HomeMy WebLinkAboutStaff Report 2304-13303.Approval of a Purchase Order with The Public Restroom Company in the Amount of
$369,749 to Provide and Install a Modular Restroom Building at the Cubberley
Community Center Fields for the Cubberley Field Restroom Capital Project (CB-17002);
CEQA status – exempt under CEQA Guidelines Section 15303
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 19, 2023
Report #:2304-1330
TITLE
Approval of a Purchase Order with The Public Restroom Company in the Amount of $369,749 to
Provide and Install a Modular Restroom Building at the Cubberley Community Center Fields for
the Cubberley Field Restroom Capital Project (CB-17002); CEQA status – exempt under CEQA
Guidelines Section 15303
RECOMMENDATION
Approve and authorize the City Manager or their designee to execute Purchase Order No.
C23187750 with The Public Restroom Company in an amount not to exceed $369,749, including
$336,136 for basic services and $33,613 for additional services, for the purchase of a modular
park restroom building for the Cubberley Community Center Fields for the Cubberley Field
Restroom project, Capital Improvement Program Project (CB-17002).
BACKGROUND
The Cubberley Community Center (Cubberley) field is the City’s largest field complex and
includes soccer and softball fields, tennis courts, and a running track. There are currently only
two portable restrooms available onsite. A permanent restroom is a much-needed facility to
accommodate the heavy field usage. The City currently owns eight acres, and the Palo Alto
Unified School District (PAUSD) owns 27 acres at Cubberley. The proposed restroom will be
located on the property owned by the PAUSD between the sports fields and the running track.
The restroom location has been coordinated with the PAUSD. The restroom location was
determined based on its proximity to the fields and community input, and it will primarily serve
the City’s sports fields users. It is possible that the prefabricated restroom could be moved in
the future should discussions of land allocations between the City and PAUSD make an
alternative location desirable.
The Cubberley Field Restroom project (CB-17002) began in 2018 and was postponed due to
staffing constraints. The project originally included a two-stall restroom building. Based on the
input received from the community, a four-stall restroom in the proposed location was
preferred to accommodate the heavy usage of the fields. A lift station is also needed to pump
sanitary sewage from the restroom to the City’s sewer on Nelson Drive.
ANALYSIS
The Public Restroom Company provides modular restrooms at public facilities and provided
such restrooms for the City in 2017 as part of the Palo Alto Municipal Golf Course
Reconfiguration Project. On April 10, 2023, Council approved a Purchase Order with The Public
Restroom Company to provide two-stall restroom buildings at Rinconada and Ramos Parks.1
The restroom at Cubberley will consist of four universal stalls and will be approximately 12 feet
by 27 feet in size. It will automatically lock at 10pm, be cleaned daily, and have security lighting.
The estimated fabrication time for the modular restroom building is approximately 12 months.
Staff proposes a piggyback contract procurement process as permitted under Palo Alto
Municipal Code section 2.30.360(k), allowing the use of another governmental agency’s
contract or substantially the same contract terms and exempting the competitive solicitation
requirements to purchase the modular building. Purchase Order No. C231877502 incorporates
the City of Los Angeles Contract with the Public Restroom Company. The City’s Procurement
Officer has determined that the City of Los Angeles solicitation process is substantially similar to
the City’s and that the City has good experience with the quality and aesthetics of the modular
restroom provided by The Public Restroom Company at the golf course. This approach would
allow staff to purchase the modular restroom building directly from the vendor, rather than
have a one-year or longer lead time following completion of the bidding process for both design
and construction, and Council approval of a construction contract. The offsite building
prefabrication would be cost-effective and would reduce onsite construction time compared to
the traditional design/bid/build process. Prior to completion of the building fabrication, staff
will complete a bidding process to award a construction contract for site preparation, pump
station installation, and utilities work for the building installation. The restroom is anticipated
to be installed by summer/fall of 2024.
The cost of the prefabricated restroom building is comparable to previous restroom buildings at
City facilities with consideration of cost escalation. For example, the cost of prefabricated
restroom buildings and installation for Briones Park and the Golf Course were approximately
$120,000 in 2012 and $170,000 in 2017, respectively. In general, the cost of prefabricated
restroom buildings has escalated at an average 7-8% per year over the last decade with
continued material price increases and market conditions. Staff also collected available data of
prefabricated restroom buildings provided by the Public Restroom Company to other municipal
agencies in the region, and found the costs comparable to the proposed restroom at Cubberley.
