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Reno-Tahoe Airport Authority Reno/Tahoe International Airport

Janitorial Services of 56 Terms and Conditions RFP #11/12-12

JANITORIAL SERVICES

The Reno-Tahoe Airport Authority Purchasing and Materials Management Division is currently accepting sealed proposals, Request for Proposal (RFP) Number 11/12-12, for professional carpet and restroom cleaning services on behalf of the Building Maintenance Section. 1. SCOPE AND INTENT

It is the intent of this proposal to enter into an agreement for professional carpet and restroom cleaning services. The resulting Agreement shall be for an initial period of fourteen (14) months, with the Airport Authority retaining an option to renew for an additional three (3) one-year periods. The Airport Authority shall not contract with subcontractors for any of the aforementioned. The Airport Authority reserves the right to contract exclusively with a prime vendor.

1.1 The renewal options shall be solely at the discretion of the Airport Authority provided

that agreement is reached between the successful respondent and the Airport Authority with regard to the terms and conditions of the renewals.

2. PROPOSAL RECEIPT AND OPENING TIME

It is mandatory that proposals be signed by a duly authorized representative of the firm, and be received and time recorded in the Airport Authority Purchasing and Materials Management Division not later than 2:30 p.m. Pacific Daylight Time (PDT), March 22, 2012.

2.1 Late proposals shall be disqualified from consideration.

2.2 Sealed proposals shall be opened in the Airport Authority Purchasing and Materials Management Division at 2:31 p.m. PDT March 22, 2012.

3. PRE-PROPOSAL CONFERENCE AND SITE INSPECTION

A pre-proposal conference and site inspection for all respondents intending to submit a proposal will be conducted at 10:00 a.m., PDT, March 15, 2012, commencing in the reception area of the Reno-Tahoe Airport Authority Administrative Offices, 2001 East Plumb Lane, Reno, Nevada. 3.1 The site inspection will allow prospective respondents the opportunity to tour and inspect

the areas to be cleaned prior to submitting a proposal and to become thoroughly familiar with existing conditions.

3.2 Respondents failing to attend the scheduled site inspections do so at their own risk and

the Airport Authority will not be responsible for any existing conditions that may affect the respondent’s response, if such conditions could have been known to the respondent upon inspection of the site.

3.3 Respondents intending to submit a proposal are strongly recommended to attend the pre-

proposal conference.



4. PREPARATION OF THE PROPOSAL Respondent shall examine all drawings, specifications, attachments, special instructions, and

terms and conditions of the Request for Proposal. Failure to do so will be at the respondent’s risk.

4.1 Any irregularities or lack of clarity in the Request for Proposal should be brought to the

attention of the Airport Authority Purchasing and Materials Management Division for correction or clarification.

4.2 Any addenda issued shall forthwith become an integral part of the proposal. Respondent

shall be required to acknowledge receipt by signing and returning the addenda with the original proposal document.

4.3 Proposals shall be made only upon the forms provided with this Request for Proposal

document, with all items filled out, amounts proposal both in words and figures, the original signatures of all persons required to sign, and shall be typed or written in blue or black ink. The completed forms should be without interlineations, alterations, or erasures unless the signatory initials such.

4.4 In the space provided, a duly authorized representative of the proposing firm shall sign

the proposal document and any addenda issued in blue or black ink. 4.5 Respondent shall proofread his proposal carefully for errors. 4.6 Prices quoted shall be F.O.B. destination and exclusive of federal and state taxes, except

those relating to taxable materials provided as part of the work. 4.7 In the event of a difference between written words and figures, the amount stated in

written words shall govern. In the event of a difference between a unit price and the extended price, the unit price shall govern.

4.8 Proposals must be provided on the proposal forms that are part of the Request for

Proposal document. Proposal forms may not be altered in any manner – this includes the scanning of forms for purposes of reproducing or recreating them. Any alteration of proposal forms may be cause for rejection of the proposal.

4.9 All parts, supplies or equipment offered shall be new, currently in production, and of the

manufacturer’s latest design, unless otherwise stated. 4.10 All proposals shall be submitted in a form and manner as indicated in the Request for

Proposal document and by the proposal forms. Any proposal that is not submitted in a form and manner indicated by the Request for Proposal document and proposal forms or that contains information, statements, conditions, or qualifications that place conditions or qualifications on the proposal submittal for purposes of making an award, or that alter any proposal terms, conditions, specifications, or forms that had not previously been



approved by written addendum issued by the Purchasing and Materials Management Division, or that does not meet legal requirements, shall be declared as a qualified, conditional, or non-responsive proposal and shall be rejected without further consideration. Any proposal response that does not fully respond to and comply with all of the detailed terms, conditions, specifications or any requests for information including the execution of the proposal forms may be declared non-responsive by the Airport Authority and rejected without further consideration. The Airport Authority shall not be responsible for errors or omissions of the respondent.

5. SUBMISSION OF PROPOSAL

Prospective respondents are solely responsible for their own expenses in preparing any proposal. 5.1 Two (2) copies (one original and one complete photocopy) of the proposal and addenda

thereto shall be enclosed in a sealed envelope addressed to the Reno-Tahoe Airport Authority Purchasing and Materials Management Division, 2770 Vassar Street, Reno, Nevada 89502 or delivered to the office in person. Proposal envelope must indicate the name and address of the respondent, Request for Proposal 11/12-12, and opening date.

5.2 In order for a proposal to be considered, it is mandatory that the proposal document be

received and time recorded in the Airport Authority Purchasing and Materials Management Division no later than the receiving time specified above.

5.3 The Airport Authority assumes no responsibility for errant delivery of proposals,

including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified.

5.4 The Airport Authority shall not be responsible for the premature or post opening of a

proposal that is not properly addressed or identified. 5.5 A proposal submitted by telephone, telegraphic notice, or facsimile will not be accepted. 5.6 Prices offered shall only be considered if they are provided in the appropriate space(s) on

the cost schedule. For consideration, any additions or deductions to the proposal prices offered must be shown under the exceptions section of the proposal. Extraneous numbers, prices, comments etc. appearing elsewhere on the proposal shall be deemed to have no effect on the prices offered in the designated locations.

5.7 When a proposal surety is required, such surety shall be acceptable only in the form of a

proposal bond or cashier’s check in the amount stated. The surety must accompany the proposal. After award of the proposal, the proposal surety of the unsuccessful respondent(s) shall be returned. The surety of the successful respondent shall be retained until the agreement form has been executed and the Airport Authority receives the performance bond as well as all insurance certificates.

6. LATE PROPOSAL A proposal received after the receiving time specified shall be rejected.



7. WITHDRAWAL OF PROPOSAL A proposal may be withdrawn by written or facsimile notice provided such notice is received

prior to the date and time set for the proposal opening. 7.1 A request for withdrawal of a proposal after award shall not be considered. 8. NO PROPOSAL In the event the respondent chooses not to submit a proposal but wishes to remain on the

proposal list, indicate “NO PROPOSAL” on the face of the return envelope or Proposal Form page of the proposal document, affix firm name and address and return it according to the instructions in Section 5, “Submission of Proposal” above.

8.1 Two (2) “NO PROPOSAL” responses may result in removal of your firm from the

database for this category. 9. PROPOSAL SURETY Response to this Request for Proposal shall include a proposal surety in the amount of ten

percent (10%) of the total proposal amount.

9.1 Surety shall consist of a bond or cashier’s check, drawn in favor of the Reno-Tahoe Airport Authority, a quasi-municipal corporation of the State of Nevada.

9.2 The Airport Authority shall retain the successful respondent’s surety until successful

respondent furnishes any required performance bond and provides proof of insurance certificate, and executes and delivers the resulting agreement. If successful respondent refuses or fails to perform any of the above, he shall forfeit the proposal surety. The forfeiture of the proposal surety is intended by the Airport Authority as a penalty. Should this occur, in addition to forfeiting the proposal surety, the Airport Authority reserves the right to seek any damages resulting from successful respondent’s refusal or failure to perform.

9.3 Surety of the unsuccessful respondent(s) shall be returned within thirty (30) days of

award by the Board of Trustees. 10. PERFORMANCE BOND

Prior to performance as a result of the proposal solicitation, the successful respondent and/or subcontractors shall furnish a surety bond on the form provided as security for faithful performance of this contract. The surety of such bond shall be a duly authorized surety company satisfactory to the Airport Authority.

10.1 A Performance bond in an amount equal to one hundred percent (100%) of the total

amount of the proposal award. 10.2 Bond shall be drawn in favor of the Reno-Tahoe Airport Authority, a quasi-municipal

corporation of the State of Nevada.



The surety or sureties agree to adjust the bond to the contract price as it may be modified by approved change orders and hereby waive notice of such change.

11. AWARD OF PROPOSAL Award of proposal shall be made on the basis of the proposal that is most advantageous to the

Reno-Tahoe Airport Authority. In all instances, the decision rendered by the Airport Authority shall be final.

