Fremont City Council Meeting: 09/19/23 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors: Environmental Services Manager Kathleen Cote-Guarnieri COUNCIL STAFF REPORT (ID # 4993) DOC ID: 4993
Updated: 9/13/2023 1:19 PM by Susan Gauthier Page 1
PORTABLE RESTROOM AND HANDWASHING STATION CONTRACT - Authorize the City Manager to Execute a Three-Year Contract with United Site Services for Rental and Maintenance Servicing of Portable Restrooms and Handwashing Stations at Various Homeless Encampment and Vehicle Habitation Sites Not-to- Exceed $116,140 with an Optional Two-Year Extension Not-to-Exceed $84,349.
Contact Persons:
Name: Jamie Cooley Suzanne Wolf
Title: Environmental Specialist I Community Services Director Div/Dept: Community Services Environmental Services
Phone: (510) 494-4573 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: Since the start of COVID in early 2020, the City has contracted for portable sanitary services at eight sites that have continuously had high levels of encampment activity. These services are necessary and ongoing to address site conditions and ensure the City meets its obligations under its stormwater permit. The City’s existing contract with American Portables is set to expire on September 30, 2023. Staff conducted an RFP process to continue these essential services and is recommending awarding the contract to United Site Services, the lowest cost responsible bidder. Staff is recommending authorizing the City Manager or designee to execute a three-year contract with an option to extend for two additional years. The base contract would be $116,140 and the option period an additional $84,349 for a potential total not-to-exceed amount of $200,489.
These costs would be funded through the Integrated Waste Management fund and were included in the FY 2023/24 adopted operating budget. There would be no General Fund impact.
BACKGROUND: The City initiated portable sanitary services at the most concentrated encampment sites in 2020 and at Safe Parking sites in 2022. The current services agreement with American Portables has been in place since July 2021. These services are essential for maintaining sanitary conditions at continuously occupied sites and help the City meet pollution prevention obligations specified in the stormwater permit issued by Regional Water Quality Control Board.
DISCUSSION/ANALYSIS: The City’s existing contract for portable sanitation services expires on September 30, 2023. On June 20, 2023, the City issued RFP 23-029 to identify the lowest-cost vendor to provide services after September 30. Three proposals were received, including one from the current service provider. United Site Services provided the lowest cost responsive proposal and staff is recommending entering in to an agreement with United Site Services with a start date of October 1, 2023. United Site Services has experience in this line of work and is currently providing similar services to the City of San Jose.
Council Staff Report (ID # 4993) Meeting of September 19, 2023 Updated: 9/13/2023 1:19 PM by Susan Gauthier Page 2
Major components of the contract include:
• Three-year base term for the contract amount of $116,140 with a two-year option to extend for an additional $84,349
• Service provider must provide rental and servicing of portable restrooms and handwashing stations, as required, on an “as-needed” basis at currently eight sites and on a variable weekly schedule, as determined by the City Coordinators, to service the homeless population throughout the City including at rotating Safe Parking sites
• Service provider must be flexible and able to respond to requests to add/remove sites or relocate units
• Service Provider shall supply and deliver portable restrooms, ADA-compliant portable restrooms, and handwashing stations complete with setup, maintenance, and removal.
• Service Provider shall supply all labor, material, tools, protective clothing and gear, and equipment that are required or needed to perform the work to service, remove, or relocate units
FISCAL IMPACT: The cost of these services is funded through Integrated Waste Management fees and is included in the FY 2023/24 adopted operating budget for the Integrated Waste Management Fund (Fund 115).
The base term of three years will be for the not-to-exceed amount of $116,140. The optional extension period of two years would be for $84,349 for a potential total not-to- exceed amount of $200,489.
There is no General Fund Impact.
ENVIRONMENTAL REVIEW: The proposed portable sanitation services are Categorically Exempt from review under the California Environmental Quality Act (CEQA) Guideline Section 15304 as the project consists of the collection and removal of human waste that will result in improvement of habitat for fish and wildlife resources and Guideline 15307 as the services will protect the City’s waterways from discharges.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or her designee to execute a contract with United Site Services for rental and maintenance servicing of portable restrooms and handwashing stations at various homeless encampment and vehicle habitation sites for a n initial term of three years in an amount not-to-exceed $116,140, and an optional two-year term for $84,349, for a potential total not-to-exceed amount of $200,489.