For example, the cost of a four-stall prefabricated restroom in the City of Fremont’s California
Nursery Historical Park was approximately $600,000 in 2022 and the cost of a two-stall
prefabricated restroom in the City of East Palo Alto’s Cooley Landing Park was approximately
$250,000 in 2018.
1 City Council, April 10, 2023; Agenda Item #8, SR #2212-0529,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82222
2 C23187750 Public Restroom Company Contract
https://www.cityofpaloalto.org/files/assets/public/public-works/engineering-services/cip-contracts/c23187750-
public-restroom-partially-executed.pdf
Staff recommends approval of Purchase Order No. C23187750 with the Public Restroom
Company for the purchase of the modular restroom building which includes cost of building
fabrication, installation, all required state inspections and approval, and bonds. The scope of
work for the restroom building can be seen in Attachment A.
FISCAL/RESOURCE IMPACT
The total purchase order with Public Restroom Company is $369,749, which includes $336,136
for basic services and $33,613 for additional services. Funding for the purchase recommended
in this memo is primarily available in the Fiscal Year 2023 Adopted Capital Improvement
Program Cubberley Field Restroom project (CB-17002). Additional funding for site preparation,
installation of a lift station, and utilities for the restroom is included in the Fiscal Year 2024
Proposed Capital budget. Both the Fiscal Year 2023 and Fiscal Year 2024 funding amounts are
from the Cubberley Property Infrastructure Fund. Approval of this purchase order is contingent
on approval and adoption of the Fiscal Year 2024 Capital budget, which is currently scheduled
for June 19, 2023. This work will be constructed by a contractor to be determined through a bid
solicitation process.
STAKEHOLDER ENGAGEMENT
On August 17, 2022, staff held a community meeting to review the proposed restroom location
and building style. Due to limited attendance, staff conducted an online survey to obtain
community input. The survey results can be viewed on City’s Park Restrooms webpage.3
Staff presented the community survey results, restroom location options, and a 4-stall restroom
option to the Parks and Recreation Commission (PRC) on January 24, 2023.4 The PRC and the
community supported the 4-stall restroom in the proposed location. In May 2023, a minor
Architectural Review Board approval was provided for the restroom.
ENVIRONMENTAL REVIEW
The installation of a modular restroom building is categorically exempt from California
Environmental Quality Act (CEQA) under Section 15303 (New Construction of Small Structures)
of the CEQA guidelines.
ATTACHMENTS
Attachment A: Cubberley Restroom Scope of Work
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
3 Park Restrooms Webpage, www.cityofpaloalto.org/parkrestrooms
4 Parks and Recreation Commission, January 24, 2023; https://www.cityofpaloalto.org/files/assets/public/agendas-
minutes-reports/agendas-minutes/parks-and-recreation-commission/agendas-minutes/2023-agendas-and-
minutes/1-jan/staff-report-w-attachments-cubberley-field-restroom.pdf
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
Price Proposal:Cubberley Field Restroom, Palo Alto CA
Reference:10575-2/19/2023-7
Sourcewell:Contract # 081721-PRM
Our Offer to Sell:
1. Restroom Building delivered to site @ $ 305,074
Public Restroom Company (PRC) herein bids to furnish (building only per plans and
(Retention is not allowed as this is materials or a product fully assembled
before shipment to the site and therefore not subject to retention.)
2. Installation: Turnkey Installation of the Building above @ $ 25,388 with retention allowed.
Public Restroom Company also includes in this two-part quotation our turnkey installation
package for this building. Our national factory authorized installation team will:
a. Arrive onsite to confirm and verify the Owner/General Contractor provided scope of
work in preparation for installation including access to the site.
b. Verify the building pad size, building corners, finished slab elevation, utility depth and
d. Set the building on the site pad.
e. Connect the utility piping stub ups to the building piping stub down building points of
3. Owner/General Contractor Final Tie In of Utilities and other site work:
a. The Owner/Contractor is responsible for making all final plumbing connections at the 6’ POC
locations.
b. The Owner/Contractor is responsible for pulling wire and completing all final tie-ins to the
electrical panel from the 6’ POC location.
c. The Owner/Contractor is responsible for preparing the pad/foundation. PRC will trench
through provided pad/foundation to run utilities to 6’ POC locations.
