Loading...
HomeMy WebLinkAbout12/06/1988, C-14 - REQUEST FOR PROPOSALS FOR TRAILER MOUNTED PORTABLE RESTROOM FACILITY nNG TE: city Of SM LUIS OBISPO Deccmber 6, 1988 ImGe uCOUNCIL AGENDA REPORT NUMB6i FROM: David F' Romero Lane Wilson Prepared By. David Pierce Public Works Director Parks & Bldgs. Mgr. Projects Manager SUBJECT: Request for Proposals for Trailer Mounted Portable Restroom Facility CAO RECOMMENDATION: Approve specifications, authorize staff to advertise for proposals BACKGROUND: The FY 1987-89 Financial Plan Capital Reinvestment Plan identified the enlargement of the restroom at Mission Plaza as a project that should be studied, designed and constructed. During the study phase it was determined that the existing restroom was adequate except for during special events. It was also determined that a similar need for larger restrooms during special events exists at other parks and at Farmer's Market. A single trailer mounted facility could meet these needs plus could provide restrooms at other locations for special events. Portable facilities exist that will meet needs, and discussions with vendors have resulted in cost estimates between $35,000 and $70,000. DISCUSSION: A request for proposals is appropriate rather than a request for bids because the units are manufactured in small quantities with a wide range of options and there are significant differences between the products of the various manufacturers. Staff is proceeding under the assumption that the City will operate, transport, make arrangements for appropriate utility connections and maintain the unit. City would set up a reimbursement rate with users to cover costs. FISCAL IMPACT: Public Works Estimate $70,000 FY 1988-89 Budget (E-9) $ 3,000. Study 5,000. Design 50.000. Construction $58,000 restroom/dfr*14 �����►�ii�►�IfiIIIIIIP�������lll city of SM tins OBISPO A110&�A COUNCIL AGENDA REPORT Trailer Mounted Restroom Facility Page 2 RECOMMENDATION• Approve specifications, authorize staff to advertise for proposals Attachments: Request for Proposals APPROVED: City A inistrative Officer City Att r Finance rector Public or ks Director 7; - aolht- Project Manager g:portrragd Attachment - Request for Proposals 1/ —� CITY OF SAN LUIS OBISPO STATE OF CALIFORNIA REQUEST FOR PROPOSALS The City of San Luis Obispo, State of California, will accept formal proposals at the City Clerk's office in the City Hall, 990 Palm Street, until for providing the City with the following equipment: Trailer Mounted Portable Restroom Facility. PROPOSALS RECEIVED AFTER SAID TIME WILL NOT BE CONSIDERED Proposals must be in accordance with the instructions and specifications contained in the request which were approved by the City of San Luis Obispo on 1988, and which are available from the office of the City Engineer at 955 Morro Street, San Luis Obispo EACH PROPOSAL SHALL BE SUBMITTED IN A SEALED ENVELOPE PLAINLY MARKED: Trailer Mounted Portable Restroom Facility. The City of San Luis Obispo, California, reserves the right to reject any or all proposals or waive any informality in a proposal . All proposals are to be compared on the basis quality, maintainablity, relocation costs, and purchase costs. CITY OF SAN LUIS OBISPO Date: Pamela Voges, City Clerk g:rfprestroom REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY The City of San Luis Obispo will accept formal proposals for a Trailer Mounted Portable Restroom Facility in accordance with the instructions and specifications contained in this request for proposals. All proposals must comply with the following: 1 . INSTRUCTIONS 1 . 1 Proposals must be received by the City prior to 3 :00 PM on They shall be submitted in a sealed envelope and be identified with the submitter's name, address, phone number and identified as "Trailer Mounted Portable Restroom Facilities" . All proposals shall be submitted to the City Clerk's Office. Proposals received after this time will be returned unopened. All proposals will be reviewed by the Parks and Buildings Manager and referred to the City Council with a recommendation. 1 . 2 Questions concerning this RFP should be directed to Lane Wilson at 805/549-7220. All questions requiring an interpretation of this request for proposal shall be submitted in writing. Responses to questions will be provided in writing to all firms in receipt of this RFP. All questions must be received by 1 . 3 The acceptance of proposals from vendors does not in any way obligate the City. The City reserves the right to waive irregularities and to reject any and all proposals. 1 .4 The vendor shall represent and warrant that it has sufficiently informed itself in all matters affecting its ability to perform the work, furnish the labor, materials and supplies, as well as equipment called for in this RFP, that is has checked its proposal for errors and omissions and that prices stated in the proposal are correct and will be the basis for a final contract. 1 .5 The general terms, conditions and specifications of this RFP shall be incorporated into and made a substantial part of the final contract between the City and the selected vendor. Any exceptions to the terms and conditions which the vendor would like to see made to these documents should be made in writing and received with the proposal. The vendor shall include a copy of any standardized contract which it currently uses and would wish to use for this project. Any conflicts between a standard contract form and the specifications in this proposal shall be noted by the vendor in its proposal. 