CITY OF PALM SPRINGS, CA

PROCUREMENT AND CONTRACTING DEPARTMENT

INVITATION FOR BIDS 26-17

ON-CALL FLOORING REPAIR AND REPLACEMENT SERVICES

FOR PALM SPRINGS INTERNATIONAL AIRPORT

ISSUED: AUGUST 03, 2026

TABLE OF CONTENTS

SECTION 1 – NOTICE OF INVITATION FOR BIDS

1.1 Invitation for Bids

1.2 Term

1.3 Schedule

1.4 Procurement Officer and Delivery Address:

SECTION 2 – INSTRUCTIONS TO BIDDERS

2.1 Obtaining IFB Documents and Addenda:

2.2 Pre-Bid Conference:

2.3 Bidder’s Minimum Requirements:

2.4 Submission of Bids:

2.5 Bid Protests:

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Invitation for Clarifications/Questions:

3.2 Local Preference:

3.3 Bidders Ethical Behavior:

3.4 Bids to Remain Open:

3.5 Right to Accept or Reject Bids:

3.6 Responsibility of Bidder:

3.7 Insurance:

3.8 Public Record:

3.9 Cost Related to Bid Preparation:

3.10 Compliance with Law:

3.11 Licenses, Permits, Fees and Assessments:

3.12 Investigations:

3.13 Non-Collusion:

3.14 Signed Bid and Exceptions:

3.15 Award of Contract:

3.16 Form of Agreement:

SECTION 4 – SCOPE OF WORK

4.1 Background:

4.2 Scope:

4.3 Employee Security Badges:

4.4 Airport Security:

4.5 Pricing:

4.6 Compensation:

4.7 Bonding:

SECTION 5 – IFB FORMS

SECTION 6 – SAMPLE AGREEMENT

SECTION 1 – NOTICE OF INVITATION FOR BIDS

1.1 Invitation for Bids

The City of Palm Springs is requesting Bids from qualified firms to provide the City with on-call flooring repair and replacement services for Palm Springs International Airport.

1.2 Term

The term of this contract will be for 3 years, with 2 one-year options to renew at the City’s sole discretion.

1.3 Schedule

The following is the schedule for this procurement:

Activity Due/Time Invitation for Bids Issued August 3, 2026

Pre-Bid Conference August 11, 2026 @ 9:00am

Requests for Clarifications from Bidders are due August 18, 2026 @ 3:00 pm PST

Responses to Requests for Clarification will be posted via Addendum August 20, 2026

Bids are Due August 27, 2026 @2:00pm PST Recommendation/Selection (tentative) September 3, 2026

Projected Date for Award of Contract/ PO September 30, 2026

1.4 Procurement Officer and Delivery Address:

Anil Cholakkara City of Palm Springs – Procurement and Contracting Department

City Hall 3200 E. Tahquitz Canyon Way

Palm Springs, CA 92262 Phone: 760.322.8361

Email: Anil.Cholakkara@palmspringsca.gov mailto:Anil.Cholakkara@palmspringsca.gov

SECTION 2 – INSTRUCTIONS TO BIDDERS

2.1 Obtaining IFB Documents and Addenda:

IFB documents including Addenda can be found on PlanetBids at:

https://pbsystem.planetbids.com/portal/47688/portal-home Bidders will then need to log in and locate this IFB for all related documents. It is the Bidders responsibility to check the PlanetBids site regularly to stay current on the documents that are available as this is the primary communication site for this IFB.

2.2 Pre-Bid Conference:

A Pre-Bid Conference will be held as follows:

Date: Tuesday, August 11, 2026 Time: 9:00 am PST Location: Virtually. - Interested participants who wish to participate in the Prebid conference will join the Teams meeting as follow:

Join the meeting Meeting ID: 218 529 773 860 281 Passcode: 5L5pw7q6

Dial in by phone +1 872-239-6004,,178339740# United States, Chicago Find a local number Phone conference ID: 178 339 740#

All Bidders are highly encouraged to attend this conference to learn more about the requirements of this solicitation.

2.3 Bidder’s Minimum Requirements:

A. Experience: The Bidder must have minimum of three (3) years of experience providing installation, removal, and repair of various flooring of commercial, institutional and/or industrial facilities (non-residential).

B. Knowledge: The Bidder must have the necessary trained and licensed trade persons necessary to perform the tasks required under this invitation for bid.

