2026-04 RFB.pdf

CITY OF GREEN BAY

REQUEST FOR BID (RFB)

RFP: 2026-04

Title: Portable Toilet Rental & Services

City Agency: Parks, Recreation & Forestry

Due Date: March 26, 2026

CC: 15570, 48631, 64075, 97182

2026-04 PORTABLE TOILET RENTAL & SERVICES

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1 NOTICE TO BIDDERS

1.1 SUMMARY

1.2 IMPORTANT DATES

1.3 FORMAT

1.4 LABELING

1.5 DELIVERY OF BIDS

1.6 APPENDIX A – STANDARD TERMS & CONDITIONS

1.7 APPENDIX B – SAMPLE CONTRACT FOR PURCHASE OF SERVICES

1.8 MULTIPLE BIDS

1.9 CITY OF GREEN BAY CONTACT INFORMATION

1.10 INQUIRIES, CLARIFICATIONS, & EXCEPTIONS

1.11 ADDENDA

1.12 BID DISTRIBUTION NETWORKS

1.13 ORAL PRESENTATIONS/SITE VISIT MEETINGS

1.14 ACCEPTANCE/REJECTION OF BIDS

1.15 WITHDRAWAL OR REVISION OF BIDS

1.16 SUBCONTRACTING OR THIRD-PARTY PAYMENTS

1.17 NON-RESTRICTIVE SPECIFICATIONS AND VENDOR ALTERNATES

1.18 NON-MATERIAL AND MATERIAL VARIANCES

1.19 PUBLIC RECORDS

1.20 CONTRACT QUANTITIES

1.21 USAGE REPORTS

1.22 PARTIAL AWARD

1.23 TAX EXEMPT

1.24 COOPERATIVE PURCHASING

1.25 APPEALS PROCESS

1.26 BIDDERS RESPONSIBILITY

2 DESCRIPTION OF SERVICE/COMMODITIES

2.1 PROJECT OVERVIEW

2.2 DETAILED SCOPE OF WORK

2.3 REPORTING & COMMUNICATION

2.4 COMPLIANCE & STANDARDS

2.5 VENDOR REQUIREMENTS

2.6 INSURANCE & LIABILITY REQUIREMENTS

2.7 CONTRACT TERM(S)

2.8 PRICING STRUCTURE

3 REQUIRED CONTENT FOR SUBMITTAL OF BIDS

3.1 FORM A – SIGNATURE OF AFFIDAVIT

3.2 FORM B – RECEIPT OF FORMS & SUBMITTAL CHECKLIST

3.3 FORM C – VENDOR PROFILE INFORMATION

3.4 FORM D – BID OFFER FORM

3.5 FORM E – REFERENCES

3.6 FORM F – CONFIDENTIAL & PROPRIETARY INFORMATION

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1 NOTICE TO BIDDERS

1.1 Summary

The City of Green Bay Parks, Recreation & Forestry Department (“City”) is soliciting Bids from qualified Vendors for Portable Toilet Rental & Service(s). Vendors submitting Bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Bids no later than the DUE date and time indicated below. The City reserves the right to reject all late Bids:

1.3 Format

The City will not consider illegible Bids.

Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired.

Complete and return Forms A THROUGH F and any mandatory forms to the City of Green Bay Purchasing Department with your submittal.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address Title: Portable Toilet Rental & Services

RFB: 2026-04

All email correspondence must include RFB 2026-04 in the subject line.

RFB Issue Date: 3/3/2026

Pre-Bid/Site Inspection Date: n/a

Questions Due Date: 3/17/2026

Addendum Posted Date 3/19/2026

Due Date: March 26, 2026 by 2:00 PM (CST)

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1.5 Delivery of Bids

Emailed or faxed Bids will NOT be considered.

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

NOTE: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the Bid can be delivered to the correct purchasing agent without having to open the Bid.

1.6 Appendix A – Standard Terms & Conditions

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The City of Green Bay Standard Terms & Conditions are the minimum requirements for the submission of Bids.

1.7 Appendix B – Sample Contract For Purchase of Services

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB.

The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a Bid, Bidders affirm their willingness to enter into a contract containing these terms (applicable only to Bids for services).

The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your Bid, you agree to the use of this program to sign documents should you receive an award. There is no cost to the Bidder associated with this process.

1.8 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.

Bidders may submit alternate pricing schemes without having to submit multiple Bids.

