philadelphia airport system facility maintenance contract

618 Pages·2006·4.22 MB·English

Project Manual for:
PHILADELPHIA AIRPORT SYSTEM
FACILITY MAINTENANCE CONTRACT

Prepared by:

City of Philadelphia
Department of Commerce
Division of Aviation

Bid No. U5-Z4955-0
Bid Opening Date: August 16, 2006 @ 10:30 A.M.

FACILITY MAINTENANCE CONTRACT

INVITATION AND BID

TABLE OF CONTENTS

SECTION 1: GENERAL BID SUBMISSION

SECTION 2: SPECIFICATIONS

MECHANICAL SYSTEMS:

SCHEDULE A - ELEVATOR/ESCALATOR/MOVING WALKWAYS

SCHEDULE B - BAGGAGE CONVEYOR SYSTEM

SCHEDULE C - PASSENGER LOADING BRIDGES AND GATE SYSTEMS

SCHEDULE D - PASSENGER TRANSFER VEHICLES (PTV'S)

SCHEDULE E - STORM WATER AND SANITARY DRAINAGE

SCHEDULE F - FIRE PROTECTION SYSTEMS

SCHEDULE G - HVAC MAINTENANCE

ELECTRICAL SYSTEMS:

SCHEDULE H - FACILITY AUTOMATED CONTROL SYSTEMS

SCHEDULE I - UNINTERRUPTIBLE POWER SUPPLY (UPS)

SCHEDULE J - SWITCHGEAR

SCHEDULE K - HIGH VOLTAGE CABLE REPAIR

SCHEDULE L - FIRE ALARM SYSTEMS

GENERAL SYSTEMS:

SCHEDULE M- FENCING AND GUIDERAILS

SCHEDULE N- BIRD CONTROL
GENERAL SYSTEMS (Continued):

SCHEDULE O- AIRFIELD SUPPORT SERVICES

SCHEDULE P- BUILDING MOUNTED SIGNAGE

SCHEDULE Q- GLASS, PLASTIC REPLACEMENT

SCHEDULE R- INTERIOR COSMETIC REPAIRS AND EXTERIOR FINISHES
RESTORATION/MAINTENANCE
SCHEDULE S- AIRPORT EXHIBITIONS & DECORATIONS

SCHEDULE T- SPECIALIZED EQUIPMENT SERVICES

SCHEDULE U - ROOFING

SCHEDULE V - LANDSCAPE SERVICES

SECTION 3: BID EVALUATION AND AWARD

SECTION 4: CONTRACT MANAGEMENT

SECTION 5: COST BREAKDOWN AND PRICING PER SYSTEM

ATTACHMENT A: CERTIFICATION OF SITE VISITS

ATTACHMENT B: CITY OF PHILADELPHIA – PREVAILING WAGE RATE SCHEDULE

ATTACHMENT C: INITIAL INVENTORY

ATTACHMENT D: GROUNDWATER EXTRACTION WELL REHABILITATION PROTOCAL

ATTACHMENT E: FIRE ALARM EQUIPMENT LIST
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 2 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685
SECTION 1: GENERAL BID SUBMISSION

1.1 TITLE: Facility Maintenance Contract for Philadelphia International
(PHL) & Northeast Philadelphia Airport (PNE)

1.2 SCHEDULE NO. 100-03

1.3 CONTRACT TERM: DOA to 9/30/2007(“Initial Term”), with an option to renew for up
to three (3) additional one (1) year periods (“The Renewal Term”) exercisable at
the City’s sole discretion; as of the Initial Term or then current Renewal Term.
The City may, at its sole discretion, renew the contract for an additional
period of up to three (3) months, commencing as of the expiration of the Initial
term (the “Additional Performance Period”), if a decision has been made not to
renew the contract for an entire year.