11.1 The Airport Authority reserves the right to reject any or all proposals, or parts thereof,

and to waive any informalities or irregularities. 11.2 The Airport Authority reserves the right to hold proposals for a period of ninety (90) days

from the date of opening before awarding or rejecting said proposals. 11.3 Severability exists with regard to acceptance or rejection of any item, group of items, or

section unless respondent has stipulated specific limitations. 11.4 A purchase order and/or contract issued to the successful respondent shall be considered

sufficient notification of award of the proposal. 11.5 A contract shall not be assigned to any other person or entity without the consent of the

Reno-Tahoe Airport Authority. Requests for assignment shall be submitted, in writing, to the Purchasing and Materials Management Manager.

12. DISCOUNTS Prompt payment discounts shall be included in the proposal evaluation ONLY if discount period

offered is ten (10) or more days.

12.1 Discount period will be computed from the date of completed delivery/performance or from the date Accounts Payable, if later than the delivery date receives the correct invoice. For the purpose of earning discounts, payment is deemed to be made on the date appearing on the Airport Authority warrant.

13. APPEAL BY UNSUCCESSFUL RESPONDENT

Any unsuccessful bidder may appeal a pending bid award prior to award by the Airport Authority. The appellant must: 13.1 Submit a written appeal to the Manager of Purchasing and Materials Management within

five (5) business days after the date the bids were opened. 13.2 The written notice of appeal must include a statement setting forth, with specificity, the

reason(s) the person filing the notice believes the applicable provisions of law were violated. 13.3 Post, with the written appeal, a bond with good and solvent surety authorized to do business

in this state or submit other security in a form approved by the Reno-Tahoe Airport



Authority, who will hold the bond or other security until a determination is made on the appeal.

13.4 Post the bond or other security with the notice of appeal in an amount equal to the lesser of

twenty-five percent (25%) of the total value of the bid submitted by the person filing the notice of appeal or two hundred fifty thousand dollars ($250,000).

13.5 A notice of appeal filed in accordance with the provisions herein operates as a stay of action

in relation to the awarding of any contract until a determination is made by the Reno-Tahoe Airport Authority on the appeal.

13.6 A person who makes an unsuccessful bid may not seek any type of judicial intervention

until the Reno-Tahoe Airport Authority has made a determination on the appeal and awarded the contract.

13.7 The Reno-Tahoe Airport Authority is not liable for any costs, expenses, attorney’s fees, loss

of income, or other damages sustained by a person who makes a bid, whether or not the person files a notice of appeal pursuant to this section.

13.8 If an appeal is granted, the full amount of the posted bond will be returned to the appellant.

If the appeal is denied or not upheld, the Reno-Tahoe Airport Authority may make a claim against the bond or other security in an amount equal to the expenses incurred by the Reno-Tahoe Airport Authority because of the unsuccessful appeal. Any money remaining after the claim has been satisfied shall be returned to the appellant.

14. QUESTIONS/CLARIFICATIONS

Questions regarding the Request for Proposal shall be directed to Robin Ramsey, Senior Buyer, at (775) 328-6670 or faxed to (775) 328-6646 and must be submitted no less than seven (7) calendar days prior to opening date. 14.1 Communications from prospective respondents, such as by telephone, voice-mail, electronic

mail, facsimile or other similar means, to any Trustee, officer, agent or employee of the Airport Authority, other than the Senior Buyer are prohibited. Except for inquiries directed through the Senior Buyer, the Airport Authority, through its employees, will not meet nor otherwise communicate individually with prospective respondents. The Airport Authority may, at its sole discretion, disqualify any respondent who fails to observe this requirement.

14.2 If any questions or responses require revision to this solicitation as originally published, such revisions will be by formal addendum only.

15. ADDENDA

The Airport Authority Purchasing and Materials Management Division shall issue all addenda in writing to the Request for Proposal. Material changes affecting the work or the responder’s cost estimate shall have no standing with the Airport Authority if not sanctioned by written addenda.



16. SAMPLE AGREEMENT Attachment A hereto shall form the basis for the resulting agreement for this work.

17. INSURANCE REQUIREMENTS Attachment B to this Request for Proposal specifies the insurance and indemnification

requirements established by the Airport Authority for projects as described herein and shall be incorporated and made a part of any agreement resultant from award of the proposal. The cost of any required insurance coverage shall be borne by the respondent.

18. BUSINESS LICENSE Successful respondents and their subcontractors shall be required to obtain appropriate City

and/or County business licenses prior to performance of work. Possession of the appropriate business license shall not be a prerequisite for submission of a proposal.

19. TAX EXEMPTION The Reno-Tahoe Airport Authority is not tax exempt from materials provided by the successful

respondent in the performance of the contract. The Airport Authority is tax exempt in all other respects from Nevada State Sales Tax by act of the Nevada State Legislature, N.R.S. §§ 372.325, which exempts all local governments within the State of Nevada. The Airport Authority is also exempt from Federal Excise Tax.

20. SITE MAINTENANCE Throughout the contract, the successful respondent and subcontractors shall maintain the work

area and all equipment used in the work in compliance with applicable health and safety rules and regulations and in such a manner necessary to ensure the health, safety, and welfare of any employee, tenant, passenger, visitor, inspection personnel, and contractor’s and subcontractor’s employees who may come in contact with the work area.

21. CUSTOMER REFERENCES

Respondents shall provide at least three (3) verifiable references for which the respondent has satisfactorily performed similar carpet cleaning services as contained in this solicitation on the Reference form provided. References shall include the name of the firm, person to contact, telephone and facsimile number with area code, and brief description of the service provided. The Reno-Tahoe Airport Authority may not be used as one of the references.

22. STATUS OF SUCCESSFUL RESPONDENT Successful respondent shall have the status of an “Independent Contractor” as defined by N.R.S. §§ 284.173 and shall not be entitled to any of the rights, privileges, benefits, and emoluments of either an officer of employee of the Reno-Tahoe Airport Authority.

23. DISCLOSURE OF PRINCIPALS Respondents shall complete and return with their proposal response the single copy of the form

entitled “Disclosure of Principals” included with the Request for Proposal. 24. NON-COLLUSION Respondents, by submitting a signed proposal certify that the accompanying proposal is not the



result of, or affected by, any act of collusion with any other person or company engaged in the same line of business or commerce or any other fraudulent act.

25. ASSIGNMENT No assignment of any agreement resulting from award of this proposal shall be allowed

including the right to receive payment without the express written permission of the Manager of Purchasing and Materials Management or her designee.

26. EXCEPTIONS TO SPECIFICATIONS In the spaces provided, respondents shall note any and all exceptions to the specifications and/or

the terms and conditions contained therein. Submittal of a specification sheet alone shall not be considered sufficient notification of exceptions.

26.1 For consideration, substitutions and/or equal offerings must be disclosed under the

exceptions section of the Request for Proposal in order that the Airport Authority may determine their acceptability prior to award of the proposal.

26.2 Failure to note exceptions in the areas provided shall be interpreted to convey that the

respondent agrees to perform in the manner described and/or specified in this Request for Proposal.

26.3 The Airport Authority shall reserve the right to accept or reject any or all alternatives or

exceptions offered based solely on the value of said alternatives or exceptions to the Airport Authority.

27. NOTICE TO PROCEED

The Airport Authority Purchasing and Materials Management Division shall issue a written Notice to Proceed upon satisfactory evidence that all licensing, bonding, and insurance requirements have been met. Successful respondent shall not perform on any portion of a resultant agreement with the Airport Authority without said written notification that shall be in the form of an Airport Authority purchase order or agreement form.

28. FAILURE TO PERFORM PROPERLY If the successful respondent neglects to prosecute the work properly or fails to perform any provision of the resulting agreement, the Airport Authority, after five (5) working days written notice to the successful respondent may, without prejudice to any other remedy it may have, make good such deficiencies and deduct the cost thereof from the payment then or thereafter due the successful respondent.

29. DEFAULT AND TERMINATION OF CONTRACT If the Contractor:

29.1 Fails to begin the work under the resulting agreement within the time specified in the Notice to Proceed, or

29.2 Fails to perform the work under the agreement with sufficient workmen and equipment or



with sufficient materials to assure proper carpet cleaning, 29.3 Performs the work unsuitable or neglects or refuses to perform anew such work as may

be rejected as unacceptable or unsuitable, or, 29.4 Discontinues the prosecution of the work, or 29.5 Fails to resume work which has been discontinued within a reasonable time after notice

to do so, or 29.6 Becomes insolvent or is declared bankrupt or commits any act of bankruptcy or

insolvency, or 29.7 Allows any final judgment to stand against him unsatisfied for a period of five (5) days,

or 29.8 Makes an assignment for the benefit of creditors, or 29.9 For any other cause whatsoever, fails to carry on the work in an acceptable manner, the

Airport Authority will give notice in writing to the successful respondent and his surety of such delay, neglect, or default.