Delivery of Hard Copies via U.S. Mail or Common Carrier – Delivery To:

City of Green Bay Purchasing Department 100 North Jefferson St. – Room 410 Green Bay, WI 54301

Delivery of Electronic Copies To:

eBidding platform on DemandStar (see Section 1.12) or on a commonly used media with hard copies (see Section 1.3).

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1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Dept. administers the procurement function:

Troy Van Handel City of Green Bay Purchasing Department 100 North Jefferson St. – 410 Green Bay, WI 54301

(920) 448-3049

Contacting City staff outside of the Purchasing Department regarding this RFB without written consent from the Purchasing Department may result in your Bid being rejected.

1.10 Inquiries, Clarifications, & Exceptions

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Department Buyer listed in Section 1.9.

Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see Section 1.11 below. Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to Bid terms, conditions, specifications and dates stated within the Bid package.

However, the City of Green Bay reserves the right to disqualify any and all Bids submitted which include exceptions, if deemed not in the City’s best interests.

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see Section 1.12. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any Addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.12 Bid Distribution Networks

The City of Green Bay posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Bidders responsibility to regularly monitor the Bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

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1.13 Oral Presentations/Site Visit Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.14 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s). Any Bids submitted without all required forms as indicated shall be rejected.

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to opening of Bids.

1.16 Subcontracting or Third-Party Payments

All subcontractors shall be pre-approved upon award by the City before any work begins.

Subcontractors must abide by all terms and conditions of the Bid. The prime contractor shall be responsible for all subcontractor(s) work and payment.

1.17 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater

VendorNet: State of Wisconsin and Local Agencies Bid Network. Registration is free – https://vendornet.wi.gov/

DemandStar:

National Bid Network – Free subscription is available to access Bids from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Procurement (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

https://network.demandstar.com/ https://vendornet.wi.gov/ https://network.demandstar.com/

Page | 6 features; however, the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their quote, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFB prevents you from offering a quote, consideration will be given to a Vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of non-material variances in the offer if in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret” – defined in State of Wisconsin Statutes – may be held confidential.

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

s. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a Bid in its entirety, price Bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders prior to release of any requested record.

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To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identified for each item on the Bid Offer Form are for Bid purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount. Bids that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.21 Usage Reports

Annually, successful Bidders may be asked to furnish the City of Green Bay Purchasing Department with usage reports summarizing the ordering history for each City Departments served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.22 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.23 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of Federal Excise Taxes and State of Wisconsin Taxes per Wisconsin Statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is 008-0000428893-07.

1.24 Cooperative Purchasing

Bidders may choose to extend prices offered on Bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis; they are made solely between the Bidders and third-party unit of government.

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1.25 Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or City of Green Bay Ordinance Provisions that are alleged to have been violated.

The written notice of protest must be filed with the Procurement Manager, Green Bay, WI, 100 North Jefferson St. Room 410, Green Bay, WI 54301, and received no later than 72 business hours after the intent to award notice is issued.

1.26 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

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2 DESCRIPTION OF SERVICE/COMMODITIES

2.1 Project Overview

The City of Green Bay is seeking qualified Vendors to provide seasonal portable toilet units and related servicing for use at various City-owned and City-managed locations throughout Green Bay.

The scope of work includes delivery, installation, routine servicing, emergency servicing, and removal of portable toilet units at parks, recreational facilities, public events, and other designated municipal locations as directed by the City. The contract period is anticipated to cover seasonal operations, generally spanning spring through fall, with the possibility of extended service periods based on operational needs as determined by the City of Green Bay.

2.2 Detailed Scope of Work

Unit Types & Equipment

The vendor shall furnish portable toilet units in sufficient quantities and configurations to meet the service demands of the City. Required unit types shall include, but may not be limited to, the following:

• Standard single-unit portable toilets suitable for general public use at parks and outdoor recreation areas.

• Americans with Disabilities Act compliant accessible portable toilet units with sufficient interior space and grab bar configurations to accommodate individuals with mobility limitations.

• Hand-wash stations or hand sanitizer dispenser units to be placed in proximity to portable toilet units as directed.

• Portable toilet trailer units or restroom trailers for special events requiring higher-capacity or enhanced amenity facilities, as specified by the City of Green Bay.

All units provided must be in clean, fully operational, and well-maintained condition at the time of delivery. Units must be free of physical damage, structural defects, and odor-causing residue prior to placement. The City reserves the right to reject any unit deemed unsuitable for public use.

Delivery & Placement

The Vendor shall be responsible for the transportation, delivery, and proper placement of all portable toilet units at locations designated by City staff. Delivery requirements include the following:

• Coordination with designated City staff to confirm placement locations prior to delivery.

