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HomeMy WebLinkAboutItem 06.eFebruary 16, 2016 0 Item No. PORTABLE RESTROOM SERVICE AGREEMENT WITH RENT -N -SAVE PORTABLE SERVICES (March 7, 2016 City Council Meeting) Proposed Action Staff recommends adoption of the following motion: Move to approve Agreement with Rent - N -Save Portable Services to provide and service portable restrooms. Overview City staff has recently requested quotes for providing and servicing portable restrooms at park locations for two years (April 1, 2oi6 — March 31, 2o18) along with the option to extend the agreement additional years under the same conditions. Three licensed vendors were provided with a Quote package. The following are submitted quotes based on cost per month with once per week cleaning and providing hand sanitizers. Company 2o16 -2o18 Rent -N -Save Portable Services $5o.00 On Site Sanitation $52.00 Biffs, Inc. $70.00 Primary Issues to Consider Is Rent -N -Save Portable Services a reputable company? Rent -N -Save has provided quality portable restroom service for the City of Lakeville over the past 12 years. Supporting Information Agreement between the City of Lakeville and Rent -N -Save Portable Services 2o16 -2o18 Portable Restroom Quote Comparison • Quote package dated January 26, 2o16 Mark Kruse Interim Parks Superintendent Financial Impact: $20,445.00/YR Budgeted: Y/N Y Source: Park Maint. General Fund Related Documents (CIP, ERP, etc.): Community Values: Good Value for Public Services AGREEMENT' CITY OF LAKEVILLE DAKOTA COUNTY, MINNESOTA AGREEMENT made this 7th day of March, 2016, between the CITY OF LAKEVILLE, a Minnesota municipal corporation ("City"), and RENT -N -SAVE PORTABLE SERVICES, a corporation organized and existing under the laws of the State of Minnesota ("Contractor") for providing and servicing portable restrooms within the City of Lakeville. IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN CONTAINED, THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The following documents shall be referred to as the "Contract Documents", all of which shall be taken together as a whole as the contract between the parties as if they were set verbatim and in full herein: A. This Agreement B. Rent -N -Save Quote dated February 1, 2016 C. 2016-2018 Portable Restroom Quote Comparison D. Quote package dated January 26, 2016 In the event of conflict among the provisions of the Contract Documents, the order in which they are listed above shall control in resolving any such conflicts with Contract Document "A" having the first priority and Contract Document "D" having the last priority. 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide and service portable restrooms in accordance with the Contract Documents. 3. OBLIGATIONS OF THE CITY. The City will pay the Contractor in accordance with the Quote dated February 1, 2016. 4. ASSIGNMENT. Neither party may assign, sublet or transfer any interest or obligation in this Contract without the prior written consent of the other party, and then only upon such terms and conditions as both parties may agree to and set forth in writing. 5. TIME OF PERFORMANCE. The Contractor shall complete its obligations from April 1, 2016 thru March 31, 2018. 6. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota Statute 471.25, Subdivision 4a, the Contractor must pay any subcontractor within ten (10) days of the Contractor's receipt of payment from the City for undisputed services provided by the subcontractor. The Contractor must pay interest of one and one-half percent (1 % %) per month or any part of a month to subcontractor on any undisputed amount not paid on I time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Contractor shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Contractor shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 7. WORKER'S COMPENSATION. The Contractor shall obtain and maintain for the duration of this Contract, statutory Worker's Compensation Insurance and Employer's Liability Insurance as required under the laws of the State of Minnesota. S. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the following minimum insurance coverage and maintain it at all times throughout the life of the Contract, with the City included as an additional name insured on a primary and non- contributory. The Contractor shall furnish the City a certificate of insurance satisfactory to the City evidencing the required coverage: Bodily Injury: $1,000,000 each occurrence $1,000,000 aggregate, products and completed operations. Property Damage: $1,000,000 each occurrence $1,000,000 aggregate Contractual Liability (identifying the contract): Bodily Injury: $1,000,000 each occurrence Property Damage: $1,000,000 each occurrence $1,000,000 aggregate Personal Injury, with Employment Exclusion deleted: $1,000,000 aggregate Comprehensive Automobile Liability (owned, non -owned, hired): Bodily Injury Property Damage: 9. DATA PRACTICES/RECORDS. $1,000,000 each occurrence $1,000,000 each accident $1,000,000 each occurrence A. All data created, collected, received, maintained or disseminated for any purpose in the course of this Contract is governed by the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules adopted to implement the act, as well as federal regulations on data privacy. 