If the successful respondent or surety, within a period of ten (10) working days after such notice, does not proceed in accordance therewith, the Airport Authority shall have full power and authority without violating the agreement to take the prosecution of the work out of the hands of the successful respondent. The Airport Authority may, at its option, call upon the surety to complete the work in accordance with the terms of the agreement, or may take over the work, including any or all materials and equipment on the project as may be suitable and acceptable, and may complete the work by force account, or may enter into a new agreement for the completion of said agreement according to the terms and provisions thereof, or use such other methods as, in the Airport Authority’s opinion, will be required for the completion of said contract in an acceptable manner. All costs and charges incurred by the Airport Authority together with the cost of completing the work under the agreement shall be deducted from the money due to which may become due the successful respondent. In case the expense so incurred by the Authority shall be less than the sum which would have been payable under the agreement if it had been completed by the successful respondent, then the successful respondent shall be entitled to receive the difference. In case such expense shall exceed the sum which would have been payable under the agreement, then the successful respondent and his surety shall be liable and shall pay the Airport Authority the amount of said excess.

30. TERMINATION FOR CONVENIENCE OF THE AIRPORT AUTHORITY The performance of work under the contract may be terminated by the Airport Authority in whole or in part from time to time, upon at least a thirty (30) calendar day written notice to the contractor when such action is deemed by the Airport Authority to be in its best interest.



Termination of work shall be effected by delivery to contractor of a Notice of Termination specifying the extent to which performance of work under contract is terminated, and the date upon which such termination becomes effective. After receipt of Notice of Termination and except as otherwise directed by the Airport Authority, contractor shall:

30.1 Stop work under the contract on the date and to the extent specified in the Notice of

Termination.

30.2 Complete performance of such part of the work as shall not have been terminated by the Notice of Termination.

After receipt of a Notice of Termination, contractor shall submit to the Airport Authority, in the form and with the certifications as may be prescribed by the Airport Authority, a termination claim and invoice.

Such claim and invoice shall be submitted promptly, but not later than three (3) months from the effective date of termination. Upon failure of contractor to submit his termination claim and invoice within the time allowed, the Airport Authority may determine on the basis of information available to the Airport Authority, the amount, if any, due to contractor in respect to the termination and such determination shall be final. After such determination is made, the Airport Authority shall pay the contractor the amount so determined.

Contractor, for a period of five (5) years after final settlement under the contract shall make available to the Airport Authority, at all reasonable times, at the office of the contractor, all his books, records, documents, or other evidence bearing on the costs and expenses of the contractor, under the contract in respect to the termination of the work.

31. NOTIFICATION Notices to the contractor shall be addressed to his place of business as designated in the proposal invitation, or such other place as may be designated in writing by the contractor.

Notices to the Airport Authority shall be addressed:

Reno-Tahoe Airport Authority Purchasing and Materials Management Division

Post Office Box 12490 Reno, Nevada 89510

In the event of suspension or termination of the contract, notices may also be given upon personal delivery to any person whose action or knowledge of such suspension or termination would be sufficient notice to the contractor.

32. SUBCONTRACTORS Prospective respondents shall supply on the form provided a list of subcontractors, if any, that

the respondent intends to utilize in performance of the contract. Failure to submit this



information may be cause for rejection of proposal. 33. DISADVANTAGED BUSINESS ENTERPRISE

It is the policy of the Reno-Tahoe Airport Authority that women and minority business enterprises shall have the maximum opportunity to participate in the performance of airport contracts. Respondents to this Request for Proposal shall not be discriminated against on the basis of race, color, national origin, or sex in the award and performance of any contract entered into pursuant to this advertisement.

34. SAFETY PROGRAM The successful respondent shall be familiar with and meet all applicable occupational safety and health standards adopted by the State of Nevada Division of Occupational Safety and Health. In addition, the successful respondent shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work and to take all necessary precautions to prevent damage, injury, or loss to: 34.1 All employees on the job and all other persons who may be affected thereby; and 34.2 All the job-related materials and equipment to be incorporated herein, whether in storage

on or of the site. 35. SAFETY AND SECURITY

Airport safety is an extremely important element of managing and operating today’s airport. Specific rules, regulations, advisory circulars and guidelines are placed upon the airport owner/operator to improve safety on airports and to protect its users, tenants and neighbors. Certain safety and security measures are specific to this Airport. Due to the safety and security considerations involved regarding the locations Contractor’s employees will be working, Contractor’s employees must be able to understand and follow verbal instructions in English. Access to areas beyond security checkpoints is required in performance of this agreement; all employees of the successful respondent assigned to work at the airport shall be badged. Details of safety and security requirements are as described in attachment C.

36. EVALUATION CRITERIA The following evaluation criteria will be utilized to evaluate proposals received: 36.1 Adherence and exceptions taken to specifications.

36.2 Demonstration of ten (10) years minimum experience in carpet cleaning service; demonstration of five (5) years in business in the Reno area. This documentation is required to be submitted with the Request for Proposals response.

36.3 Respondent has the necessary organization, equipment, inventory and technical skills to

successfully accomplish the scope of work.



36.4 Past performance on contracts with business or government agencies in terms of quality of work and compliance with schedules. This will be evaluated based on a check of references.

36.5 Projected costs as they compare to the level of effort to be expended.



SPECIFICATIONS

The Contractor shall be fully responsible for any breakage, damage, or loss caused by the Contractor to Airport property. STAFFING All respondents shall submit a staffing chart for their proposal. The staffing chart shall include number of personnel to be utilized in the performance of this contract. Minimum daily staff shall be three (3) personnel for carpet cleaning, three (3) for restroom cleaning with one (1) active working supervisor/lead person. Upon award and contract signing, the successful respondent will be required to provide the Airport Authority an expected work schedule showing daily, weekly and monthly direct labor hours. This schedule will be used to monitor the performance of the service provider. Contractor’s employees are to present a professional appearance. They shall be neat, clean, well groomed, and courteous, shall wear uniforms that bear the company name/logo, RTAA badge and conduct themselves in a respectable manner while performing duties and while on Airport property. The Airport Authority shall further reserve the right to have full and complete control over granting, denying, withholding or terminating clearances for the successful respondent’s employees. Employees whom the Airport Authority deem careless, discourteous, or otherwise objectionable or who do not meet standards required for security or any other reason shall be prohibited from entering Airport Authority premises to perform work. By responding to this proposal solicitation, the successful respondent shall agree that they currently possess all required licensing and certificates, have qualified personnel, adequate inventory and suitable equipment to satisfactorily perform the services described both herein and in the attachments thereto. All Contractor employees assigned to work at the airport are required to pass badging process as described in Attachment B without assistance. MATERIAL SAFETY DATA SHEETS The Contractor shall provide a copy of Material Safety Data Sheets on all materials, products or chemicals that may be hazardous to an individual’s health to the Reno-Tahoe Airport Authority’s Facilities Maintenance Office prior to using any such item. Current copies of MSDS, written workplace safety program and Hazcom response shall be kept in janitor closets at all times. PENALTY SCHEDULE/DEDUCTIONS The Facilities Supervisor or his designee will perform inspections of each area daily to ascertain compliance to the specifications. An inspection report, see attached Examples 1 and 2, will be communicated to the Contractor by 0430 (4:30 a.m.) following the performance of service listing any deficiencies found. In the event the contractor shall not have completed all of the required nightly, daily, bi-weekly or monthly services as scheduled and outlined in the specifications, the contractor will be required to make corrections of all discrepancies during the following scheduled work day. These corrections must be



completely performed in accordance with the specification requirements. If they are not, a deduction will be subtracted from the Contractor’s monthly invoice for any deficiencies that remain uncorrected. Failure of the contractor to appear on any scheduled workday without the advance approval of the Facilities Supervisor, or his designee, shall result in the deduction of the total daily cost from the Contractor’s monthly invoice. The above noted penalties are intended to act as an incentive for the contractor to perform in full compliance with the specifications. Penalties will be applied in accordance with the Contractor’s bid proposal form “prices”. A penalty will be levied against the Contractor each time carpet and/or restroom cleaning tasks are not performed in full accordance with work specifications, whether it is to be performed nightly, bi-weekly or monthly. Such penalties will continue until said cleaning is performed or the contract is cancelled.

SCHEDULE OF DUTIES CARPET CLEANING

GENERAL INFORMATION The Reno/Tahoe International Airport passenger terminal consists of approximately 120,000 square feet of Interface Flor carpet tiles. Five million passengers traveled through the carpet area pertaining to this Request for Proposal during 2005. To minimize impact on the traveling public, work hours for carpet cleaning services herein are required to be performed between the hours of 10:00 p.m. to 4:30 a.m., seven (7) days per week/365 days per year. The following are engineer’s estimates of carpeted areas to be cleaned under this proposal: Lobby area 3,700 square feet Bag Claim Walk-Off and Halls 5,500 square feet Concourses 72,000 square feet Passenger Boarding Bridges 12,000 square feet Ticketing and Main 1,720 square feet Entrance Walk-Off carpeting It is the responsibility of the Contractor to ensure that his cleaning method is suitable for cleaning Interface Flor carpet tiles and will not cause damage or “carpet curling” problems. By signing and submitting a bid, the Contractor certifies his ability to clean carpeted raised floor areas and not cause damage to the carpeting or components located underneath the raised floor. The successful respondent shall be responsible for providing all labor, chemicals, materials, equipment, supervision, and support services needed to perform professional carpet cleaning services. The Airport Authority shall not contract with subcontractors for any of the aforementioned. SCHEDULE OF SERVICES: The Contractor shall perform any and all related and contingent carpet cleaning duties which may be necessary because of usually anticipated weather conditions (i.e. snow, rain etc.)