1.3.1 The City shall exercise such sole option to renew the Contract Term by
issuing a letter (the “Renewal Notice”) notifying the Contractor that
the Contract is renewed for the Additional Performance Period
(identified by commencement and expiration dates) that is specified in
the Renewal Notice. The Contract shall be deemed to be renewed for such
Additional Performance Period, and Contractor shall be obligated to
follow all terms and conditions of the Contract throughout such
Additional Performance Period, as of the effective date indicated on the
City’s Renewal Notice is issued, whether or not Contractor has agreed,
verbally or in writing, to such renewal of the Contract term.

If an individual Performance Bond and/or Payment Bond is required under
this Invitation and Bid, such bond(s) shall be and remain in full force
and effect throughout the Initial Term, all Renewal Terms, any
Additional Performance Period, and the period of any unexpired warranty
provided or required under the Contract, without notice of Contract
renewal by the City to the surety or the consent of the surety thereto.
It is the sole responsibility of the Contractor to ensure that such
bonds(s) remain in full force and effect as provided in this section,
and failure to do so shall be an event of default pursuant to Section
16, Default, of the attached Terms and Conditions of Bidding and
Contract.

1.3.3 If participation in the City’s Master Performance Security Program is
required under this Invitation and Bid, Contractor shall pay the
required annual fee for each Renewal Term upon the issuance of the
Renewal Notice
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 3 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685

1.4 CONTRACT TYPE: REQUIREMENTS
1.4.1 The following services are required in the continued operation of PHL &
PNE Facilities as ordered. Exact quantities cannot now be determined
but estimates thereof are listed herein. Quantities listed may be
increased or decreased to meet the requirements of the City during the
period of this contract. Purchase orders issued as a result of this bid
will be for Facility Maintenance services to be provided generally on an
as-needed basis for each system listed. Successful bidder is cautioned
not to provide any services without first being advised to do so by the
Division of Aviation.

1.4.2 It is the intent of the Procurement Department to make an award for the
period as stated above subject to the appropriation of funds in
succeeding fiscal year/years by City Council. The City's fiscal year is
from July 1st to June 30th inclusive.

1.4.3 Services in the bid to be ordered after the end of the fiscal year are
subject to the issuance of a purchase order for the following fiscal
year(s). The City is not liable for the award involving following
fiscal years' funds until such order is issued.

1.4.4 The successful bidder's obligation to perform on such purchase orders
shall not take effect until the order is issued. To simplify the
contract procedure, however, the successful bidder will be required to
furnish a Performance Bond or Performance Security Fee to cover units
awarded to him.

1.5 METHODOLOGY OF ACQUISITION:

1.5.1 Purchase of Maintenance Services for Airport Facility Systems
ONLY.

1.6 STATEMENT OF DIRECTION:

1.6.1 It is the intent of the City of Philadelphia to make an award for
Maintenance Services for the Airport’s Facilities Systems as specified
herein as required by the Division of Aviation (DOA) during the contract
period.

1.7 BID INFORMATION:

1.7.1 All information concerning this bid will be contained in this bid
document as issued or amended.
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 4 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685

1.7.2 Any addenda to the Invitation and Bid document issued by the City
during the time of solicitation for bids will be considered a part of
this document package. The bidder shall acknowledge receipt of
addenda by signing the addenda and returning it with the Invitation
and Bid. Addenda issued prior to the mandatory pre-bid meeting and
mandatory site inspection will be furnished to each recipient of an
Invitation and Bid package. Addenda to be issued after the mandatory
pre-bid meeting and mandatory site inspection shall only be furnished
to those who have attended these meetings.

1.7.3 Information provided verbally by any City official shall not be
binding or relevant.

1.7.4 MANDATORY PRE BID MEETING & SITE INSPECTION

1.7.4.1 MANDATORY PRE-BID MEETING:
Monday, July 24, 2006
10:30 AM
Municipal Services Building, 1401 JFK Boulevard
Conference Room ‘C’, 16th Floor
Philadelphia, PA

1.7.4.2 MANDATORY SITE INSPECTION
Site Visit Certification forms signed and submitted
for Bid No. S5-Z4955-0 will be accepted for Bid No.
U5-Z4955-0.

