HomeMy WebLinkAboutItem 12 - Portable Toilet and Hand Sanitizer MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER\2
MEETING DATE: DECEMBER 16, 2008
SUBJECT: APPROVAL TO RENEW AN ANNUAL CONTRACT FOR
PORTABLE TOILET AND HAND SANITIZER SERVICES
RECOMMENDATION:
City Council to consider approval to renew an annual contract for portable toilet and
hand sanitizer services for City events and other requirements on an as needed basis
from National Construction Rentals as primary contractor. Annual expenditures will be
limited to the budgeted amount for this service. A bid tabulation is attached for review.
FUNDING SOURCE:
100-44573-312-3 General Fund/Leases and Rentals/Park Maintenance
BACKGROUND:
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid was advertised in the Fort
Worth Star Telegram on August 31, 2006 and September 7, 2006. Bids were issued to
seven vendors with four vendors responding. Council first approved this contract to
Aloha Environmental as primary vendor and to National Construction Rentals as
secondary vendor at the Council meeting on October 3, 2007.
The purpose of this bid is to establish fixed annual pricing for the rental of hand
sanitizers and portable toilets for special events and other special requirements.
Seven bids were issued and four bids were received for the services. The lowest and
most responsive bid was from Aloha Environmental for an estimated total of$16,986.00.
The next lowest bid was from National Construction Rentals for an estimated total of
$17,745.00.
The bid specifications allowed for an initial one-year contract with four one-year options
to renew. If approved, this would be the second renewal.
Staff is requesting Council terminate the contract with Aloha Environmental due to non
compliance and service issues (See attached paperwork).
December 10,2008 (10:38AM)
National Construction Rental has agreed to renew the contract with a 10% increase in
pricing due to an increase in supplies and materials. Staff also checked a City of Fort
Worth contract that is under consideration and found that the pricing would be higher.
National Construction Rental has provided this service in the past year with satisfactory
results.
Staff recommends approval to National Construction Rentals as primary vendor at a
fixed price for an additional one-year period.
GR
December 10,2008 (10:38AM)
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MEMORANDUM City of Grapevine, TX
TO: Aloha Environmental, Drew Pope Owner
FROM: Chris L. Green, City of Grapevine, Parks Contract Compliance
DATE: September 30, 2008
SUBJECT: Notice of Contract Termination
This memo is written to serve as a notice of termination of services for the City of Grapevine
annual contract for# 274-2006 Portable Toilet and Hand Sanitizer Station Rental. This option is
referenced to the contract page one section number four: Option to Terminate Agreement. The
vender Aloha Environmental has thirty days from receipt of this document to remove all units
under contract with The City of Grapevine and provide a prorated invoice for final payment.
This prorated final invoice will show an adjusted payment to accommodate a six hundred dollar
charge incurred by the City of Grapevine on September 26, 2008 to fulfill an order the vender
agreed to on September 18, 2008 and was unable to complete with no prior notification to The
City of Grapevine. Citing another incident on July 5, 2008 the vender was non responsive to
request to provide services. Noting this. there is a non compliance issue regarding technical
specifications, general requirements, item number five : Vendor MUST provide emergency A►,
service within two (2) hours of notification 24 hours a day 7 days a week. These items with owe
standing. The City of Grapevine refers to contract page three section sixteen: Default by the
Vender.
In conclusion consider this document notice to Aloha Environmental of termination. The vendor
will take the required steps to close out all remaining business in the period allotted.
Chris L. Green
City of Grapevine Parks Dept.
Contract Compliance Coordinator
C.C. Kevin Mitchell, Parks Superintendent
Charles Dent, Purchasing Agent
Gary Roscher, Purchasing Dept. ,
Gayle Hall, CVB
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July 7, 2008
Aloha Environmental, LP
Mr. Drew Pope
PO Box 820584
Fort Worth, Texas 76182
Mr. Pope:
This letter is meant to serve notice to you and your company for breach of contract. On
page 10 of the contract items 4 & 5 states:
# 4. Vendor MUST provide emergency service within (2) hours of notification at any
time.
# 5. Vendor to provide a 24 hr./7 day-a-week contact phone number. E-mail address
required.
On 2 separate occasions I have personally called on the weekend or after hours for
emergency services. I did not receive a return call back from either instance. The most
recent situation occurred Saturday July 5, 2008. We had an emergency shutdown of a
restroom in one of our Parks and I needed port-a-lets delivered. This is unsatisfactory
and will not be accepted or tolerated. If any other contract requirement is not met the
City of Grapevine will exercise our option to terminate this contract.
I would also like to see the service issues corrected. Many times port-a-lets are delivered
very late or to the wrong locations as requested. When port-a-lets are delivered for
special events, such as 4th of July the port-a-lets are left for days after the event. Since
the port-a-lets are in place the public uses them, and they are not clean. This portrays a
negative image on both Aloha and the City of Grapevine. I would like a response from
you and your company on how you are going to correct the deficiencies listed.
Sincerely,
euik Nialie i
Kevin Mitchell
Park Superintendent
c Mr. Charles Dent, Purchase Agent
Ms. Gayle Hall, CVB
Mr. Chris Green, Contract Administrator
NATIONAL
CONSTRUCTION RENTALS
City of Grapevine
Attn: Gary Roscher
501 Shady Brook Drive, Room 108
Grapevine, TX 76051
Re: City of Grapevine Contract—Portable Toilet and Hand Sanitizers
Dear Gary,
Thank you for giving National the opportunity to renew the contract for Portable Services
and work with the City of Grapevine in 2009.
You will note we have taken a 10%up lift on all line items for 2009. We have
experienced an increase in our cost of supplies, materials and labor which has forced us
to make a minor adjustment in cost to you. Although our costs have gone up over 10% in
2008 we feel we need to keep your price increase as low as possible. We hope this will
allow us to continue to provide Grapevine the best possible services at an affordable
price.
Again we have enjoyed working with you in 2008 and look forward to a great year in
2009. If you have any questions on the pricing information attached please feel free to
contact me or Daniel Wooten our sanitation manager at 214-689-5200.
Sincerely,
r
Robert F. Argyle
Division Sales Manager
National Construction Rentals
214-689-5200
rargyle @rentnational.com
3600 Halifax St—Dallas, TX 75247 214-634-2091 Fax 214-638-9075