All furnishings shall be moved and replaced as required to clean carpet under furnishings. This does not include podiums, slot machines (excluding slot seats), telephone banks or Automated Teller Machines. All areas that cannot be cleaned by machine such as edges and corners shall be cleaned by hand. DAILY

Complete vacuuming of carpeting, including passenger boarding bridges, utilizing agitation and suction (not suction alone)

Spot and gum removal MONTHLY:

Complete extraction cleaning of carpeting, including passenger boarding bridges. Cold weather cleaning of passenger boarding bridges only. Cleaning may be solvent

bonnet, dry foam or dry cleaning. INITIAL CLEANING REQUIREMENT The Contractor, in addition to the initial service, shall bring all carpeting areas up to contract standards during the first month of the contract. This initial cleaning will be in addition to routine cleaning tasks, but will not be billable as additional work performed. The Contractor, his/her supervisor(s) and the Facilities Supervisor, or his designee will meet prior to the first week of the contract to insure that the carpet cleaning will meet the contract standards. Failure to successfully complete this initial phase may be a determining factor in discontinuing the services under the contract.

SCEHDULE OF DUTIES RESTROOM CLEANING

GENERAL INFORMATION The contractor shall supply all cleaning chemicals, and tools required to clean and sanitize restrooms. The restrooms to be cleaned under this agreement are located at the Reno-Tahoe International Airport terminal in the following areas: B Concourse - two (2) women’s, two (2) men’s and one (1) family C Concourse - two (2) women’s, two (2) men’s and one (1) family Bag Claim - two (2) women’s, two (2) men’s and one (1) family Connector Concourse - one (1) woman’s and one (1) men’s Work shall be performed between 2300 hours (11:00 p.m.) through 0400 (4:00 a.m.) seven (7) days per week/365 days per year. DUTIES

Empty, clean, sanitize and replace liner in trash receptacles.

Empty, clean, sanitize and replace liner in sanitary disposal receptacles.



Clean and sanitize sinks, under counter plumbing, counter tops and fixtures.

Clean mirrors

Clean and sanitize baby changing stations. Restock paper.

Clean and sanitize toilet paper and paper towel dispensers. Restock paper. Clean Dyson hand dryers per Example 3.

Clean partitions, doors and hardware.

Clean painted and tiled wall, including grout.

Remove graffiti as needed.

Clean ceiling and vacuum ventilation grates as needed.

Mop and sanitize flooring.

Every two (2) weeks scrub flooring with appropriate power equipment and chemical; not

allowing chemical to drift into carpeting. No more than one set of women’s and men’s restroom are to be closed on concourses, connector or bag claim. Airport Authority representative and Contractor’s supervisor/lead person shall inspect work daily. An inspection sheet shall be completed and signed by both parties. The Airport Authority shall provide janitorial paper products, hand soap, can liners and sanitary disposal bags. Custodial closet keys and dispenser keys shall be assigned to Contractor’s staff and must be returned at conclusion of contract.



PRICING – INITIAL PERIOD

CARPET CLEANING

DESCRIPTION NUMBER OF HOURS ASSIGNED TO TASK

COST PER HOUR EXTENDED COST

DAILY Complete vacuuming

Labor ________ Supervisor _________

Labor $________ Supervisor $________

$_______________ $_______________

Spot and gum removal



$_______________ $_______________

MONTHLY Extraction cleaning of carpeting, including passenger boarding bridges



$_______________ $_______________

Cold weather cleaning of passenger boarding bridges only.



$_______________ $_______________

Total monthly cost ____________________________________________________________________ (written amount) $_________________ (numerical)



PRICING – INITIAL PERIOD RESTROOM CLEANING



Daily - B Concourse 2 – Women’s 2 - Men’s 1 - Family



$_______________ $_______________

Daily - C Concourse 2 – Women’s 2 - Men’s 1 - Family



$_______________ $_______________

Daily – Bag Claim 2 – Women’s 2- Men’s 1 - Family



$_______________ $_______________

Daily – Connector 1 – Women’s 1 - Men’s



$_______________ $_______________




PRICING – OPTIONAL YEAR TWO

CARPET CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PRICING – OPTIONAL YEAR TWO RESTROOM CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PRICING – OPTIONAL YEAR THREE CARPET CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PRICING – OPTIONAL YEAR THREE RESTROOM CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PRICING – OPTIOANL YEAR FOUR

CARPET CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PRICING – OPTIONAL YEAR FOUR RESTROOM CLEANING






$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




$_______________ $_______________




PROPOSAL

MINORITY STATUS: Has this firm been certified as a minority, woman, or disadvantaged business enterprise by any governmental agency? Yes No If yes, please specify government agency: Date of certification: The above is for information only. The Airport Authority encourages minority business participation; however, no preferences shall be given. EXCEPTIONS: Does the respondent take exception to any of the terms and conditions of this Request for Proposal and attachments hereto or the plans, drawings, or specifications? Yes____ No If yes, please indicate the specific nature of the exception or clarification in the space provided below. Attach additional sheet(s) if necessary. Firm Name ______________________________

Address _______________________________

City ____________________________________

State _______________ Zip Code____________

Telephone _______________________________

Fax ____________________________________ Terms _________% ___________________days. Proposer’s Federal Tax I.D. #________________

In compliance with this “Request for Proposal” and subject to all the terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted, to furnish any and all goods and services described herein at the prices and terms stated. Signed__________________________________ Print Name ______________________________ Print Title _______________________________



DISCLOSURE OF PRINCIPALS

PRINT OR TYPE Company Name Street Address City, State, and Zip Code

NAMES OF OFFICERS, MEMBERS, OR OWNERS, PARTNERSHIP, ETC. Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code Name Official Capacity Street City, State, and Zip Code

If further space is required please attach additional pages.



LIST OF SUBCONTRACTORS

1. Listed are the names of subcontractors that the prospective respondent intend to employ and the part of the work each will perform if the contract is awarded to the undersigned.

2. Except as otherwise provided herein, the successful respondent agrees that he shall not contract

to have any of the listed categories of work involved in the resultant contract performed by a subcontractor other than the subcontractor named for the performance of such work unless permission to make a change is received in accordance with Item 4 below. This paragraph shall not work to prevent the Airport Authority from allowing a change in the name of a subcontractor should it deem it to be in the interest of the Airport Authority to do so.

3. The term "subcontractor" for the purposes of this requirement shall be an individual or firm who

performs active duties on the site involving construction, fabrication, or installation of material or items of equipment performed under subcontract to the Contractor.

4. There shall be no listing of alternate subcontractors for the same work. No substitutions for the

named subcontractors will be permitted except in unusual situations and then only upon submission in writing to the Airport Authority a complete justification therefore, and obtaining the Airport Authority's written approval thereof.

5. Failure to comply with any of the aforementioned requirements applicable prior to award will be

cause for rejection of the proposal. CONTRACTOR: DATE:



LIST OF SUBCONTRACTORS 1. Name of Business: Address: Type of Work: 2. Name of Business: Address: Type of Work: 3. Name of Business: Address: Type of Work: 4. Name of Business: Address: Type of Work:

If further space is required please attach additional pages.



REFERENCE INFORMATION Please state at least three (3) current customer references for which you are providing the same or similar services in the Reno/Sparks area. Reference Number 1: Company Name: Address: Telephone Number: Fax Contact Person: Reference Number 2: Company Name: Address: Telephone Number: Fax Contact Person: Reference Number 3: Company Name: Address: Telephone Number: Fax Contact Person:



PROPOSAL BOND Bond No. _____________________ Amount: $____________________ KNOW ALL MEN BY THESE PRESENT, THAT

Hereinafter called the Principal, and

a corporation duly organized under the laws of the State of having

its principal place of business at

in the State of and authorized to do business in the State of Nevada, as Surety,

are held and firmly bound unto the Reno-Tahoe Airport Authority, as Owner, hereinafter called the

OBLIGEE, in the sum of _________________________________DOLLARS ($___________) the

payment of which, we bind ourselves, our heirs, executors, administrators, successors and assigns,

jointly and severally, firmly by these presents.

THE CONDITION OF THIS BOND IS SUCH THAT WHEREAS the PRINCIPAL is herewith submitting his or its Proposal for Reno-Tahoe International Airport Janitorial Services Proposal, by reference thereto, being hereby made a part hereof. NOW, THEREFORE: If said Proposal shall be rejected, or in the alternative, if said Proposal shall be accepted and the PRINCIPAL shall sign and deliver a contract to OBLIGEE, in the form of Contract attached hereto and shall execute and deliver Performance and Payment Bonds in the forms attached hereto (all completed in accordance with said Proposal) to OBLIGEE, and shall in all other respects perform the agreement created by the acceptance of said Proposal. Then, this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the SURETY for any and all default of the PRINCIPAL hereunder shall be the amount of this obligation as herein stated. The SURETY for value received, hereby stipulates and agrees that the obligations of said SURETY and its bond shall be in no way impaired or affected by any extension of time within which the Owner may accept such Proposal; and said SURETY does hereby waive notice of any such extension.



