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Report To: General Purpose and Administration Committee
Date of Meeting: June 8, 2015
Report Number: OPD-007-15 Resolution: GKS,- Qn- �5
File Number: N/A By-law Number:
Report Subject: Portable Washroom Trailer
Recommendations:
1. That Report OPD-007-15 be received for information;
Municipality of Clarington
Report OPD-007-15 Page 2
Report Overview
The purpose of this report is to provide Council with additional information regarding the
operational and financial implications of renting versus purchasing a portable washroom trailer
for the seasonal users of Clarington Fields.
1. Background
1.1.At the regular General Purpose and Administration Committee meeting held on April
20, 2015, Engineering Services Report EGD-009-15, regarding the future
construction of a washroom building at Clarington Fields was received for
information.
1.2. Engineering Services Report EGD-009-15 contained information regarding the basic
configuration, cost, and servicing requirements to either rent or purchase a portable
trailer based washroom facility as a temporary alternative given that the construction
timeframe of the permanent washroom building is not proposed until 2016, pending
budget approval.
1.3.At the April 20, 2015, General Purpose and Administration Committee Meeting,
Council also passed resolution #GPA-271-15, requesting that staff prepare a further
report to provide specific details on the potential time and financial ramifications of
renting versus purchasing a portable washroom trailer.
2. Analysis
2.1.The first two phases of athletic field development at Clarington Fields has consisted
of the construction of four baseball fields in 2005 and a single football/soccer field in
2007. Future phases of the proposed infrastructure improvements at Clarington
Fields are to include a washroom building with possible space for change rooms,
storage for field maintenance equipment and an office for parks staff. Design and
construction, however, is yet to be scheduled.
2.2.The users of Clarington Fields are currently provided with two (2) fully handicapped
accessible portable toilets. These units are strategically located on-site such that
they can be used by multiple fields yet provide some privacy and separation from
the player and spectator areas. The portable toilets that are furnished through a
contracted service are standard non-flush toilet type facilities with no hand wash
provisions. Servicing agreements for the existing portable toilets requires that the
units be pumped out, cleaned and re-stocked with paper twice a week.
Municipality of Clarington
Report OPD-007-15 Page 3
2.3.The provision of a temporary trailer based washroom facility at Clarington Fields
would serve as a considerable upgrade from portable toilets. The self-contained
units would include full flush toilets and hot and cold running water for hand
washing, interior lighting, exhaust venting and could be equipped with other
available upgrades such as heating and air conditioning, etc. Accessibility
compliant washroom trailers are also available for rent or purchase.
3. Options
3.1. Purchase of a Portable Washroom Trailer
Portable washroom trailers are available in numerous configurations with various
amenities and finish levels that include commercial, spa, executive and luxury types.
The commercial style of trailer would provide suitable washroom provisions for
Clarington Fields with full flush toilets and hot and cold water hand washing facilities. A
standard two-stall based trailer with separate user rooms for men and women or an
accessibility complaint trailer would be the preferred replacement for the existing
portable toilets that are currently on-site.
Considerations associated with Clarington's ownership of a portable washroom trailer
would include many of the issues that are experienced with other similar infrastructure
and fleet related equipment. These problems typically include theft, damage/vandalism,
equipment maintenance and repairs, security concerns, liability, future unit replacement
costs, etc. Ownership of a trailer would also require the implementation of new
procedures for routine servicing that would include regular waste pumping, interior
cleaning and paper waste disposal, paper and soap stock replacement, refilling of the
on-board freshwater supply and the connection of the unit to a suitable electrical power
source.
It is expected that this type of portable washroom trailer would need to be inspected,
prepared and cleaned at least once daily for the full period of time that it would be
located at Clarington Fields. Concerns for security and protection of the asset would
require that the unit be locked each night after the daily field permits expire and then re-
opened early the next morning. A contract would also need to be established for the
pumping and disposal of the sewage from the trailer while minor technical issues would
need to be resolved to provide a proper electrical connection and a freshwater supply.
