HomeMy WebLinkAbout7/30/2003 - STAFF REPORTS (9) DATE: July 30, 2003
TO: City Council
FROM: Executive Director- Airports
AMENDMENT#3 - AIRPORT CARPET MAINTENANCE SERVICES
RECOMMENDATION:
That City Council approve amendment#3 to Agreement#4244 with DuPont Flooring
Systems for Airport carpet maintenance services in the amount of$2,785 per month,
for a total annual expenditure of $33,420, for a period of three (3) years.
SUMMARY:
DuPont Flooring Systems has provided regular contract carpet maintenance services
in the Airport Main Terminal & Concourse for a period of three (3) years. The work
performed has met Airport requirements via a process offered solely by Dupont, the
manufacturer of the carpet fiber.
BACKGROUND:
In Fiscal Year 1999-2000, funds were budgeted and approved for regular contract
carpet cleaning of all newly installed Airport carpeting. In cooperation with the
Department of Procurement& Contracting, Invitation For Bid (IFB) 00-04 was issued
for servicing the carpet in the Airport Main Terminal, the Sonny Bono Concourse and
passenger holdrooms. Bid specifications were based on the carpet manufacturers'
recommendations. Bids were solicited from 14 area service providers in addition to
being advertised in the Desert Sun. Three contractors attended a walk-though,
however,only one(1) bid was received.The bid,from Dupont Flooring Systems,was
priced at $76,943 per year, considerably higher than the City funds budgeted.
Staff then investigated maintenance alternatives, including providing services with
Airport staff. Dupont Flooring Systems,the sole bidderand carpetfiber manufacturer,
suggested an alternative to the standard method of maintenance. The program used
equipment and materials proprietary to Dupont. Using this technology, a six month
trial program was undertaken and successfully completed. Staff then recommended,
and Council approved, a contract services agreement based on the new program.
Service has been continuous since then, with the City opting for two one (1) year
extensions.
Over three years, the program has proven beneficial in terms of carpet appearance
and upkeep, service cost and long term viability. The cost is less than half the original
bid amount for Airport carpet maintenance services. Also,the program should extend
carpet life by at least 1 to 2 years over previous experience. For these reasons, plus
the past bid experience and proprietary nature of the service, this three (3) year
amendment is being recommend.
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Amendment#3 - Airport Carpet Maintenance Services
July 30, 2003
Page 2
The Airport Commission will be updated on this item at it's regularly scheduled
meeting of August 6, 2003.
The total cost for this program is $33,420 per year, with funds budgeted in Airport
Terminal Operations acct. 415-6200-43200, Contractual Services. No General Fund
monies will be used.
VI
Mike N Williams, A.A.E. Allen Smoot, A.A.E.
Deputy Director- Operations Executive Director-Airports
Harold E Good, CPPO
Director, Procurement and Contracting
Approved: CITY MANAGE ,�
Attachment: (1) Minute Order REVIEWED BY DEPI OF FINANCE
1 AV—
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AMENDMENT NO. 3
AGREEMENT NO. 4244, AIRPORT CARPET CLEANING SERVICES
THIS THIRD AMENDMENT to Agreement No 4244 for Contract Services, (herein
"Agreement") made and entered into on the day of 12003,
by and between the CITY OF PALM SPRINGS (herein "City") and DuPont Floorings
Systems (herein "Contractor"), (The term Contractor includes professionals performing in
a consulting capacity.), is hereby effective as follows:
The"Contractor" has been retained to perform carpet cleaning services forthe City of Palm
Springs, Department of Aviation (AIRPORT), which operates the Palm Springs
International Airport.
Exhibit "A" Scope of Services
Exhibit "A" Scope of Services, as amended, is hereby replaced with the following:
Scope of Work:The Scope of Work consists of furnishing all equipment, materials, supplies, labor
and service necessary to provide a contract carpet maintenance program in the designated areas
of the Palm Springs International Airport in accordance with the Dupont Service Visit Program and
at the specified service frequencies.
Maintenance Frequencies: Service frequencies for the carpet maintenance program are
determined by zone definition (based on expected traffic) and season definition (based on the
seasonal passenger activity at the Airport). Services are to be provided in accordance with the
schedule in Exhibit "D."
Zone Definition/Maintenance Program Coverage: The carpeted areas at the Airport have been
characterized into three (3)zones based on expected traffic. These zones are: high, medium and
low traffic areas and are graphically identified on Attachment"B"(High= Red, Medium= Blue, and
Low = Green). The carpet maintenance program shall cover the high and medium-traffic areas
(red and blue areas). Low-traffic areas (green) will be maintained by City staff.
