HomeMy WebLinkAbout2/19/2003 - STAFF REPORTS (7) i�
DATE: February 19, 2003
TO: City Council
FROM: Executive Director - Airports
AIRPORT SECURITY GUARD SERVICES SELECTION/AWARD
RECOMMENDATION:
It is recommended that the City Council approve a professional services agreement for
security guard services at the Airport with O'Linn Executive Security in an amount not
to exceed $75,600.
SUMMARY:
In order to complete the upcoming Southerly Terminal Access Roadway project, a
temporary access location for access to the secured area and employee parking will be
created. In order to maintain compliance with Transportation Security Administration
(TSA) requirements, contract security personnel are required. The cost for this service
is 100% funded by an existing grant from the Federal Aviation Administration (FAA).
BACKGROUND:
The Southerly Terminal Access Roadway project is estimated to begin construction in
early April and be complete by the end of October. Contract security personnel are
required to supplement the Airport's role in ensuring compliance with federal security
requirements throughout the duration of the project. Airport staff did consider the use of
existing Department of Aviation staff, however, overtime would have to be used in order
to remain current with the various operational, security and maintenance activities that
occur at the Airport. The cost for this overtime was estimated to be significantly higher
than that available from contract personnel.
In cooperation with the Department of Procurement & Contracting, Invitation For Bid
(IFB) #03-03 was issued on January 9, 2003. The IFB estimated there would be a
maximum of 6,048 hours available for the contract personnel and firms were asked to
submit their bid based on a cost per hour. There will be only one (1) contract person on
duty at any one time. Bids were received on January 28, 2003 from the following firms:
Bidder Bid
O'Linn Executive Security $12.50/hour/per person
Maxwell Security Guard Division, Inc $13.00/hour/per person
The IFB requires the selected firm to obtain and maintain compliance with State of
California requirements for security guard firms and personnel, federal security
requirements related to a Criminal History Records Check (CHRC), federal inspection
procedures, a working knowledge of the Airport and that the selected firm would be
expected to enter into a Professional Services Agreement with the City of Palm Springs.
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Airport Security Guard Services
February 19, 2003
Page 2
The professional services agreement does leave flexibility for the City to reduce the
number of hours for security personnel, however,the maximum amount of$75,600 shall
not be exceeded.The contractorshall submit monthly invoices for reimbursement,which
will outline the amount of time spent by contract personnel each month.
The cost of these services are 100% reimbursable via Airport Improvement Program
(AIP) grant 35. Funds are available in account no 415-6600-56052.
ALLEN F SMOOT, A.A.E. MIKE N WILLIAMS, A.A.E.
Executive Director - Airports Deputy Director- Operations
�HAROL sE 00 , CPPO
Director of Procurement & Contracting
APPROVED ��d „_ �
City Manager
ATTACHMENTS:
1. Minute Order
2. Exhibits - Professional Services Agreement
REVIEWED BY DEPT.OF FINANCE
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35
S.
EXHIBIT "A"
SCOPE OF SERVICES
I. BASIC SERVICES
A. This agreement shall be for security guard services fora period not to exceed one(1)year.The
scope of work contemplated underthis Agreement is for security guard services related to City
Project 2002-20, Southerly Terminal Roadway Security Reconfiguration at the Palm Springs
International Airport (PSP).
1. The above named project is for modifications to the Airport's loop roadway system and
the construction of a centralized inspection facility. In order to complete the construction,
the employee parking area and a secured area access gate require temporary relocation.
The services outlined in this agreement are necessary for the City of Palm Springs,
Department of Aviation(AIRPORT),the operatorof the Palm Springs International Airport
to maintain compliance with aviation security mandates from the Transportation Security
Administration (TSA).
B The Contractor shall provide professional security guard personnel, including all management,
supervision, labor, equipment, supplies and materials necessary to satisfactorily perform the
security related functions required by the Transportation Security Administration (TSA).
C The primary function of the guard services will be to monitor, observe and inspect vehicles
which require access to secured portions of the Airport. Said services are anticipated to begin
on or about April 1, 2003 and be complete on or about December 1, 2003. Said services are
anticipated to be required 7 days a week, including holidays between the hours of 0400 (L) to
0000 (L).