6. Total Cost of Building, Installation & Bonds @ $ 336,136
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
1 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
OWNER/GENERAL CONTRACTOR SCOPE OF WORK WITH/WITHOUT FOOTINGS:
Scope of Work Background:
Owner/General Contractor shall survey the site, establish survey for the building pad and prefabricated
Preparation of Building Pad:
Owner/General Contractor is responsible for providing the building subgrade pad or when required
Subgrade Pad/Foundation Requirements:
1. Owner/General Contractor shall survey the building site and provide a finished slab elevation for
Owner/General Contractor verification of site access to allow Building Delivery:
1. You certify to PRC that suitable delivery access to the proposed building site is available. Suitable
access is defined as 14’ minimum width, 16’ minimum height, and sufficient turning radius for a
crane and 70’ tractor-trailer.
2. Our cost is based upon the crane we provide being able to get within 35’ from the building
Installation Notice and Site Availability:
PRC will provide sufficient notice of delivery of the prefabricated building. The Owner/General
Contractor shall make the site available during the delivery period. During the delivery period, on an
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
2 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
improved site, Owner should stop site watering several days before delivery to minimize the impact on
Caution: If site is not ready for our field crew to perform their installation and if no notice of delay in
Public Restroom Company will “turn-key” set the buildings including the hook up of utilities inside the
Utility Connections:
1. PRC to complete all internal building plumbing connections and connections from the electrical
final plumbing
connections at the 6’ POC locations.
Special Conditions, Permits, and Inspection Fees:
Follow any published specifications governing local building procedures for applicable building permit
Jurisdiction for Off-site Work:
Jurisdiction, for permitting and inspection of this building shall be either the State agency who manages
PUBLIC RESTROOM COMPANY SCOPE OF WORK:
Our In Plant/Off-Site Construction Scheduling System:
PRC has several off-site manufacturing centers in the United States, strategically located, with the
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
3 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
which we have designed and fabricated, are part of the project, PRC supplies the manufacturing centers
Special Payment and Progress Billing Terms:
Invoicing begins on the 30th of the month following an order and/or the acceptance of the proposal/contract.
In the event of project stoppage, additional fees may be assessed for re-mobilization, storage, crane
Our discounted project costs are based upon timely payments. Delays in payment could
change delivery schedules and project costs.
Delivery and Installation:
Site Inspection:
PRC staff, upon site arrival, will verify the required dimensions of the building pad and the corner
Installation:
PRC will install the building turn-key, except for any exclusion (listed under “Exclusions,” herein.)
Installation of Utilities under the Prefabricated Building:
We fabricate off-site an underground utilities (water, and DWV piping and fittings) preassembled
We provide all the buildings under-slab piping including the driven electrical ground rod. The
Connection of Utilities Post Building Placement:
After placement of the building on the pad by PRC, our field staff will tie in the water and sewer
Electrical:
PRC provides the electrical conduit to the POC 6’ from the building. The Owner/General Contractor pulls
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
4 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
Plumbing:
PRC provides the POC up to 6’ from the building footprint and the Owner/General Contractor connects
Sewer:
Some sites depending on the local jurisdiction will require an outside house trap which Owner/General
Testing of Water, Sewer, and Electrical in Plant and Final Site Utility Connection:
Before the building leaves the manufacturing center, PRC certifies a pressure water piping test, DWV,
Time of Completion:
PRC estimates a 240 calendar day schedule to complete our scope of work from receipt of written notice
Exclusions/Exceptions:
1. Access issues for delivery of the building by a clear unobstructed path of travel from an
4. Trench plates or matting needed for protection of site soils, sidewalks, hardscaping, or site
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
5 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
5. Not responsible for removing any soil, sand, or other debris as a result of trenching or
installation.
6. Survey, location of building corners, finish floor elevation, excavation, and construction of
7. Soil conditions not suitable for bearing a minimum of 1500 PSF with compaction to 90%
13. Backflow certification if applicable by Owner/ General Contractor.
Insurance and Prevailing Wage Certification:
PRC shall comply with the required insurance requirements, wage reports, and safety requirements for
the project, including OSHA regulations.
Special Insurance to protect the Building before acceptance:
As PRC requires payment for each month of off-site construction, and since the building is not on owner
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
6 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
Errors and Omissions Insurance:
Our firm employs licensed architects, engineers, and drafting staff to provide design of our buildings.