IN WITNESS WHEREOF, the above-bounded parties have executed this instrument under their several seals, the name and corporate seals of each corporate party being hereto affixed and those presents duly signed by its undersigned representative, pursuant to authority of its governing body.

The rate of premium on this bond is ___________________________per thousand. Total amount of premium charged $______________________________________. Signed and sealed this ______________day of ________________________, 2012.

PRINCIPAL

By: __________________________ SURETY By: __________________________ Attorney-In-Fact NOTE: The person executing this bond on behalf of the Surety must attach power of attorney or other appropriate proof of authority to do so.



PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned (Name and Address or Legal Designation of Contractor)

as Principal, and , (Legal Designation and Address of Surety)

authorized to do business of surety in the State of Nevada, as Surety, hereinafter called "Surety", are held and firmly bound unto the RENO-TAHOE AIRPORT AUTHORITY , a quasi-municipal corporation of the State of Nevada, as Obligee, hereinafter called "Owner" in the amount of dollars ($ ) for the payment of such amount, will and truly to be made to the Owner and to its successors, the Principal and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, Principal has by written agreement dated ___________ entered into contract with Owner for Reno-Tahoe International Airport Janitorial Services, which contract and exhibits, if any, hereinafter called "Contract", are attached hereto and by reference made a part hereof as if fully and completely set out in full herein: and WHEREAS, under the Contract, said Principal agrees to perform certain duties with the time limits set out in the Contract in accordance with the terms, specifications and conditions contained in the Contract. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is the condition that if the Principal as Contractor in the Contract shall faithfully perform each and all of the conditions of the Contract to be performed by Contractor, at the times and places therein agreed upon and in conformity with the terms, specifications and conditions stated and referred to in the Contract, then this obligation shall be void; otherwise, it shall remain and be in full force and effect and the sum of DOLLARS ($___________________) shall be payable to Owner on demand. THE SURETY, for value received, hereby stipulates and agrees that no prepayment or delay in payment and no change, extension, addition or alteration of any provision of the Contract or in the plans, profiles, detailed drawings, specifications, and no forbearance on the part of Owner shall operate to relieve Surety from liability in this given bond and consent thereto without notice to or consent by Surety is hereby given, and the Surety hereby waives provisions of any law relating thereto; Surety shall further be bound to take notice and shall be held to have knowledge of all acts or omissions of the Principal, its agents and representatives in such matter pertaining to the Contract and Surety further relieves Owner and its representatives from the exercise of any diligence whatsoever in securing compliance on the part of the Principal with the aforesaid provisions of the Contract.



THIS BOND is executed and no right of action shall accrue on this bond to or for the use of any person or corporation other than the Owner named herein or the heirs, executors, administrators or successors of Owner. IN WITNESS WHEREOF, the above bounden Principal and the above bounden Surety hereunto set their hands and seals this of , 2012. IN THE PRESENCE OF: ______________________________ ______________________________ _________________________ Principal (Seal) _________________________ Title (Seal) _________________________ Surety (Seal) _________________________ Title Attorney-in-Fact NOTE: The person executing this bond on behalf of the Surety must attach power of attorney or

other appropriate proof of authority to do so.



ATTACHMENT A AGREEMENT FORM

THIS AGREEMENT, made and entered into this ____ day of _________, by and between the RENO-TAHOE AIRPORT AUTHORITY a quasi-municipal corporation of the State of Nevada, acting through its Board of Trustees, hereinafter called the "Authority", and ___________________________________, hereinafter called the "Contractor".

W I T N E S S E T H 1. RECITALS

The Authority requires certain professional carpet cleaning services to be performed in various passenger areas located at Reno-Tahoe International Airport and the Contractor represents that he is qualified, equipped, staffed, ready, willing and able to perform and render such service as shall be necessary, required or desired, for and on behalf of the Authority.

2. SCOPE AND INTENT The purpose of the service shall be to provide janitorial services at Reno-Tahoe International Airport. The services shall be provided between the hours of 10:00 p.m. and 4:30 a.m., seven (7) days per week.

The Contractor shall be capable of performing the duties contained herein with minimum involvement of the Authority.

The description of the service, including special requirements, shall be as outlined in Request for Proposal 11/12-12, the contractor’s response, and this Agreement, including Attachments B and C.

3. TERM OF AGREEMENT

The Agreement shall be for an initial period of fourteen (14) months, with the Airport Authority retaining an option to renew for an additional three (3) one-year periods. The initial period shall commence on _________________________.

The renewal option shall be solely at the discretion of the Authority provided that agreement is reached between the Contractor and Authority with regard to the terms and conditions of said renewal.

4. STATUS OF CONTRACTOR

The Contractor shall be recognized as an independent contractor within the meaning of the definition of same included in N.R.S.284.173; as such, the Contractor is not entitled to any of the benefits privileges or emoluments of an employee or officer of the Reno-Tahoe Airport Authority.

5. PERSONNEL, SUPPLIES AND EQUIPMENT The Contractor shall provide all equipment, labor, chemicals, materials and supervision for the



satisfactory performance of the professional carpet cleaning services as described herein. The Authority shall reserve the right to require that the Contractor submit the names of all employees engaged in work or having access to the buildings in an inspecting or supervisory capacity and cause to be completed such questionnaires, fingerprint charts and personal history statements as may be required. Contractor’s employees are to present a professional appearance. They shall be neat, clean, well groomed, and courteous, shall wear uniforms that bear the company name/logo, and conduct themselves in a respectable manner while performing duties and while on Airport property.

Authority shall further reserve the right to have and exercise full and complete control over granting, denying, withholding or terminating clearances for the Contractor’s employees. Employees whom the Authority deem careless, discourteous, or otherwise objectionable or who do not meet standards required for security or any other reason shall be prohibited from entering the building to perform work.

6. LICENSE AND CERTIFICATION

Contractor shall agree to maintain any applicable licenses and/or certifications as may be required by any governing body for the performance of services as described herein within the affected jurisdiction.

7. NATURE OF SERVICE TO BE PROVIDED Contractor shall perform required work as outlined herein. Airport Authority representative and Contractor’s supervisor/lead person shall inspect work daily. An inspection sheet shall be completed and signed by both parties.

Carpet Cleaning: Contractor shall perform any and all related and contingent carpet cleaning duties which may be necessary because of usually anticipated weather conditions (i.e. snow, rain etc.)

All furnishings shall be moved and replaced as required to clean carpet under furnishings. This does not include podiums, slot machines (excluding slot seats), telephone banks or Automated Teller Machines.

All areas that cannot be cleaned by machine such as edges and corners shall be cleaned by hand.

DAILY Complete vacuuming of carpeting, including passenger boarding bridges, utilizing agitation

and suction (not suction alone). Spot and gum removal

MONTHLY: Carpet cleaning by extraction including passenger boarding bridges. Cold weather cleaning of passenger boarding bridges only. Cleaning may be solvent

bonnet, dry foam or dry cleaning.



Contractor shall be responsible for all transportation costs to and from the customer’s service location and at no time shall Authority be billed for mileage. Restroom Cleaning: The contractor shall supply all cleaning chemicals, and tools required to clean and sanitize restrooms. Work shall be performed between 2300 hours (11:00 p.m.) through 400 hours (4:00 a.m.) seven (7) days per wee/365 days per year. Cleaning to include: Empty, clean, sanitize and replace liner in trash receptacles. Empty, clean, sanitize and replace liner in sanitary disposal receptacles. Clean and sanitize sinks, under counter plumbing, counter tops and fixtures. Clean mirrors Clean and sanitize baby changing stations. Restock paper. Clean and sanitize toilet paper and paper towel dispensers. Restock paper. Clean Dyson hand dryers per Example 3. Clean partitions, doors and hardware. Clean painted and tiled wall, including grout. Remove graffiti as needed. Clean ceiling and vacuum ventilation grates as needed. Mop and sanitize flooring. Every two (2) weeks scrub flooring with appropriate power equipment and chemical; not

allowing chemical to drift into carpeting. No more than one set of women’s and men’s restrooms are to be closed on concourses, connector or bag claim. The Airport Authority shall provide janitorial paper products, hand soap, can liners and sanitary disposal bags. Custodial closet keys and dispenser keys shall be assigned to Contractor’s staff and must be returned at conclusion of contract.

8. PENALTY SCHEDULE/DEDUCTIONS The Facilities Supervisor or his designee will perform inspections of each area to ascertain compliance to the specifications. An inspection report will be communicated to the Contractor by 0430 (4:30 a.m.) following the performance of service listing any deficiencies found. In the event the contractor shall not have completed all of the required daily, bi-weekly or monthly services as scheduled and outlined in the specifications, the contractor will be required to make corrections of all discrepancies during the following scheduled work day. These corrections must be completely performed in accordance with the specification requirements. If they are not, a deduction will be subtracted from the Contractor’s monthly invoice for any deficiencies that remain uncorrected.

Failure of the contractor to appear on any scheduled workday without the advance approval of



the Facilities Superintendent, or his designee, shall result in the deduction of the total daily cost from the Contractor’s monthly invoice.