II. ADMINISTRATION
A. The Contractor shall provide all management,supervision,employees,equipment and supplies
necessary to satisfactorily perform security guard services at specified locations of the Palm
Springs International Airport. The security guards shall not be armed.
B. All personnel shall have, at a minimum, a high school education verifiable by a High School
diploma or a GED certificate.
C. All security guard personnel shall obtain and maintain a valid State of California Driver's
License. Copies for all security guard personnel assigned to the Airport shall be provided to the
Contract Officer.
D. The firm shall be licensed as a 'Private Patrol Operator' by the State of California. Said license
shall remain valid throughout the term of the agreement. Proof of this license shall be provided
to the AIRPORT upon request. See http://www.dca.ca.gov/bsis/bsisptrl.htm for additional
information.
E. All security guard personnel are required to be licensed as a 'Security Guard' by the State of
California. Said license shall remain valid throughout the term of the agreement. Proof of this
license shall be provided to the AIRPORT upon request. See
http://www.dca.ca.gov/bsis/bsisgard.htm for additional information.
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F. All personnel shall have the ability to prepare legible detailed reports for submission to the
AIRPORT. Said reports can be hand written or computer generated, at the discretion of the
Contractor.
G. The Contractor shall be responsible for maintaining the highest standards of employee
competency, conduct,appearance and integrity. The Contractorshall be responsible for taking
such disciplinary action, as necessary with respect to any and all contract personnel.
H. The AIRPORT reserves the right to request, and the Contractor shall immediately comply, with
the removal of any contract employee from the Airport should it be determined that individuals
are being assigned to duty who are found to be unfit for performing security services. A
determination of unfit for duty may be based on, but not limited to, incidents involving any or
all of the situations listed below:
1. Violation of Airport Rules and Regulations governing City, AIRPORT or tenant property.
a. All violations of Airport security are also violations of the City of Palm Springs
Municipal Code 11.33.052. Any such violation may result in arrest, the issuance of
a citation and/or the immediate revocation of access privileges. In addition,
violations of the ASP shall be subject to fines against the Contractor in accordance
with the ASP.
2. Neglect of duty, including sleeping while on duty, conducting personal affairs during
official time, leaving assigned inspections without authorization and/or relief personnel
being present and refusing to render assistance or cooperate in upholding the integrity
of the TSA approved Airport Security Program (ASP).
3. Theft, vandalism, immoral conduct or any other criminal actions.
4. Selling, consuming or being under the influence of intoxicants, drugs aor substances
which produce similar effects.
5. Unauthorized use of AIRPORT property.
6. Violation of any security statues, procedures or regulations and violation of any state or
federal criminal law in effect at the time of the act or omission.
III. FREQUENCY OF SERVICE
A. Guard services will be required 20 hours a day, 7 days a week, including holidays, for the term
of the agreement. Security service hours shall begin at 0400 (L) through 0000 (L).
B. During shift change, Contractor shall ensure that relief personnel are on duty at the assigned
location prior to the release of on duty personnel.
C. The AIRPORT reserves the right to amend the number of hours per day that guard personnel
are required.
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IV. SCOPE OF WORK
A. One (1) unarmed, uniformed security guard on duty shall be on duty at any one time, in
accordance with the information is Section III of this Exhibit. Scheduling of contractor personnel
is the responsibility of the Contractor. The Contractor shall ensure that personnel remain at the
assigned location, including during shift change.
B. Ensure that only authorized personnel and vehicles are allowed access to the restricted area.
C. Communications with AIRPORT personnel during routine and emergency situations.
D. Patrol of adjacent parking lot.
E. A full time supervisor shall be available for on call assistance at all times.
F. Every good faith effort shall be made to have the same security guard personnel assigned
during the term of this agreement.
G. The Contractor shall establish policies and procedures to safeguard employees, property and
Airport personnel while on duty.All guard personnel shall be familiarwith nonviolent resolutions
to conflict, assist during emergency situations, identify conflict and intervene courteously and
help diffuse potential employee/client problems.