Service Visit Specifications: Each service visit shall consist of the following:
- cleaning of a minimum of 5,000 square feet;
- pre-vacuuming of all areas to be cleaned;
- application of DuPont's patented low-moisture soil encapsulating cleaning solutions;
- hot water extraction where necessary;
- post-spotting where necessary.
All services shall be performed to the satisfaction of the Airport Maintenance Superintendent.
Secured Access to Work Areas: The areas in which work is to be performed are considered
secure areas in accordancewith Federal Aviation Administration security guidelines.The contractor
shall comply with the security related provisions within this agreement.
DuPont Flooring Systems Amendment#3 Page 1 of 11
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Exhibit "B" Special Requirements
Exhibit "B" Special Requirements, is hereby replaced with the following:
Performance Bond: The requirements of Section 5.3 for provision of a Performance Bond are
deleted.
Airport Security:
Criminal History Records Check (CHRC) - The Contractor will be required to submit to the
Sponsor prior to the commencement of construction, a letter authorizing specific Contractor
representatives to approve the issuance of Airport Identification badges and the processing
of a fingerprint based Criminal History Records Check (CHRC) and/or an employment history
verification. Employment history verification records and/or CHRC results must be made
available to the Sponsor or the Transportation Security Administration (TSA) and/or Federal
Aviation Administration (FAA) immediately upon request.
Under certain circumstances, and out of control of the Sponsor, security measures may
change on short notice. No deviations from any security measure shall be allowed at any time.
Secured/SIDA Area Access—All Contractor personnel who require unescorted access to the
Secured/SIDA areas of the Airport, prior to the issuance of an Airport Identification badge,
must successfully complete a fingerprint based Criminal History Records Check (CHRC). In
accordance with CFR 49 1542.209, the CHRC must disclose that the applicant has not been
convicted, or found not guilty by reason of insanity, of any of the disqualifying crimes listed
below or as stated in 49 CFR 1542.209, during the 10 years before the date of the individual's
application for unescorted access authority, or while the individual has unescorted access
authority. The disqualifying criminal offenses are as follows —
(1) Forgery of certificates, false marking of aircraft, and other aircraft registration violation; 49
U.S.C. 46306.
(2) Interference with air navigation; 49 U.S.C. 46308.
(3) Improper transportation of a hazardous material; 49 U.S.C. 46312.
(4) Aircraft piracy; 49 U.S.C. 46502,
(5) Interference with flight crew members or flight attendants; 49 U.S.C. 46504.
(6) Commission of certain crimes aboard aircraft in flight; 49 U.S.C. 46506.
(7) Carrying a weapon or explosive aboard aircraft; 49 U.S.C. 46505.
(8) Conveying false information and threats; 49 U.S.C. 46507.
(9) Aircraft piracy outside the special aircraft jurisdiction of the United States; 49 U.S.0
46502(b).
(10) Lighting violations involving transporting controlled substances; 49 U.S.C. 46315.
(11) Unlawful entry into an aircraft or airport area that serves air carriers or foreign air carriers
contrary to established security requirements; 49 U.S.C. 46314.
(12) Destruction of an aircraft or aircraft facility; 18 U.S.C. 32.
(13) Murder.
(14) Assault with intent to murder.
(15) Espionage.
(16) Sedition.
(17) Kidnapping or hostage taking.
DuPont Floonng Systems Amendment#3 Page 2 of 11
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(18) Treason.
(19) Rape or aggravated sexual abuse.
(20) Unlawful possession, use, sale, distribution, or manufacture of an explosive or weapon.
(21) Extortion.
(22) Armed or felony unarmed robbery.
(23) Distribution of, or intent to distribute, a controlled substance.
(24) Felony arson.
(25) Felony involving a threat.
(26) Felony involving —
(i) Willful destruction of property;
(ii) Importation or manufacture of a controlled substance;
(iii) Burglary;
(iv) Theft;
(v) Dishonesty, fraud, or misrepresentation;
(vi) Possession or distribution of stolen property;
(vii) Aggravated assault;
(viii) Bribery; or
(ix) Illegal possession of a controlled substance punishable by a maximum term of
imprisonment of more than 1 year.
(27) Violence at international airports; 18 U.S.C. 37.
(28) Conspiracy or attempt to commit any of the criminal acts listed in this paragraph (d).
Secured Area Access — All Contractor personnel who require unescorted access to the
Secured/Non-Restricted area of the Airport, prior to the issuance of an Airport Identification
badge must submit to the Sponsor an employment history verification for the past five (5)
years preceding the date the access investigation is initiated. The employment history
verification must comply with the requirements of the Sponsor, which includes, but is not
limited to: The entire 5 years must be accounted forwith no gaps greater than 12 consecutive
months.
