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Home My WebLink AboutItem No. 10 - Agreement with WillScot Mobile Mini Page 1 of 2 REPORT TO CITY COUNCIL To:Honorable Mayor and Members of the City Council From:Jason Simpson, City Manager Prepared by:Rick DeSantiago, Public Works Manager Date:September 26, 2023 Subject:Rental Agreement with WillScot Mobile Mini for Mobile Office Trailer Rental for Code Enforcement Recommendation Approve and authorize the City Manager to execute a Rental Agreement with WillScot Mobile Mini for Mobile Office Trailer in an amount not to exceed $45,426.23 per Fiscal Year for a term of two (2) years in such final form approved by the City Attorney and authorize the City Manager to execute change orders not to exceed a 10% contingency of $4,542.00 for unanticipated costs. Background The Code Enforcement Department plays a crucial role in maintaining the safety and quality of buildings and properties within a city. It is essential to ensure that their operations continue uninterrupted, even during City Hall Renovations. By providing a mobile office trailer, code enforcement officers can carry out their duties without significant disruption to their workflow. Code Enforcement often interacts with residents, property owners, and other stakeholders on a regular basis. During the renovation of City Hall, having a mobile office located at Public Works will ensure that community members can easily access code enforcement services and receive assistance or information as needed. Rental Agreement with WillScot Mobile Mini Page 2 of 2 Discussion The Mobile Office Trailer provides a convenient, cost-effective solution for temporary space. The Mobile Office Trailer will be 64 feet long and 12 feet wide with a roof height of 8 feet. The Office Trailer offers a suitable environment with necessary amenities such as heating, and cooling. This helps maintain employee satisfaction and ensures that they can continue their work effectively. Renting a mobile office trailer for the Code Enforcement Department during City Hall Renovations ensures that essential services are not disrupted, facilities collaboration and coordination, and provides a conducive workspace for employees. WillScot Mobile Mini have been competitively bid and priced on OMNIA Partners, dba U.S. Communities, National IPA, & NCPA, Contract # R210503, with an expiration date of 9/30/2024. OMNIA Partners, formerly U.S. Communities, National IPA, & NCPA, was created by state law as a service cooperative to provide programs and services to members in the Public Sector. OMNIA Partners was established with the statutory purpose of assisting members in meeting specific needs which are more efficiently delivered cooperatively than by an entity individually. OMNIA Partners is authorized to establish competitively awarded cooperative purchasing contracts on behalf of itself and its member agencies. OMNIA Partners follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. OMNIA Partners contract provides the ability to leverage the combined purchasing power of over 55,000 government agencies resulting in savings on every WillScot order. Waive of Competitive Bidding Procedures Under Section 3.08.070(G) of the Municipal Code, the City Council has the discretion to waive the competitive bidding requirement that would otherwise be utilized for this rental. In addition to the benefits outlined above, Mobile Office Trailer satisfies all of the City’s requirements compared to competitors that have significant shortfalls in specifications and operating levels essential to the City’s needs. These benefits and characteristics suited to the City’s specific needs support the finding that waiving the competitive bidding requirement for this rental is in the best interest of the City. Therefore, staff recommends that the City Council waive the competitive bidding according to Municipal Code Section 3.08.070(G) and allow the City Manager for the Mobile Office Trailer Rental as outlined in this agenda report. Fiscal Impact Funds are available in the City’s Fiscal Year 23/24 Annual Operating Budget. Attachments Attachment 1- Rental Agreement wtLtscoT mnfriilemini 5ALUI'DMS Williams Scotsman inc 195 E Morgan Street PERRIS CA92571-3112 Toll Free: 800-782-1 500 Your Sales