The above noted penalties are intended to act as an incentive for the contractor to perform in full compliance with the specifications. Penalties will be applied in accordance with the Contractor’s bid proposal form “prices”. A penalty will be levied against the Contractor each time cleaning services are not performed in full accordance with work specifications, whether it is to be performed daily, bi-weekly or monthly. Such penalties will continue until said cleaning is performed or the contract is cancelled.

9. TRANSFER OF OWNERSHIP, CHANGE OF NAME, CHANGE IN PRINCIPALS

Contractor hereby agrees that, prior to any sale, transfer, business name change, change in principals, assignment or any other occurrence that alters this Agreement in any way between the Contractor and the Authority, they shall notify the Authority, in the person of the Purchasing Manager, of their intent, at least seven (7) days prior to making said change.

10. ASSIGNMENT This Agreement is deemed to be personal to Contractor and Contractor shall not assign the

Agreement without written approval by the Authority. Contractor may, however, with Authority’s approval, employ any other party or entity it deems necessary or proper for any part of the work required to be performed under the terms of the Agreement.

11. COMPLIANCE WITH LAWS

Contractor shall agree at all times to comply with all applicable laws, ordinances or regulations of governmental entities having jurisdiction over matters which are the subject of this Agreement including, without limitation, ensuring that all employees are in compliance with United States Immigration and Naturalization Laws.

12. INSURANCE REQUIREMENTS

The Authority has established specific indemnification, insurance, and safety requirements for service contracts to help assure that reasonable insurance coverage is purchased and safe working conditions are maintained. These requirements are contained in Attachment B and shall be an integral part of this Agreement.

13. SAFETY AND SECURITY

Airports are required to meet certain safety and security regulations. These requirements are contained in Attachment C and shall be an integral part of this Agreement.

14. PAYMENT

For successful performance of the terms and conditions contained herein, the Authority shall pay the Contractor according to the following schedule:

CARPET CLEANING

Daily vacuuming, bonnet cleaning, spot and gum removal $ /month

Weekly truck mounted cleaning of lobby area $ /month



Bi-weekly extraction cleaning (excluding boarding bridges) $ /month

Monthly extraction cleaning of boarding bridges $ /month

RESTROOM CLEANING

B Concourse (2-Men’s; 2-Women’s; 1-Family) $ /month

C Concourse (2-Men’s; 2-Women’s; 1-Family) $ /month

Bag Claim (2-Men’s; 2-Women’s; 1-Family) $ /month

Connector (1-Men’s; 1-Women’s) $ /month

Payment shall be made in the month following performance by the Contractor.

15. INTEGRATION

This Agreement and attachments thereto incorporate the original Proposal as awarded, and shall represent the complete understanding between the parties. Any amendments to this Agreement must be agreed upon in writing between the parties and witnessed by signatures of same.

16. NOTICES

Except as otherwise specified, all notices under this Agreement shall be in writing. Notice to the Contractor shall be addressed to:

Notice to the Authority shall be addressed to:

Reno-Tahoe Airport Authority Purchasing Division

Post Office Box 12490 Reno, NV 89510

17. CANCELLATION OF AGREEMENT

Contractor shall reserve the right to cancel this Agreement, provided a written, dated notice of intent to cancel shall be delivered to the Authority in the person of the Purchasing and Materials Management Manager at least thirty (30) days prior to the anticipated cancellation date. The Authority shall reserve the right to cancel this Agreement on thirty (30) days written notice without termination charge or penalty, with or without cause.

18. FUNDING-OUT CLAUSE In the event the Authority fails to obligate requisite funds for the ensuing fiscal year(s) for payment of amounts due against this Agreement necessitating cancellation of the Agreement, the



Contractor shall agree to hold the Authority free from any charge or penalty.

19. OWNERSHIP OF DOCUMENTS All documents, including drawings, plans, specifications or other documents or maps prepared by

Contractor pursuant to this Agreement, shall become the property of the Authority upon completion of the project or any termination of this Agreement prior to completion of the Agreement.

20. ATTORNEY’S FEES AND EXPENSES In the event suit or action is instituted to enforce any of the terms or conditions of this Agreement,

or litigation concerning the rights and duties of the parties to this Agreement, the losing party shall pay to the prevailing party, in addition to the costs and disbursements allowed by statutes, such sum as the court may adjudge reasonable after taking into account the extent to which the prevailing party prevailed as attorney's fees in such suit or action, in both trial and appellate court.

21. WAIVER No waiver of a breach of any covenant, term, or condition of this Agreement shall be deemed to be

a waiver of any other or subsequent breach of the same or any other covenant, term, or condition, or waiver of the covenant, term, or condition itself.

22. TERMINATION FOR DEFAULT In addition to other remedies set forth herein, in the event of breach for failure of Contractor to

perform the project, any default by Contractor in the terms and conditions of the Agreement, Authority will be entitled to notice Contractor of such breach and unless the Contractor can remedy such breach within thirty (30) days of the date of the notice, Authority may declare Contractor in default and terminate the Agreement, in whole or in part, and recover all actual damages and losses, including, but not limited to, all out-of-pocket expenses, costs of re-awarding services, costs of all labor and materials supplied by the Authority and others, lost revenues and all other costs and expenses resulting to Authority from Contractor's default. Authority may pursue all remedies available to it, both at law and in equity.

Except with respect to defaults of subcontractors, the Contractor shall not be liable for any excess

costs if the failure to perform the contract arises out of causes beyond the control without the fault or negligence of the Contractor. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of the Authority in either its sovereign or contractual capacity, acts of the Federal or State government in its sovereign capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of the Contractor.

If the failure to perform is caused by the default of a subcontractor, and if such default arises out of

causes beyond the control of both the Contractor and subcontractor, and without the negligence of either of them, the Contractor shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor(s) were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery and/or installation schedule.

Should the Authority fail to perform any act required of it under this Agreement and fail to remedy

such breach within thirty (30) days of receipt of notice from Contractor of such breach (except for



nonpayment for good cause until Contractor remedies the reasons leading to nonpayment by the Authority), the Contractor may terminate this Agreement and receive payment to the date of termination for all labor and material satisfactorily completed and supplied.

23. GOVERNING LAW It is understood and agreed by and between the parties hereto that this Agreement shall be deemed

and construed to be entered into and to be performed in the County of Washoe, State of Nevada, and it is further understood and agreed by and between the parties hereto that the laws of the State of Nevada shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of the Agreement. It is further understood and agreed by and between the parties hereto that any and all actions between the parties brought as a result of this agreement will be brought in the Second Judicial District Court in and for the County of Washoe, State of Nevada.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first written above.

RENO-TAHOE CONTRACTOR AIRPORT AUTHORITY

By: By:

Krys T. Bart, A. A. E President/CEO

STATE OF s. s. COUNTY OF s. On this day of , 2012, personally appeared before me, a notary public, , known to me to be the of the Contractor named herein, and acknowledged that he executed the within Agreement on behalf of said Contractor. Notary Public



ATTACHMENT B INSURANCE/INDEMNIFICATION SPECIFICATIONS

INTRODUCTION The Reno-Tahoe Airport Authority has established specific indemnification, insurance, and safety requirement for contracts to help assure that reasonable insurance coverage is purchased and safe working conditions are maintained. Indemnification and hold harmless clauses are intended to assure that a Contractor accepts and is able to pay for the loss or liability related to its activities. Attention is directed to the insurance requirements below. It is highly recommended that Contractors confer with their respective insurance carriers or brokers to determine the availability of insurance certificates and endorsements as prescribed and provided herein. If there are any questions regarding these insurance requirements, it is recommended that the agent/broker contact the Authority Manager of Finance directly at (775) 328-6430. If Contractor fails to comply strictly with the insurance requirements, that Contractor may be disqualified from award contract. INDEMNIFICATION AGREEMENT The successful bidder shall protect, defend, indemnify, and hold harmless the Airport Authority, its Trustees, officers, agents, and employees from and against any and all claims, judgments, damages, suits, fines, losses, or liabilities arising by reason of injury or death of any person or damage to any property including all costs for investigation and defense thereof (including but not limited to attorney's fees, court costs, and expert fees) of any nature whatsoever arising out of or incident to any resulting contract and/or the services, materials, or equipment supplied thereunder or the acts or omissions of the contractor or its officers, agents, employees, subcontractors, or licensees regardless of where the injury, death, or damage may occur unless such injury, death, or damage is caused by the sole negligence of the Airport Authority. The Airport Authority shall give the contractor reasonable notice of any such claims or actions. Contractor shall also use counsel reasonably acceptable to the Airport Authority in carrying out its obligations. Indemnity requirements shall survive the expiration or early termination of any resulting contract. Acceptance of contractor's services and equipment by the Airport Authority shall not operate as a waiver of the rights granted the Airport Authority herein. GENERAL REQUIREMENTS Contractor shall purchase Industrial Insurance, General Liability, Automobile Liability, Property Insurance and Professional Insurance as described below. The cost of such insurance shall be included in the Contractor’s bid. INDUSTRIAL INSURANCE It is understood and agreed that there shall be no Industrial Insurance coverage provided for Contractor or any subcontractor by the Authority. Contractor agrees as a precondition to the performance of any work under this Agreement and as a precondition to any obligation of the Authority to make any payment under this Agreement to provide the Authority with a certificate of industrial insurance coverage issued by an insurer licensed in the State of Nevada. Upon completion of the project, the Contractor shall provide the Authority with a Final Certificate prepared by its industrial insurance insurer for itself and each subcontractor. If the Contractor or subcontractor is



unlicensed and is a sole proprietor, coverage for the sole proprietor must be purchased and evidence of coverage must appear on the Certificate of Insurance and Final Certificate. It is further understood and agreed by and between the Authority and Contractor that Contractor shall procure, pay for, and maintain the above-mentioned industrial insurance coverage at the Contractor’s sole cost and expense. Should Contractor be self-funded for Industrial Insurance, Contractor shall so notify the Authority in writing prior to the signing of this Agreement. The Authority reserves the right to approve said retentions and may request additional documentation, financial or otherwise, for review prior to the signing of this Agreement. MINIMUM SCOPE OF LIABILITY INSURANCE Coverage shall be at least as broad as:* 1. Insurance Services Office Commercial General Liability Coverage “occurrence” form CG 00 01