WARRANTY
All work performed by PUBLIC RESTROOM COMPANY (called “Company”) shall be warranted to the
Our Company extended warranties shall be Company only and shall have no effect on any required
This warranty applies only if all work performed by Company has been fully paid for, including change
The warranties expressed herein are exclusive, and are in lieu of all other warranties expressed or
There are no warranties which extend beyond those described on the face of this Warranty. The
Term of Offer to Sell and Owner/General Contractor Acceptance:
This offer is valid for acceptance within 30 days, or when a part of a public bid for the applicable
Special Notice of Possible Project Cost Increases as a Result of Late Payments:
In the event of delayed or late payment, PRC shall have the right to remedies including late charges,
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
7 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
cure and if payment is still not received, the discounted price for the payment due may increase, to an
Termination
Upon Termination for any reason, Owner/General Contractor shall be liable for the cost of all work
Venue for Contract Jurisdiction:
Public Restroom Company requires all contracts accepted by our firm to hold that the venue for legal
No modifications to this offer shall be authorized unless confirmed in writing by the President
Offered by: Public Restroom Company by _
This provides conditional acceptance of this preliminary purchase order for this building
Accepted by:
______________________________________________________________
______________________________________________________________
Cubberley Field Restroom, Palo Alto CA | 05/08/2023| Reference # 10575-2/19/2023-7
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
8 of 8
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0
PROJECT REF#: 10575-5/8/2023-8
FLOOR PLAN
SCALE: NOT TO SCALE
RESTROOM BUILDING
PALO ALTO, CALIFORNIACUBBERLEY FI ELD RESTROOM
ARTIST IMPRESSION: 3D RENDERING ONLY FOR REPRESENTATION. COLORS AND MATERIALS ARE SUBJECT TO CHANGE
www.PublicRestroomCompany.comCOPYRIGHT 2023, PUBLIC RESTROOM COMPANY THIS MATERIAL IS THE EXCLUSIVE PROPERTY OF PUBLIC RESTROOM COMPANY AND SHALL NOT
REPRODUCED, USED OR DISCLOSED TO OTHERS EXCEPT AS AUTHORIZED BY THE WRITTEN PERMISSION OF PUBLIC RESTROOM COMPANY.2587 BUSINESS PARKWAY
MINDEN NEVADA 89423
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0 PROJECT REF#: 10575-5/8/2023-8
3
30'-0" (ROOF OVERALL)
26'-8" (BUILDING OVERALL)1'-8"1'-8"
MOP SINK W/ MOP HOLDER
UTILITY SOAP
DISPENSER
HR ELEC.SOAP
DISPENSER PANELDRINKING
FOUNTAIN
W/ BOTTLE
FILLER
2 HD HD 4
ACC/ RR ACC/ RRALL
GENDER
ALL
GENDERALL
GENDER
BC BC
27'-2" (SLAB OVERALL)
1
FLOOR PLAN
SCALE: 3/16"=1'0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION 5/8/2023 SHEET#BUILDING TYPE:A-18DATE:
DRAWN BY: EOR
CUBBERLEY FIELD RESTROOM PROJECT #:START MAX. PERSON / HOUR:
12/4/2018 180 SOTHERSEXCEPTAS10575AUTHORIZED BY THE WRITTEN
DRAWN BY: EOR
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0 PROJECT REF#: 10575-5/8/2023-8
T.O. WALL
BOARD &
T.O. SLAB
ELEVATION 1
SCALE:3/16"=1'-0"
12
1
T.O. WALL
BOARD
& BATTS
T.O. SLAB
DRINKING FOUNTAIN W/
ELEVATION 2
SCALE:3/16"=1'-0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION 5/8/2023 SHEET#BUILDING TYPE:A-2RESTROOM COMPANY THIS 8 DATE:
DRAWN BY:EOR
CUBBERLEY FIELD RESTROOM PROJECT #:START MAX. PERSON / HOUR:
12/4/2018 180 SOTHERSEXCEPTAS10575AUTHORIZED BY THE WRITTEN
DRAWN BY: EOR
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
DocuSign Envelope ID: 2E3514FE-F601-4A12-B443-C90422AC35B0 PROJECT REF#: 10575-5/8/2023-8
T.O. WALL
BOARD &
T.O. SLAB
ELEVATION 3
SCALE:3/16"=1'-0"
12
T.O. WALL
BOARD
& BATTS
T.O. SLAB
ELEVATION 4
SCALE:3/16"=1'-0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION 5/8/2023 SHEET#BUILDING TYPE:A-3RESTROOM COMPANY THIS 8 DATE:
DRAWN BY:EOR
CUBBERLEY FIELD RESTROOM PROJECT #:START MAX. PERSON / HOUR:
12/4/2018 180 SOTHERSEXCEPTAS10575AUTHORIZED BY THE WRITTEN
DRAWN BY: EOR
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE