CC SR 20220315 04 - OSM Temporary Trailer (Updated 20220315)
CITY COUNCIL MEETING DATE: 03/15/2022
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA TITLE:
Consideration and possible action to approve installing a temporary trailer to
accommodate Open Space Management (OSM) Staff at the Civic Center.
RECOMMENDED COUNCIL ACTION:
1) Approve a three-year contract with Willscot Mobile Mini in the amount of
$60,525.39 (annually at $17,784) for rental of a temporary trailer to be placed at
the Civic Center for OSM Staff, in a form approved by the City Attorney; and
2) Authorize the Mayor and City Clerk to execute the contract.
FISCAL IMPACT: If the City Council approves the contract, the total fiscal impact will
initially be $15,778 ($4,104 for rent, $7,174 for delivery and installation, and $4,500 for
site preparation) which will be funded from staff vacancies savings for FY 2021-22. The
ongoing annual rent of $17,784 will be included in the OSM operating budget request in
future years.
Amount Budgeted: $15,778
Additional Appropriation: N/A
Account Number(s): 101-400-5122-5106 ($4,104)
(General Fund – OSM/Rent & Leases)
101-400-5122-5201 ($11,674)
(General Fund – OSM/Repairs & Maintenance Services)
ORIGINATED BY: Dan Trautner, Deputy Director Recreation and Parks
REVIEWED BY: Cory Linder, Director Recreation and Parks
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Agreement with Willscot Mobile Mini for OSM Staff Trailer (page A-1)
BACKGROUND:
On March 1, 2022, the City Council approved Ladera Linda Community Park plans and
awarded a construction contract for the new facility. Construction is anticipated to begin
around April 1, 2022. Once construction begins, O SM Staff, who currently have office
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space at Ladera Linda Community Park, will need to be relocated. In light of this, the City
Council is being asked to consider renting a temporary trailer to be located at the Cicic
Center to accommodate OSM staff
DISCUSSION:
Current OSM Staff workspace at Ladera Linda Community Park include three
workstations, meeting areas, vehicle and equipment storage, and a locker/changing
facility to accommodate one Recreation Supervisor, four full-time Park Rangers, three
part-time Parking Enforcement Rangers, and part-time support staff (approximately 14
employees). Many OSM employees spend a significant portion of their time in the field,
and only require workspace intermittently for special projects, reporting, and
administrative work.
The Civic Center Master Plan Program Document validated by the City Council at its
December 7, 2021 meeting was updated to now include permanent office space for OSM
Staff at City Hall. For this reason, Staff proposes relocating OSM Staff to the Civic Center
within a temporary trailer until a permanent location is identified.
Staff proposes leasing a 720-square foot portable office trailer to house OSM Staff at the
Civic Center site. The temporary trailer is proposed to be located adjacent to the existing
Rancho de los Palos Verdes Historical Society trailer because of its close proximity to
existing utilities (i.e. water, power and sewer) and the ability to be visually screened at
this location (see diagram below). The proposed size of the trailer will adequately provide
workspace for OSM Staff based on current needs.
Placing OSM Staff at the Civic Center has the following advantages:
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• The Council-adopted Civic Center Master Plan Program Document includes
permanent office space for OSM Staff.
• The Civic Center is the desired front door to the Preserve.
• OSM Staff would be located near the Alta Vicente Reserve, which is a more
sensitive habitat area requiring enforcement presence.
• OSM Staff would be closer to the busiest Preserve entry point at upper Portuguese
Bend Reserve.
• OSM Staff would be in close proximity to Recreation and Parks management and
Public Works, with whom they coordinate closely.
• The Civic Center has space to securely store OSM equipment and vehicles, which
include signage, tools, five trucks, and two all-terrain vehicles (ATVs).
• The site has an existing power source amongst other utilities.
• There is ample and screened physical space to place a temporary trailer at the
Civic Center.
OSM Staff trailer costs are listed below.
Billing
Cycle*
One-time
costs
FY 21-22 FY 22-23 Notes
12 x 64 Mobile
Office $1,368 $7,174 $11,278 $17,784
Rate based
on a 3-year
agreement
Electrical
Demo/Install** n/a $3,500 $3,500 n/a
Misc. tires,
rigging, etc. n/a $1,000 $1,000 n/a
TOTAL $1,368 $11,674 $15,778 $17,784
* Willscot Mobile Mini invoices on a 13 annual billing cycles.
