Report to City Council
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TO: Mayor and City Council
Mayor and City Council Acting in its Capacity as
President and Members of the Board of Directors of
the Moreno Valley Community Services District (CSD)
FROM: Jeremy Bubnick, Parks & Community Services
Director
AGENDA DATE: February 18, 2025
TITLE: FIRST AMENDMENT TO AGREEMENT FOR RENTAL
OF PORTABLE RESTROOMS (REPORT OF: PARKS
AND COMMUNITY SERVICES)
TITLE SUMMARY: First Amendment to the Agreement For Onsite and/or Professional Services for the Rental of Portable Restrooms
Recommendation(s)
That the City Council and CSD:
1. Approve and authorize the First amendment to the Agreement for Onsite and/or Professional Services for the Rental of Portable Restrooms (Agreement No. CSD 2021 - 90) (herein referred to as "First Amendment") to increase the Not to Exceed Amount of the Original Agreement from $157,160.35 to $250,000.00 (a $92,839.65 increase) to provide portable restroom facility accommodations through the end of the Original Agreement term of June 30, 2026.
2. Authorize the City Manager/Executive Director of the Moreno Valley Community Services District (CSD), or their designee, to enter into the First Amendment on behalf of the City and CSD with the approval as to form of the First Amendment by the City Attorney.
3. Authorize the City Manager/Executive Director of the Moreno Valley CSD and/or their designee to approve any necessary budget adjustments and/or change orders as outlined in the fiscal impact section of this staff report.
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4. Authorize a budget adjustment as set forth in the fiscal impact section of this report.
SUMMARY
This report recommends approval of a First Amendment to the Agreement for On Site and/or Professional Services for the Rental of Portable Restrooms (Agreement No. CSD 2021-90) to increase the Not to Exceed Amount of the Original Agreement from $157,160.35 to $250,000.00 (a $92,839.65 increase) for the remaining term of the Original Agreement.
DISCUSSION
In 2021, the Parks and Community Services Department (“PCS Department”) went through a competitive Request for Proposal (RFP) process to select a Vendor to contract for rental and service of portable restroom facilities. The Vendor selected for recommendation to award the 5 -year Agreement was Diamond Environmental Services (“Vendor”). Approval of the selected Vendor and Agreement to award was approved by the City and Moreno Valley CSD at a regular City Council/CSD Board Meeting held on December 7, 2021.
During the term of the Agreement, the Vendor has been providing delivery, set-up, routine servicing, and removals/replacement of the temporary restroom facilities as needed for various City events held throughout the year, supplementing essential restroom facilities in Parks that either have no or limited essential facilities, provide for portable restroom facilities during construction at Parks and Publ ic Works projects and provide for Police Department operational use. Since the Agreement was initially awarded, additional services including portable fencing at City events along with added park locations, added events and construction projects have occu rred, which has necessitated the need for temporary/portable restroom facilities and has caused the original funding capacity initially anticipated for the entire term of the Agreement to be insufficient and requiring an increase to the original funding ca pacity to accommodate the remaining term of the Original Agreement.
ALTERNATIVES
1. Approve the recommendations as outlined on this Staff Report. Staff recommends this alternative as it would allow for no interruption of essential services.
2. Do not approve the recommendations outlined on this Staff Report. Staff does not recommend this alternative as it would cause an interruption of essential services.
FISCAL IMPACT
The following table is the five-year revised not-to exceed amount of the Agreement. The table includes both actuals for FYs 2021/22, 2022/23 and 2023/24 along with projected
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estimates for FYs 2024/25 and 2025/26. Projected estimates include an estimated amount for annual Consumer Price Index (CPI) inflation adjustment for FY 2025/26 along with emergency rental cost for additional portable restroom facilities as may be needed in FYs 2024/25 and 2025/26. This amendment does not extend the term of the Agreement beyond the original 5-year period.
If approved, a budget adjustment of $14,378.00 for FY 2024/25 is needed to complete these services.
Description Fund GL Account No. Type
(Rev/Exp)
FY 24/25
Budget
Proposed
Adjustments
FY 24/25
Amended
Budget
Parks Zone A 5011-50-57-35210-625099 Exp $16,000.00 $ 1,800.00 $17,800.00 Special Events
& Facilities
Zone A 5011-50-59-35312-625099 Exp $268,794.00 $ 7,578.00 $276,372.00 Parks Projects Zone A 5011-50-57-35214-625099 Exp $0.00 $ 5,000.00 $ 5,000.00
NOTIFICATION
Posting of the agenda.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Sharon Goodale Jeremy Bubnick
Management Analyst Director of Parks and Community Services
Concurred By: Concurred By
Patty Yhuit Daniel Monto
PCS Administration & Financial Services Division Manager Parks & Landscape Services Division Manager
CITY COUNCIL GOALS
Community Image, Neighborhood Pride and Cleanliness: Promote a sense of community pride and foster an excellent image about our City by developing and executing programs which will result in quality development, enhanced neighborhood preservation efforts, including home rehabilitation and neighborhood restoration.
FY 2021/22
Year 1
FY 2022/23
Year 2
FY 2023/24
Year 3
FY 2024/25
Year 4
FY 2025/26
Year 5
Actuals Actuals Actuals Estimate Estimate
Contract Service Totals 9,540.07$ 34,978.67$ 44,101.29$ 79,673.54$ 81,706.43$ 250,000.00$ Portable Restroom Facilities Rental Costs FY 2021/22 thru FY 2025/26 Projected
Not-to-Exceed Total
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Report Approval Details
Document
Title:
STAFFREPORT_PCS_1STAMENDMENT_DIAMOND.docx
Attachments: - Exhibit A 1st Amendment.pdf
- Exhibit B Original Agreement - Fully Ex.pdf
Final Approval
Date:
Feb 11, 2025
This report and all of its attachments were approved and signed as outlined below:
Jeremy Bubnick
Natalia Lopez
Launa Jimenez
Brian Mohan
Patty Rodriguez