10-1 Portable Toilet and Pumping Service.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

PUMPING AND PORTABLE TOILET SERVICE

Price Agreement

No. ITB-2026-07RB

COMMODITY CODES: 91068

Attached General Conditions, Supplemental Conditions, and Specifications

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Rebecca Bertinetti Procurement & Business Services Buyer

(505) 721-1085

(505) 721-2242 Fax bpayton@gmcs.org

Notes:

Bid Closing Date: October 30, 2025 F.O.B. Point: DESTINATION

Bid Closing Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated Opening/Issue Date: October 3, 2025 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

GALLUP-MCKINLEY COUNTY SCHOOLS

P.O. BOX 1318

GALLUP, NEW MEXICO 87305-1318

(505) 721-1000

SPECIAL CONDITIONS

PUMPING AND PORTABLE TOILET SERVICE

No. ITB-2026-07RB

1. Purpose: To establish a firm fixed price contract for Gallup-McKinley County Schools (GMCS) to place orders for Septic Services, Grease Trap Cleaning, Portable Toilet Service, etc. on an as needed basis.

2. Term of Contract: The term of this contract shall be from the date of award through June 30, 2027. GMCS reserves the option to renew this agreement for three (3) each additional, one (1) year periods in accordance with the General Terms and Conditions. The final renewal term shall end June 30, 2030.

3. Contract Renewal: Except when either party shall provide written notice of termination or that the contract shall expire on the anniversary date, multi-term contracts shall automatically renew for an additional term, up to the maximum number of terms stated in any Special Terms and Conditions.

4. Month to Month Continuation: After completion of the initial contract term, an agreement may be continued on a month-to-month basis, upon mutual consent of both parties. This agreement may be extended after all renewal terms have expired for a duration, not to exceed six (6) calendar months, for the District to competitively solicit and award same services.

5. Bid Pricing: Pricing is intended to be firm fixed price for the duration of the contract.

6. Purchase Order Required: Services listed on this Bid will be ordered on an as needed basis. No service may be performed without a valid GMCS Purchase Order. ALL

SERVICES REQUESTED MUST HAVE A VALID PURCHASE ORDER (SIGNED).

Contractor(s) shall be responsible that no service orders are accepted without an authorized GMCS Purchase Order or an MSR with a correlating Purchase Order number from the GMCS Maintenance & Operations Department, and all delivery tickets/invoices have been signed. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the school site. All Purchase Orders or MSRs correlating to an existing Purchase Order are for a one-time purchase and may NOT be reused. Add-ons shall not be accepted by the Contractor after placement of the original order. Failure to comply with this paragraph will be cause for the District not to honor the invoice.

7. Regular Service: Successful bidder to schedule regular service with GMCS Maintenance & Operations levels to ensure that the tank(s) capacity is not exceeded and provide grease trap cleaning when requested. The successful bidder will empty septic tanks, clean out grease traps, and dispose of the waste legally on an as needed basis.

8. Inspection Service: Inspection of septic tanks and grease traps at time of Regular

GALLUP-MCKINLEY COUNTY SCHOOLS

P.O. BOX 1318

GALLUP, NEW MEXICO 87305-1318

(505) 721-1000

Service. Upon inspection of tanks, the successful bidder will recommend to GMCS Maintenance & Operations appropriate service frequencies and maintenance plans and notify of any warning signs of failure.

9. Portable Toilet Service: Provide basic portable toilets at GMCS Public Schools per day, week, month as rental/service plan. Provide basic and ADA compliant portable toilets on an as needed basis. Service to include delivery, set-up, rental, cleaning/pumping, toilet paper, and hand sanitizer.

10. Hand Wash Stations: Provide hand wash stations on an as needed basis. Service to include delivery, set-up, rental, cleaning/pumping, paper towels, hand soap, and hand sanitizer.

11. Immediate Response Process: Provide an immediate response when needed. Provide an after-hour contact phone number and information should the District have a need for an immediate response.

12. Mileage: Mileage will be paid to Contractor, One-Way, to locations outside 10 miles of the Gallup Corporate City Limits. Mileage shall be listed on any quote or invoice as a separate line item and shall NOT be incorporated into the unit price. The following are the distances as adopted by the Board of Education.

Area Miles

Crownpoint, New Mexico 58

David Skeet Elementary 17

Navajo, New Mexico 47

Ramah, New Mexico 45

Thoreau, New Mexico 32

Tohatchi, New Mexico 29

Tse Yi Gai High 103

Twin Lakes Elementary 15

13. Market Rates: A thorough market analysis will be conducted to determine the competitiveness of bids received. Any bids that contain unreasonable service rates will be rejected as non-competitive. Bidders are strongly encouraged to submit competitive pricing for best consideration.