Employee Security Badges -All Contractor personnel who require access to certain secured
and/or restricted 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. The cost for each identification badge is $25.00. Each CHRC also costs
$35.00, Stolen and/or lost identification badges are subject to a $35.00 replacement fee. All
badges are to be returned to the Sponsor upon completion of the project. In order to obtain
a Secured Area identification badge, each Contractor employee must have satisfactorily
completed the aforementioned CHRC and successfully completed a required 2 hour training
class on airport security. Attendance of the class and subsequent issuance of the security
identification badge may take longer than 3 hours per person.
Perimeter Security Gate Access - During the course of the project, the Contractor may be
allowed to use only one (1)perimeter gate for access. The Engineer shall approve this access
gate and associated haul roads. The Contractor will be required to guard this gate at a//times
while the gate is open or unlocked. The Contractor and the Contractor's badged gate guard
are responsible for all persons accessing the airport through the Contractor's secured gate.
The Contractor's gate guard shall deny access to all individuals that do not have displayed on
their person an Airport issued security identification badge for those areas that the display of
DuPont Flooring Systems Amendment#3 Page 3 of 11
such badge is required or written Airport authorization for those areas that the display of such
badge is not required.
Vehicles and Equipment - All licensed vehicles operated on airport property are required to
have conspicuously posted on said vehicle a vehicle permit issued by the Airport. This vehicle
permit shall hold the Contractor responsible for both the vehicle and all personnel within the
vehicle while the vehicle is on airport property. All vehicles and equipment shall be identified
with appropriate company signage on each vehicle and display in full view, and at all times,
a 3 foot by 3 foot flag with 1 foot checks of international orange and white. Operators of said
vehicles shall have successfully completed an Air Operations Area (AOA) driving test. The
AOA test can be administered during the security training class.
All violations of Airport security are also violations of the City of Palm Springs Municipal Code
11.33.052, California Vehicle code and/or the Code of Federal Regulations.Any such violation
may result in arrest, the issuance of a citation and/or the immediate revocation of access
privileges.
Procedures for Obtaining an Airport Identification Badge:
1. The Airport requires an "Authorization Signature Letter" to be on file for each company
requesting Airport Identification Badges. The letter must contain the name of at least one
individual who is authorized to request ID badges for the company. Management and
supervisory representatives are preferred for this purpose. Original "wet' signatures are
required.
2. The Airport requires each individual applying for a badge to be fingerprinted. SIDA badge
and fingerprint applications are available at the Airport Operations Offices, or online at
http://www.palmspringsairport.com/security_tips.html.
3. Completed fingerprint and badge applications must be signed by a company
representative, as listed on the Signature Authorization Letter, on the second page of the
badge application. The authorized signature verifies and approves the individual
application for fingerprint and ID badge processing. The authorized signature also
confirms all fees associated with fingerprint and badge processing will be paid by the
company, Applications are located at the above Airport internet link.
4. Successful completion of a fingerprint-based Criminal History Records Check(CHRC) is
required prior to receiving an ID badge or taking the SIDA training class. Fingerprint
appointments can be scheduled with Shawn Flinn, Airport Operations Supervisor II by e-
mail at Shawn F(a)ci.palm-springs.ca.us. After fingerprints are taken, the confidential
results will usually be reported to an applicant within one (1)week. If nothing disqualifying
is indicated, secured SIDA training can then be scheduled.
5. After notification thatthe CHRC process has been completed successfully,each applicant
will attend mandatory SIDA Training Class training. Classes are scheduled every
Wednesday at 11:OOam in the Airport Conference Room, located upstairs in the main
Terminal building. Appointments to attend SIDA class are scheduled through Shawn
Flinn, Airport Operations Supervisor II.
DuPont Flooring Systems Amendment#3 Page 4 of 17
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6. Upon completion of the SIDA class and payment of applicable fees, the individual will be
issued an Airport Identification Badge.
Procedures to Obtain an AOA Vehicle Permit:
1. The Airport requires a separate "Authorization Signature Letter" to be on file for each
company requesting AOA Permits. The letter must have a signature from at least one
individual who is authorized to request ID badges for your company. Management or
Supervisory representatives are preferred on this letter. Original "wet' signatures are
required on all Authorization Signature Letters.
2. An AOA Vehicle Permit request form must be submitted each time you request a vehicle
permit. More than one vehicle may be listed on each request. The form requires the
following information: Vehicle make, vehicle type, color, year, and license number. An
information package is also available for reference.
