February 11, 2025
Agenda Item No. 6
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
David A. Webb, Public Works Director - 949-644-3311, [email protected] PREPARED BY:
Kyle Brodowski, Facilities and Equipment Superintendent - 949-718-3464, [email protected] TITLE:
Approval of On-Call Maintenance and Repair Services Agreement for Portable Toilet Services with United Site Services of California, Inc.
ABSTRACT:
The City of Newport Beach’s on-call portable toilets and services agreement with United Site Services of California is expiring and staff recommends the City Council approve a new five-year, on-call agreement with United Site Services of California, Inc. (United Site Services), for a total not-to-exceed amount of $200,000.
RECOMMENDATIONS:
Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; Approve a Maintenance and Repair Services Agreement with United Site Services of California, Inc. for on-call portable toilet services for a five-year term and total not-to-exceed amount of $200,000; and
Authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
The City’s current on-call portable toilet services agreement with United Site Services expires in February 2025 and staff recommends City Council approval of a new five-year, on-call agreement with the same vendor, United Site Services. The City uses these services during unexpected facility closures and to regularly support projects, seasonal programming, special events, and other needs.
Staff issued RFP No. 25-10 through the PlanetBids website on October 25, 2024 and received only one proposal, from United Site Services, by the November 15, 2024 due date. Three staff members independently evaluated the proposal’s technical score, which required a 70% minimum to qualify for cost proposal review.
The proposal qualified technically and automatically received the maximum cost score, as the only proposal.
The table below shows the overall average score.
Proposer
Technical Score
(60 Maximum)
Cost Score
(40 Maximum)
Total Score
(100 Maximum)
Overall Rank
United Site Services
57.67 40
97.67 1
As United Site Services is the City’s current vendor, staff has found they respond well, provides quality services, and are already familiar with the City’s administrative processes and operational needs. United’s new proposed costs are similar to their current contract rates, and lower for some items, so maintaining the not-to-exceed amount of $200,000 should suffice given historical usage.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this agreement. Work will be expensed to the Maintenance and Repair Building account in the Public Works Department, 0108041-851016.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – On-Call Maintenance and Repair Services Agreement 6-3
6-1
Approval of On-Call Maintenance and Repair Services Agreement for Portable Toilet Services with United Site Services of California, Inc.
February 11, 2025
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