Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
8f
ACTION ITEM
Date of Meeting
May 14, 2024
DATE: March 4, 2024
TO: Stephen P. Metruck, Executive Director
FROM: Mike Tasker, Director, Aviation Maintenance
Jinah Kim, Senior Manager, Aviation Maintenance
SUBJECT: Airport-wide Window Cleaning Contract
Amount of this request:
$ 9,000,000
Total estimated project cost:
$ 9,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to; 1) increase the value of the
existing service contract for Airport-wide Window Cleaning at Seattle-Tacoma International
Airport by $2,000,000 to complete the initial 5-year contract and 2) procure a new up-to 5-years
contract starting in March 2025 for an estimated cost of $7,000,000. This commission
authorization will allow the Executive Director to execute an up-to five-year window cleaning
service contract through competitive procurement process at Seattle-Tacoma International
Airport through February 2030.
EXECUTIVE SUMMARY
In 2019, Commission authorized a contact value of $3,000,000 for the airport-wide window
cleaning services to be selected through a competitive procurement process. The 5-year contract
was signed with a small minority business enterprise with an annual service cost to spend up to
$1.2M.
The authorization took place before the service was procured. With the service being new, the
percentage of the work being completed in a year was unknown at that time. Moreover, the
window cleaning contract started in March 2020 when the world went into the COVID-19
pandemic; therefore, there were significant budget cuts in the beginning of the contract term.
The department negotiated and lowered the budget by 96% in 2020, and 75% in 2021 with full
cooperation from the contractor.
COMMISSION AGENDA – Action Item No. 8f Page 2 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
A full-service year started in 2022, the contractor’s been successfully fulfilling the service up to
75-80% of the work annually since then. This request, for a contract authorization increase of
$2M, will carry us through 2024, and until February 2025 to fulfill the full contract term
commitment. The service will be advertised for a competitive procurement after that. Currently
the annual cost is included in the Aviation Maintenance Department operating budget and
captured in the department budget baseline; this request is for a contract authorization increase
only.
The requested commission authorization of $9M would support the following essential aspects
of the service contract.
1. This request, for a contract authorization increase of $2M, will carry us until Feb. 2025
to fulfill the contract commitment for a small minority business enterprise.
2. Advertise, award, and execute Airport-Wide Window Cleaning Service contract in Q3
2024 competitively. The proposed pricing is expected to be higher due to inflation, an
8.66% increase in minimum wage since 2023, and cost of living increases.
3. The estimated cost captures the new facility coming online in the next 2 years such as
North Main Terminal Renovation, Concourse A Building Expansion for Delta Sky Club,
Concourse C expansion, Fire Station, and South Satellite Renovation.
JUSTIFICATION
Approval of this request will allow the Port to fulfill the contract obligation to the current small
minority business enterprise.
Approval of this request will allow the Port to procure market value Window Cleaning Service
contract through a competitive process.
Cleanliness of the Airport is one of the key areas of focus for the Aviation division, in its efforts
to improve the overall experience of our customers, position SEA as a premier airport and
advance the region as a leading tourism destination. One of the key elements of terminal
cleanliness is the cleanliness of the large glass curtain wall systems in Central Terminal, IAF and
IAF Suspended Bridge windows, Gina Marie Lindsey Arrival Hall, North Satellite, Exterior of Airline
Lounges, and other parts of the airport that provide access to interesting and incredible views of
the airport, airplanes, and surrounding region. As such, keeping those windows clean is an
important component of this overall effort. The service includes not only the airport terminal
buildings but also Airport Office Building (AOB) and other 16 standalone outlying facilities.
New procurement of the service contract based on the current cleaning schedule and frequency
based contracting model used, while adjusting the contracting authority to better align with
actual costs experienced, will aid the Airport in meeting the standards set under increasing
customer demands, the Port’s customer experience, economic growth and the women- and
minority- business enterprise (WMBE) aspirational goals.
COMMISSION AGENDA – Action Item No. 8f Page 3 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
Approval of this request will allow the Port to procure market value service in accordance with
the Washington State’s prevailing wage structure will create more jobs, aid the Airport in meeting
the standards set under increasing customer demands, the Port’s customer experience,
Continuous Process Improvement (CPI), economic growth and the women- and minority-
business enterprise (WMBE) aspirational goals.
Diversity in Contracting
Aviation Maintenance Facility Service Contact Management staff is working with the Diversity in
Contracting Department regarding setting the women- and minority- business enterprise
(WMBE) aspirational goals for contracted work. A 35% WMBE goal has been set by the Diversity
in Contracting Department for Airport-wide window cleaning service contract, based on that
determination we anticipate achieving a similar aspirational goal in the new procurement.
DETAILS
The facility needs to be clean and well maintained to meet the Port’s customer experience
expectations in support of the Port’s Century Agenda goal to advance as a leading tourism and
business gateway of choice on the West Coast.
The window cleaning at the airport is a high-risk task involving heavy equipment such as lifts, and
boson’s chairs suspended from the roof anchoring system. The Port recognizes that high bay
window cleaning was a unique specialty and decided to separate this service from the custodial
contracts in 2017. The work requires multiple department coordination delivering lifts through
from the Landside into Airside and airline cooperations to be on the Ramp with lift and the
window cleaning staff is at the airport daily to complete annual cleaning cycle from 1 to 4 cycles
based on customer demands.
Port staff anticipate incorporating Labor Harmony language into the RFP for the service contract.
Aviation Maintenance staff has been coordinating with Labor Relations staff and Legal staff on
the specific language as each RFP is developed for the service contracts and will coordinate the
same effort throughout the process.
Scope of Work
Increase contracting authority to fulfill the remaining work to support until February 2025.