Site Access: Access to certain areas of the air carrier ramp for carpet maintenance purposes
will be through Perimeter Gate 15, unless otherwise arranged with the CITY Representative.
Access to these areas, or any Security Information Display Area (SIDA)will be permitted only
for SIDA badged CONTRACTOR personnel, or for CONTRACTOR personnel under escort
by an SIDA badged CONTRACTOR employee. No deviations from any security measure will
be allowed at any time.
Vehicles and Equipment: All licensed vehicles operated on the Airport property are required
to have conspicuously displayed in thewindshield a vehicle permit issued by Airport personnel.
This vehicle permit shall hold the CONTRACTOR responsible for both the vehicle and all
personnel within the vehicle while on Airport property.
Identification: Each employee required to obtained 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.
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 "C" Schedule of Compensation
Exhibit "C" Schedule of Compensation, is hereby replaced with the following:
Contractor shall be compensated at the per month rate of two thousand seven hundred and
eighty-five dollars ($2,785), in accordance with Section 2.0 Compensation. The annual cost
of the agreement shall not exceed $33,420.
DuPont Floonng Systems Amendment#3 /0,17
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Exhibit "D" Schedule of Performance
Exhibit "D" Schedule of Performance, is hereby replaced with the following:
Term of Contract: The term of this agreement shall be for three (3) years, commencing on
August 1, 2003 and running through July 31, 2006.
Schedule of Services: Carpet cleaning services are to be provided in accordance with the
following monthly schedule of the active agreement year:
Maintenance programmed cleaning shall occur within the following areas:
August
7 - Maintain Red in Ticketing & Security Area
14 - Maintain Red in Baggage Claim & Spot Clean as Necessary
15 - Maintain Red in North/South Holdrooms & Red in Commuter Hold area
21 - Maintain Blue in Baggage Claim & Spot Clean as necessary
28 - Maintain %2 of Red in New Concourse and Spot Clean as necessary
29 - Maintain ''/2 of Red in New Concourse & Spot Clean as necessary
September
4 - Maintain Red in Baggage Claim & Spot Clean as necessary
11 - Maintain Red in Ticketing & Security Checkpoint
18 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
19 - Maintain '/2 of Red in New Concourse & Spot Clean as necessary
25 - Maintain Red in North/South Holdrooms & Red in Commuter Hold area
October
2 - Maintain Red in Baggage Claim & Spot Clean as necessary
9 - Maintain Red in Ticketing & Security Checkpoint
16 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
17 - Maintain '/2 of Red in New Concourse & Spot Clean as necessary
23 - Maintain Blue in Baggage Claim & Spot Clean as necessary
30 - Maintain Red in North/South Holdrooms & Red in Commuter Hold area
November
1 - Maintain Red in Baggage Claim & Spot Clean as necessary
2 - Maintain Red in Ticketing & Security Checkpoint
6 - Maintain Red in North/South Holdrooms & Blue in Baggage Claim Areas
13 - Maintain '/2 of Red in New Concourse & Red in Commuter Hold Areas
14 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
20 - Maintain Red in Baggage Claim & Spot Clean as necessary
27 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
28 - Maintain %2 of Red in New Concourse & Red in Commuter Hold Areas
DuPont Flooring Systems Amendment#3 /1 Page 6 of I
December
4 - Maintain Red in Baggage Claim & % of Blue in Baggage Claim
5 - Maintain Red in Ticketing & Security Checkpoint and % of Blue in Baggage Claim
11 - Maintain % of Red in New Concourse & %2 of Red in North/South Holdrooms
12 - Maintain ''/2 of Red in New Concourse & '/z of Red in North/South Holdrooms
18 - Maintain Red in Baggage Claim & Red in Commuter Hold areas
19 - Maintain Red in Ticketing & Security Checkpoint
27 - Maintain ''/z of Red in New Concourse & Spot Clean as necessary
28 - Maintain % of Red in New Concourse & Red in Commuter Hold area
January
2 - Maintain Red in Baggage Claim & Spot Clean as necessary
8 - Maintain Red in Ticketing & Security Checkpoint
9 - Maintain Blue in Baggage Claim & Spot Clean as necessary
15 - Maintain '/z of Red in New Concourse & Spot Clean as necessary
16 - Maintain % of Red in New Concourse & Spot Clean as necessary
22 - Maintain Red in Ticketing & Security Checkpoint
23 - Maintain Red in Baggage Claim & Spot Clean as necessary