** Cost to make this connection is $3,500 and will be completed by existing Public Works
contracts.
In addition to the proposed temporary trailer lease, Staff explored the following alternative
options to provide OSM temporary offices as detailed below.
• Storm Room: Public Works conducted a condition assessment of the existing
manufactured building at the Civic Center referred to as the Storm Room. The
building is in need of major refurbishing which is estimated to cost approximately
$240,000 to complete. Staff does not believe this is a viable option because of the
significant cost to conduct the rehabilitation to a building that will eventually be
proposed to be demolished as part of the Civic Center Master Plan site
improvements.
• Existing City Hall Offices: Staff looked into absorbing OSM Staff in existing City
Hall offices. However, there is not sufficient room to house OSM Staff.
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• Renting a smaller trailer: Staff looked at renting a smaller trailer, however smaller
trailers would not provide adequate room for five full-time and up to 14 part-time
OSM Staff and relevant equipment.
• Purchasing a trailer: Staff researched the cost of purchasing a trailer as an
alternative to renting one. However, after checking w ith multiple vendors, no
adequately sized trailers are available for purchase at this time.
After research, Staff finds that renting a 720-square-foot trailer is the most feasible option
at this time.
ADDITIONAL INFORMATION:
Forrestal Reserve Parking Area
On January 18, 2022, the City Council considered the Forrestal Reserve Parking and
Traffic Management Concept Plan, and directed Staff to implement a smaller scale
parking area that includes:
• Opening the existing Forrestal gate to provide parking for the Forrestal Reserve
on weekends between 7 a.m. and sunset. This is consistent with the Burma Gate
hours of operation.
• Opening the Forrestal parking area at the start of construction of the new Ladera
Linda Community Park, which is anticipated to be around April 1, 2022.
• Staffing the parking area while it is open to the public .
• Installing a small trailer for staff on site.
• Collecting car counts via a pneumatic roller or similar device.
• Reporting back to the City Council 90 days after the Forrestal parking area has
been opened an assessment of the operations.
As Staff began advanced preparation for the installation of a City Council-approved Staff
trailer as presented in the January 18 staff report, Staff discovered that there will be an
additional cost and effort to supply power and other utilities to it. In response, Public
Works Staff has been working with Southern California Edison (SCE) to provide a power
connection between the existing transformer near the park entry and the projected
location of the staff trailer. The cost to create the connection is estimated to be $10,000-
$15,000 and will be completed based upon SCE availability, and is anticipated to occur
over the next several months. Given the estimated cost and length of time, in combination
with City Council direction to provide Forrestal Reserve parking on the weekends only, at
this time Staff does not recommend moving forward with the installation of a tempory Staff
trailer at this location. However, Staff will monitor use of the parking site over the initial
months to assess if a structure is still warranted.
In the meantime, OSM Staff will patrol the area by vehicle coverage on weekends
between 7 a.m. and one hour after sunset. One existing part-time staff member will cover
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each shift. Staff will open and close Forrestal gates, educate the public, and monitor
activity in the area. Staff will spend the majority of its time at Forrestal Drive providing
public education of the parking area and Preserve rules, minor maintenance, and litter
removal. During the interim period when Staff will also conduct roving patrols of Forrestal
Drive by vehicle and by foot, and will occasionally check on adjacent facilities.
Staff will implement this staffing plan for the first 90 days of Forrestal parking area
activation. Pursuant to City Council direction, Staff will report back on operations at the
Forrestal parking area 90 days after implementation, at which time any necessary
changes or adjustments can be made.
CONCLUSION:
Staff therefore requests the City Council approve a three-year contract with Willscot Mini
Mobile in the total amount of $60,525.39 for the installation of a temporary trailer at the
Civic Center to accommodate OSM Staff.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative action is available for the
City Council’s consideration:
1. Do not approve the lease with Willscot Mobile Mini. This would result in OSM not
having offices or a place for equipment and vehicle storage.