C. Contractor Licenses: Bidder must possess a valid C15 (Flooring and Floor Covering) contractor license at the time of bid submission.

C1: Ceramic and Mosaic Tile Work: If the Work includes ceramic and mosaic tile installation, the Bidder shall either possess a valid and active California Contractor State License Board (CSLB) C-54 (Ceramic and Mosaic Tile) contractor license or identify in its Bid a subcontractor holding a valid and active C-54 license who will perform such work, in accordance with applicable provisions of the California Public Contract Code and the California Business and Professions Code.

D. Business Licenses: Bidders must be licensed in accordance with the Palm Springs Municipal Code, Chapter 3.40 through 3.96 entitled Business Tax; Possess https://pbsystem.planetbids.com/portal/47688/portal-home https://teams.microsoft.com/meet/218529773860281?p=5R2UxSZGkf1ekrO6tN tel:+18722396004,,178339740 https://dialin.teams.cloud.microsoft/adfd3c51-b700-4011-ab5a-18ece990602e?id=178339740 any other applicable license required in the performance of these services. All licenses must be maintained during the entire term of the agreement.

2.4 Submission of Bids:

A. Bids must be submitted on the Bid forms supplied in this IFB.

B. Bids will be received via the PlanetBids link provided until the time specified in the schedule.

C. A responsive bid must include a price for all items listed on the bid form.

D. Electronic bids shall be uploaded to the PlanetBids vendor portal at the following link:

https://pbsystem.planetbids.com/portal/47688/portal-home and then selecting the IFB prior to the due date and time.

E. The receiving time in PlanetBids will be the governing time for acceptability of Bids.

Telegraphic and telephonic Bids will not be accepted. Late Bids will not be accepted by the PlanetBids System.

F. Bids will be submitted electronically in the PlanetBids System. Failure to register as a Bidder to this IFB process per the instructions in the Notice Inviting Requests for Bids (under “Obtaining IFB Documents”) may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a Bid as being non-responsive or negatively impact the evaluation of a bid.

G. Bids submitted may be withdrawn by removing them from the system before the hour set for the opening.

H. The price quoted by the Bidder in their bid shall include any and all applicable sales or use tax levied by the California Revenue and Taxation Code, and shall be exclusive of Federal Excise Taxes pursuant to the exemption of political subdivisions in the "Revenue Act of 1935" or any other acts of Congress.

I. Bidders may submit only one bid in response to this IFB.

J. Bidders shall submit all required forms with the bid.

K. Should discrepancies occur between unit prices and extended amounts the unit prices shall govern where applicable.

L. Bids not meeting the above criteria may be found to be non-responsive.

M. Bids will be publicly opened and read aloud virtually via the following TEAMS meeting:

Date: August 27, 2026 Time: 2:00pm

Join the meeting Meeting ID: 294 249 174 024 79 Passcode: mJ6J8u9C Dial in by phone +1 872-239-6004,,154365027# United States, Chicago Find a local number Phone conference ID: 154 365 027# https://pbsystem.planetbids.com/portal/47688/portal-home https://teams.microsoft.com/meet/29424917402479?p=sVn3DfeNw48A1IQ7Qt tel:+18722396004,,154365027 https://dialin.teams.cloud.microsoft/adfd3c51-b700-4011-ab5a-18ece990602e?id=154365027

N. The City will post an unaudited tabulation of the Bids on the PlanetBids Portal.

2.5 Bid Protests:

A. Bid Protests shall comply with the Palm Springs Municipal Code Title 7 Procurement and Contracting, https://ecode360.com/42995245.

https://ecode360.com/42995245

SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT

3.1 Invitation for Clarifications/Questions:

A. Questions are to be submitted through PlanetBids vendor portal at the following link: https://pbsystem.planetbids.com/portal/47688/portal-home and then selecting the IFB.

B. Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the IFB. The deadline for all questions is as outlined in the schedule. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Procurement and Contracting Department will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

3.2 Local Preference:

A. Pursuant to the City of Palm Springs Local Preference Ordinance 1756, the term

“Local Business” is defined as a vendor, contractor, or consultant who has a valid physical business address located within the Coachella Valley, at least six months prior to bid or bid opening date, from which the vendor, contractor, or consultant operates or performs business on a day-to-day basis and holds a valid business license by a jurisdiction located in the Coachella Valley.

“Coachella Valley” is defined as the area between the Salton Sea on the south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino Mountains on the east and north. For the purposes of this definition, “Coachella Valley” includes the cities of Beaumont and Banning and the unincorporated areas between Banning and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing such physical address.

