RFP No. 2021-0147-AC for a one (1) year contract with four (4) automatic one-year renewals for rental and cleaning service for portable restrooms for the Parks and Recreation Department to PureService Corporation, in the estimated annual amount of $56,910; and authorizing the City Manager to execute all necessary documents. Approved

The Parks Department winterizes some restrooms over the winter months which facilitate the need for portable restrooms to serve park patrons.  These park sites are heavily used over the winter months and require a high level of cleaning while rented.  Some athletics sites require long-term spring through fall rentals to provide support for league play on sites lacking permanent restroom facilities.  Rental of a flush trailer is needed to supplement existing restrooms which cannot handle user capacities of athletic events on site.  This contract is necessary to routinely rent and service portable restrooms for parks and athletic sites citywide.

The project was solicited through a request for proposals with the City of Plano Purchasing Department to secure an experienced contractor and to ensure that the selected contractor could achieve a high level of cleanliness and detail necessary to keep our patrons safe.  We received five (5) proposals submitted for consideration and evaluation by the evaluation committee. For the two (2) “no bid” responses: one was unable at this time and one was out of their scope.

All proposals were reviewed and evaluated according to the published criteria. Our current contract provides three (3) days of cleaning service as was required in the original specifications for this project. After a thorough evaluation of all submitted proposals, current pricing, and best and final offers (BAFOs), it was determined that the best value to the City would be seven (7) days of cleaning service. This contract will provide an additional four (4) days per week, at a lower yearly cost than our previous contract, of janitorial services for long and short-term portable restroom rentals. The additional service days will provide a higher level of cleanliness for our patrons and will have the ability to keep the parks open from fall through spring.

The recommended vendor received the highest scores in the technical evaluation categories (Experience and Qualifications & Project Approach and Maintenance Schedule) by demonstrating relevant experience and their proposal included a detailed and clear project approach.  In contrast, the other vendors didn’t rank high technically due to proposals lacking a great deal of information that required clarification, response to requests from Purchasing for clarifications, supporting documentation and BAFO were untimely and incomplete; deadline dates often had to be extended to receive the necessary information to thoroughly evaluate proposals; and reference checks revealed issues with scheduled cleanings of portable restrooms and placing of stickers which are requirements of our contract. The combined technical and cost scoring resulted in PureService Corporation scoring the highest score for seven (7) days of rental and cleaning portable restrooms throughout the parks system.  The Parks and Recreation Department recommends award to PureService Corporation in the amount of $56,910. 

Failure to award this contract would result in cancellation of athletic programs, including tournaments, and closures of parks from fall until spring.  This would lead to an immediate decline of collected revenues from athletic programming as well as result in a significant increase of patron complaints due to a lack of restroom facilities.

Funding for this item is available in the 2020-21 Park Custodial Services Budget to provide portable restroom rental and cleaning services.  This request is for a one-year contract with four (4) one-year automatic renewals.  The amount to be spent in 2020-21 is $7,347, which will leave a remaining current year balance of $76,709 for additional custodial services.  Future annual expenditures are dependent on contract renewals in the amount of $56,910 for 2021-22 through 2024-25, and $49,563 for 2025-26 in the Park Custodial Services Budget.  All future expenditures will occur within council approved appropriations.

Approval of this contract supports the City's Strategic Plan Critical Success Factors of Welcoming and Engaged Community; Safe, Vibrant Neighborhoods; and Excellent, Innovative, and Accountable City Government.

Funding for this item is available in the 2020-21 Park Custodial Services Budget to provide portable restroom rental and cleaning services.  This request is for a one-year contract with four (4) one-year automatic renewals.  The amount to be spent in 2020-21 is $7,347, which will leave a remaining current year balance of $76,709 for additional custodial services.  Future annual expenditures are dependent on contract renewals in the amount of $56,910 for 2021-22 through 2024-25, and $49,563 for 2025-26 in the Park Custodial Services Budget.  All future expenditures will occur within council approved appropriations.

Approval of this contract supports the City's Strategic Plan Critical Success Factors of Welcoming and Engaged Community; Safe, Vibrant Neighborhoods; and Excellent, Innovative, and Accountable City Government.