Advertise, award, and execute five-year Airport-Wide Window Cleaning service contract through
a competitive process in Q3 2024 and begin a new service in March 2025 at Seattle-Tacoma
International Airport to continue enhancing customer experience. New facilities that are
underway, North Main Terminal Renovation, Concourse A Building Expansion for Delta Sky Club,
Concourse C expansion, Fire Station, and South Satellite Renovation will be added to the scope
of work as they become online in the next couple of years.
COMMISSION AGENDA – Action Item No. 8f Page 4 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
Schedule
The following schedule represents the key areas and current frequency of the window cleaning
service at the airport.
Square Footage
Cleaning
Frequency
82,072
118,749
104,094
x2
8,865
x4
960
x4
960
x4
3,870
x4
40,189
35,593
x2
960
x4
3,636
x4
83,714
78,421
x2
1,351
x4
C2, C10/12 & C14 Hardstand Sloped
3,942
x4
24,505
4,432
x2
15,753
x4
Central Terminal above Checkpoint 3
4,320
x4
26,659
19,673
x2
2,072
x4
4,914
x4
31,577
17,784
x2
Delta Sky Club/British Air Lounge, Exterior
2,605
x4
1,536
x4
4,185
x4
2,492
x4
2,975
x4
COMMISSION AGENDA – Action Item No. 8f Page 5 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
21,841
x4
104,137
95,220
x2
8,917
x4
67,849
x2
9,089
1,906
x4
2,877
x4
2,275
x4
1,401
x4
630
x2
18,567
1,515
x1
1,308
x1
640
x1
Bus Maintenance Facility (BMF)/Airport
1,200
x1
Central Procurement Office (CPO)
658
x1
300
x1
240
x1
270
x1
3,360
x2
648
x2
588
x2
1,500
x1
1,800
x1
2,000
x2
1,870
x2
670
x1
628,948
COMMISSION AGENDA – Action Item No. 8f Page 6 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
The table below shows continuation of the exiting contract and new service start date:
Commission Contracting authorization for
existing contract
2024 Quarter 2
Existing Contract Continues
2024 Quarter 2 – Feb. 28, 2025
In-use date for New Window Cleaning
Contract
March 1, 2025
Cost Breakdown
This Request
Total Project
Increase in Contracting Authority from Q2
2024 - Feb 2025
$2,000,000.
$2,000,000.
New Contracting Authority from Mar. 2025
– Feb. 2030
$7,000,000.
$7,000,000.
Total
$9,000,000.
$9,000,000.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Suspend the service until new contract is advertised, awarded and executed.
Cost Implications: $7,000,000.00
Pros:
(1) This alternative saves the Port estimated cost of $2M for the next year and reduces
workload for the Airport staff.
Cons:
(1) This alternative could allow legal issues and negative outcome in contracting.
(2) This alternative would allow negative outcome in customer experience.
(3) Thei alternative would allow contracted employee in a risk of losing jobs.
This is not the recommended alternative.
Alternative 2 – Request for contracting authority only for the new contract procurement and
start a new service procurement immediately.
Cost Implications: $7,000,000.00
Pros:
(1) This alternative saves the Port $2M now.
Cons:
(1) This alternative does not save the Port in a long run.
(2) New procurement under the current cost increase and lasting fear of inflation could
cost the Port more than the fixed cost for the next year.
(3) This alternative could take longer than 3 months the Port may need to suspend the
service more than anticipated.
(4) This alternative could potentially lay off contracted employees.
This is not the recommended alternative.
COMMISSION AGENDA – Action Item No. 8f Page 7 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
Alternative 3 – Approval on Contracting Authority increase by $2M for uninterrupted service and
Approval on $7M Contracting Authority to Advertise, award and execute new 5-year contract in
Q3 2024 for the new service to start on March 1, 2025.
Cost Implications: $9,000,000.00
Cost Breakdown
This Request
Increase in Contracting Authority from Q2
2024 - Feb 2025
$2,000,000.
New Contracting Authority from Mar. 2025
– Feb. 2030
$7,000,000.
Total
$9,000,000.
Pros:
(1) This alternative allows for the Port to fulfill the existing contract with a small minority
owned business enterprise.
(2) This alternative allows the Port to continue the service without interruptions for
customer experience.
(3) This alternative provides opportunities to revise the current contract terms.
Cons:
(1) None.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
COST ESTIMATE
Original estimate for the 1
st
5-year Svc Contract
$0
$3,000,000
$3,000,000
Increase existing contract through February 2025
$0
$2,000,000
$2,000,000
New Contract March 2025 through February 2030
$0
$7,000,000
$5,000,000
Total Estimate through February 2030
$12,000,000
$12,000,000
AUTHORIZATION
Previous authorizations for the 1
st
5-year contract
$0
$3,000,000
$3,000,000
Current request for authorization
$0
$9,000,000
$9,000,000
Total authorizations, including this request
$0
$12,000,000
$12,000,000
Remaining amount to be authorized after this
request
$0
$0
$0
COMMISSION AGENDA – Action Item No. 8f Page 8 of 8
Meeting Date: May 14, 2024
Template revised June 27, 2019 (Diversity in Contracting).
Annual Budget Status and Source of Funds
The window cleaning service costs of $1,011,000 were included in the approved 2024 Aviation
Maintenance’s annual operating budget. The funding source will be the Airport Development
Fund.
Future Revenues and Expenses (Total cost of ownership)
N/A.
ADDITIONAL BACKGROUND
N/A.
ATTACHMENTS TO THIS REQUEST
(1) Presentation
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
March 26, 2019 – The Commission authorized the Executive Director to execute the Airport-
Wide Window Cleaning for Seattle-Tacoma International Airport.