custom and practice of Blmalr Inc s trade If Customer desires addnonal cleanup it of the temmmation,and an equable allowance forpnfl on the fmagoing
may request Budalr Inc to dedorm me same and an additional charge will be made TERMINATION If paymcnl is not mono it End,Inc y required by the clause towed
Cnstomcr may perfmm cleanup on Brldau Inc s behalf only if Brdaa Inc has grood to the 'Peymdoh'if Customer 3ssgm or lransfeu efattempLtomsignortiansforthis Pmwsal
saint in--(,no beforehand InlhOle or in Pad dBmrd3mr Inc has reason to believe that Customer becomes the sublcct
STORAGE Cu.lemde will pnwde without cost I.Budmr Inc .uff uenf along ,ba which of any Insolvency or bahNupdey, Womedmg then BrNamq Inc may Vurninile its
s;fully picaseva of maddral.and dqumpmom furnished for We Work at and waver enf to the pedomhance without mother notice and remove from the fob ate any and all of is labor
place olapplucabon of Vie Work forces materials facilities and equipment In such overt Budof Inc may at its election
FACILITIES Customer will device without best to Birdair Inc light,heal power and water mcovcr the amounts due fin Wink pedormrd under the Pmpoeal price and any sums due
which am mound for the perfemnnw of the Work in the wstom and pnrh,of Smdnu Inc s for loss of prefL and other damages or regard the non-payment as a nomination for
bade convenience and rebeverall costs Incurred in performing the Work pnorto nomination plus
TAXES Curfomer will pay for any and all laces and clinic:which am now or may be mpo.ed a reasonable allowance for peft on such Work
on the Work by any local stale or&decal daring sullmdy 13. mdmance tole rim megulaLon DISPUTES In the event of any dispute with regard to contract mquiremenL-,the Cuslemer
unless olhernate noted on the aver page may by written notice require Birdair Inc to omrccd with the pantomrmre or Ilse Welk
FEES Any and all bees for perms fees,minutes and licensing mgmrements am not included Including any Work in dkpglc pending a mrolotion or the dispute wmmin a reasonable time
PAYMENTS For Work commenced and completed in any one calendar month Customer will themaMe Bdav Inc will submit a written statement of Its position to the Customer If
pay the contend,phi in full In men upon wmplctwn Of the WgrL Otherwise Customer will Onto 30 days alter me submtesion of such statement the paNes have mil agncd on a
pax'Ole pnw in gash in propose payment:on the 101"dry or the month following.obtrusion semement the pai may submit the matter to arbitration Submission win he effected by
by Scramr Inc of a Slalemen!of Welk pedennetl inn aaeM3nee wince Eudmr Inc s seliedule of wdften request of ether party. Any such arlons ion will be hold in accordance with me
values. Blidamr Inc will be entitled to include Isborexpended during the period and materials then current miles of the Anni Arbitration Association cloture to Cavan Industry
stored 9 Its factory or stored at the lob site or at nearby storage penalties prior to their Arbdmbon The dcwswn of the arbIRA-rwdl bit final and anal on me parties If within
installation In the evaluation of Work performed Sg days after Bdmr In, has :.bundled cot•wnten statement the parties ham not
APPROVAL This proposal offer to the Customer the Wmu and scrol s upon whwh edhmitted the dispute to aNlbebon the paNes may avail thomsell of any mmcdy
Emd3rc Inc vvT perform the Work dwetipd an the cover page This proposal may be changed etherwee available to It under the contract or otherwise avelablc to d uncoils watrd or
al any bme par It acceptance by Indian reline to the Cuslomer nod will be deemed to be otherwise avaltehle by law.
wlthdmwn if rwtaccepted by the Customer by acceptance appearing on the cover page PROPRIETARY INFORMATION Thu Proposal wNamn;pmpreWry mnfmm2bon and may
AGREEMENT. If Customer signs this Proposal or otherwise Indicates its consent,then this notbecopmedordislnbukd Thoinformatwncgntamgdhcremn clmall lief be dasemineted to
Pmpoeal will represent the entire agreement of the panics with Ronald to all of the mils of any outomdc parry
peffermance v.d prymem.1'dhc Work If Cntomcruhscqu.m1y reqursl:Bdmr Inc 1o:,an RETENTION This Proposal S addled 10 10%retention for the 150%man,olon Gad,
m6 own form of aline Oils Pmpesal will be,deemed to be pad of Vie entice and will Solvent which bme no further retention will be hold.