29 - Maintain % of Red in New Concourse & Spot Clean as necessary
30 - Maintain ''/z of Red in New Concourse & Red in Commuter Hold Areas
February
5 - Maintain Red in Baggage Claim & Yz of Blue in Baggage Claim
6 - Maintain Red in Ticketing & Security Checkpoint & % of Blue in Baggage Claim
12 - Maintain % of Red in New Concourse & Red in Commuter Hold Areas
13 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
19 - Maintain Red in Baggage Claim & '/z of Blue in Baggage Claim
20- Maintain Red in Ticketing &Security Checkpoint and Red in North/South Holdrooms
26 - Maintain % of Red in New Concourse & Spot Clean as necessary
27 - Maintain ''/z of Red in New Concourse & Red in Commuter Hold Areas
March
5 - Maintain Red in Ticketing & Security Checkpoint
6 - Maintain Red in Baggage Claim & Spot Clean as necessary
12 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
13 - Maintain ''/2 of Red in New Concourse & Spot Clean as necessary
19 - Maintain Red in North/South Holdrooms and Red in Commuter Hold area
20 - Maintain Blue in Baggage Claim & Spot Clean as necessary
26 - Maintain Red in Baggage Claim & Spot Clean as necessary
27 - Maintain Red in Ticketing & Security Checkpoint
April
2 - Maintain Red in Baggage Claim & Spot Clean as necessary
3 - Maintain Red in Ticketing & Security Checkpoint
DuPont Flooring Systems Amendment#3 Page 7 of 11
10,47
9 - Maintain Red in North/South Holdrooms and Red in Commuter Hold area
10 - Maintain %2 of Red in New Concourse & '/z of Blue in Baggage Claim
16 - Maintain '/2 of Red in New Concourse & %2 of Blue in Baggage Claim
17 - Maintain Red in North/South Holdrooms & Red in Ticketing area
23 - Maintain '/2 of Red in New Concourse & Red in Commuter Hold Areas
24 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
30 - Maintain Red in Baggage Claim & Spot Clean as necessary
May
1 - Maintain Red in Baggage Claim & Spot Clean as necessary
7 - Maintain Red in Ticketing & Security Checkpoint
8 - Maintain Red in North/South Holdrooms & Red in Ticketing area
14 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
15 - Maintain '/2 of Red in New Concourse & Spot Clean as necessary
21 - Maintain Red in Ticketing & Security Checkpoint
22 - Maintain Blue in Baggage Claim & Spot Clean as necessary
June
4 - Maintain Red in Baggage Claim & Spot Clean as necessary
11 - Maintain '/2 of Red in New Concourse & Spot Clean as necessary
18 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
19 - Maintain Red in Ticketing and Security Checkpoint
July
9 - Maintain Red in Baggage Claim & Spot Clean as necessary
16 - Maintain Red in Ticketing & Security Checkpoint
23 - Maintain %2 of Red in New Concourse & Spot Clean as necessary
24 - Maintain '/2 of Red in New Concourse & Spot Clean as necessary
30 - Maintain Red in North/South Holdrooms and Red in Commuter Hold area
Schedule of work: Services shall be performed Sunday night/Monday morning through
Thursday night/Friday morning, between the hours of 10:00 P.M. and 6:30 A.M., except as
modified 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.
Schedule of Services: Carpet cleaning services are to be provided in accordance with the
attached.
Schedule of work: Services shall be performed Sunday night/Monday morning through
Thursday night/Friday morning, between the hours of 10:00 P.M. and 6:30 A.M., except as
modified 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
DuPont Flooring Systems Amendment#3 Page 8 of 71
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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.
Except as specifically worded herein, all terms and conditions of the Agreement shall remain
in full force and effect and performance of services under the Agreement shall be governed
by the provisions of the Agreement.
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DuPont Flooring Systems Amendment#3 Page 9 of 11
MINUTE ORDER NO.
APPROVING AMENDMENT#3 TO AGREEMENT#4244 WITH DUPONT
FLOORING SYSTEMS FOR AIRPORT CARPET MAINTENANCE
SERVICES IN THE AMOUNT OF $2,785 PER MONTH, FOR A TOTAL
ANNUAL EXPENDITURE OF $33,420, FOR A PERIOD OF THREE (3)
YEARS.
I HEREBY CERTIFY that this Minute Order, approving Amendment #3 to
Agreement #4244 with Dupont Flooring Systems for Airport carpet
maintenance services in the amount of$2,785 per month, for a total annual
expenditure of$33,420, for a period of three (3) years, was adopted by the
City Council of the City of Palm Springs, California, in a meeting thereof held
on the 30" day of July, 2003.
PATRICIA A. SANDERS
City Clerk