Revision Date 10/01. 2. Insurance Services Office Business Auto Coverage form number CA 00 01 Revision Date 10/01

covering Automobile Liability Code 1 any “auto” with changes in Business Auto and Trucker’s Coverage forms - Insured Contract Endorsement form number CA00 29 12/88.

3. Professional Errors and Omissions Insurance shall be purchased if Contractor is acting as

independent Project Manager or if Contractor is responsible for design activities. *Coverages may be excluded only with prior approval of the Reno-Tahoe Airport Authority’s

Manager of Finance. MINIMUM LIMITS OF INSURANCE Contractor shall maintain limits no less than: 1. General Liability: $5,000,000 (if Contractor vehicles will access Airside property) or $1,000,000

(Landside access only) combined single limit per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall be increased to equal twice the required occurrence limit or revised to apply separately to each project or location.

2. Automobile Liability: $5,000,000 (if Contractor vehicles will access Airside property) or

$1,000,000 (Landside access only) combined single limit per accident for bodily injury and property damage. No aggregate limits may apply.

3. Professional Errors and Omissions if required: $1,000,000 DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the Reno-Tahoe Airport Authority. The Authority reserves the right to request additional documentation, financial or otherwise,



prior to giving its approval of the deductibles and self-insured retention and prior to executing the underlying agreement. Any changes to the deductibles or self-insured retentions made during the term of the Agreement or during the term of any policy must be approved by the Authority prior to the change taking effect. OTHER INSURANCE PROVISIONS The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages

a. Authority, its Trustees, officers, agents, and employees are to be included as insureds as

respects damages and defense arising from activities performed by or on behalf of the Contractor, including the insured’s general supervision of the Contractor; products and completed operations of the Contractor; premises owned, occupied, or used by the Contractor; or automobiles owned, leased, hired, or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Authority, its Trustees, officers, agents, or employees.

b. Contractor’s insurance coverage shall be primary insurance as respects Authority, its

Trustees, officers, agents, and employees. Any insurance or self-insurance maintained by the Authority, its Trustees, officers, agents, and employees shall be excess of the Contractor’s insurance and shall not contribute in any way.

c. Any failure to comply with reporting provisions of the policies shall not affect coverage

provided to the Authority, its Trustees, officers, agents, and employees. d. The Contractor’s insurance shall apply separately to each insured against whom claim is

made or suit is brought, except with respect to the limits of the insurer’s liability.

2. Property Coverages The Contractor shall provide builders risk insurance on an “All Risk” basis on a policy form

satisfactory to the Authority. The limit of coverage will be the amount necessary to cover the bid value of any structures in the Contract or other value determined by the Authority. The Authority reserves the right to require the Contractor to provide boiler and machinery insurance coverage or other forms of property insurance. If the project is in a flood plain, the Authority reserves the right to require flood coverage at Contractor’s expense. Losses paid under the property insurance policy or policies shall be paid directly to the Authority by the insurer(s).

3. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be

suspended, voided, canceled, or non-renewed by either the Contractor or by the insurer, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, that has been given to the Authority, and except after ten (10) days prior written notice, for nonpayment of premium.



ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a Best’s rating of no less than A-: VII. The Authority may accept coverage with carriers having lower Best’s ratings upon review of financial information concerning Contractor and insurance carrier. The Authority reserves the right to require that the Contractor’s insurer be a licensed and admitted insurer in the State of Nevada or on the Insurance Commissioner’s approved but not admitted list. VERIFICATION OF COVERAGE Contractor shall furnish the Authority with certificates of insurance and with original endorsements affecting coverage required by this exhibit. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be addressed to the Purchasing and Materials Management Division and be received and approved by the Authority before work commences. The Authority reserves the right to require complete, certified copies of all required insurance policies at any time. SUBCONTRACTORS The Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. MISCELLANEOUS CONDITIONS 1. Contractor shall be responsible for and remedy all damage or loss to any property, including

property of the Authority, caused in whole or in part by Contractor, any subcontractor, or anyone employed, directed, or supervised by Contractor.

2. Nothing herein contained shall be construed as limiting in any way the extent to which Contractor

may be held responsible for payment of damages to persons or property resulting from its operations or the operations of any Subcontractors under it.

3. In addition to any other remedies Authority may have if Contractor fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Authority may, at its sole option:

a. Purchase such insurance to cover any risk for which the Authority may be liable through the

operations of Contractor under the resulting Agreement and deduct or retain the amount of the premiums for such insurance from any sums due under the Agreement;

b. Order Contractor to stop work under the Agreement and/or withhold any payments which

become due Contractor hereunder until Contractor demonstrates compliance with the requirements hereof; or

c. Terminate the Agreement.



ATTACHMENT C SECURITY REQUIREMENTS

GENERAL AIRPORT SECURITY

PERIMETER FENCE AND GATE SECURITY

DOORWAY SECURITY

AIRPORT IDENTIFICATION BADGES

CHALLENGE PROCEDURES DRIVING ON AIR OPERATIONS AREA (RESTRICTED AREA) ESCORTING VEHICLES

PENALTIES / FINES



GENERAL AIRPORT SECURITY 1. The Federal Government has established strict and detailed security requirements that all air carriers

and airport operators must comply with to guard against terrorist acts and other threats to civil aviation security. Security regulations and requirements have been designed and implemented to prevent or deter unlawful acts against civil aviation. These regulations include prohibiting persons from gaining unauthorized access to an aircraft or to restricted areas of the airport (any area where aircraft operate or park, to include: runways, taxiways, ramps, hangars, aprons and other aircraft parking areas). All activities of contractors, vendors, consultants and service providers (Contractor) must comply with these security regulations as they apply to their work at the Reno-Tahoe International Airport (RNO).

2. Airport Security personnel, Transportation Security Administration (TSA) officials, Reno-Tahoe

Airport Authority Police Officers, Airport Operations personnel, Construction Administration personnel, Airport Maintenance personnel and Airport Facilities personnel monitor airport Contractor activities; however, it is the responsibility of the Contractor, and the designated Chief of Security if applicable, to ensure compliance with these requirements. The Contract Manager, Airport Security, and Airport Operations will insist on the total adherence to all applicable Federal, State, City and Airport rules and regulations.

3. The following review of the security rules pertaining to RNO is provided for the Contractor's

direction and guidance. This review may not discuss all security requirements, but serves as a guideline to familiarize the Contractor with some general airport security requirements.

PERIMETER FENCE AND GATE SECURITY 1. If the project requires access through the airport perimeter fence, the Contractor:

1.1. Shall use only designated perimeter access gates and follow a pre-approved travel route. 1.2. May be issued and responsible for media allowing access to pre-determined and approved

gates. 2. Airport Security approval is required for any proposed modifications to the airport perimeter

security system. Security fencing and/or gate construction shall be in conformity with applicable Code of Federal Regulations (CFR) and Federal Aviation Administration (FAA) Advisory Circular(s) that are available at the Airport Operations Division. Integrity of the perimeter fence and gate system shall be strictly maintained at all times. There shall be no exceptions. Spaces between gate end posts to fence support posts shall not exceed two inches. Spaces from fence end posts to adjacent building structures shall not exceed three inches. Spaces beneath fencing shall not exceed two inches from the bottom of the fence fabric to surface grade. A four foot clear zone must be maintained on both sides of the perimeter fence.



DOORWAY SECURITY 1. During the course of Contractor activities, positive security controls shall be maintained to prevent

unauthorized access to restricted areas of the airport. 2. The Contractor shall:

2.1 Never allow a security access door to be propped open unless a guard is posted at the door to prevent unauthorized access. Guards must be approved by Airport Security.

2.2 Not modify a security access door closure device or automatic locking mechanism except

as provided under the terms of any resulting agreement. All security access doors must close and lock automatically.

2.3 Never use an emergency exit (alarmed door) for access, unless authorized by Airport

Security or Airport Operations.

