Title
Service Sanitation Contract Reauthorization
History
On December 4, 2023, the village Board approved awarding a three-year contract PROFSRV1286394 for 2024, 2025 and 2026 to Service Sanitation to provide for the rental of portable restrooms at Village athletic field, school sites used by the Village and for special events for 2024, 2025 and 2026 with an option to extend the agreement to 2027 and 2028 at the per unit quoted price shown in Exhibit A (attached).
The Recommended Action/Motion included the following language:
I move to approve awarding RFP #23-056 to Service Sanitation of Gary, IN for the rental of porta-potties at specified Village and School sites, and for Village special events for 2024, 2025 and 2026, with an option to extend the agreement to 2027 and 2028 at the per unit quoted price.
While the body of item (2023-0931) included a projected cost of $45,000 per year, that amount accounted for the base cost, call-out cost, and contingency for fixed-site usage and failed to account for special events and other as-needed usage, which was quoted only in the daily rate form.
As such, staff seek Board approval to reauthorize a restructured contract with Service Sanitation adding the specific amounts approved in the 2025 budget, and anticipated based on our current experience plus a 10% contingency to respond to unforeseen demands, vandalism, additional needs and cleanings for the rental of portable restrooms for Village Athletic fields and school sites and for the Taste of Orland Park, Village special events and at Village Heritage Sites.
The monthly per unit cost for athletic and school field and Village special events remain the same as detailed in Exhibit A, however, due to changes to the Market at the Park which may result in higher weekly attendance, staff anticipate that additional units will be needed for some events and have accounted for the same.
Additionally, staff will correctly charge Special Events accounts instead of the Athletics Division account for Special Events.
Annual projected expenses for 2025 are as follows:
-Athletics fields and school sites: $45,342.11 ($35,342.11 base / $10,000 additional cleaning services)
-Taste of Orland Park *$7,375.50
-Village Special Events: *$22,457.60
-Heritage Site: *$1,100.00
*Includes 10% contingency
Financial Impact
The following are budgeted in 2025:
-$45,000 for Village Athletics Fields & School Sites in 2009100 444550
-$6,500.00 for Taste of Orland Park in 1009230 444550
-$14,120.00 for Village Special Events in 1009220 444550
-$1,000.00 for Heritage Sites in 2009340 444550
-A budget amendment of $8,337.60 for Special Events, $875.50 for the Taste of Orland Park and $100.00 for Heritage Sites.
Recommended Action/Motion
I move to re-approve the waiver of competitive bidding in favor of the solicitation of competitive proposals and to approve and authorize the execution of a Professional Services Agreement between the Village of Orland Park and Service Sanitation of Gary, in as quoted in response to RFP #23-056 based on the quote dated January 30, 2025 for the Rental and Service of Portable Toilets for Village Athletic Fields and School Sites and Special Events in an amount not to exceed a total of $73,463.11 plus a contingency of $2,812.10 for a not-to-exceed total of $76,275.21 for each year 2025 and 2026 with the option to extend for two (2) additional years at a cost of $74,511.39 plus a contingency of $2,812.10 for 2027 and $75,559.68 plus a contingency of $2,812.10 in 2028, for a total not-to-exceed contract cost including option years of $308,245.70
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.