1 .6 All proposals submitted shall be valid for a period of one hundred twenty days beginning on the date proposals are due. 1 • A/ REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY 1 . 7 Any proposal may be withdrawn by written request any time prior to the time fixed in the notice for the opening. The request for withdrawal shall be executed by the proposer or his duly authorized representative. The withdrawal of a proposal does not prejudice the right of a vendor to. fi.le a new proposal. 1 .8 Proposals must be signed with the firm name and by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. 1 .9 All proposals shall be typed or written in ink. Corrections made by crossing out or obvious erasures shall be initialed by the person signing the proposal . 1 . 10 All proposals should indicate subcontractors to be used in the project. 2 . PROJECT DESCRIPTION This project involves supplying a Trailer Mounted Portable Restroom Facility and demonstrating the operation at a site in the City of San Luis Obispo. The site will be paved, and will have access to a fire hydrant and a sewer manhole. This request for proposals was generated by the need to increase the size of the restrooms in the plaza adjacent to Mission San Luis Obispo de Tolosa. The present facility is more than adequate except for special events that are scheduled about 15 times a year. A similar need to expand restroom facilities for special events exists at several other parks. The standard portable chemical toilets are not in keeping with the appearance of the downtown. Therefore, if a suitable portable facility can not be found a permanent facility will be constructed . It is the intent of this request for proposal to find a Trailer Mounted Portable Restroom Facility that can provide the same service to the public as a permanent facility, that will not detract from the appearace of the area in which it is parked, and that can be used at more than one location. 3. RFP EVALUATION 3 . 1 Evaluating process The proposals will be evaluated by the Public Works Department's Parks and Buildings Manager and Project Manager. Before an order is placed, the selected facility will be reviewed by the Community Development Department for architectural and code acceptability. After Staff has reviewed the proposals, a recommendation will be forwarded to the City Council . 2 REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY 3. 2 Evaluation factors The RFP calls for the submission of proposals for one or more basic facilities with options of interior and exterior finishes for each facility. The proposals may also include more than one option for access. Each of the options will be evaluated. The following are some of the factors to be used in the evaluation: a. Function - to include ease of access, space within each stall, traffic pattern when people have to wait in line, etc. b. Appearance - the goal of this facility is to provide a restroom facility that is a satifactory alternative to a permanent restroom facility that would be constructed of concrete block with tile and plaster finishes. C. Maintenance - The facility should have access to critical areas such as plumbing chases. Material should be easy to maintain and all surfaces should be resistant to graffitti and should be easy to clean. d. Relocation time - The facility will be moved frequently. Therefore, the labor to prepare the facility for operation and to prepare the facility for storage will be significant costs in the overall operation of this facility. e. Cost - Initial cost is a significant factor in the selection of a facility but is not the most significant . The City will be looking for the best value for the dollars spent . This facility is to be purchased in lieu of constructing additions to restrooms in several parks and is expected to avoid the costs of cleaning restroom facilities than are needed on a daily basis. . f. Experience of the vendor and quality of vendor's past performance as determined from references. City will ask for the vendor of the preferred option to provide a list of all customers who have purchased similar facilities. g. Vendor's warranty service. The warranty offered and references on the vendors past warranty service. 3 .3 Modification of Proposals After a tentative facility selection has been made, the vendor will be contacted to provide a demonstration of existing facilities. The City Staff may ask to see several examples of similar facilities that have been delivered within a 250 mile REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY radius of San Luis Obispo. Staff would drive to a site and expect the vendor to be able make the demonstration within 4 to 6 hours. The staff would be willing to travel to several sites so long as the time was within the above allocation. The vendor would be asked to review and make recommendations on configuration of options that had been selected by the City. A final design for the facility would be negotiated along with a final price. The final price will be based on the base price in the proposal and the price quoted in the proposal for the options selected. 4. SPECIFICATIONS 4. 1 General These specifications are intended to provide a description of our need and to set some minimum standards. It is not our intent to design a custom facility. It is our intent to purchase a unit in standard production or a unit of standard design that is adapted for our specific site needs. The Trailer Mounted Portable Restroom Facility covered by these specifications shall be complete with all equipment and accessories necessary for satisfactory operation. The facility shall be equipped to obtain water from a fire hydrant or at a remote site from a potable water truck equipped with a booster pump to maintain water pressure, and the facility shall be equipped to discharge wastewater to a sewer manhole through a specially adapted cover. The sewer connection would normally be under or immediately adjacent to the facility. 4.2 Size When ready for towing, the facility shall meet all requirements for a trailer that can be towed on highways of the State of California without special permits. The level of the floor when set up for operation should be as low as practical to minimize the stair or ramp requirements. Also, the facility shall not exceed the following dimensions: Length: 40 feet Width: 102 inches Height: 13 feet 6 inches The Trailer shall be designed for the weight of the unit . A trailer weighing less than 6,000 pounds that could be pulled by a 3/4 or 1 ton truck would provide the most flexability to our operation. The trailer should be equipped with a pintel hitch. 4 .3 Number of Fixtures The facility should provide approximately eight toilets or urinals and two or more sinks and one drinking fountain. These 4 t/4 - REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY could be in two restrooms as follows: Women: 4 Toilets 1 Sink Men: 2 Toilets, 2 Urinals, 1 Sink The drinking fountain should be on the outside of the facility. The sinks could be on the outside of the facility. The facility could have a unisex configuration. 4 .4 Handicap Access A handicap access restroom needs to be part of the proposal . One altenative that could reduce the amount of ramping may be to have a separate smaller facility that would use the same water and sewer connections. 4. 5 Relocation The facility should be constructed to allow quick set up and take down. This is a significant factor in the selection of the proposal as the unit will most often be moved to a location for one day and will have to be removed at the end of that day. We would like to see a configuration that could be set up or stored for travel by two men in one hour. All tasks in the set up or storing of the facility should be able to be accomplished by one person without heavy lifting. It would be preferred that any heavy moving of stairs, ramps, jacks, etc. be accomplished with a battery powered electric/hydraulic system. 4.6 Leveling When set up for operation, the facility shall be leveled and stabilized with jacks with large self-storing baseplates. These should be at each of the four corners of the facility. 4.7 Plumbing The water shall be obtained from a hose which stores on a permanently mounted reel. All water shall be metered through a 3/4 inch Rockwell meter that reads in cubic feet. The City will provide the meter. The meter shall be located for easy reading. All water except that to the drinking fountain and the sinks shall flow through a reduced pressure backflow preventor. All plumbing shall be of standard sizes readily available to the construction trade and shall beinstalled to facilitate repair. 5 6/� ( . 8 REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY The use of flushometers is preferred. Toilet and urinal fixtures should be high quality commercial porcelain. Sinks should be high quality porcelain on cast iron. Wastewater plumbing shall be highest quality plastic and shall be in standard sizes readily available to the construction trade and shall be installed to provide easy access. Connections from the facility to the sewers shall be through flexible hoses that shall be easy to handle and that shall store in compartments accessible from the outside of the facility. An option for propane fired hot water heater should be provided. 4.8 Electrical The facility shall be equipped with adequate interior lighting and with exterior lighting to identify entry and to safely illuminate all stairs and ramps. The electrical system shall be dual voltage. Exterior connections shall be provided for the input of standard 110 volt 60 cycle AC and 12 volt DC power. The facility shall include the converters and switching to permit this dual voltage configuration that could be connected to a vehicle 12 volt system, a portable generator or to commercial power. The facility shall be equipped with deep-cycle batteries that will operate the lighting for 8 hours on a single charge. 4.9 Security The facility shall be designed so that all compartments and all doors can be locked with a single key. All controls shall be inside of lockable compartments. 4. 10 Interior Finish The interior is to be light and bright. Skylights should be used. All surfaces should be vandal resistant and should be easy to refinish and repair. The facility should have good natural ventilation. Screened openings that could be covered with exterior curtains during storage should be considered. 6 �=10 REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY Floors should be easy to clean and to hold up under very heavy traffic. Floor surface to be coved six inches. The wall finish is to lap over the the floor finish. The wall finish is to be highly resistant to vandalism and be easy to repair. All finishes shall provide for easy cleaning of the facility. 