Representative Julian Hyde Phone: (951) 200-3107 Email: julian.hyde@willscot.com Agreement Number: Q-1509274 Revision: 1 Date:813012023 Expiration Date: 9t29t2023 Lease Agreement Lessee: City of Lake Elsinore 130 S Main St Lake Elsinore, CA 925304109 Contact: Hector Gonzales ,,US Phone:9512266109 Email : hgonzales@lake-elsinore.org Ship To Address: LAKE ELSINORE, CA 92530, US Estimated Delivery Dale :911 312023 Rental Pricing Per Billing Cycle Quantity Price Extended 60x'12 Mobile Office or Similar Prof. Entrance - Steps w/ Canopy Personal Property Expense ADA/IBC Switchback Ramp - 36ft & Larger Data Hub - Rental Minimum Lease Billing Period'.24 1 1 I 1 1 $ 525.00 $ 67.00 $ 22.05 $ 515.00 $ 81.00 $ 525.00 $ 67.00 $ 22.05 $ 515.00 $ 81.00 Total Recurring Building Charges: Subtotal of Other Recurring Charges: $ 525.00 $ 685.05 Total Recurring Charges Per Billing Cycle:$ 1 ,210.05 Total Recurring Charges Per Billing Cycle lncluding Estimated Taxes:$ 1 ,31s.93 Estimated Delivery And lnstallation Ramp - Knockdown & Return Return - 12'wide Essentials Material Handling CA Transport Return Fee CA Transport Delivery Fee Prev Wage Setup and Anchor Prev Wage Knockdown Fuel Surcharge Delivery Fuel Surcharge Return Ramp - Delivery & lnstallation Delivery - 12'wide $ 2,900.00 $ 750.00 $ 400.00 $ 25.00 $ 25.00 $ 3,160.00 $ 1,475.00 $ 172.50 $ 172.50 $ 2,900.00 $ 750.00 $ 2,900.00 $ 75o.oo $ 400.00 $ 25.00 $ 25.00 $ 3,160.00 $ 1,475.00 $ 172.50 $ 172.50 $ 2,900.00 $ 750.00 Total Delivery and lnstallation Charges:$ 12,730.00 Total Delivery and lnstallation Charges lncluding Estimated Taxes:$ 13,843.91 Estimated Final Retum Charges* Due On Final Invoice*: $ 0.00 Due On Final lnvoice lncluding Estimated Taxes*:$ 0.00 Total lncluding Recurring Billing Charges, Delivery, lnstallation and Return**:$ 41 ,771.20 total tnciuding Recurring Billing Charges, Delivery, lnstallation and Return lncluding Estimated Taxes**:$ 45,426.23 Scope Of Work OMNIA Contract Number: R210503 Summary of Charges ffi | Oruntitr, r I totat Cnarges for (1) Building(s): $ 41,771.20 Page 1 of 5 wtLtscor nofritemini aotu7toil6 , Williams Scotsman inc 195 E Morgan Street PERRTS CA92571-3112 Toll Free: 800-782-1 500 Your Sales Representative Julian Hyde Phone: (951) 200-3107 Email: julian. hyde@wi llscot.com Agreement Number: Q-1509274 Revision: 1 Date:813012023 Expiration Date: 9t29t2023 Summary of Charges Total Charges for (1) Building(s) lncluding Estimated Tax: $ 45,426.23 AOaitionat Services: For your convenience, we also recommend the following items (not included in this Agreement) BY INITIALING BELOW, BUYER/LESSEE/CUSTOMER HEREBY AGKNOWLEDGES AND CONFIRMS THAT !T HAS SELECTED THE INITIALED RECOMMENDED ITEMS TO BE ADDED TO THIS CONTRACT AND AGREES TO PAY THE ADDITTONAL SPECIFIED AMOUNT(S} IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THIS CONTRACT. lnitial I] tI I] tl tI I] t1 I] Recommended ltems Loss Damage Waiver ('1 1/12) Premium Office Package Professional Cubicle Package Prev Wage Wood Skirting Prev Wage Skirting Removal Hitch installation Hitch removal General Liability lnsurance Billing Frequency Recurring Recurring Recurring lnitial lnitial lnitial lnitial Recurring Price $ 175.00 $ 99.00 $ 142.00 $ 4,100.00 $ 2,100.00 $ 150.00 $ 150.00 $ 29.00 Extended $ 175.00 $ 198.00 $ 710.00 $ 4,100.00 $ 2,100.00 $ 150.00 $ 150.00 $ 29.00 atv 1.00 2.00 5.00 1.00 1.00 1.00 1.00 1.00 Page 2 of 5 wrLLscor mofrf,Iemini'F.iitd{"}.,T?r";taluilffi Toll Free: 8oo-782-1500 Your Sales Representative Julian Hyde Phone: (951) 200-3107 Email: julian.hyde@willscot.com Agreement Number: Q-1 509274 Revision: 1 Oate:813012023 Expiration Date: 912912023 lnsurance Requirements Addendum QTY 1 PRODUCT 60x12 Mobile Office or Similar EQUIPMENT VALUE/BUILD!NG $51,797 DEDUCTIBLE PER UNIT $0.00 Lessee: City of Lake Elsinore pursuant to the Williams Scotsman Lease Agreement and its Terms and Conditions ("Agreement"), a Lessee is obligated to provide insurance to Williams Scotsman, lnc. ("Lessor") with the following insurance coverage: .1 . Commercial General Liability lnsurance: policy of combined bodily injury and property damage insurance insuring Lessee and Lessor against any liability arising out of the use, maintenance, or possession of the Equipment. Such insurance shatl be in an amount not less than $1,000,000 per occurrence, naming the Lessor as Additional lnsured and Loss Payee. 