DATE FOR SITE INSPECTION
Wednesday and Thursday, July 19th and 20th, 2006
8:00 AM to 5:00 PM
Airport Situation Room, Location: Communication Center,
Terminal C
Philadelphia International Airport
1.7.4.3 Any building audits to identify existing deficiencies
prior to contract start up shall be done at this time.
Bidders are to submit their questions in WRITING at the
time of the Pre Bid Meeting. Oral communications
concerning this solicitation shall not be binding upon the
City. The City will issue WRITTEN responses to questions
that materially impact upon the bid documents in the form
of a written addendum.

1.7.4.4 BIDS WILL BE EVALUATED ONLY FROM PREQUALIFIED BIDDERS WHO
HAVE ATTENDED THE MANDATORY PRE-BID MEETING AND SITE
INSPECTION.
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 5 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685

1.7.4.5 The City will not fund investigative site visits. The
facilities will be taken over by the successful Contractor
in an “as is” condition.

Wednesday and Thursday, July 19th and 20th, 2006
8:00 AM to 5:00
Airport Situation Room, Location: Communication Center,
Terminal C
Philadelphia, PA.

1.7.5 DISQUALIFICATION OF BIDDERS:

1.7.5.1 More than one (1) bid from a bidder under the same or
different name(s) will not be considered. All bids will
be rejected if there is reason for believing that
collusion exists among bidders and no participant in such
collusion will be considered in future bids for On Site
Facility Maintenance.

1.7.5.2 Bid Evaluation will not be performed for any bidder who is
in or appears in default to the City: or has failed to
perform faithfully any previous contract with the City.

1.7.6 REJECTION OR ACCEPTANCE OF BIDS:

1.7.6.1 At any time prior to the date and time of opening of bids,
a bidder may withdraw his/her Invitation and Bid.
Withdrawal of a previous Invitation and Bid will not
preclude the submission of a substitute bid prior to the
time and date of the receipt of bids. After the scheduled
time for opening bids, no bidder will be permitted to
withdraw his/her bid for a period of sixty (60) days. The
submission of a bid will constitute a valid offer, subject
to the acceptance by the City for a period of sixty (60)
calendar days following the due date of the bid.

1.7.6.2 Any Invitation and Bid package that is incomplete,
conditional, ambiguous, obscure, or which contains
additions or alterations not called for, or irregularities
of any kind may be rejected for such reason.
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 6 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685

1.7.7 WITHDRAWAL OF SELECTION

1.7.7.1 The City reserves the right to withdraw its selection of
any bidder without any liability to the City, at any time
before a contract has been fully executed by all parties
and approved by the City.

1.7.8 Within each section of these specifications, the City has provided
its best estimates of the quantities of materials and frequency of
service for specific line items. The City has set as a minimum a
mandatory daily staffing level of 46 personnel plus management and
supervision. The successful bidder is not allowed to go below this
number at any time during the contract period. Bidders may, however,
alter the number and type of personnel assigned to each shift upon
approval of the Airport Maintenance Manager.

1.7.9 All pre-qualified Prime bidders are required to be cognizant of all
pertinent codes, ordinances, national codes, labor agreements, rules
and regulations associated with services to be provided and the
execution of this contract. The City will not furnish a list of all
Local, State and National Codes, rules, regulations. The prospective
bidders should contact the appropriate agency office to procure a
listing or copy of the required codes, rules and regulations.