One major benefit related to the purchase of a portable washroom trailer is that it could
be moved to other locations or events within Clarington in the future.
New washroom trailers are typically a made to order facility from the United States that
have a build time of approximately 8 weeks following the issuance of an approved
purchase order.
Municipality of Clarington
Report OPD-007-15 Page 4
3.2. Rental of a Portable Washroom Trailer
Many of the local based vendors that offer portable toilet services also rent trailer based
facilities that would easily meet the needs of Clarington Fields. The advantage of
having a contractor provide this type of unit and the associated services is that they
already have the systems, experience and the required infrastructure in-place to
properly service the trailer.
Clear contract conditions could be established within a rental agreement that would
ensure the washroom trailer is kept clean, re-stocked with paper and soap, secured and
that it is maintained in a safe, suitable working order. The contractor would also be
required to assume the risk of any maintenance, theft or damage that may occur to the
trailer and name the municipality as a third party insured in the event that any claims
arise.
Technical issues, however, respecting electrical power and a freshwater supply would
still need to be investigated and properly resolved.
Although accessibility compliant trailers are available for rent they are very difficult to
secure at this time. Standard washroom trailer facilities are available and could be in
place and operational soon after the award of a quotation following Clarington's
purchasing process.
4. Financial Implications
4.1. Purchase of a Portable Washroom Trailer
The estimated purchase cost for a standard commercial style two-unit portable
washroom trailer complete with separate men's and women's flush toilets and hot and
cold running water is approximately $27,000, plus applicable taxes. An accessibility
compliant trailer would cost approximately $46,000, plus applicable taxes. Additional
operating costs would be incurred for daily cleaning with paper and soap stock
replacement for a 6 month period (May to October) that would equal approximately
$4,250, plus tax. Routine once a week waste pumping and disposal for the seasonal
term at Clarington Fields is estimated to be approximately $3,600, plus tax.
Set-up and utility costs for the hydro and water requirements will be drawn from the
existing resources at Clarington fields and are expected to be minimal in the context of
the overall cost of the initiative.
The estimated total cost to purchase, set-up and operate a standard portable washroom
trailer for the first season of operation is $34,850, plus tax, or $53,850 for an
Municipality of Clarington
Report OPD-007-15 Page 5
accessibility complaint unit, plus tax. Every year thereafter the annual operating costs
would be approximately $7,850, plus tax. Any repairs or required maintenance to the
trailer would be extra.
4.2.Rental of a Portable Washroom Trailer
The estimated rental cost for a commercial style two-unit portable washroom trailer
complete with separate men's and women's flush toilets and hot and cold running water
would be approximately $8,400, plus tax for a period of 6 months. The rental of a
wheelchair accessible trailer unit is not quoted in this report due their current lack of
availability. The associated rental costs include the delivery and set-up of the standard
unit, monthly fee, once a week pump-out, cleaning and re-stocking service and the
removal of the unit at the end of the term. Additional operating costs would be incurred
for a recommended daily cleaning service for the 6 month period of approximately
$4,250, plus tax.
Utility costs for the hydro and water requirements will be drawn from the existing
resources at Clarington fields and are expected to be minimal in the context of the
overall cost of the initiative
The estimated total cost to rent and operate a standard, non-compliant, portable
washroom trailer for each season of operation is approximately $12,650, plus tax.
5. Concurrence
Not Applicable.
6. Conclusion
A trailer based washroom facility would provide a considerable upgrade from the
portable toilets that are currently being used at Clarington Fields. The implementation
of the washroom trailer, however, will require that minor operational issues be resolved
and that a significant financial commitment be provided.
7. Strategic Plan Application
Not Applicable.
Municipality of Clarington
Report OPD-007-15 Page 6
Submitted :
b ` Reviewed ewed by.
Fre er ck j. Horvath, anklin Wu,
B.A., R.D.M.R., R.R.F.A. Chief Administrative Officer
Director of Operations
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 ext. 541 or
SBrake @clarington.net
FH/sb