2 B. All books, records, documents and accounting procedures and practices of the Contractor and its subcontractors, if any, relative to this Contract are subject to examination by the City. 10. INDEMNITY. The Contractor agrees to indemnify and hold the City harmless from any claim made by third parties as a result of the services performed by it. In addition, the Contractor shall reimburse the City for any cost of reasonable attorney's fees it may incur as a result of any such claims. 11. WAIVER. In the particular event that either party shall at any time or times waive any breach of this Contract by the other, such waiver shall not constitute a waiver of any other or any succeeding breach of this Contract by either party, whether of the same or any other covenant, condition or obligation. 12. GOVERNING LAW. The laws of the State of Minnesota govern the interpretation of this Contract. 13. SEVERABILITY. If any provision, term or condition of this Contract is found to be or become unenforceable or invalid, it shall not effect the remaining provisions, terms and conditions of this Contract, unless such invalid or unenforceable provision, term or condition renders this Contract impossible to perform. Such remaining terms and conditions of the Contract shall continue in full force and effect and shall continue to operate as the parties' entire contract. 14. CONTRACT EXTENSION. The City reserves the right to extend the contract for additional years under the initial conditions of the two-year contract. 15. ENTIRE AGREEMENT. This Contract represents the entire agreement of the parties and is a final, complete and all inclusive statement of the terms thereof, and supersedes and terminates any prior agreement(s), understandings or written or verbal representations made between the parties with respect thereto. RENT -N -SAVE PORTABLE SERVICES BY: �= ( n authorized signature) 3 CITY OF LAKEVILLE M Matt Little, Mayor Charlene Friedges, City Clerk t Rent M., Sav-- e, Lo&ableer_>rc2 No WherTD9 Is too I."& or too s pll _ We bmdle the -1n Pati City of Lakeville Attn: Mark Kruse, Parks Supervisor 20195 Holyoke Avenue Lakeville, MN 55044 2/1/2016 Re: Portable rest room pricing 4/1/2016 3/31/2018 Mark, See my proposal below: 1. Regular portable rest rooms with 1 x a week service $50.00 per unit per month (Monthly rate is prorated after first month charge on both regular and ADA units) 2. 2x a week service for regular units $15.00 per unit 3. ADA Handicap portable rest rooms with 1 x a week service $110.00 per unit per month 4. 2x a week service for ADA units $15.00 per unit 5. All units are equipped with hand sanitizers No additional charge 6. Delivery and pick up charges of all units N/C 7. Servicing of units each week includes: Pumping of unit, restocking tank with chemicals, restocking toilet paper, power washing/wiping down unit, urinal cake replaced in urinal, sign service sticker 8. We stake and or chain all units as soon as the ground is thawed a@ N/C 9. Damage Waiver per unit per month (regular units) $4.00 each per month Damage Waiver per unit per month (ADA units) $4.00 each per month 10. Cost of tipover call out. We are in Lakeville several times a week If it has to happen immediately, the cost is $30.00. If we can do it on our next run thru There is no cost. (we are thru Lakeville daily) 11. Cost to replace a burned unit Total loss $500.00 (This is not applicable as the damage wavier is included) Repairs can be done to units at our cost 12. Special cleaning of units (1 or 2 units only — flat fee) $30.00 per service Special cleaning of units (3 or more) $15.00 per unit 13. Special event pricing for regular units Same pricing as above Austin Faribault Mankato Northfield Owatonna Twin Cities Waseca 507-433-9172 507-334-8440 800-65714886 507-645-4958 5071455-0000 651-452-7804 507-835-5055 866-335-0033 800-6574886 8661143-0044 866-966-0066 866-446-0044 504 Wilson Ave. Faribault, MN 55021 _ 6 Reonw_t n v r Portable Sgrvlces . bio 9ptherID9 is too lvrge or too swplt — We bvDdle them 4 14. Graffiti removal N/C Repairs will be done to units at our cost. (We will replace with another unit and do repairs at our site) 15. All servicing can be done on the days requested by the City of Lakeville 16. Delivery and pick up of units can be done within 24 hours as we are through and or in Lakeville several days a week. (Delivery and pickups are at Na Charge) We have also enclosed a copy of our MPCA registration that you have requested. Again, thanks for