City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-00729 4/1/2025 Consent Item 14.
Cooperative Purchasing Agreement: Purchase of Portable Restrooms, Sinks and Trailers and Related Services
File ID: 2025-00729
Location: Citywide
Recommendation: Pass a Motion authorizing the Interim City Manager or designee to execute PRC003412 with United Site Services of California for the rental of Portable Restrooms, Sinks and Trailers and Related Services in an amount not-to-exceed $245,000 for an initial term through August 30, 2025, with four additional one-year extension options.
Contact: Stacy Larkin, Contract & Compliance Specialist, (916) 808-5744, [email protected]; Dayana Reyes Zanaska, Procurement Services Manager, (916) 808- 5524, [email protected]; Peter Coletto, Director of Finance, (916) 808-5416, [email protected]; Department of Finance
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The Procurement Services Division is responsible for the implementation and management of citywide contracts. In an ongoing effort to maximize cost savings and efficiently use staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract. It is often more cost effective to eliminate the cost and time spent on these administrative processes and purchase items and services through a cooperative purchasing program.
Staff is requesting approval of the additional agreement in the best interest of the City to accommodate periods of high demand, special events as well as routine calls for service.
File ID: 2025-00729 4/1/2025 Consent Item 14.
Policy Considerations: The recommendations in this report are in accordance with City Code Section 3.56.240 which authorizes the City Manager, when it’s advantageous to the City, to use cooperative purchasing agreements approved by the Council to purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies, eliminating the need to perform additional competitive bidding by the City of Sacramento.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by the California Environmental Quality Act (CEQA) Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines Section 15060(c)(3)).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The City has used both regional and national cooperative purchasing agreements to complement its own contracting initiatives. Cooperative purchasing enables city departments and the Procurement Services Division to evaluate a broader range of contracting opportunities and leverages internal and external resources to maximize cost savings opportunities.
Procurement Services currently has an agreement with Area Portable Services, Inc. to provide rental of Portable Restrooms, Sinks and Trailers and Related Services utilizing the bid results from the County of Sacramento’s solicitation process in an amount not-to-exceed $245,000.
It is in the best interest of the City to have multiple vendors for this service to accommodate periods of high demand, special events as well as routine calls for service. To provide City departments with multiple options, Procurement Services is recommending approval of an additional contract to provide the same services with United Site Services of California. Since both the Area Portable Services, Inc., and United Site Services of California agreements use the same cooperative authority, and the aggregate expenditure exceeds $250,000, this agreement requires Council approval.
Financial Considerations: Purchases will be made from various City departmental operating and project budgets. Each division will submit their own purchase orders to authorize the purchases as required. There is sufficient funding in each of the departments’ Fiscal Year 2024/25 budgets to fund services through June 30, 2025. Funding for this agreement in future fiscal years will be subject to the availability of sufficient funds in the adopted fiscal year.
File ID: 2025-00729 4/1/2025 Consent Item 14.
Local Business Enterprise (LBE): The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar programs.