any other continuing term of that contract unless this Proposal Is expressly excluded by the ACCESS'Suitable roadsand access hold,non and Imck.to reach all area a:necessary
paNes for the perfmmanw of this Work meet lot prodded
CHANGES AND EXTRAS The Workmay beehangcd by'Field Older;Change Order'li to DRAWING APPROVAL AI 3ppmvaL of BVdelr Inc drawings by others must be
Welk Older'or otherwise aulhonand by the Customer or his agent- Such change.may a mpleled in a timely manner.Cur pdce is based on appmvel of ices than l0 d,x
Include changes In scope method,scheduling oromer performance requirements Insuch BUILDERSRISK Awmpmhcnsmvcbuldcdsnskpdmgwdobepmvdedbyemem.
cvcmi the wind onto and the completion date will be equitably adlwtod Blydar,Inc will FIELD OFFICE: location fin portable lob side dice to be provided within a ma sonablo
notify Cusigmcrofsuch changes within a reasonable fine aflcr discovery pillared Lem Me Work Electrical and telephone hookup must be available at this locution
SUSPENSION, The Cuslomee may edrr Sunni Inc in Idmg or otherwise It suspend PRELIMINARY INFORMATION Any and all information provided by Brdamr Inc clamped
delay or interrupt all or any port of the pia od schedule fer such period of bme as it may 'Piellminafyr Is notto be used formnslmction,Orin anyway rnwrpgnlcd into Ili:Work
determine for its convenience If the performance of all or any part of the Work h suspended WAIVER SrNarr,Inc a wader of any tam hent.at any time will net be consorted as a
dolayad or iritormplod by an an of the Customer or its agents or by its failure he as within the wan,OF such lams atsuclog lit love:
cone ademplApol for If no time is spcwEcd within a matchable Imo) an adju lment in Free VALIDITY, In me even)any part or potion of the Proposal shall behold W be Invafd vgid
shall be made for any mcreae in Ilia deal of prfmmana of the Week sawed by such event or omefwlse unenforceable such holding shall not atoll the mmammng pad or portwm of
extended Eccordjngly.Blydalr,Inc.will submit Its claim for such cast Increases or extensions of the Proposal
fund within a rmsom c time after mwmt of the order to suspend delay or Intcmhpt trailer d INTERPRETATION. This Pri hall be answed in accardance with the law of the
bceomcs swam of the Cu;lgmcls act or fimiure to ad whwhevcr occur lalcr unwiI where Ilia Work a performed.
BIRDAIR.INC SUPPLIED PROPERTY Whcnrwr Inc Curfomer IV employee: acdmelee
end subbentranms other Irish Bldamr Inc use ladders scaffolding tools vehicles equipment
Birdair, Inc. a 65 Lawrence Bell Drive, Suite 100 e Amherst, New York 14221 USA
Tel: (716) 633-9500 Fax: (716) 633-9850
www.birdair.com 6
AMEND&
Project: Palm Springs Airport
S-07-237
Date: 10/17/07
Page: 3 of 5
BASIS OF PROPOSAL
PROJECT DESCRIPTION:
Birdair, Inc., will provide:
Qty (6) QS 40 Quasar Units Measuring 137'X 137' with 1,120 Square Feet of Plan and 1,400 Surface Feet
Area.
Relocate two existing units within 150 feet of current location
SCOPE OF WORK:
Engineering.
We include the following items as related to our Scope of Work:
1. Engineering and design of structural steel
2. Engineering and design of cable elements and fittings.
3. Engineering, design and patterning of the PTFE Architectural membrane.
4. Engineering and design of the fabric perimeter attachment systems.
5. Delivery of all supplied materials.
6. Installation of all supplied materials
7. P.E. Stamped drawings
We specifically exclude the following:
1. Design of the foundations and all other concrete components.
2. Graphics or Signage
3. Demolition of any existing structure on site and/or excavation for foundations.
4. Design, supply or installation of concrete foundations, anchor bolts, or grouting.
5. Building permits or misc.fees.
6. Design of any and all mechanical, electrical, fighting and lightning protection systems, components or their
attachment to our work.
7. Water diversion or collection systems.
Sunaly.
Included in our supply as related to our Scope of Work:
1. Fabrication of all structural steel components, painted to match Matthews Paint color#06888 Orange Foam
Satinfinish.
2. Stainless Steel wire rope cables and fittings
3. Fabricated PTFE Fabric Membrane.
4. Aluminum fabric perimeter attachment hardware with stainless steel fasteners and gaskets.
Birdair, Inc. • 65 Lawrence Bell Drive, Suite 100 • Amherst, New York 14221 USA
Tel: (716) 633-9500 Fax: (716) 633-9850
www.birdair.com 7
Project: Palm Springs Airport
5-07-237
Date: 10/17/07
Page: 4 of 5
5. Installation of all materials we supply.
6. We have included our standard 1 year Warranty. The warranty will be a separate contract between Birdair,
Inc. and the Owner, and will be executed at the completion of the work.