B. In the bidding of, or letting for procurement of, supplies, materials, and equipment, as provided in Ordinance No. 1756, the City may give a preference to Local Businesses in making such purchase or awarding such contract in an amount not to exceed five percent of the Local Business’ total bid price, or $15,000, whichever amount is lower. Total bid price shall include only the base bid price but also adjustments to that base bid price resulting from alternates requested in the Solicitation.

C. In order for a Local Business to be eligible to claim the preference, the business must request the preference in the Solicitation response (see Attachment A Signature Authorization Form) and provide a copy of its current business license from a jurisdiction in the Coachella Valley.

D. A local preference will not apply to any solicitations that are funding in part or whole by federal funds.

3.3 Bidders Ethical Behavior:

Bidders, their representatives, agents, or anyone else acting on their behalf are specifically directed not to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to this IFB other than as directed below. Contact with anyone other than as directed below will be cause for rejection of a bid.

https://pbsystem.planetbids.com/portal/47688/portal-home

3.4 Bids to Remain Open:

The Bidder shall guarantee that all contents of their Bid shall be valid for a period of 120 calendar days from the due date of Bids.

3.5 Right to Accept or Reject Bids:

The City of Palm Springs reserves the right to waive any informality or technical defect in a Bid and to accept or reject, in whole or in part, any or all Bids and to cancel all or part of this IFB and seek new Bids, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City. The City also reserves the right to award to the lowest responsive responsible bidder or to reject all bids, as it may best serve the interests of the City. Furthermore, the City reserves the right to reject the Bid of any Bidder who previously failed to perform properly, or complete on time, agreements of a similar nature, or to reject the Bid of a Bidder who is not in a position to perform such an agreement satisfactorily.

3.6 Responsibility of Bidder:

All firms responding to this IFB shall be responsible. If it is found that a firm is non-responsible (e.g., has not paid taxes, is not a legal entity, submitted an IFB without an authorized signature, falsified any information in the Bid package, etc.), the Bid shall be rejected. In addition, the City reserves the right to make such investigations as it deems necessary to determine the ability of the Bidder to perform the Work and the Bidder shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any Bid if the evidence submitted by or investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations in the bid documents and to complete the Work contemplated therein.

3.7 Insurance:

Insurance provisions are contained in the Standard Contract Services sample agreement included in the IFB. The successful Bidder will be required to comply with these provisions. It is recommended that Bidders have their insurance provider review the insurance provisions BEFORE they submit their bid.

3.8 Public Record:

A. All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 7921 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, pursuant to CA Government Code 7922 during the negotiation process, may be made public after the City’s negotiations are completed, and staff has agendized the recommendation to the City Council for the award of a contract to a specific firm, but before final action is taken by the City Council to award the contract.

B. Although the California Public Records Act (“CPRA”) recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information submitted in a Bid is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” Proprietary,” or any other similar designation, the City will provide the party submitting such information with reasonable notice to allow the party to seek protection from disclosure by a court of competent jurisdiction.

C. If a submitting party contends that a portion of the Bidis confidential even under the CPRA, the party: 1) must clearly label each document and/or page deemed a confidential document 2) the legal rationale supporting such contention including specific references to applicable provisions of the Public Records laws of the State 3) must actively defend against any Invitation for disclosure of information which the party has determined should not be released, and 4) must indemnify and hold harmless the City from any loss, claim or suit, including attorneys’ fees, brought by a person challenging the City’s refusal to release the documents. The City will not, under any circumstances, incur any expenses, or be responsible for any damages or losses incurred by a party submitting a Bid or any other person or entity, because of the release of such information. The City will not return the original or any copies of the Bid or other information or documents submitted to the City as part of this IFB process. The City may not recognize Bids where all the information, via a blanket statement is submitted as proprietary information or a trade secret. Such Bids may be found non-responsive.

3.9 Cost Related to Bid Preparation:

The City will NOT be responsible for any costs incurred by any firm responding to this IFB in the preparation of their Bid or participation in any presentation if requested, or any other aspects of the entire IFB process.

3.10 Compliance with Law:

Bidder warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations.

