SUBJECT/RECOMMENDATION:
Title
Authorize an increase to the existing purchase orders with Doodie Calls, LLC and United Site Services of Florida, LLC for the rental of portable toilets, hand washing stations, and other related items in the cumulative annual amount of $75,000.00 for the remaining contract terms, bringing the total annual purchase order amount to $250,000.00 pursuant to ITB 37-23 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On April 14, 2023, the City issued RFP 37-23 to solicit proposals from qualified vendors for the rental of portable toilets, handwashing stations, and related services. A team of city staff representing Marine and Aviation and Parks & Recreation departments carefully reviewed each of the submittals received from three companies. Each proposal was scored based on the RFP’s evaluation criteria and overall responsiveness. The evaluation committee shortlisted the top two vendors for further consideration. Following vendor presentations on June 6, 2023, the committee determined that awarding a primary contract to Doodie Calls LLC and a secondary contract to United Site Services would help ensure availability for events and secure the best pricing based on rental type. The contracts were awarded for an initial one-year term with three optional one-year renewals.
In April 2024, the City Manager authorized a purchase order in the annual amount of $100,000.00 for the initial term of October 1, 2023, through September 30, 2024, with three, one-year renewal options. On November 7, 2024, an additional increase of $75,000.00 was requested for the remaining terms, increasing the total annual amount to $175,000.00.
Staff is requesting an additional $75,000.00 to support ongoing rentals of portable toilet-related equipment and services due to the loss of several permanent restroom facilities damaged during Hurricanes Helene and Milton. This funding will support the City’s needs through September 30, 2025, as well as the remaining two, one-year renewal options. With this increase, the total cumulative annual amount will be $250,000.00, to cover all city events and ensure allowing citywide preparedness for the emergency deployment of portable restrooms, if necessary.
APPROPRIATION CODE AND AMOUNT:
Funds are available in various department operating codes, including emergency response codes as needed.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITIES
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
• 1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
• 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.