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
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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
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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.
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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
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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.
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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.
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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
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