ITEM 3.5 Affortable Sanitation Quote- Portable Restroom ServicesRequest for
City Council Action
DEPARTMENT INFORMATION
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Parks and Recreation
Ross Demant, Parks and
April 11, 2016
Recreation Director
PRESENTER(S)
REVIEWED BY:
ITEM #:
Consent Agenda
Lori Johnson, City Administrator
3.5
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends the approval of the quote from Affordable Sanitation Inc. for providing portable
restroom services for the City of Otsego for the period of 3 years starting May 1, 2016 and ending May
1, 2019.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
Affordable Sanitation Inc. has been providing portable restroom services for the City for over 5 years at
a satisfactory level. Staff just recently received quotes from multiple companies for providing portable
restroom services for three years and Affordable Sanitation Inc. provided staff with the lowest quoted
price.
The request for proposal (RFP) included providing services for three years where the quoted price will be
locked in for the three years and will include the following parks. Once new parks come on-line the
same fee structure will be used to provide services to those parks as well.
U LOCATION UNIT(S) CLEANING FREQUENCY DURATION
BEAUDRY PARK
1-HANDICAP
IX PE WEEK
MAY 1-SEPTEMBER 1
11313-77TM STREET NE
FRANKFORT PARK
1-HANDICAP
1XPER WEEK
MAY 1-SEPTEMBER 1
5500 RANDOLPH AVE NE
KITTREDGE CROSSING
1-HANDICAP
1 X PER WEEK
MAY 1-SEPTEMBER 1
1040071 STREET NE
LILY POND PARK
1-HANDICAP
1X PER WEEK
MAY 1-SEPTEMBER 1
9990-101STREET NE
PRAIRIE PARK
1-HANDICAP
2X PER WEEK
MAY 1- OCTOBER 1
13355-90 STREET NE
7-SINGLE-5
2X PER WEEK
SCHOOL KNOLL
1-HANDICAP
1X PER WEEK
MAY 1-SEPTEMBER 1
15501-83R0 STREET NE
ZIMMER PARK
1-HANDICAP
IX PER WEEK
MAY 1-SEPTEMBER 1
6480 MASON AVE NE
SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE
A. Quote from Affordable Sanitation Inc.
B. Affordable Sanitation Inc. Services Contract
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve the quote from Affordable Sanitation Inc. for providing portable restroom services
for the City of Otsego for a period of three year from May 1, 2016 to May 1, 2019.
BUDGET INFORMATION
ACTION TAKEN
S 1 Osseo•Zlmmerman
(612) 282-2082
Affordable
Sanitation Inc.
19825 York St. NW
Elk River, MN 55330
Ross Demant
RDemant@ci.otsego.mn.us
Parks and Recreation Director
City of Otsego
Ross,
3/29/16
Thank you for the opportunity to bid on providing portable toilets for the city of Otsego
for the next three years.
Company Information
Affordable Sanitation, Inc. (ASI) is a minority and veteran owned business and has
been in the portable toilet business since 1992. We have many loyal customers based
on the personalized service that only a small company can give.
Licenses & Certifications
Portable Sanitation Association International (PSAI) ISTS/Maintainer Certification
MNPCA Portable Toilet Maintainer (Restricted) License.
References
Trevor Brummer — Public Works Director - City of Rockford — 763-477-4346
trevorb@cityofrockford.org
Julie Deshler — Crystal City Council Member — 612-306-5808 —
Julie.deshler@crystalmn.gov
Mike Cunningham, Elk River HS Athletic Director — 763-241-3425
Condition of Units
All of my units are in Good condition or better.
We are still planning on adding 3 new units at the water pad this year.
Insurance
A Certificate of Insurance for General Liability, Auto Liability & Workers Compensation will
be faxed or e-mailed to you by my agent upon acceptance of our proposal. Our insurance
policies meet
all of your requirements.
Service/Quality Assurance
My cell phone is answered from 7am to 11 pm daily.
Typical off hour/weekend emergency service response time is 2-4 hours.
Itemized Rates — Monthly (28 days)
Regular restroom w/weekly service - $5/week rent + $13/service = $72/month
Extra scheduled weekly service - $13/service = $52/month
Handicap restroom - $15/week rent + $13/service = $112/month
Extra scheduled weekly service - $13/service = $52/month
Damage Waiver — included
Hand Sanitizer — included
Winter Freeze Protection — This price varies with the cost of methanol. For the last several
winters it has been $4.90/service.
We do not charge extra for delivery or pickup. On delivery & pickup we only charge the
normal $13/service charge.
Unscheduled extra service weekday - $40
Unscheduled extra service weekend - $80
Itemized Rates — Special Event
1-2 units - $65 each
3-6 units - $55 each
7 or more - $45 each
Handicap unit - $110 each
Portable sink - $95 each
Damage waiver & hand sanitizer are included.
Winter Freeze Protection — This price varies with the cost of methanol. For the last two
winters it has been $4.90/service.
Delivery & pickup — included.
Extra scheduled weekday service — $13
Extra scheduled weekend service - $20/unit with a $60 minimum charge per trip
Unscheduled extra service weekday - $40
Unscheduled extra service weekend - $80
Fuel surcharge — none
suspect you will find that we are not the least expensive price you will get. We have
had the City of Otsego as a customer for over 12 years. I hope you have found we are
reliable and we provide superior service delivered in a friendly, cooperative manner.
We hope you decide to continue service with us.
David O Barnett Jr.
