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HomeMy WebLinkAbout10/2/2002 - STAFF REPORTS (3) DATE: October 2, 2002 TO: City Council FROM: Executive Director-Airports SUBJECT: TRANSPORTATION SECURITYADMINISTRATION TEMPORARY OFFICES RECOMMENDATION: It is recommended that the City Council ratify emergency procurement of two mobile office trailers for temporary quarters for the Transportation Security Administration (TSA). SUMMARY: This action will ratify emergency actions taken by the City Manager to ensure adequate office space for the TSA was provided in a timely fashion. BACKGROUND: In mid September, the Secretary Department of Transportation named the Federal Security Director(FSD)for Palm Springs International Airport. Immediately thereafter, the Airport staff was inundated with immediate requests for office/locker/break room/training space for TSA and its employees. Specifically, the Airport was asked to provide 6,000 sq.ft. of space (which has now grown to 7,200 sq.ft.). That amount of space is not currently available. Staff has located existing space in the lobby art gallery, large group room in baggage claim and an office under the main concourse, all of which equals about 3,000 sq.ft. TSA would also like an additional 4,200 sq.ft. under the main concourse which will have to be built-out before it can be leased. By the last week in September, it was expected that TSA administrative personnel would begin arriving and need space. To provide 2,880 sq.ft. of immediate office space, Airport staff offered to lease trailers to provide temporary space (for up to 9 months while tenant improvements are completed). At the time of the writing of this report, staff is seeking quotes for mobile office providers for two 24 x 60 units. It is expected that one time costs for move in/set up/tie down/skirting/ramps/tear down/move out will be approximately$12,000 per unit. Each unit will rent for$875 per month. Over the nine-month period, fixed costs plus rental would equal approximately$20,OOO per unit. The Airport would lease this office complex to TSA for at least our standard office rental rate which will more than recoup the Airport's investment. October 2, 2002 TSA Temporary Offices Page Two Section 7.04.040(3) Emergencies of the Municipal Code (The new Procurement Ordinance) states: (3) Emergency Procurement for the Palm Springs International Airport. The City Manager or his/her representative may authorize the Director of Aviation, or his/her representative, to make emergency procurement of supplies, services or construction items regardless of the amount of the expenditure when there exists a threat to public health, welfare, security, or safety at the Palm Springs International Airport, as determined by the Director of Aviation or his/her representative and/or as defined by FAA regulations or other appropriate safety or regulatory guidelines." The Aviation Transportation Security Act of 2001 mandated the deployment of TSA at ourAirport. The deadlines established in that law which are designed to ensure the "security and safety" of the traveling public, mandates the immediate emergency action of the Airport. A Resolution is attached which ratifies the emergency procurement of the mobile offices. Funding for this work will come from an offsetting budget amendment to the Airport budget as new revenue from TSA willfully offset this cost. The mobile offices would be set up behind the terminal and will not be visible from the front of the Airport (see attached map). QNOKX- AttEN F. SMOOT, AAE Executive Director-Airports APPROVED City Manager ATTACHMENTS: 1. Resolution 2. Sample Quote 3. Plot Plan REVIEWED BY DEPT.OF FINANCE 09/19/2002 10:30 FAX 21 002 WILLIAMS SCOTSMAN,INC. 9400 Galena Street Riverside, CA 92509 S C 0 T S M AN' Phone: 909-681-0300 Fax: 909-681-1455 Mobile Offices-Storage Produas Toll Free: 8004824500 And Mom Sean Olsen, Sales? Representative Pa e 1 of 2 QUOTATION NO. 644664-1 CUSTOMER SHIP TO QUOTE DATE Pam Star Palm Springs Airport September 19,2002 Palm Springs Airport QUOTE EXPIRATION 3400 E.'1'ahquitz Canyon Palm,Springs,CA October 19, 2002 Palm Springs,CA 92262. ]DESCRIPTIONFAX: (760)318-3815 E-MAIL: UNIT 64 x 24 Section Modular(60 x 24 box size)per the enclosed floorpinn. INSURANCE VALUATION: DELIVERY FREIGHT $752.00 MONTHLY LEASE RATES: BLOCK AND LEVEL: $1,800,00 ❑ 6months $973.00 KNOCKDOWN: $1,800.00 RETURN FREIGHT: $757.00 DESIREDCHECK Initial Options Ext.Ault. Monthly Options Ext.Anat. ❑ (14)Tiedowns in dirt @ $75.00 cacti $1,050.00 ❑ (2)door security bar(per month) @ S5.00 $10.00 each ❑ Skirting installation @ $2,016.00 $2,016,00 ❑ (6)large window security screens @ $30.00 S5.00 each ❑ Ramp installation @ 5989.00 $989.00 ❑ Steps rental @ $25.00 $25.00 ❑ Ramp rental(mo.charge) @$250.00 $250.00 ❑ (2)Insurance waiver(liability) @ S15.00 $30.00 each FSnal Options Ext.Amt $120.00 ❑ (14)Tiedown removal @$20.00 each $280,00 El Skirting Removal(per linear fact) @ $504.00 $504.00 ❑ Ramp removal @ S1,050.00 $1,050.00 See Page 2 for more details regarding this quotation- Palm Springs Airport 3A3 09/19/2002 10:30 FAX U 003 © WILLIAMS SCOTSMAN,INC. COMES9400 Galena Street S C O T S M A IV Riverside,CA 92509 Phone: 909-681-0300 Mobile Offices•Storage Products Fax: 909-681-1455 And Moro Toll free. 800-782-1500 Sean Olsen, Sales Representative Page2of2 QUOTATION644664-1 CLA RIFICATION(S): 1. Customer should return unit undamaged,broom swept condition or additional charges will be incurred to clean and/or repair unit. MI utility lines should be disconnected by customer. 