2.4 Complete a Tool Control Form (Attachment 1 to this document) when working within a sterile area (i.e., within the terminal buildings, beyond the security screening checkpoint), for all prohibited items entering and exiting the sterile area. This inventory shall be made available to Airport Security or Airport Operations (or a designated representative) for verification of compliance.

AIRPORT IDENTIFICATION BADGES 1. GENERAL GUIDELINES Airport security identification badges are required for individuals to be allowed unescorted access to

the restricted, secured areas of the Reno-Tahoe International Airport. All individuals accessing or moving within the restricted, secured areas must either possess and properly display a valid picture RNO ID Badge or be under approved escort AT ALL TIMES while in these areas.

There shall be at least one Contractor supervisor/foreman with a picture RNO ID Badge in each

work area at all times. Escort means to accompany or supervise an individual who does not have unescorted access

authority to areas restricted for security purposes, as defined in the Airport Security Program, in a manner sufficient to take action should the individual engage in activities other than those for which the escorted access is granted. The escort or other authorized individual can take responsive actions.

2. PROCEDURES TO OBTAIN AN AIRPORT IDENTIFICATION BADGE

2.1 A picture RNO ID Badge is authorized by Airport Security. The Airport Badging Office (ABO) will issue badges.



2.2 Contractor may be required to designate at least one, but no more than three individual(s) to serve as an Authorized Signatory for badging purposes. These individuals are required to meet the requirements for badging (see 2.3) and must also undergo additional Authorized Signatory training.

2.3 A Fingerprint-Based Criminal History Access Investigation and a Security Threat

Assessment are required for all picture RNO ID Badge applicants. Investigations will be performed by Airport Security at a current cost to the Contractor of seventy-five dollars ($75.00) per applicant. Additionally, Contractor is responsible for the following supplementary ID costs: twenty-five dollars ($25.00) for interactive training and fifty dollars ($50.00) for the RNO ID badge. Total badging cost is $150.00 per applicant. When the Contractor submits an application for a RNO ID Badge, the Contractor is certifying to the best of their knowledge and judgment that: 2.3.1 To the best of their knowledge, there are no discrepancies between what the

applicant stated versus what the Access Investigation may reveal; and 2.3.2 The applicant is eligible to have unescorted access to restricted areas of the airport

and is not a security risk.

2.4 Security training and testing is required for all picture RNO ID Badge applicants. Security education consists of an interactive electronic training program.

2.5 All RNO ID Badges shall be surrendered at the completion of the project, or at the direction

of Airport Security, Airport Operations, or the project or contract manager. The current replacement fee for a lost or misplaced badge is $50.00. Additionally, companies that fail to return RNO ID badges at the conclusion of a project are liable for up to $10,000 in civil penalties. Renewal of an ID badge is required annually and costs between $25.00 and $50.00 (depending on access level).

2.6 RNO ID Badges are issued to specific individuals and are not transferable. Random ID

checks may be made at any time by Airport Authority Police, Airport Security, and Airport Operations.

3. REQUIREMENTS FOR WEARING IDENTIFICATION BADGES

3.1 When working in restricted areas of the airport, continuous display of a valid RNO ID Badge is MANDATORY for all personnel.

3.2 The badge shall be worn on an individual's outermost garment, at waist level or above, so as

to be readily visible by casual observation. The ID badge shall not be covered by other identification or clothing.



CHALLENGE PROCEDURES Complying with approved challenge procedures is the responsibility of ALL individuals issued a RNO ID Badge. All Contractor personnel issued a RNO ID Badge, not just foremen and supervisors, shall challenge anyone in restricted areas of the airport not properly displaying a RNO ID Badge, or under approved escort. Challenge procedures are explained in the security-training program. DRIVING ON THE AIR OPERATIONS AREA (RESTRICTED AREA) 1. VEHICLE IDENTIFICATION AND MARKINGS

All vehicles that are operated without escort on the Air Operations Area (AOA) shall be marked so as to be readily identifiable. The Contractor's Company logo, name or other distinctive markings, as approved by Airport Security or Airport Operations, shall be visible from both sides of the vehicle at all times while on the AOA. Magnetic decals or painted logos are acceptable to comply with this requirement. Homemade paper, cardboard or hand-printed signs/logos are not acceptable and do not comply with this requirement. YELLOW ROTATING ROOFTOP BEACONS ARE REQUIRED FOR ANY CONTRACTOR VEHICLE OPERATING ON THE AOA AT NIGHT, OR IN INCLEMENT WEATHER.

2. VEHICLE CONTROL

2.1 Properly authorized vehicles having official business on the airport may operate within specified areas of the AOA. Vehicles shall not be operated upon any movement area unless authorized and escorted by Airport Operations.

2.2 Vehicles are restricted to the Contractor's work location and within the prescribed travel

(haul) route. All vehicles shall follow the prescribed travel route and the identified Vehicle Service Roads. All traffic control signs and instructions shall be adhered to at all times.

3. AOA DRIVER TRAINING All individuals who operate any type of vehicle on the AOA, with the exception of those under

escort, MUST possess a valid RNO AOA Driver endorsement. Individuals requesting the privilege to drive a vehicle on the AOA must be authorized by Airport Security and Airport Operations. All AOA driver applicants must successfully complete an approved AOA driver training program administered by Airport Security or Airport Operations. AOA driver applicants will be tested on their knowledge of AOA driving rules and regulations. Successful applicants will be issued a RNO AOA Driver endorsement on their RNO ID Badge at the ABO. Airport Security and/or Airport Operations may revoke AOA driving privileges at any time. The operator of any vehicle, who drives onto a movement area without authorization from Airport Operations, is in violation of a major safety/security rule and will have their driving privileges permanently revoked.



ESCORTING VEHICLES 1. Vehicle escort procedures are as follows:

1.1 The driver of the vehicle performing the escort shall have a picture RNO ID Badge and a RNO AOA Driver endorsement.

1.2 Approved escort procedures shall apply to the driver and the vehicle being escorted at all

times, as authorized by Airport Security or Airport Operations. 1.3 THE DEFINITION OF A VEHICLE ESCORT IS: IN VIEW AND UNDER THE

POSITIVE CONTROL OF THOSE RESPONSIBLE FOR THE ESCORT AT ALL TIMES.

2. The movement, positioning and parking of exceptionally large, tall, or slow vehicles (i.e. a large

crane, vehicles carrying an oversize load, backhoes, earth movers, dump trucks, etc.) shall be coordinated with and authorized by Airport Operations.

GATE 155 Per the RNO Airport Security Program (Part 5.A.8.5.) and the RNO Airside Traffic Regulations (2.12.060), the following requirements must be met by all vehicles entering the Air Operations Area (AOA) through Gate 155. All vehicles entering the AOA should be prepared to provide the Airport Security Specialist at Gate 155 any of the documentation referred to in these requirements at the time of entry. For unescorted access to the AOA, the following conditions must be met:

Company logos must be displayed on both sides of the vehicle. The only acceptable substitutes to painted logos are magnetic placards bearing the company’s logo. Paper signs are not acceptable.

The driver must be in possession of valid RNO access media with driving authority. The company of record on the driver’s RNO access media must match the company logos displayed

on the vehicle. For escorted access to the AOA, the following conditions must be met:

Company logos must be displayed on both sides of the vehicle. The only acceptable substitutes to painted logos are magnetic placards bearing the company’s logo. Paper signs are not acceptable.

The vehicle must be escorted by a person in possession of valid RNO access media with driving authority.

The driver must have a valid driver’s license. PENALTIES / FINES Each violation of the RNO Airport Security Program subjects the Contractor to a potential civil penalty assessment by the TSA. Civil penalties are assessed at a minimum of ten thousand dollars ($10,000) for each violation occurrence. Fines levied against RNO due to the actions of a Contractor, or any of its



employees or subcontractors, will be withheld from the Contractor’s final payment or reimbursed to RNO by the Contractor, as appropriate. These Security Instructions are intended to cover the majority of contracts performed at RNO and do not include all measures that may be required.



TOOL CONTROL All contractors and their subcontractors and their employees performing work in the sterile areas of the Reno-Tahoe International Airport shall be responsible for control and custody of all hand tools used in the performance of their work. It is also understood that contractors and subcontractors and their employees will not be allowed through the security check points with tools in their possession. All access to the sterile areas while in possession of tools will be via ramp access and under escort. Control and custody means having all hand tools under surveillance at all times unless said tools are under lock-and-key in a tool box or other storage unit that would not be accessible to anyone other than the contractor or his subcontractor. Sterile areas of the airport are defined as any area of the terminal building that is beyond the security checkpoints. I have read and agree to comply with the above statements. Employee (Printed Name and Signature)



DAILY CARPET INSPECTION EXAMPLE 1

Main Lobby Baggage Claim

North Concourse South Concourse

North Jet Bridges South Jet Bridges

Connector Workers/Equipment

Contractor ___________________________________ RTAA_____________________________________

Deduction shall be based on square foot of carpeting not cleaned/vacuumed per contract specifications.



EXAMPLE 2

janitorial services - reno–tahoe international airport - 15... · reno-tahoe airport authority...

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