Pres & CPO (Chief Pumping Officer)
Affordable Sanitation, Inc
19825 York St. NW
Elk River, MN 55330
612-282-2082
CITY OF OTSEGO SERVICES CONTRACT
AGREEMENT, made this 1 lth day of April, 2016, between the CITY OF OTSEGO, a
political subdivision ("CITY") and Midwest Landscapes ("CONTRACTOR");
RECITALS
CITY has awarded to CONTRACTOR the job described below,
Description of Project:
Provide portable bathroom services at various park locations throughout the City of Otsego
for a period of three years commencing on May 1, 2016 and ending on May 1, 2019.
1. Contract Performance. CONTRACTOR shall complete performance of the
PROJECT in accordance with the with the Affordable Sanitation Inc. proposal dated March
29, 2016.
2. Compliance with Applicable Regulations. CONTRACTOR shall, pursuant to
performance, comply with all applicable rules, regulations, statutes or ordinances of any
other unit or agency of government, including but not limited to those relating to non-
discrimination in hiring or labor practices, payment of all required withholding taxes,
workers' compensation and unemployment compensation insurance, liability insurance,
OSHA or other safety rules and regulations, construction practices, environmental practices,
wetland protection measures, vehicular safety and/or weight restrictions, refuse disposal
practices, and notices to employees, whether or not such rules, regulations, statutes or
ordinances are set forth or adopted by reference in the Submission Requirements herein.
Pursuant to Laws of Minnesota 1995, Chapter 31, if CONTRACTOR shall fail to pay any
subcontractor hired by CONTRACTOR under this project within 10 days after
CONTRACTOR receives payment from CITY for work for which CONTRACTOR is
liable to any subcontractor, CONTRACTOR shall be liable to the subcontractor for interest
on the unpaid balance, at the rate of 1.5 per cent per month. Any subcontractor aggrieved by
CONTRACTOR'S failure to remit payment to the subcontractor shall, for the purpose of
enforcement, be considered a third -party beneficiary of this contract. However, nothing in
this contract shall be deemed to impose upon CITY any duty to monitor, enforce or
otherwise become involved in payments from CONTRACTOR to any subcontractor.
3. Indemnification. CONTRACTOR shall indemnify and save harmless CITY from
any liability arising out of CONTRACTOR's failure to observe compliance with Paragraph
2 above, specifically including, without limitation, liability arising out of the improper
disposal or storage of any hazardous waste by CONTRACTOR or any entity hired or used
by CONTRACTOR for such disposal.
4. "Warranty of Workmanship Products and Timely Completion. In addition to any
warranty which might be part of the Plans and Specifications/Proposal, CONTRACTOR
warrants that all work completed in connection with the PROJECT shall be done in a
workmanlike and timely manner and in accord with applicable industry standards and
that all chemicals and other products utilized by CONTRACTOR will be chosen for their
effectiveness for the purpose used. CONTRACTOR specifically warrants that all
chemical applications it makes will be effective in controlling weeds and unwanted
growth and promoting healthy lawn growth. Where materials are being furnished by
CONTRACTOR, CONTRACTOR warrants that all materials will be of good quality and
suited for the purpose for which they are intended."
5. Compliance with Statutory Requirements
A. Data Practices Compliance:
Contractor may have access to data collected or maintained by the City to the extent
necessary to perform Contractor's obligations under this contract. Contractor agrees
to maintain all data obtained from the City in the same manner as the City is
required under the Minnesota Government Data Practices Act, Minnesota Statutes
Chapter 13. Contractor will not release or disclose the contents of data classified as
not public to any person except at the written direction of the City. Contractor
agrees to defend and indemnify the City from any claim, liability, damage or loss
asserted against the City as a result of Contractor's failure to comply with the
requirement of the Act or this contract. Upon termination of this contract,
Contractor agrees to return data to the City, as requested by the City.
B. Worker's Compensation
Contractor shall, at the time of execution of this contract, furnish evidence
satisfactory to the City that Contractor maintains or is exempt from maintaining
Worker's Compensation coverage, pursuant to Minnesota Statutes Chapter 176.182.
C. Income Tax Withholding
Prior to the time of final payment of any amounts owing to Contractor under this
agreement, Contractor shall furnish a copy of Form IC- 134, certified by the
Minnesota Department of Revenue, documenting that all withholding tax
requirements have been observed by Contractor.
D. Audit
Pursuant to Minnesota Statutes Chapter 16C.05 (subd. 5), the books and records of
Contractor which are relevant to the services being performed under this Contract
shall be subject to inspection in accord with said statute, for a period of six years
from the date of final payment hereunder.
4. Performance and Payment Security (Check One)
X Contractor is not required to post any performance and payment security as a
condition of this Contract by reason of the fact that the contract amount is for less than
$75,000.00, and City is not requiring performance security.
Contractor is required to post performance and payment security acceptable to the
City, even though the contract price is less than $75,000.00.
Contractor is required to post performance and payment security because the
contract price is more than $75,000.00.
Note: Regardless of which option above is checked, if performance and payment security is
required, the security shall meet that standards outlined in Minnesota Statutes Chapter
574.26.
5. Notices
Any notice which is or should be required to be given to CONTRACTOR shall be
sufficient if addressed as follows, and deposited, postage prepaid, in the regular
United States Mail. Notice shall be deemed to have been received on the third
business day following the postmark:
Affordable Sanitation Inc.
19825 York Street NW.
Ell-, River, MN 55330
6. Termination
Either party may terminate this agreement on 30 days written notice to the other.
7. Payment
City shall remit to Contractor the amounts billed for services assuming that
Contractor has fully complied with all of the terms of this agreement, completing
the project in a timely and compliant manner.
IN WITNESS WHEREOF, the parties have executed this Agreement the date above written.
CITY OF OTSEGO
Mayor
City Clerk
CONTRACTOR
:A
Its