2. Take other action as deemed appropriate.
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Mobile Office 64 x 12
•Size
•64’ Long (including hitch)
•60’ Box Size
•12’ Wide
•8’ Ceiling height
•Interior Finish
•Paneled walls
•Vinyl tile floors
•T-grid ceiling
•Electric
•Fluorescent ceiling lights
•120/240 volt single phase electric
•100 amp breaker panel
•Windows/Door
•Horizontal sliding windows
•Steel door with commercial grade lock
Specifications
Additional floor plans available. Floor plans and specifications may vary from those shown and are subject to in -stock availability (Especially exterior door placement)
•Heating and Cooling
•Thermostatically controlled central
•HVAC unit
•Supply ducted
•Exterior Finish/Frame
•Wood siding
•I-beam or c-channel frame
•Standard drip rail gutters
X ______________________
Customer Signature A-1
Lease Agreement
Lessee: 0010492335
CITY OF RANCHO PALOS VERDES
30940 HAWTHORNE BLVD
PALOS VERDES
PENINSULA, California 90275
Contact:
Norma Saldana
30940 HAWTHORNE BLVD
PALOS VERDES PENINSULA, CA 90275
Phone: 4243270132
Email: nsaldana@rpvca.gov
Ship To Address:
30940 Hawthorne Blvd
RANCHO PALOS VERDES, CA 90275 US
Delivery Date (on or about): 03/22/2022
Rental Pricing Per Billing Cycle
Quantity
Price
Extended
64x12 Mobile Office (60x12 Box)
1
$800.00
ADA/IBC Ramp -w/ switchback
1
$357.00
$357.00
ADA/IBC Step w/ Canopy
1
$100.00
$100.00
Minimum Lease Billing Period:
39
Total Recurring Building Charges:
$800.00
Billing Cycle: 28 Days
Subtotal of Other Recurring Charges:
$457.00
Total Recurring Charges Per Billing Cycle:
$1,257.00
Delivery & Installation
Fuel Surcharge Delivery
1
$125.10
$125.10
Fuel Surcharge Return
1
$125.10
$125.10
CA Transport Delivery Fee
1
$100.00
$100.00
CA Transport Return Fee
1
$100.00
$100.00
Ramp - Delivery & Installation
1
$1,600.00
$1,600.00
Ramp - Knockdown & Return
1
$1,300.00
$1,300.00
Essentials Material Handling
1
$490.33
$490.33
Tiedown-Asphalt Removal
12
$36.24
$434.88
Delivery Freight
1
$695.00
$695.00
Block and Level
1
$232.86
$232.86
Teardown
1
$150.00
$150.00
Return Freight
1
$695.00
$695.00
Tiedowns into asphalt
12
$93.76
$1,125.12
Total Delivery & Installation Charges:
$7,173.39
Final Return Charges*
Due On Final Invoice*:
$0.00
Total Including Recurring Billing Charges, Delivery, Installation & Return**:
$56,196.39
Comments
*This project was priced at regular wages (non-prevailing/non-union/non-PLA wages) assuming level and accessible site. Data capability, air
purifier, and window/door security included. Items will show on first invoice for inventory purposes. Applicable taxes and/or fees are not
included and will be listed on the initial invoice.
*Please note this quote does not account for any Permits and/or Pilot Cars that may be required for delivery.
Summary of Charges
Model: MO6412
Quantity: 1
Total Charges for(1) Building(s): $56,196.39
Williams Scotsman, Inc.
Your WillScot Representative
Aaron Zabel, Sales Representative
Phone: (559) 498-5905
Email: aaron.zabel@willscot.com
Toll Free: 800-782-1500
Contract Number: 1562738
Revision: 7
Date: November 11, 2021
Page 1 of 3
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Insurance Requirements Addendum
QTY PRODUCT EQUIPMENT VALUE/BUILDING DEDUCTIBLE PER UNIT
1
MO6412
$31795.00
$3000.00
Lessee:
CITY OF RANCHO PALOS VERDES
Pursuant to the Williams Scotsman Lease Agreement and its Terms and Conditions ("Agreement"), a Lessee is obligated to provide insurance
to Williams Scotsman, Inc. ("Lessor") with the following insurance coverage:
1. Commercial General Liability Insurance: 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 shall be in an amount
not less than $1,000,000 per occurrence, naming the Lessor as Additional Insured and Loss Payee.