• Delivery completed within the timeframe agreed upon in the service schedule or as requested on an as-needed basis.

• Proper placement on stable level ground to prevent tipping or displacement.

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• Anchoring or securing of units where wind, terrain, or event conditions require additional stabilization.

• Compliance with all applicable local ordinances and right-of-way requirements when placing units on City property.

The Vendor shall maintain a list of all active placement sites and update City staff of any changes or issues related to unit placement.

Routine Servicing

The Vendor shall provide regularly scheduled servicing for all portable toilet units placed under this contract. Routine service shall be performed at a minimum frequency as established in the service schedule agreed upon with the City. Standard servicing shall include the following tasks performed at each service visit:

• Pumping and complete removal of waste from holding tank.

• Interior cleaning and sanitizing of all surfaces including seat, walls, floor, and door hardware.

• Restocking of toilet paper, hand sanitizer, and any other consumable supplies included within the unit.

• Inspection of the unit for physical damage, vandalism, or mechanical issues.

• Deodorizing treatment applied to the holding tank.

• Exterior wipe-down and debris removal as needed.

• Documentation of service completion including date, time, location, and technician identification.

Service frequency may vary by location based on usage levels. High- traffic locations such as athletic fields, boat launches, and special event sites may require increased service frequency as directed by the City.

Special Event Servicing

The City hosts a variety of seasonal public events requiring temporary portable toilet installations with short setup windows and high usage demands. The vendor shall be capable of providing the following for special event support:

• Delivery and setup of units within a specified timeframe prior to event start as directed by City staff.

• Mid-event or same-day servicing for events lasting multiple days or with exceptionally high attendance.

• Prompt removal of all units within a specified timeframe following event conclusion.

• Coordination with City event staff to address real-time servicing needs during the event

The Vendor shall provide a dedicated point of contact for event coordination to ensure rapid communication and response during active events.

Emergency & On-Call Servicing

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The Vendor shall provide emergency and on-call servicing capabilities to address unplanned situations arising at City locations. Emergency service requirements include the following:

• Availability seven days per week, including weekends and holidays during the active service season.

• Response to emergency service requests within a defined response time as agreed upon in the contract terms.

• Capability to address issues including overflowing units, vandalized units, tipped or displaced units, and units requiring immediate replacement.

• Emergency contact information provided to City staff for direct after-hours communication.

Unit Removal and Season Closeout

At the conclusion of each service season during the base term and any exercised optional extension terms, or upon direction by City staff, the Vendor shall remove all portable toilet units from designated placement locations. Removal requirements include the following:

• Complete removal of all units, associated hardware, and any anchoring materials.

• Site left clean and free of waste, debris, or damage attributable to unit placement or removal.

• Completion of removal within the timeframe established by City staff.

• Submission of a final season closeout report confirming all units have been removed and all service locations have been cleared.

• A seasonal close-out report shall be submitted to City staff at the end of each contract year, including the base term and each exercised extension term. This report shall serve as a documented record of annual service performance and shall be available to the City to evaluate whether to exercise subsequent optional extension terms.

Service Locations

The City of Green Bay maintains a range of outdoor locations that may require portable toilet service under this contract. Service locations may include but are not limited to City parks, recreational trails, athletic fields, boat launch facilities, public event venues, construction sites on City property, and other municipally managed outdoor areas throughout Green Bay. The City reserves the right to add or remove service locations throughout the base term and any exercised extension terms based on operational requirements. Location lists shall be reviewed jointly between the City and the awarded Vendor at the start of each term to document current active sites and establish the service plan for that term.

2.3 Reporting & Communication

The Vendor shall maintain accurate records of all service activity throughout the base term and each exercised optional extension term and shall provide the City with documentation as follows:

• Monthly service reports summarizing all units serviced, locations visited, service dates, and any issues identified or resolved.

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• Notification to the City of Green Bay, WI within a reasonable timeframe of any unit damage, vandalism, or condition requiring replacement.

• Invoicing consistent with actual services rendered and inclusive of all unit placements, service visits, and emergency service calls, with line-item detail corresponding to the approved pricing structure.

• A designated account representative shall be assigned to the City of Green Bay, WI contract to serve as the primary point of contact for scheduling, billing, and service coordination throughout the duration of the contract, including the base term and all exercised extension terms. The vendor shall notify the City in writing of any change in the designated account representative.