V. DUTIES/PROCEDURES
A. Each of the Contractor's employees shall conduct themselves professionally and carry out their
duties in a courteous, yet firm and effective manner. Each employee must present a good
physical appearance, be neat, clean and in proper uniform at all times.
B. Each of the Contractor's employees shall be familiarwith the applicable Rules and Regulations
of the AIRPORT and immediately report all deviations or suspicious incidents to the Airport
Control Center (CCOPS).
C. Each of the Contractor's employees shall remain alert at all times for emergencies, accidents,
fires, obvious hazards, etc. and report any and all such observations to CCOPS.
D. The area of responsibility shall include all areas visible from the guardhouse. Inspection
personnel shall acquaint themselves with users who are authorized entry into restricted areas
of the Airport.
E. Ensure each employee is in possession of a valid Airport Identification badge which allows
access to the restricted area.
F. Ensure that each vehicle requesting to enter the restricted area is displaying a valid permit in
accordance with AIRPORT Rules and Regulations.
G. Inspect all vehicles entering through the access gate in accordance with security procedures
and/or as directed by the AIRPORT.
H. Remain physically present at the gate while on duty. Never leave the area unattended.
7145000- Page 14 of 20
I. Immediately contact companies/persons responsible for escorting delivery and other vehicles
requiring escorted access prior to allowing access. Ensure proper escort is in attendance
before allowing such access.
VI. COMMUNICATION
A. One (1) 800 Mgh portable radio capable of communicating with the AIRPORT will be provided
to the Contractor. Contractor shall make every effort to ensure that the radio remains free of
damage during the term of this agreement. Should the radio become damaged and/or
unusable, the Contractor will be responsible for reimbursing this cost to the AIRPORT.
B. The Contractor shall provide one (1) cellular telephone, including all appurtances for use by
guard personnel during the term of this agreement. The Contractor shall be responsible for all
costs incurred due to the use of this telephone.
VII. MISCELLANEOUS
A. The AIRPORT will provide a guardhouse, including lavatory (portable) for use by Contractor
personnel.
B. As required, the AIRPORT will make available a vehicle for use by guard personnel when
patrolling the adjacent parking area. Said vehicle shall not be removed from AIRPORT
premises by Contractor personnel without written permission from the Contract Officer.
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Page 15 of 20
EXHIBIT "B"
SPECIAL REQUIREMENTS
I. Section 5.1 (c) Automobile Insurance shall not apply to this agreement.
II Section 5.3 Performance Bond shall not apply to this agreement.
III. CRIMINAL HISTORY RECORDS CHECK (CHRC)
A. The Contractor will be required to submit to the AIRPORT, prior to commencing work in
accordance with this agreement, 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.
B. Each of the Contractor's employees will be required to successfully complete a Criminal History
Records Check(CHRC)in accordance with 49 CFR Part 1542. Employment history verification
records and/or CHRC results must be made available to the AIRPORT, the Transportation
Security Administration (TSA)and/or Federal Aviation Administration (FAA) immediately upon
request.
1. Under certain circumstances, and out of control of the AIRPORT, security measures may
change on short notice. No deviations from any security measure shall be allowed at any
time.
2. All Contractor personnel who will be performing guard services, 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:
a. Forgery of certificates, false marking of aircraft, and other aircraft registration
violation; 49 U.S.C. 46306.
b. Interference with air navigation; 49 U.S.C. 46308.
C. Improper transportation of a hazardous material; 49 U.S.C. 46312.
d. Aircraft piracy; 49 U.S.C. 46502.
e. Interference with flight crew members or flight attendants; 49 U.S.C. 46504.
f. Commission of certain crimes aboard aircraft in flight; 49 U.S.C. 46506,
g. Carrying a weapon or explosive aboard aircraft; 49 U.S.C. 46505.
h. Conveying false information and threats; 49 U.S.C. 46507.