2. Commercial property lnsurance: covering all losses or damage, in an amount equal to '100% of the Equipment Value set forth in the Lease providing protection agalnst perils included wiihin tne classification and special extended perils (all "risk" insurance), naming the Lessor as Additional lnsured and Loss Payee. By signing below, the Leisee agrees to the terms and conditions stated herein. All other general Terms and Conditions of the Agreement shall remain the same and in full force and e-ffect. Each party is hereby authorized to accept and rely upon a facsimile or electronic signature of the other party on this Addendum. Any such signature shall be treated as an original signature for all purposes. General Liability lnsurance Program ffintheGeneralLiabititylnsuranceerogram,wherebyLesseewittreceiveinsurancecoVeragethroughAmericanSouthern lnsurance Company (,,lnsurer,,) and administered'by Allen lnsuranle Group ("Agent"). The Lessee acknowledges and agrees that the policy issued by the lnsurer is a iniro party liabiiity policy that covers those amounts that Lessee is legally obligated to pay due to bodily insurance and property damage arising from the proper use and'o"cupin.y of Equipment leased from williams scotsman up to the policy limits. coverage is subject to underwriting and speciic terms and conditions set forth in the policy. An ouiline of cover is available upon request. By signing below, Lessee understands and agrees that the Lessor is not providing the insurance coverage and serves only as a billing agent for the lnsurer and its Agent; and, accordingly, it assumes no liability therefore. Signature of Lessee:Print Name: Damage Waiver Program ffisDamageWaiu-"rP,ogra,.LeSseeunderStandSandagreesthatunderthisprogram,theLesSorwaives,for a fee, Lessee,s obtigation to carry Commercial Property lnsuranie and Lessee's liability to Lessor for repair or Ppl:::T:l.l_1lT^T.:i11::i:]""T:1 from Williams scotsman resulting from loss or damage as specified in the Lease Agreement. Lessee remains liable to williams Scotsman for the amount of the damage deductible per unit of equipment noted above. Please refer to the Agreement for specific details on coverage, exclusions and restrictions o, cou"r"gel The property Damage Waiver is not and shall not constitute a contract for insurance. Signature of Lessee:Print Name: Please return this signed document with the signed lease agreement' Date: Page 3 of 5 wrLLscoT lnofrite NFH *ig:1',:t'ilf ; I[r;irsi[;:il** julian. hyde@willscot.com Agreement Number: Q-1 509274 Revision: 1 Date:813012023 Expiration Date: 912912023 Clarifications *Final Retum Charges are estimated and will be charged at Lessor's prevailing rate at time of return. **All prices include estimated taxes if applicable. All Lesiees and Leases are subject to credit review . ln addition to the stated prices, customer shall pay any local, state or provincial, federal and/or personal property tax or fees related to the equipment identified above ("Equipment"), its value or its use. Lessee acknowledges that upon delivery of the Equipment, this Agreement may be updated with the actual serial numbe(s), delivery date(s), lock serial number(s), etc, if necessary and Lelsee will be supplied a copy of the updated information. Prices exclude taxes, licenses, permit fees, utility connection charges, site preparation and permitting which is the sole responsibility of Lessee, unless otherwise expressly agreed by Lessor in writing. Lessee is responsible for locating and marking undeiground utilities prior to delivery and compliance with all applicable code requirements unless otherwise expressly agreed by the Lessor in writirig. pricJ assumes a level site with clear access. Lessee must notify Lessor prior to delivery or return of any potentially hazardous conditions or other site conditions that may otheMise affect delivery, installation, dismantling or return of any Equipment. Failure to notify Lessor of such conditions will result in additional chargis, as applicable. Physical Damage & Commercial Liability insurance coverage is required beginning on the date of delivery. Lessor is not responsible for changes required by code or