SUBJECT/RECOMMENDATION:
Title
Authorize an increase to 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 and associated services in the cumulative amount of $75,000.00 bringing the contract amount to $175,000.00 for term October 1, 2024, through September 30, 2025, with two optional one-year renewals at an annual amount of $175,000.00 pursuant to RFP 37-23 and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On April 14, 2023, the City issued RFP 37-23 to seek 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 submittal was scored according to the RFP evaluation criteria and overall responsiveness to the RFP. The evaluation committee shortlisted the top two companies for further consideration. The City conducted presentations on June 6, 2023, and it was determined, to ensure that there was not a shortage for our events and to gain the best pricing based on the type of rental, to make a primary award to Doodie Calls LLC and a secondary award to United Site Services for a one-year term with three optional one-year renewals. The providers were selected based on past reliability, professionalism, and performance.
The initial term was approved by the City Manager.
Due to the increase in the scale, scope and number of athletic and special events, projects, and the temporary closure of restrooms for maintenance, staff is recommending an increase in the annual contract amount from $100,000.00 to $175,000.00 for the remaining three years.
APPROPRIATION CODE AND AMOUNT:
Funds are available in various department operating codes.
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.
