6h Memo, TSA Checkpoint/Baggage Additional Cleaning
COMMISSION AGENDA MEMORANDUM Item No. 6h ACTION ITEM Date of Meeting July 28 2020 DATE: July 20, 2020 TO: Stephen P. Metruck, Executive Director FROM: Stuart Mathews, Director, Aviation Maintenance Jinah Kim, Senior Manager, Aviation Maintenance SUBJECT: Enhanced TSA Checkpoint and Baggage Screening Area Cleaning Amount of this request: $2,700,000 Total estimated project cost: $2,700,000 ACTION REQUESTED Request Commission Authorization for the Executive Director to: amend a service contract for Airport Custodial Services to provide enhanced cleaning and sanitation for Transportation Security Administration (TSA) Checkpoints and Baggage Screening Areas as requested by the TSA. The additionally requested cleaning and sanitization work is estimated to cost $2.7 million. EXECUTIVE SUMMARY The TSA has requested enhanced cleaning at Checkpoints and Baggage Screening Areas under their purview to reduce the risk of COVID-19 transmissions. The service is requested to start immediately upon approval and is currently scheduled to end on December 31, 2020. The TSA funding has been appropriated and TSA has established a reimbursement process for airports that experience an increased cleaning and sanitization requirement based on the enhanced TSA requirements, including proactive custodial services to mitigate COVID-19 transmission. All reimbursements must receive TSA approval. JUSTIFICATION Congress, as part of the "Coronavirus Aid, Relief, and Economic Security Act" or the "CARES Act" has appropriated supplemental funding to pay for requested enhanced cleaning and sanitation of TSA Checkpoints and Baggage Screening Areas in alignment with the local and state health department and the Centers for Disease Control and Prevention (CDC) guidelines for COVID-19. Template revised January 10, 2019. COMMISSION AGENDA Action Item No 6h. Page 2 of 5 Meeting Date: July 28, 2020 TSA has published specific cleaning/sanitization and frequency standards for enhanced cleaning and sanitation of the security checkpoints and baggage screening areas. This cleaning is supplemental to the daily/nightly general cleaning. These standards include specific tasks and cleaning frequencies requested by TSA that are above the standard cleaning performed by the Airport. The additional cleaning and sanitation effort is in alignment with and supported by our FlyHealthy@SEA strategy, and is expected to assist in returning customer confidence in air travel. The enhanced services would be a visible reminder regarding cleanliness and sanitation level of the high touch point items and services at the Checkpoints. DETAILS The cost for the additional cleaning and sanitation will be reimbursed by TSA through the CARES Act. The most impactful task among the requested cleaning and sanitation tasks is a request for hourly sanitation of Divestiture Bins/Bowls. This labor-intensive requirement generates the need for a full-time employee at each screening lane operating during the operation hours. Those operational hours can range from 8 hours to 24 hours per lane. This task accounts for approximately 93% of the costs. The cost estimate of $2,700,000 is a conservative estimate, based on an estimated 20 lanes being in operation approximately two and one-half shifts per day on average. Costs incurred will be based on actual hours of service performed. TSA reimbursements will be based on these actual costs as well. The port is seeking quotes from the two existing custodial service providers. Rational for the limited competitive process is due to the immediate need to start the cleaning service and that the current custodial service providers are familiar with the airport, have staff already badged and onsite. Staff will be receiving quotes and are awarding after taking all applicable criteria into consideration (price and staff availability). Airlines are supportive of this enhanced service to raise the confidence of their customers in traveling through Seattle-Tacoma International Airport (SEA). Scope of Work The detailed scope of work as requested by the TSA is attached at the end of this memo. Schedule Activity Receive Quotes July 2020 Award Contract Amendment August 1, 2020 Complete Services December 31, 2020 Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA Action Item No 6h. Page 3 of 5 Meeting Date: July 28, 2020 ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1 Provide only the general cleaning that would not cost additional expense Cost Estimate: $0.00 Pros: 1. This alternative eliminates the need to modify the contracts and manage through the CARES Act reimbursement process, which will require Port resources to complete. Cons: 1. This approach does not help in the effort to improve customer confidence in air travel. 2. The opportunity would be missed to enhance the services at SEA that will be experienced at other airports. This is not the recommended alternative. Alternative 2 Amend and execute the contract only to provide the bin and bowls cleaning and sanitization Cost Estimate: $2.55 million (to be reimbursed by TSA through the CARES Act) Pros: 1. This alternative provides a significant portion of the enhanced services as requested by TSA, providing the visible reminder regarding the cleaning and sanitation of bins and containers used at TSA checkpoints. 