the opportunity to continue to do business with your city. We look forward to hearing from you. Please call or e-mail with any questions or concerns that you might have. Sincerely, Leah Budde Rent N' Save Portable Services Austin Faribault Mankato Northfield Owatonna Twin Cities Waseca 507-433-9172 507-334-8440 800-657-4886 507-6454958 507-455-0000 651452-7804 507-835-5055 866-335-0033 800-657-4886 866-443-0044 866-966-0066 866-446-0044 504 Wilson Ave. Faribault MN 55021 Portable Restroom Quote Comparison April 1, 2016 - March 31, 2018 Received quotes from Rent N Save, On Site and Biffs uote Comnarison oer Line Item 2016 Estimated Cost for Scheduled Portable Restroom Service Rent N Save On Site Biffs !Unit cost per month 50.00 50.00 70.00 Twice a week service (2nd service cost) 15.00 46.00 16.00 ADA unit cost 11U.U0 120.100 150.UU Twice a week service (2nd service cost) 15.00 115.00 16.00 Hand sanitizer 0.00 2.00 0.00 Damage waiver 4.00 0.00 0.00 Tip over charge - extra service call 30.00 23.00 30.00 Tip over charge - extra service call -within 24 hours of call 0.00 23.00 30.00 Tip over charge - extra service call -weekend or emergency 30.00 28.00 30.00 Cost for total loss replacement 0.00 250.00 0.00 2016 Estimated Cost for Scheduled Portable Restroom Service Rent N Save invoice per month. On Site and Biffs invoice based on a 28 day billing cycle; totals shown are monthly and are not adjusted to 28 day billing. G:\Maintenance\Word-Excel\PORTABLE RESTROOMS\Contract-Specifications\2016-2018\2016 Quote Comparison Results Rent N Save On Site Biffs Park property summer service $12,711.00 $12,682.00 $16,423.00 School property summer service $7,084.20 $7,263.60 $9,135.00 Warming house during ice rink season $648.00 $624.00 $840.00 Grand Total 2016-17 Scheduled Service $20,443.20 $20,569.60 $26,398.00 Rent N Save invoice per month. On Site and Biffs invoice based on a 28 day billing cycle; totals shown are monthly and are not adjusted to 28 day billing. G:\Maintenance\Word-Excel\PORTABLE RESTROOMS\Contract-Specifications\2016-2018\2016 Quote Comparison Results City of Lakeville D..�.�fi.�..nn�% fn T%N•ys�n January 26, 2016 The City of Lakeville Parks and Recreation Department is seeking quotes to provide and service portable restroom facilities under a two-year contract beginning April 1, 2016 through March 31, 2018. Enclosed is a draft of the Contract, tentative listing of locations, coverage dates and a City/Park map. Service frequency is generally once per week, unless otherwise specified. The City also has an annual community celebration that requires additional units, cleaning and moving of these units. This event (Pan-O-Prog) is scheduled from late June through early July. It is imperative that your firm have adequate units, service vehicles and staffing for this celebration which includes a 4th of July fireworks event. For the purpose of fair and equitable bid comparison, we request that you furnish us with a written quote, addressing the following items in detail: 1. Regular unit rate per month or 28 -day period (specify) 2. Rate for double service (twice per week) 3. Rate per ADA unit 4. Rate for double service per ADA unit 5. Optional cost for hand sanitizer 6. Delivery and pickup charges • Regular units • ADA units 7. Detailed listing of services included in routine maintenance 8. Policy on staking down units 9. Damage waiver fee (incl. replacement costs and repair rates) 10. Cost for tip -over call out service 11. Cost to replace a unit if burned 12. Cost for special cleaning call out 13. Cost for special event units 14. Cost to remove graffiti or other repairs 15. Ability to service units on days specified by the City 16. Ability to pick up or deliver units within 24 hours of notification 20195 Holyoke Avenue, Lakeville, MN 55044 952-985-4400 • 952-985-4499 fax www.lakevillemn.gov City of Lakeville Une;f;n",ad to ",Aun NOTE: The City is to be billed for units that have been used only; advanced billing will not be accepted nor will advanced payment be made by the City. The contractor shall demonstrate they have the experience to provide service for a contract similar in size and scope for a minimum of two years. Contractor shall provide a list showing such contract experience including a contact name and telephone number for such contract(s) which will be used as a reference check. Please furnish a copy of your MPCA Registration with written quotation. Quotations should be mailed to Mark Kruse, Interim Parks Superintendent, 20195 Holyoke Avenue, Lakeville, MN 55044, no later than 1:00 PM Friday, February 5, 2016. If you have any questions or concerns, please contact me at 952-985-2720 or by e-mail (mkruse(@lakevillemn.gov). Sincerely, Mark Kruse Interim Parks Superintendent MLK.jI Encl. C: John Hennen, Interim Parks & Recreation Director 20195 Holyoke Avenue, Lakeville, MN 55044 952-985-4400. 952-985-4499 fax www.lakevillemn.gov