3.11 Licenses, Permits, Fees and Assessments:

Bidder represents and warrants to City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services requested in this IFB. Bidder represents and warrants to City that Bidder shall, at its sole cost and expense, keep in effect at all times during the term of the Agreement if so awarded, any license, permit, qualification, or approval that is legally required for Bidder to perform the Work and Services under the Agreement if so awarded. Bidder shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties, and interest, which may be imposed by law and arise from or are necessary for the Bidder’s performance of the Work and Services required under the Agreement if so awarded. Bidder shall indemnify, defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law.

3.12 Investigations:

The City reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this IFB to perform the Work and the firm shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any Bid if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein.

3.13 Non-Collusion:

The undersigned, by submission of this Bid Form, hereby declares that this Bid is made without collusion with any other business making any other Bids, or which otherwise would make a Bid. Bidder must execute an Affidavit of Non-Collusion provided as Attachment “B” in the IFB and include it with their bid.

3.14 Signed Bid and Exceptions:

Submission of a signed Bid will be interpreted to mean that the firm responding to this IFB has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Invitation for Bids, and any attached sample agreement.

Exceptions to any of the language in either the IFB documents or attached sample agreement, including the insurance requirements, must be requested under the Invitation for clarifications/questions process by the deadline for questions. Any requested changes to the contract will be considered at that time and if changes are allowed, they will be sent out through an Addendum to all Bidders. Exceptions to the City’s IFB document or standard boilerplate language, insurance requirements, terms, or conditions, etc. may only be considered during the early stage of the solicitation process; and shall not be included in the submitted Bids. The City makes no guarantee that any exceptions will be approved but will consider any requests put forward in the Invitation for clarification/question process.

3.15 Award of Contract:

A. Award of Bid: The Bid will be awarded to the two lowest responsive and responsible Bidders (primary and secondary contracts).

B. Responsibility of a bidder will be determined by the City based on each bidder’s experience and references. The City will be the sole judge with respect to the responsiveness and responsibility of each bidder.

C. Notice of Award: After award of the Bid by the Palm Springs City Council if necessary, a Notice of Award letter and Agreement will be sent to the successful Bidder for execution and return. The successful Bidder shall provide all Certificates of Insurance and Bonds, if required, within fourteen calendar days.

D. It is the City’s intent to award a contract to the firm that can provide all of the scope of work, equipment and services identified in the IFB document. However, the City reserves the right to award a contract, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the bids have been evaluated. The decision of the City Council will be final.

3.16 Form of Agreement:

The selected bidder will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Contract Services Agreement (see Section 6). Please note that the Exhibits are intentionally not complete in the attached sample standard document.

These exhibits will be negotiated with the selected firm and will appear in the final Contract Services Agreement executed between the parties.

We specifically draw your attention to the language in the sections of the sample contractual agreement attached entitled “Conflict of Interest” and “Covenants Against Discrimination” and recommend all firms carefully consider these contractual requirements prior to submitting a Bid in response to this IFB. Firms that submit a Bid in response to this IFB shall certify the following:

A. Conflict of Interest. Bidder acknowledges that no officer or employee of the

City has or shall have any direct or indirect financial interest in this Agreement, nor shall Bidder enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Bidder warrants that Bidder has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement.

B. Covenant Against Discrimination. In connection with its performance under this Agreement, Bidder shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin (i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a “prohibited basis”). Bidder shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City’s lawful capacity to enter this Agreement, and in executing this Agreement, Bidder certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Bidder activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Bidder is in full compliance with the provisions of Palm Springs Municipal Code Section 7.05.02, including without limitation the provision of benefits, relating to non-discrimination in City contracting.

C. Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the lowest responsive responsible Bidder refuses or fails to execute the Agreement, the City may, at its sole discretion, award the Contract to the second lowest responsive responsible Bidder, and so on.

SECTION 4 – SCOPE OF WORK

4.1 Background:

The City has a need for an on-call flooring repair and replacement services for all buildings and facilities at Palm Springs International Airport. Contractor to support with necessary repairs and ensure the safety, functionality, and appearance of high-traffic terminal and support areas. Due to continuous passenger activity and operational demands, flooring systems are subject to significant wear and require timely repairs to address trip hazards, surface damage, and general deterioration. An on-call contractor allows the Airport to respond quickly to both routine and unexpected flooring issues, minimizing disruptions to operations and passenger flow while maintaining compliance with Americans with Disabilities Act (ADA) accessibility requirements. This service also helps preserve the Airport’s capital investments, maintain clean and consistent customer experience, and ensure that maintenance needs are addressed efficiently without delays associated with individual procurements.