2. Knockdown and return at Prevailing rate at time of ternunation of lease. Quoted knockdown and return pricing is an estimate only. Site conditions, and/or cost increases may result in higher charges. 3. Block&level is based on Williams Scotsman's standard blocking on level grade. Additional cost will be incurred for uneven grade,o7 double pier blocking. 4. Tiedown pricing dues not included removal at lease termination. 5. Delivery is based on clear, level, accessible site for truck and trailer. Customer is responsible for locating underground structures and/or utilities prior to unit delivery. Pricing excludes hidden conditions, and removal of rocks,materials or debris. 6. Skirting Pricing is based on a maximum unit height of 30"and does not include removal of skirting at termination of lease. 7. Custorer is responsible for normal preventive maintenance to HVAC system filters,fuses, general cleaning, and Prevention of damage and abuse. 8. Knockdown of unit is for standard installation only and does not include site restoration. Additional charges may be added for jacking out of place,raising or lowering of unit,forklift,crane,re-installing of tires,axles, or hitch. 9. Nose in/nose out charges are billed separately, if required,per occurrence. Trip permits and/or pilot cars required by local municipalities. are billed separately,per occurrence. COMMENT(S): ➢ Terms are based on satisfactory credit. ➢ ASK ABOUT OUR CLEARANCE PRICED ALUMINUM SIDED MOBILE OFFICES! ➢ Williams Scotsman is not responsible for changes required by local code or building inspectors. Customer hereby agrees to the above quoted prices and specifications. Custaner Further authorizes willin.,,a Scotsman to make appropriate arrangements for the delivery of the above described Equipment. Upon delivery,and until a subsequent Lease Agreement is oxecured by Williams Scotsman(as Lessor)and Customer(as Lessee),the Standard Williams Scotsman Leasing Terms ard Conditions,which are Incorporated by reference herein,will govcm Usi msactlon. t Palm Springs Airport The items described above comprise the pquipmcnt,which the Customer desires to base front Williams Scols Dan. All equipment is subject to availability. Physical Damage and Commercial Liability insurance coverage are required heWar ing on the date of the Equipment's Delivery. In addition to the above quoted prices. customer shall also pay to Williams Scotsman any local,state,federal,or personal property taxes and/or any fees related to the Equipment and/or its use. (tf taxes and/or fees are quoted above,they sire subject to change bused on delivery address.) Payment terms arc net 20 days. Femurs,Footings,preps,site preptmttivn,electrical, and plumbiag connections are not ilicluded in the quoted price unions specifically stared. ZA q 0 b N 0 0 N 0 w -IF 0 I ,> x M N i Specifications Size lateriar Finish Electric Heating and Cooling • 64' Long(includinghitch) Paneled or vinyl gypsum walls • Ruorescent ceiling lights CentralHVAC • 60' Box size Carpet floors 110/240 volt single phase olecfic • 24' Wide • T-grid ceiling • Two 100 AMP breaker panels Exterior Pin&:Nrame • 8'Ceding height . Private office(s) . Woad siding • Other double wide sizes are available • Also available with one or two Windows/Doors • I-Beam frame or perimeter£rune reslrooms. . Horizontal slider windows • Standard drip rail gullxrs • Hollow core steel doors with standard lochs Additimal flo lass available. Floor DIDAs ands mMeaticm nea7 va from those show? and arz suble ttDiE-Stockavailabi]iLv. WILLIAMS SCOTSMAN,INC. 9400 Galena Street s c o T s M A N Section Modular 64x24 Riverside,CA 92509 yG( Phone: 909-681-0300 U Mobile,Offices-shaf g Product, Fax: 909-681-1455 t� f( And More Toll Free: 800-782-1500 0 1 '� •rEmeoa,�Qa o��,c.c rx�kieLr 0 _ o ' eel g EXYSTIh14 �cV. LJ AIC. a r EMPLOYEE 0 PARKING LOT OU n n n ARKING LOT PARKING LOT PARKING LOT REPLACEMENT OPARKING LOT s EL CIELO ROAD PLAN NOR t�� RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, RATIFYING THE EMERGENCY PROCUREMENT OF TEMPORARY MOBILE OFFICE SPACE FOR THE TRANSPORTATION SECURITY ADMINISTRATION. WHEREAS the Aviation Transportation Security Act of 2001 was enacted by the Federal Government and mandates the deployment of a Federal Security Force at airports; and WHEREAS in mid-September2002,the Secretary of Department of Transportation appointed the Palm Springs International Airport's Federal Security Director (FSD) and with that appointment came the immediate need for office space at the Airport; and WHEREAS the quickest solution for temporary office space is to lease mobile office space and set up an office compound behind the terminal building, thus screening the trailers from view; and WHEREAS Section 7.04.040(3) of the Procurement Ordinance allows for emergency procurements at the Airport to mitigate threats to public safety and security, and ATSA's deadlines were established to do just that, NOW THEREFORE BE IT RESOLVED that the City Council does hereby ratify the emergency procurement of mobile offices from GE Capital Modular Space in a total amount not to exceed $50,000, at the Palm Springs International Airport with total cost of such installation and lease being recouped from the TSA via rental of the space from the Airport. The Executive Director-Airports is authorized to execute all documents to finalize this action. ADOPTED this day of , 2002. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED&APPROVED AS TO FORM U �