I. Aircraft piracy outside the special aircraftjurisdiction of the United States;49 U.S.0
46502(b).
j. Lighting violations involving transporting controlled substances; 49 U.S.C. 46315.
k. 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.
I. Destruction of an aircraft or aircraft facility; 18 U.S.C. 32.
m. Murder.
n. Assault with intent to murder. -7#7
Page 16 of 20
o. Espionage.
p. Sedition.
q. Kidnapping or hostage taking.
r. Treason.
S. Rape or aggravated sexual abuse.
I. Unlawful possession, use, sale, distribution, or manufacture of an explosive or
weapon.
U. Extortion.
V. Armed or felony unarmed robbery.
W. Distribution of, or intent to distribute, a controlled substance.
X. Felony arson.
y. Felony involving a threat.
Z. Felony involving—
(1) Willful destruction of property;
(2) Importation or manufacture of a controlled substance;
(3) Burglary;
(4) Theft;
(5) Dishonesty, fraud, or misrepresentation;
(6) Possession or distribution of stolen property;
(7) Aggravated assault;
(8) Bribery; or
(9) Ilegal possession of a controlled substance punishable by a maximum term
of imprisonment of more than 1 year.
aa. Violence at international airports; 18 U.S.C. 37.
bb. Conspiracy or attempt to commit any of the criminal acts listed in this paragraph (d).
3. The AIRPORT utilizes an electronic fingerprint machine, which will be utilized for the
taking and submission of fingerprints.
4. Generally, CHRC results are returned to the AIRPORT from the TSA within 3-5 business
days.
C. Employee Security Badges
1. All Contractor personnel who will be performing guard services must obtain, and
conspicuously display on their person at all times when they are on duty, an Airport issued
security identification badge.
2. The appropriate badge may be obtained at the Airport Operations Center located in the
terminal building. The costfor 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.
3. All badges are to be returned to the AIRPORT when the services are no longer required.
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Page 17 of 20
4. 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 hourtraining class on airport security.Attendance of the class and subsequent
issuance of the security identification badge may take longer than 3 hours per person.
a. SIDA training will be provided by the AIRPORT and will be scheduled at a mutually
agreeable time to the Contractor and the AIRPORT.
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Page 18 of 20
EXHIBIT "C
SCHEDULE OF COMPENSATION
I. HOURLY RATES AND BILLING PROCEDURES
A. Listed Rates are inclusive of labor overhead, administrative costs and profit.
B. Security guard personnel shall be compensated at the rate of$12.50/per hour. The maximum
amountforthis agreement shall not exceed$75,600 without approval from the Contract Officer.
C. Invoices shall be submitted to the Contract Officer on a monthly basis for services performed.
Said invoices shall state the time period involved, the guard personnel involved, the hours
worked by each guard personnel and the total number of hours worked per month.
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EXHIBIT "D"
SCHEDULE OF PERFORMANCE
I. Security guard services are estimated to begin on orabout April 1, 2003 and be complete on or about
December 1, 2003. Said services are anticipated to be required 7 days a week, including holidays
between the hours of 0400 (L) to 0100 (L).
II Services are performed in accordance with this agreement and/or the Palm Springs International
Airport, Airport Security Program (ASP).
III. All violations of Airport security are also violations of the City of Palm Springs Municipal Code
11.33.052. Any such violation may result in arrest, the issuance of a citation and/or the immediate
revocation of access privileges. In addition,violations of the ASP shall be subject to fines against the
Contractor in accordance with the ASP.
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Page 20 of 20
MINUTE ORDER NO.
APPROVING THE AWARD OF A PROFESSIONAL SERVICES
AGREEMENT FOR SECURITY GUARD SERVICES AT THE AIRPORT
WITH O'LINN EXECUTIVE SECURITY IN THE AMOUNT OF$75,600.
I HEREBY CERTIFY that this Minute Order approving the award of a
professional services agreement for security guard services at the Airport with
O'Linn Executive Security in the amount of $75,600, was adopted by the City
Council of the City of Palm Springs, California in a meeting thereof held on the
19th,day of February, 2003.
PATRICIA A. SANDERS
City Clerk