4.2 Scope:

A. Contractor will provide all staff, materials, and equipment necessary to provide on-call commercial grade flooring repair and replacement services for the Airport.

B. Flooring includes but not limited to commercial grade carpet tiles, roll carpet and commercial grade hard surface flooring such as roll vinyl, epoxy, polyurea, terrazzo, quarry tile.

C. Contractor will install base board where applicable or requested. carpeting, hard surface and baseboard design and product will be determined by the approved Airport representative.

D. Contractor must provide wainscoting installation services as required or requested. All work shall be performed in accordance with industry standards and applicable codes.

E. Contractor (or their Sub-contractor) shall have the ability and equipment to provide carpet cleaning and restoration services.

F. Contractor shall have the knowledge and equipment to polish and stain concrete flooring, polish and restore terrazzo flooring, and polish and restore ceramic tile.

G. Contractor shall be responsible for the removal, hauling, and disposal of all waste materials generated by each service performed, including existing flooring materials, adhesives, packaging, and construction debris. Contractor shall maintain a clean, safe, and professional work area at all times and shall perform daily cleanup. Upon completion of a project, Contractor shall leave the premises clean and properly prepared for use.

H. Contractor shall remove or relocate furniture when applicable to remove, prep and install flooring. Upon completion of each project, Contractor shall return all furniture, fixtures, and equipment to their original locations unless otherwise directed by the approved Airport representative.

I. Contractor shall bring adequate tools, suitable materials, and equipment to the site.

J. Contractor shall be required to complete and maintain authorized signatory training and maintain an authorized signatory on staff.

K. Response Time : Contractor shall respond to calls for service as follows:

1. Contractor shall respond to department within 48 hours from the request of work.

2. Request for proposals shall be provided within 7 days from the initial request for planned projects.

3. Contractor shall have sufficient resources to respond to multiple requests for work simultaneously. Dispatching crews to each project which may have overlapping timelines

4. Contractor shall provide sufficient resources to respond to multiple requests for work simultaneously, dispatching crews to each project which may have overlapping timelines.

5. Contractor shall be responsible for setting up proper site protection prior to commencing services, as well as daily clean-up following completion of work.

6. The Contractor shall be solely responsible for correcting any damages caused by on-site work, due to improperly protecting property.

7. Contractor shall have weekly written communication with the Project Manager to provide project updates and provide forthcoming schedule updates.

8. Contractor shall discuss all modifications with the Project Manager prior to commencement of work.

9. Contractor shall have knowledge of the City of Palm Springs Historic buildings and the various historic classifications that shall define and outline the repair and improvements allowed. Details are available at https://www.palmspringsca.gov/ government/departments/planning/historic-resources/historic-properties

L. Correction of work deficiencies : Contractor shall correct work rejected by the City as failing to conform to the requirements in the project documents within thirty days. The Contractor shall bear the cost of correcting such rejected work, including the costs of uncovering, replacement, and additional testing.

If the Contractor fails to commence correction of nonconforming work within a seven day period after written notice, the city may correct the deficiencies by other means. In such case, the City may exercise rights and remedies as provided in section 9.4 of agreement.

In addition to the Contractor’s other obligations, the contractor shall, for a period of one year after substantial completion, correct work not conforming to the requirements of the work

M. Equipment and supplies: Contractor shall provide, at no additional cost to the City, all necessary equipment, hand, and power tools and supplies typically used by the job https://www.palmspringsca.gov/%20government/departments/planning/historic-resources/historic-properties https://www.palmspringsca.gov/%20government/departments/planning/historic-resources/historic-properties classification and/or assigned trade person. Mechanical or other equipment used for Work must be of a type that is approved by the industry and shall be operated in such a manner as not to cause danger of any nature to employees or other persons or damage to the building structure, fixtures, furnishings, etc. The City, at its sole and absolute discretion, may approve to pay for equipment, tools, or materials it determines is not typical of that job classification. Contractor must not store equipment and/or supplies on any City property.

N. General Safety Requirements : The Contractor shall be responsible for all safety precautions required in connection with their work, including regulations of the Occupational Safety and Health Administration (OSHA) and other governing agencies.

The City reserves the right to oversee all service work from a safety standpoint and require the Contractor to take appropriate action to ensure safety and code compliance.

O. Damages: Necessary precautions shall be taken at all times to protect persons, property and equipment from injury or damage. Any damage shall be reported, reviewed, and discussed with the facility manager.