building inspectors. Pricing is valid for thirty (30) days. Please note the following important billing terms: . ln addition to the first biliing period rental and initial charges, last billing period rent for building and other recurring rentals/services (excluding General Liability lnsurance Jnd Property Damage Waivers), will be billed on the initial invoice. Any amounts prepaid to Williams Scotsman will be credited on the final invoice. . lnvoices are due on receipt, with a twenty (20) day grace period. lnterest will be applied to all past due amounts. . lnvoices are due on receipt, with a twenty (20) day grace period. Late fees will be applied to all past due amounts. . Williams Scotsman prefeired method of payment is ACH. Payments made by check are subject to a Paper Check Fee, charged on the next invoice following payment by check. . Williams Scotsman preferred method of invoicing is via electronic transmission. Customers are encouraged to provide an email address or use MMConnect. lnvoices sent standard mail are subject to a paper invoice fee, charged on the following invoice. Lessor hereby agrees to lease to Lessee and Lessee hereby agrees to lease from Lessor Modular Equipment and Value Added Products (as such itemi are defined in Lessor's General Terms & Conditions) selected by Lessee as set forth in this Agreement. All such items ieased by the Lessee for purposes ofthis Lease shall be referred to collectively as the "Equipment". By its signature below, Lessee hereby acknowledges that it has read and agrees to be bound by the Lessor's General Terms & Conditions (6.3'22) located on Lessor's internet site (httos:/fuvww.willscot.com/AbouUterms-conditions) in their entirety, which are incorporated herein by reference and agrees to lease the Equipment from Lessor subject to the terms therein. Although Lessor will provide Lessee with a copy of the General Terms & Conditions upon written request, Lessee should print copies ofthis Agreement and General Terms & Conditions for recordkeeping purposes' Each party is authorized to accept and rely upon'a facsimile signaturq digital, or electronic signatures of the other party on this Agreement. Any such signature will be treaied as antriginal signature foi all purposes and shall be fully binding. The undersigned represent that they have the "rlpr""" authority of the respective party ttrey .epreseni to enter into and execute this Agreement and bind the respective party thereby. lnvoicing Options (select one) I I Standard Mail OPtion Customer prefers to receive paper invoice via mail. Fees may apply lnvoices will be mailed to: Corrected Email Address:Enter a new billing address: t I Paperless lnvoicing OPtion Williams Scotsman prefers electronic invoicing, an efficient, convenient and environmentally friendly process. To avoid fees, provide us with the proper email address for your invoices. Page 4 of 5 wrLt$cor nnfrilE Nfrni Hi:J"f{"HTiil:fi,lurD{rt Toll Free: 8oo-782-1500 Your Sales Representative Julian Hyde Phone: (951) 200-3107 Email: julian.hyde@willscot.com Agreement Number: Q-l509274 Revision: 1 Dale:813012023 Expiration Date: 912912023 Signatures Lessee: City of Lake Elsinore Print Name: Lessor: Williams Scotsman inc Print Name: PO#: Page 5 of 5 60'*0" WILLSCOT wrLlscor wtLLscoT T- S.*.(?.)r.':,t'ittlr:.:1:::i;f:..,rrl{.riiijlq!!!tsi11i-:8fr I i;: +j.I i: l.l!" i,::li r..r, :r:,'i i:1:t:t :i,'. -'t I :ii :L;'l r,:' i',.ri ii :'Ri,ui:rc(i lr :i'j!: . -i Ii iiI ii -*"'i, ,-i!, ,r-'ji! /it,"iI .: i# L.-..--I _,*:sw**.rr:r.*-..-_:::r,ilxlgt]ffiseser,iSpecifications 1. . 64' Long (including hitch) . 60' Box Size. L2'wide. 8'Ceiling height lnterior Finish . Paneled walls . Vinyl tile floors . T-grid ceiling Fluorescent ceiling lights t2Ol24O volt single phase electric 100 amp breaker panel . Windows/Door Horizontal sliding windows Steel door with commercial grade lock ity (Especially exterior door placement) Heating and Cooling. Thermostaticallycontrolledcentral. HVAC unit. Supply ducted . Exterior Finish/Frame . Wood siding. l-beam or c-channel frame. Standard drip rail gutters Customer Signature Additional floor plans available. Floor plans and specifications may vary from those shown and are subject to in-stock. Size . Electric ' a a a a x Mobile Offi ce 64 x 12 wrLLscoT