2. Commercial Property Insurance: covering all losses or damage, in an amount equal to 100% of the Equipment Value set forth in the
Lease providing protection against perils included within the classification and special extended perils (all "risk" insurance), naming the
Lessor as Additional Insured and Loss Payee.
Commercial General Liability Insurance
Lessee is providing Commercial General Liability Insurance in accordance with the requirements set forth in the Lease Agreement and Lessee
shall provide a certificate of insurance in the manner and within the time frame set forth in the Agreement. If Lessee fails to deliver the required
certificate of insurance, Lessee understands and agrees that the Lessor has the right to impose a missing insurance certificate fee.
Commercial Property Insurance
Lessee is providing Commercial Property Insurance in accordance with the requirements set forth in the Lease Agreement and shall provide a
certificate of insurance in the manner and within the time frame set forth in the Agreement. If Lessee fails to deliver the required certificate of
insurance, Lessee understands and agrees that the Lessor has the right to impose a missing insurance certificate fee.
FOR INFORMATIONAL PURPOSE ONLY: Please forward this document to your insurance carrier.
Williams Scotsman, Inc.
Your WillScot Representative
Aaron Zabel, Sales Representative
Phone: (559) 498-5905
Email: aaron.zabel@willscot.com
Toll Free: 800-782-1500
Contract Number: 1562738
Revision: 7
Date: November 11, 2021
Page 2 of 3
A-3
Clarifications
*Final Return Charges are estimated and will be charged at Lessor's prevailing rate at time of return. **All prices exclude applicable
taxes. All Lessees and Leases are subject to credit review. In 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 number(s), delivery date(s), lock
serial number(s), etc, if necessary and Lessee 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 underground utilities prior to delivery and compliance with all applicable code
requirements unless otherwise expressly agreed by the Lessor in writing. Price 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 otherwise affect delivery, installation,
dismantling or return of any Equipment. Failure to notify Lessor of such conditions will result in additional charges, 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:
•In addition to the first billing period rental and initial charges, last billing period rent for building and other recurring rentals/services
(excluding General Liability Insurance and Property Damage Waivers), will be billed on the initial invoice. Any amounts prepaid to Williams
Scotsman will be credited on the final invoice.•Invoices are due on receipt, with a twenty (20) day grace period. Interest will be applied to all past due amounts.•Invoices are due on receipt, with a twenty (20) day grace period. Late fees will be applied to all past due amounts.•Williams Scotsman preferred 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. Invoices 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 items are defined in Lessor's General Terms & Conditions) selected by Lessee as set forth in this Agreement. All
such items leased by the Lessee for purposes of this 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 (5-5-21)
located on Lessor's internet site (https://www.willscot.com/About/terms-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 of this Agreement and General Terms &
Conditions for recordkeeping purposes. Each party is authorized to accept and rely upon a facsimile signature, digital, or electronic
signatures of the other party on this Agreement. Any such signature will be treated as an original signature for all purposes and
shall be fully binding. The undersigned represent that they have the express authority of the respective party they represent to enter
into and execute this Agreement and bind the respective party thereby.
Invoicing Options (select one)
[\cb1_1_yes\ ]Paperless Invoicing 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
Corrected Email
Address:
\ebe1\
[\cb2_1_yes\ ]Standard Mail Option
Customer prefers to receive paper invoice via mail. Fees may
apply. Invoices will be mailed to:
30940 HAWTHORNE BLVD
PALOS VERDES PENINSULA, California 90275
Enter a new billing address: _____________________________
Signatures
Lessee:
CITY OF RANCHO PALOS VERDES
Lessor:
Williams Scotsman, Inc.
Signature:
\s1\
Signature:
\s2\
Print Name:
\n1\
Print Name:
\n2\
Title:
\t1\
Title:
\t2\
Date:
\d1\
Date:
\d2\
PO#:
\po1\ \po#1\
PLEASE RETURN SIGNED AGREEMENT TO: LAXLeases@willscot.com
Williams Scotsman, Inc.
Your WillScot Representative
Aaron Zabel, Sales Representative
Phone: (559) 498-5905
Email: aaron.zabel@willscot.com
Toll Free: 800-782-1500
Contract Number: 1562738
Revision: 7
Date: November 11, 2021
Page 3 of 3
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