P. Security : The Contractor is responsible for ensuring all entries/exits to the work area are secure during the discharge of their duties (doors must not be propped open). The Contractor does not have the authority and shall not grant access to any person requesting entry into the building or specific work area.

Any items or articles of apparent value found by the Contractor’s personnel in any areas of the building or site shall be turned over to the facility manager or on-site Security. Any suspicious articles that may be found, or persons loitering or conducting themselves in a manner to arouse suspicion or possibly in need of help, shall be immediately reported to Police

Q. Uniforms and vehicles: The Contractor shall be required to properly uniform its service personnel, and they shall present a clean and neat appearance at all times. Day service personnel shall have color-coordinated shirts with company name and/or logo provided by the Contractor. Contractor must abide by City’s requirements for visiting City buildings, including wearing required face coverings. Contractor vehicles must display company logo and name

4.3 Employee Security Badges: All Employees, Agents, Vendors, Invitees, Etc. of the Contractor, or Subcontractors requiring access to the work site shall, in accordance with the PSP Airport Security Plan, be required to display airport issued identification or be under the escort by properly badged personnel. The Contractor must have a minimum of two staff members badged with a Palm Springs International Airport Photo Badge for the full term of the Agreement. These badges will be identified numerically and issued to individual employees with a permanent record maintained on each individual to whom a badge is issued. At the completion of the contract, all badges will be returned to the Airport, or a charge of $100 per badge (subject to change) will be assessed for all badges not returned. As part of the badge application process, each applicant will be fingerprinted for use in an FBI Criminal Records search. Any person whose criminal record reveals offenses listed by the FAA as disqualifying offenses will be denied a badge and will be prohibited from unescorted access to the project site. All required paperwork and ID badge applications shall be submitted a minimum of two weeks before issuance of any badge. The Contractor and its staff are responsible for attending SIDA training and completing security badge application. Attendance of the video-based class and issuance of the badge may take in excess of 4 hours. There will be a $60 charge (subject to change) for the FBI background check and fingerprinting process, and a $65 charge (subject to change) for the badge for a total of $125.00 (subject to change).

There will be a $200 charge (subject to change) for lost, stolen, or damaged badges.

The Contractor is financially responsible for all badging and fingerprinting fees and training time.

Violations - All violations of Airport security are also violations of the City of Palm Springs Municipal Title 16, 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.

4.4 Airport Security:

A. Criminal history Records Check (CHRC) and TSA Security Threat Assessment (STA) – The Contractor will be required to submit to the Airport, prior to the commencement of services, an Authorized Signatory Authority Letter authorizing specific Contractor representatives to approve the issuance of Airport issued identification badges and the processing of a fingerprint CHRC and STAs. Electronic links to this letter and the Fingerprint/Badge application can be found on the Airport’s website by clicking on Badging & AOA Permits - Palm Springs International Airport (PSP) - Palm Springs, California.

B. Under certain circumstances, and out of the control of the City, security measures may change on short notice. No deviations from any security measure shall be allowed at any time.

C. Restricted Area Access All Contractor personnel who require unescorted access to the restricted areas of the Airport, prior to the issuance of an Airport Identification Badge, must successfully complete a fingerprint based CHRC and Security Threat Assessment (STA). 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 making of aircraft, and other registration violations;

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; 46506.

7) Carrying a weapon or explosive aboard aircraft; 49 U.S.C. 46506.

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.C. 46502(b).

https://flypsp.com/business/badging-aoa-permits/ https://flypsp.com/business/badging-aoa-permits/

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.

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.

4.5 Pricing:

A. The pricing included in this Contract shall be firm for the first year.

B. The unit prices may be adjusted (decreased or increased) once a year to correspond with the most recent annual change to the Consumer Price Index for All Urban Consumers as published by the U.S. Bureaus of Labor Statistics for the Riverside- San Bernardino-Ontario Areas.

C. The City will only pay for the items listed on the bid form. Contractor must incorporate all of its costs in its unit bid prices, including but not limited to labor, supervision, project management, overhead, profit, onboarding training, travel, mileage, truck charges, fuel charges, service call charges, parking, delivery, portal-to-portal charges, environmental fees, shop supplies and consumable incidental materials. The City will not pay for subcontractors, rental of equipment/tools, and purchase of materials/supplies unless the City authorized payment of the applicable items.

4.6 Compensation:

The resulting contract for these services is an on-call as needed contract. No specific amount of work is guaranteed. The contract value is an estimated value only. All work authorized under the contract will be compensated on a time and material basis.

Contractor will submit an itemized invoice monthly. Billings must reference a purchase order number and shall indicate the unit (contract) price. Contractor will be paid for the actual hours worked at the rates shown in the contract. Parts, materials, equipment, and subcontractor costs will be compensated at actual cost with receipts required with allowable markup as outline in the contract. Contractor shall break out the line items on the invoice in accordance with the line items on the bid form. Contractor must provide back-up documentation for materials, subcontractor, rented equipment, permits, disposal and recycling fees. Invoices that are submitted with incorrect prices may be returned for correction before any payments to the contractor are authorized. It shall be the contractor’s responsibility to submit a correct invoice. The City shall not be responsible for payment until a correct invoice is received. The invoice shall be accompanied by receipts, dated, and signed by a City Employee, verifying the work was done. Invoices and receipts will be submitted to the Contract Officer for approval. All invoices are to be sent as one document to: airportinvoices@palmspringsca.gov

4.7 Bonding:

A. For any Task Order authorized by City of over Twenty Five Thousand Dollars and

00/100 ($25,000.00), Contractor shall obtain, provide and maintain at its own expense during the term of this Agreement: (1) a Payment Bond in the amount of one hundred percent (100%) of the total amount to be paid Contractor as set forth in any Task Order authorized by City of over Twenty Five Thousand Dollars and 00/100 ($25,000.00), and in the form attached hereto as Exhibit D which is incorporated herein by this reference;

and (2) a Performance Bond in the amount of one hundred percent (100%) of the total amount to be paid Contractor as set forth in any Task Order authorized by City of over Twenty Five Thousand Dollars and 00/100 ($25,000.00), and in the form attached hereto as Exhibit E which is incorporated herein by this reference.

B. The Payment Bond and Performance Bond shall be issued by an insurance organization or surety (1) currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, (2) listed as an acceptable surety in the latest revision of the Federal Register Circular 570, and (3) assigned a Policyholders' Rating A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide: Property-Casualty.

C. Contractor shall deliver, concurrently with City’s approval of any Task Order over Twenty Five Thousand Dollars and 00/100 ($25,000.00), the Payment Bond and Performance Bond, a certified copy of the “Certificate of Authority” of the Insurer or Surety issued by the Insurance Commissioner, which authorizes the Insurer or Surety to transact surety insurance in the State of California.

mailto:airportinvoices@palmspringsca.gov

SECTION 5 – IFB FORMS

ATTACHMENT A – Signature Authorization Form, including Addenda acknowledgment ATTACHMENT B – Non-Collusion Affidavit Form ATTACHMENT C – No Conflict of Interest and Non-Discrimination Form.

ATTACHMENT D – Business Disclosure Form ATTACHMENT E – Reference Form ATTACHMENT F - Executive Order N-6-22 Certification ATTACHMENT G – Bid Form ATTACHMENT H - Public Works Contractor and Subcontractor Registration

Certification

ATTACHMENT A

SIGNATURE AUTHORIZATION

INVITATION FOR BIDS (IFB 26-17)

ON-CALL FLOORING REPAIR AND REPLACEMENT SERVICES FOR

PALM SPRINGS INTERNATIONAL AIRPORT

*THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR BID

NAME OF COMPANY(BIDDER):

BUSINESS

ADDRESS:___________________________________________________________

TELEPHONE: ______________CELL PHONE___________ ___FAX______________

CONTACT PERSON____________________EMAIL ADDRESS____________________

A. I hereby certify that I have the authority to submit this Bid to the City of Palm Springs for the above listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my bid.

PRINTED NAME AND TITLE

SIGNATURE AND DATE

B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate:

1. If successful, the contract language should refer to me/my company as:

____ An individual;

____ A partnership, Partners’ names:

____ A company;

____ A corporation If a corporation, organized in the state of: __________

2. My tax identification number is: ___________________________________ Please check below IF your firm qualifies as a Local Business as defined in the IFB:

____ A Local Business (licensed within the jurisdiction of the Coachella Valley).

Copy of current business license is required to be attached to this document.

ADDENDA ACKNOWLEDGMENT:

Acknowledgment of Receipt of any Addenda issued by the City for this IFB is required by including the acknowledgment with your bid. Failure to acknowledge the Addenda issued may result in your Bid being deemed non-responsive.