7. We will provide the Fabric Warranty provided to us by the fabric manufacturer on a'pass through' basis to the
owner-
S. Local Sales Tax.
We specifically exclude from our supply:
1. Foundations or other concrete components.
2. Repair Kits
3. Anchor bolts and other concrete embedments.
4, Mechanical, electrical, lighting or lightning protection equipment, accessories or their attachment to our work.
5. Water diversion or collection systems.
6. Building Permits, special licensing or other fees.
Installation.
We will install all steel, cables membrane, and perimeter clamping that we supply. We have based our price upon
the following:
1. One(1) mobilization of labor, equipment and materials
2. We require the ability to perform all work sequentially, continuously, and without interruption.
3. We will require a lay-down area on site, or in close proximity to the worksite, to store equipment and
materials.
4. We will require access to the immediate work area, specifically for equipment access, as may be required
during the installation process. We anticipate that the following will be among the equipment utilized; Man
Lifts, Fork Lifts and a Medium sized Hydraulic Crane.
5. Installation labor is based on a forty(40) hour workweek Work will be performed in eight(8) hour shifts
during normal daytime working hours. We have not allowed for any premium time beyond these hours.
6. Our field labor rates are based on standard labor rates. We have not included union or prevailing wage rates.
7. Our price assumes that water and 110-volt electrical power will be provided at no cost,to within 50 feet of our
work area.
8. Birdair, Inc.will leave its material in a clean condition at the conclusion of our work. Any additional cleaning
that may become necessary will be the responsibility of others.
9. Any Punch lists must be issued prior to our demobilization to avoid additional costs.
10. We have not included the cost for any signage,temporary barricades or traffic control.
11. We have not included costs for Builders' Risk Insurance. We will require that Birdair, Inc. be named as an
insured under the policies provided by either the owner or general contractor, and that Birdair will have no
exposure to deductible amounts on any policies.
Schedule.
Our proposal is based on the following schedule:
1. Initial submittal of shop drawings, approximately six(6)weeks after receipt of fully executed contract.
2. Approval of all submittals, by the Architect, is to occur within two(2)weeks of our submittal.
3. Submittal of final shop drawings will occur approximately four(4)weeks after the architect's review.
Birdair, Inc. • 65 Lawrence Bell Drive, Suite 100 • Amherst, New York 14221 USA
Tel: (716) 633-9500 Fax: (716) 633-9850
www.birdair.com 8
Project: Palm Springs Airport
S-07-237
Date: 10/17/07
Page: 5 of 5
4. Fabrication of all Components will take approximately ten to twelve(10-12)weeks after approval of drawings
for fabrication,
5. Shipment from the point(s) of fabrication to the project site will take approximately two(2)weeks after
completion of fabrication.
6. Substantial completion of installation will occur approximately two (2)weeks after Birdair's site mobilization is
completed.
The milestones noted here are approximate, and are subject to change in the event that project or other
conditions necessitate adjustment.
Commercial Terms.
We will require the following progress Payments:
1, 30% Down-Payment due upon execution of contract or notice to proceed.
2. 30% Due upon completion of Engineering Drawings
3. 30% Due upon completion of fabrication, prier to shipment of materials.
4. 10% Due upon delivery of materials.
Clarifications and Qualifications.
1. This proposal shall bind Birdair, Inc only after acceptance by the purchaser and approval and acceptance by
Birdair, Inc.
2. We specifically exclude liquidated or consequential damages.
3. We exclude all Payment and Performance bonds.
4. Standard Insurance coverage is included our proposal. Special terms or coverage, such as Primary Wording,
may result in additional charges.
5. This proposal is based on the terms and conditions herein and anticipates the acceptance of the proposal in its
entirety, or the execution of a contract using the terms of AIA Document A401.
6. Our pricing is based on the most economical seam layout, as determined by our designers. Changes to the
seam layout may result in additional engineering costs and schedule delays.
7. Final geometry must be established prior to starting design work. Changes to the geometry during the course
of the work, may result in additional engineering costs and schedule delays.
8. We specifically exclude any item not specifically included in this proposal.
Birdair, Inc. • 65 Lawrence Bell Drive, Suite 100 • Amherst, New York 14221 USA
Tel: (716) 633-9500 Fax: (716) 633-9850
www.birdair.com
9