REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: MELISSA PERALES, Purchasing Manager General Services Department, Purchasing Division SUBJECT ..Title Approve the award of a citywide requirements contract to Knight's Site Services, Inc. of Fresno, California for two years with three optional one-year extensions for the rental, delivery, regular maintenance, and removal of portable toilets, handwashing stations, and 250-gallon waste tanks in an amount not to exceed $250,000 per year plus annual CPI increases (Bid File 9670) ..Body RECOMMENDATION Staff recommends Council approve the award of a citywide requirements contract to Knight's Site Services, Inc. of Fresno, California for two years with three optional one-year extensions for the rental, delivery, regular maintenance, and removal of portable toilets, handwashing stations, and 250-gallon waste tanks in an amount not to exceed $250,000 per year plus annual CPI increases. EXECUTIVE SUMMARY The General Services Department, Purchasing Division solicited proposals through the Request for Proposals (RFP) process for the rental, delivery, regular maintenance, and removal of portable toilets, handwashing stations, and 250-gallon waste tanks for events and on an as-needed basis. A few examples include PARCS for summer activities (i.e., concerts) at various parks, the Fire Department for large fires, and Public Works for landscape maintenance crews. Several departments, at locations throughout City, utilize toilet rentals for various events and as needed, justifying the formation of a citywide agreement. BACKGROUND The General Services Department, Purchasing Division is responsible for administering the citywide agreement for the rental, delivery, regular maintenance, and removal of portable toilets, handwashing stations, and 250-gallon waste tanks for events and on an as-needed basis. This requirements contract will be used by City departments for ongoing services and additional services as needed. Examples of current services include: * The City Attorney Office, Code Enforcement Division, utilizes toilet rentals daily for the Abatement Team. * The Department of Public Utilities, Solid Waste Management Division, uses toilet rentals to support employees assigned to Operation Clean Up. * The PARCS Department utilizes toilet and handwashing station rentals at various parks, complexes, and other locations year-round including special events. * The Fire Department uses toilet rentals to support firefighters at large fires and training events. * The Department of Public Works utilizes numerous rentals for landscape maintenance, street maintenance, and similar operations throughout the year. The Request for Proposals was advertised in the Business Journal and published on PlanetBids on May 5, 2023. Subsequently, the RFP documents were downloaded by 8 potential proposers and 5 exchanges. One proposal was received from Knight's Site Services, Inc. of Fresno, California by the June 6, 2023 deadline. The proposed services ensure the availability of clean and functional sanitation facilities. Staff recommends an award to Kight's based on their experience in portable toilet and handwashing station rentals and maintenance. The City Attorney has reviewed and approved the contract to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference was considered during the evaluation. Knight's Site Services, Inc. is a local business as defined in the Fresno Municipal Code. FISCAL IMPACT The funding has been included in each departments' line-item budget as part of the FY2024 adopted budget to cover the cost of rental, delivery, regular maintenance, and removal of portable toilets, handwashing stations, and 250-gallon waste tank. Services utilizing this contract cannot be fulfilled using any federal funds. Attachments: Bid Evaluation Evaluation Committee Report