Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with The Public Restroom Company for the Buffalo Park restrooms.

1. Approve the cooperative purchase contract in the amount of $202,506.00 with The Public Restroom Company to purchase and install a turnkey restroom at Buffalo Park through the BuyBoard Cooperative Purchasing Agreement 2019-115, and
2. Authorize the City Manager to execute the necessary documents

Approval of this cooperative purchase contract with The Public Restroom Company will allow the City to purchase a turnkey (installed) permanent restroom facility at Buffalo Park. The Park's current restrooms consist of four (4) portable toilets in summer and one to two (1-2) portable toilets in winter at an estimated annual cost of $8,400. 

This purchase will provide for a year-round permanent restroom building with three (3) fully accessible units at one of the City's most popular passive recreation parks. Parks staff worked with The Portable Restroom Company to customize standard features to be compliant with goals of the Climate Action and Adaptation Plan (WR-3-B, E-1, EPR-3-B) and the Water Conservation Strategic Plan, including LED motion sensor activated lighting, high-velocity hand dryers to eliminate paper towel waste, efficient radiant in-floor heating, dark sky compliant lighting fixtures, and Water Sense plumbing fixtures.The building also includes a utility chase for maintenance. The wastewater system for the turnkey facility will be an alternative septic system.  The restroom exterior features complement the other structures and natural features within the park, including a stone veneer exterior and architectural wood/timber styling.

The amount of $202,506.00 is budgeted within account 055-06-158-3312-5-4434.

The new restroom supports the Council goals of Transportation and Other Public Infrastructure, Water Conservation, and Environmental and Natural Resources.

The City of Flagstaff City Council allocated funds for this project to provide a more permanent solution for restrooms at Buffalo Park during the Fiscal Year 2018 budget process.

1. Approve the cooperative purchase contract in the amount of $202,506.00 with The Public Restroom Company to purchase and install a turnkey restroom at Buffalo Park through the BuyBoard Cooperative Purchasing Agreement 2019-115, and
2. Authorize the City Manager to execute the necessary documents

In fiscal year (FY) 2018, $300,000 was budgeted within the Recreation portion of the Bed, Board, and Beverage (BBB) Fund for the design, procurement and construction of permanent restrooms for Buffalo Park and Thorpe Park.  Design of the restrooms began during FY18 and construction bids were obtained from Job Order Contract (JOC) contractors in FY19. The low bid to construct just the Buffalo Park restroom came in well over budget at $575,000, so staff began researching ways to reduce construction costs. One of the largest expenses was construction of a 1,400 linear foot sewer line that would have been nearly 10-feet deep in some locations. The length and depth of the proposed sewer line, along with the rocky subsurface conditions of the area, made a sewer line cost prohibitive. Staff consulted with internal and external stakeholders, including Water Services Division staff, and determined that an alternate septic system would be the most fiscally responsible way to provide wastewater services to the restrooms. 

Staff continued researching additional cost savings and found that the purchase of a turnkey, fully installed and plumbed, permanent restroom such as this proposed purchase from The Public Restroom Company, would be less expensive than building on site with a general contractor. This purchase brings the project within budget, although only restrooms at Buffalo Park will be accomplished with this funding. Staff will continue to fine-tune options for Thorpe Park and bring forward a separate funding request in a future fiscal year.

When considering the cost reduction measures that staff has proposed, the most economical way to provide permanent public restrooms at Buffalo Park is the turnkey structure along with the septic system.  All three restroom units within the structure will be fully accessible, producing a more functional restroom facility for the high use, passive park.

The turnkey restroom is designed with both Climate Action and Adaptation Plan and Water Conservation considerations, including low flow Water Sense toilets and faucets, high-velocity hand dryers to eliminate the need for paper towels, motion sensor activated LED light fixtures, and radiant in-floor heating that will reduce the overall heating requirements of the structure.  The exterior lighting will meet dark skies goals and the structure will include exterior elements that complement those already at Buffalo Park.

Parks staff currently use a private security company to close and lock all public restrooms after the parks close after dark. Parks staff then reopens the restrooms each morning. The new restrooms at Buffalo Park will be added to this service. Additionally, as with large events at other parks with permanent restrooms, special event producers may be asked to provide portable restrooms to alleviate overuse of the permanent facility. Event producers will also be asked to restock the restroom and ensure its general cleanliness at the end of the event.

Buffalo Park is a highly utilized passive park and is currently only serviced with portable restrooms.The new permanent restroom structure will provide for year-round restroom usage within the park grounds for the community.