1.7.10 The systems to be serviced for the Division of Aviation Airport
System:
1.7.10.1 Mechanical Services:

Schedule A - Elevator/Escalator/Moving Walkways
Schedule B - Baggage Conveyor System
Schedule C - Passenger Loading Bridges and Gate
Systems
Schedule D - Passenger Transfer Vehicles (PTV’s)
Schedule E - Storm Water and Sanitary Drainage
Schedule F - Fire Protection Systems
Schedule G - Heating, Ventilation and Air
Conditioning (HVAC)

1.7. 10.2 Electrical Services:

Schedule H - Facilities Automated Control Systems
Schedule I - Uninterrupted Power Supply
Schedule J - Switch Gear
Schedule K - High Voltage Cable Repair
Schedule L - Fire Alarm Systems
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 7 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685
1.7.10.3 General Services:

Schedule M - Fencing and Guiderails
Schedule N - Bird Control
Schedule O - Airfield Support Services
Schedule P - Building Mounted Signage
Schedule Q - Glass, Plastic Replacement
Schedule R - Interior Cosmetic Repairs & Exterior
Finishes Restoration/Maintenance
Schedule S - Airport Exhibitions & Decorations
Schedule T - Specialized Equipment Services
Schedule U - Roofing
Schedule V - Landscape Services

1.8 BID QUESTIONS OR PROBLEMS:

1.8.1 In preparing a response to this Invitation and Bid, should any bidder
need clarification on the bid requirements, identify a discrepancy in
the specifications, determine that a specified product has been
discontinued or an alternate procedure is advised, etc.; then the
bidder is STRONGLY encouraged to bring these issues to the attention
of the Procurement Department prior to the bid opening by calling
[phone] or 4721, or by addressing a letter to the Buyer. If
it is in the City’s best interest to do so, the bid MAY be amended to
reflect the proposed changes/modifications. Bid specifications and
requirements MAY be revised prior to bid opening by a bid addendum.
Changes can NOT be made after the bid opening.

1.9 BID SUBMISSION:

1.9.1 A fully executed and sealed bid (which shall consist of the
certificates and pricing) information must be submitted to the City
of Philadelphia no later than the time and date for the opening.

1.9.1.1 Only bidders who have been pre-qualified and attended
the mandatory pre-bid meeting and site inspections are
eligible for award of the contract resulting from this
Invitation and Bid.

1.9.2 Advertised sealed Invitation and Bid packages will be received and
opened publicly on August 16, 2006 at 10:30 AM in Room #170, 1st
Floor, Municipal Services Building, 1401 JFK Boulevard, Philadelphia,
PA. Any packages received after this time will be returned to the
bidder unopened.
CITY OF PHILAD ELPHIA BID NUMBER PAGE OF
INVITATION
U5-Z49550 8 560
AND BID PROCUREMENT DEPARTMENT
FIRM NAME (Must be filled in)
Continuation PHILADELPHIA, PA 19102 - 1685

1.9.3 The Invitation and Bids should be complete and free from ambiguity,
without alterations and erasures; and include ALL information
required as described in the various paragraphs of the bid
specifications.

1.9.4 All pricing MUST be completed on the forms provided; be complete; and
be in ink or typed.

1.9.5 The bid MUST be complete as to required bid signatures and corporate
seal, and fully accept the terms and conditions contained in the bid.
No bid shall be conditioned in any manner, and any conditioned bid
may be rejected.

1.9.5.1 Bids shall be strictly in accordance with prescribed
form. The Bid shall include no alterations or
modifications thereof or deviation there from, or riders
or qualifications.

1.9.6 The bidder will submit information within thirty (30) days of award
regarding technical qualifications for all personnel that will be
utilized to perform the required Facilities System Maintenance
Services. Personnel listed shall be listed by system and minimum
number of 46 service personnel MUST be available to support the
systems. Technicians can work on or support more than one system as
long as they have the appropriate training and their work does not
violate any Union agreements (i.e. an electrician could be used on
the 400 Hz Ground Power System and the Aircraft Optical Guidance
System).

1.9.7 Cross utilization of employees is encouraged to maximize operational
efficiency and may be implemented at the Contractor’s discretion.

1.9.8 BID PROCESSING FEE:

1.9.8.1 For the purpose of this bid ONLY, bidder shall submit with
the bid a non-refundable check or money order payable to
the City of Philadelphia in the amount of $500.00 to cover
the bid processing fee. Failure to submit this fee may
result in disqualification from further evaluation for
this Invitation and Bid.