4 . 11 Exterior Finish A nice looking refinishable and vandal proof siding. Proposal should describe and give costs of options that are available. One option should be a Spanish look that would include the appearance of light colored plaster, dark beams and red tile roof. The materials used could include wood, metal or fiberglass reinforced plastic. As cost is an important factor, one Spanish looking option should include red flat shingles. 4. 12 Code Compliance The facility shall comply with all applicable Building, Health, Safety and Vehicle Codes. 4 . 13 Maintenance Parts The manufacturer/dealer supplying the unit purchased shall maintain an adequate stock of all continuing service and repair parts within the State of California for a minimum of ten years, to be available to the City of San Luis Obispo without undue delay. 4. 14 Vehicle Registration All documents required for vehicle registration including a weight certificate must accompany the registration slip. 4. 15 Warranty The unit and equipment shall be covered by the manufacturer 's standard warranty, copies of which shall be provided. However, the warranty shall not be for less than one year from the date of acceptance by the City of San Luis Obispo. 4. 16 Warranty Work All warranty work requiring transportation to factory service representative shall be furnished by the manufacturer, or a field service representative shall be dispatched to San Luis Obispo, whichever requires less down time. 7 �- g A REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY All minor repairs by the City while . the facility is under warranty shall be reimbursed to the City for both parts and labor. 5. PROPOSAL All proposals shall include the following information and associated costs: 5 . 1 Delivery, demonstration and training. 5 . 2 List location of maintenance facility and parts warehouse that will serve this area. 5. 3 Length of time your company has been in business. 5.4 List contractors/subcontractors ( include address, phone number and responsibility) proposed to be used. 5.5 Ability to respond to repair requests and associated costs. 5 . 6 All vendors shall provide with their proposals, drawings, pictures, material samples, brochures and catalogs as necessary for the City to review its proposal and determine that the minimum proposal specifications can be met. Each vendor shall also provide a listing of installations similar to the one proposed for the City with names and phone numbers of users. 5 .7 Proposed warranty that the vendor will supply. 6. CONTRACTOR'S INSURANCE The Contractor shall not commence work under this contract until he has obtained all insurance required under this Section and such insurance shall have been approved by the City as to form, amount and carrier, nor shall Contractor allow any subcontractor to commence work on his subcontract until similar insurance required of the subcontractor shall have been so obtained and approved. (a) Compensation Insurance: The Contractor shall take out and maintain during the life of this contract, workmen' s compensation insurance for all his employees employed at the site of improvement, and in case any work is sublet, Contractor shall require subcontractor similarly to provide workmen's compensation insurance for all of the .latter's employees, unless such employees are covered by the protection afforded by Contractor. Contractor indemnifies City for any damage resulting to it from failure of either the contractor or the subcontractor to take out or maintain such insurance. REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY (b) Public Liability and Property Damage Insurance: The Contractor shall take out and maintain during the life of this Contract, such public liability and property damage insurance as shall protect the City, its elective and appointive boards, officers, agents, and employees, Contractor and any subcontractor performing work covered by this Contract from claims for damage for personal injury including death, as well as from claims for property damage which may arise from Contractor 's or subcontractor's operations under this contract, whether such operations be by the Contractor, or by any subcontractor, or by anyone directly or indirectly employed by either Contractor or subcontractor, and the minimum amounts of such insurance shall be as follows: 1 . Bodily Injury Liability . . .$500,000 .00 $1 ,000.00.00 each person each occurrence Property Damage . . . . . . .$250,000.00 $ 500,000.00 each person each occurrence 2 . A single limit for Bodily Injury Liability and Property Damage Liability combined of . . . . . . . . . $500,000.00 $ 500,000 .00 each occurence aggregate PROOF OF CARRIAGE OF INSURANCE: CONTRACTOR SHALL FURNISH THE CITY OF SAN LUIS OBISPO, CALIFORNIA, CONCURRENTLY WITH THE EXECUTION HEREOF, WITH A CERTIFICATE OF INSURANCE REQUIRED, WHICH SHALL CONTAIN THE FOLLOWING: "NAME AS ADDITIONAL INSURED PARTIES: THE CITY OF SAN LUIS OBISPO, ITS ELECTIVE AND APPOINTIVE BOARDS, , OFFICERS, AGENTS AND ANY SUBCONTRACTORS IN THE PERFORMANCE OF WORK FOR THE CITY OF SAN LUIS OBISPO. " THIRTY ( 30) DAYS PRIOR NOTICE SHALL BE GIVEN TO THE CITY OF SAN LUIS OBISPO OF ANY REDUCTION IN INSURANCE OR OF CONCELLATION OF INSURANCE. REQUEST FOR PROPOSAL - TRAILER MOUNTED PORTABLE RESTROOM FACILITY BIDDER (Name of Firm) Address Telephone Number Authorized Signature Title of person signing Date g:rfprestroom