2. This alternative supports the FlyHealthy@SEA strategy to enhance customer confidence in flying through SEA. 3. This alternative aligns with the requirements of the TSA, allowing for the reimbursement of these costs through the CARES Act reimbursement process. Cons: 1. This alternative does not provide the full level of enhance service at all the high touch points or surfaces in all areas of the checkpoints. 2. This alternative creates demand for Port resources to manage the contracts and the reimbursement process that the Port did not forecast or plan for. This is not the recommended alternative. Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA Action Item No 6h. Page 4 of 5 Meeting Date: July 28, 2020 Alternative 3 - Amend and execute a service contract for enhanced services to provide TSA all requested additional cleaning and sanitation at checkpoints and baggage screening areas. Cost Estimate: $2.7 million (to be reimbursed by TSA through the CARES Act) Pros: 1. This alternative allows for the contractor to provide the full suite of enhanced services that TSA requested under the local/state and CDC requirements providing the visible reminder regarding the cleaning and sanitation of bins, containers and surfaces used at TSA checkpoints. 2. This alternative supports the FlyHealthy@SEA strategy to enhance customer confidence in flying through SEA. 3. This alternative aligns with the requirements of the TSA, allowing for the reimbursement of these costs through the CARES Act reimbursement process. 4. Cons: 5. This alternative creates demand for Port resources to manage the contracts and the reimbursement process that the Port did not forecast or plan for. This is the recommended alternative. FINANCIAL IMPLICATIONS Annual Budget Status and Source of Funds The additional custodial costs authorized by this request will increase the Aviation operating and maintenance costs for 2020 by $2.7 million. Since the Port assumes these costs will be reimbursed by TSA, there will be no net increase to airline costs (CPE) and no impact on the Port's net income. ATTACHMENTS TO THIS REQUEST Detailed cleaning schedule provided by TSA. PREVIOUS COMMISSION ACTIONS OR BRIEFINGS None Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA Action Item No 6h. Page 5 of 5 Meeting Date: July 28, 2020 TSA Cleaning and Sanitation Standards: Area/Screening Equipment Area to be cleaned Cleaning Materials/Products Frequency Non-TSE high touched surface areas to 70% isopropyl alcohol include: tables, doorknobs, light switches, OR bleach-containing disinfectant wipes Checkpoint Screening Area Daily countertops, handles, desks, phones, chairs, OR other EPA-Registered Household keyboards, and floors. Disinfectants Non-TSE high touched surface areas to 70% isopropyl alcohol include: tables, doorknobs, light switches, OR bleach-containing disinfectant wipes Private Screening Area Daily countertops, handles, desks, phones, chairs, OR other EPA-Registered Household keyboards, and floors. Disinfectants 70% isopropyl alcohol OR bleach-containing disinfectant wipes Recomposure Area Benches, chairs Daily OR other EPA-Registered Household Disinfectants Hand Sanitization Stations (Before and After Checkpoint) Refill hand sanitizer Approved hand sanitizer solution Daily Trash Receptacles n/a; empty trash receptacles n/a Twice daily Carpets (Vacuum) n/a n/a Daily Carpets (Shampoo) n/a n/a Every two weeks Carpets (Hot Water Extract) n/a n/a Monthly Commercially available plastic cleaner/polisher and Weekly (Plastic polish) Plexiglas Shielding (TDC,Divest, Baggage Claim, Bag Drop Off) All person-facing acrylic surfaces 70% isopropyl alcohol and cloth Daily (Alcohol) Floors n/a n/a Daily Divestiture/Recomposure Tables Divestiture/Recomposure Tables (Stainless Steel) Surface Areas 70%-90% isopropyl alcohol Hourly Divestiture Bins/Bowls 70%-90% isopropyl alcohol Divestiture Bins/Bowls All Manufacturers Surface Areas OR pre-moistened wipes containing EPA- Hourly approved disinfectant AT X-Ray Unit Pre-moistened wipes containing EPA-approved AT X-Ray Unit Smiths Conveyor Belt Twice Daily disinfectant All AT and CT Equipment Manufacturers Stainless Steel side rails 70%-90% isopropyl alcohol Hourly AT X-Ray Unit Conveyor Belt 70%-90% isopropyl alcohol Twice Daily Automated Screening Lane (ASL) Pre-moistened wipes containing EPA-approved Automated Screening Lane (ASL) All Vendors Side Railing Hourly disinfectant Advanced Imaging Technology (AIT) Advanced Imaging Technology (AIT) AIT Interior Area 70%-90% isopropyl alcohol Daily Advanced Imaging Technology (AIT) AIT External Surface 70%-90% isopropyl alcohol Daily Walk Through Metal Detector (WTMD) Walk Through Metal Detector (WTMD) WTMD External Surface 70-90% Isopropyl Alcohol and cloth Daily The following cost estimate is based on the service start on 08/01/2020 through 12/31/2020 1. TSA Checkpoint Cleaning: includes all surface cleaning, and waste receptacle services $ 170,000.00 2. TSA Hourly bin cleaning $ 2,500,000.00 3. TSA Checkpoint and Bin Cleaning Electrostatic Sprayers, cleaning equipment, chemical and materials $ 50,000.00 $ 2,720,000.00 Template revised June 27, 2019 (Diversity in Contracting).
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