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Home My WebLink AboutOPD-007-15 Clarington Operations Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. 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