In the space provided below, please acknowledge receipt of each Addenda:

Addendum(s) # _______________ is/are hereby acknowledged.

ATTACHMENT B

NON-COLLUSION AFFIDAVIT

INVITATION FOR BIDS (IFB 26-17)

ON-CALL FLOORING REPAIR AND REPLACEMENT SERVICES FOR

PALM SPRINGS INTERNATIONAL AIRPORT

*THIS FORM MUST BE COMPLETED EXECUTED BY BIDDER AND SUBMITTED WITH

YOUR BID

The undersigned, deposes and says that he or she is of

, the party making the foregoing Bid. That the Bid is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham Bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham Bid, or that anyone shall refrain from Bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract;

that all statements contained in the Bid are true; and, further, that the Bidder has not, directly or indirectly, submitted his or her Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Bid depository, or any other member or agent thereof to effectuate a collusive or sham Bid.

Signature: ______________________________________________

Title: _____________________________________________

Date: ______________________

ATTACHMENT C

CITY OF PALM SPRINGS, CA

CONFLICT OF INTEREST AND NON-DISCRIMINATION CERTIFICATION

INVITATION FOR BIDS (IFB 26-17)

ON-CALL FLOORING REPAIR AND REPLACEMENT SERVICES FOR

PALM SPRINGS INTERNATIONAL AIRPORT

THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR BID

Conflict of Interest. Consultant acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement, nor shall Consultant enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Consultant warrants that Consultant has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement.

Covenant Against Discrimination. In connection with its performance under this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin (i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a “prohibited basis”). Consultant shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City’s lawful capacity to enter this Agreement, and in executing this Agreement, Consultant certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Consultant activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Consultant is in full compliance with the provisions of Palm Springs Municipal Code Section 7.05.02, including without limitation the provision of benefits, relating to non-discrimination in city contracting.

NAME OF CONTRACTOR: ________________________________________

NAME and TITLE of Authorized Representative:

(Print) ______________________________________________________________

Signature and Date of Authorized Representative:

(Sign) ____________________________________________ (Date) ________________

ATTACHMENT D

CITY OF PALM SPRINGS

PUBLIC INTEGRITY DISCLOSURE

(INSTRUCTIONS FOR APPLICANTS)

INVITATION FOR BIDS (IFB 26-17)

ON-CALL FLOORING REPAIR AND REPLACEMENT SERVICES FOR

PALM SPRINGS INTERNATIONAL AIRPORT

THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR BID

Who Must File?

Applicants that are NOT a natural person or group of natural people that will be identified on the application and seek a City approval determined by a vote of City officials. Examples include corporations, limited liability companies, trusts, etc. that seek a City Council approval, or an approval by one of the City’s board or commissions.

Why Must I File?

The City of Palm Springs Public Integrity Ordinance advances transparency in municipal government and assists public officials in avoiding conflicts of interest. The City’s Public Integrity Ordinance, codified in Chapter 2.60 of the municipal code, reflects the City’s interest in ensuring that companies (and other legal entities that are not natural people) doing business in the community are transparent and make disclosure as to their ownership and management, and further that those companies disclose the identity of any person, with an ownership interest worth two thousand dollars ($2,000) or more, who has a material financial relationship with any elected or appointed voting City official, or with the City Manager or City Attorney.

Note: A material financial relationship is a relationship between someone who is an owner/investor in the applicant entity and a voting official (or the City Manager or City Attorney), which relationship includes any of the following:

(1) the owner/investor and the official have done business together during the year prior to the application;

(2) the official has earned income from the owner/investor during the year prior to the filing of the application;

(3) the owner/investor has given the official gifts worth fifty dollars ($50) or more during the year prior to the filing of the application; or

(4) the official might reasonably be anticipated to gain or lose money or a thing of value, based upon the owner/investor’s interest in the applicant entity, in relation to the application’s outcome.

When Must I File?

You must file this form with the Office of the City Clerk at the same time when you file your application for a City approval determined by a vote of City officials, whether elected or appointed.

What Must I Disclose?

A. The names of all natural persons who are officers, directors, members, managers, trustees, and other fiduciaries serving trusts or other types of organizations (attorneys, accountants, etc.).

Note: (1) only trusts or other organizations that are not the fiduciaries, (2) if a second entity that is not a natural person serves the applicant entity (e.g., as a member of an applicant LLC), then all…