2.4 Compliance & Standards

All services provided under this contract shall comply with applicable federal, state, and local regulations governing waste handling, sanitation, and equipment standards throughout the base term and each exercised optional extension term. The Vendor shall hold all required licenses and permits for the transportation and disposal of sanitary waste in accordance with regulations applicable to operations conducted within Green Bay, WI. Waste disposal must occur only at licensed and authorized disposal facilities. The vendor shall provide proof of proper waste disposal practices upon request by the City of Green Bay.

All personnel performing service under this contract shall be trained in proper sanitation procedures and shall conduct themselves in a professional manner when operating at City of Green Bay locations.

2.5 Vendor Requirements

Vendor must be in the business of Portable Toilet Rental & Services for the past five (5) years.

Vendor must supply references from three (3) firms to which similar products/services have been provided during the past five (5) years to a comparable-sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided. Use Form E to list references.

2.6 Insurance & Liability Requirements

The Vendor shall maintain adequate insurance coverage throughout the duration of the contract, including the base term and each exercised optional extension term. Required coverage shall include general liability insurance and any additional coverage types required by the City of Green Bay. Certificates of Insurance naming the City of Green Bay as an additional insured shall be provided prior to contract execution and shall be maintained current throughout the entire active term of the agreement, including all exercised extensions.

The Vendor shall provide updated Certificates of Insurance to the City of Green Bay at the commencement of each optional extension term and at any time a policy is renewed, modified, or replaced. The vendor shall assume full responsibility for any damage to City of Green Bay, WI

Page | 13 property caused by the vendor's equipment, personnel, or operations during any phase of the contract.

2.7 Contract Term(s)

Contract Term(s)

The City of Green Bay will award this contract under a one (1)-year base term with four (4) one (1)-year extension options. The structure of this arrangement is as follows:

Base Term

The contract shall commence upon execution and remain in effect for one (1) year. During the base term, the Contractor shall be obligated to perform all requirements in accordance with the full scope of work described herein, including but not limited to all delivery, installation, routine servicing, emergency servicing, and removal of portable toilet units at parks, recreational facilities, public events, and other designated municipal locations.

Extension Options

Following the conclusion of the base term, the City reserves the exclusive right to extend the contract for up to four (4) additional one (1)-year periods. Each extension option shall be exercised at the sole discretion of the City of Green Bay and shall not obligate the City to exercise any or all of the available extensions. The total contract period, inclusive of the base term and all exercised extension options, shall not exceed five (5) years.

Extension Option Administration

Written notice of intent to exercise each extension option shall be provided by the City to the Vendor no later than 60 days prior to the expiration of the then-current term. The Vendor shall acknowledge receipt of such notice in writing within ten business days. Failure by the City to provide timely notice shall not automatically extend the contract, and the Vendor shall continue performance only upon receipt of written authorization from City staff.

Price Stability During Base Term & Price Adjustment Provisions

Unit prices submitted by the Vendor in response to this solicitation shall remain firm and fixed throughout the entire one (1)-year base term. No price escalation, adjustment, or renegotiation of any kind shall be permitted during the base term regardless of changes in material costs, labor rates, fuel prices, or any other cost factor. Vendors shall carefully account for all anticipated cost considerations when establishing base term unit prices, as those prices will govern all work performed during the initial contract year without exception.

Upon the conclusion of the base term, and as a condition of exercising any available extension option, the City of Green Bay recognizes that market conditions, material costs, and labor rates may change over time. Accordingly, price shall be subject to adjustment, upward or downward, to reflect documented changes in cost of materials/labor at the start of each exercised extension option period.

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Once adjusted unit prices are agreed upon and confirmed in writing for an extension option period, those prices shall remain firm and fixed for the entire duration of that extension year. No mid-term adjustments within any single contract period, whether the base term or any extension year, shall be permitted under any circumstances.

Scope Consistency Across Extension Periods

During each exercised extension option year, the Vendor all delivery, installation, routine servicing, emergency servicing, and removal of portable toilet units at parks, recreational facilities, public events, and other designated municipal locations consistent with the scope described herein. All work performed during extension periods shall follow the same specifications, requirements, and standards established for the base term.

2.8 Pricing Structure

Vendors shall submit fully itemized pricing for all unit types, service categories, and ancillary charges associated with the performance of work under this contract. Pricing submitted shall apply to the base term and shall serve as the established rates for all exercised optional extension terms unless a written pricing adjustment is mutually agreed upon between the Vendor and the City in advance of any extension term commencement. Pricing shall be submitted in a format that allows the City to clearly evaluate costs by individual service component. The following pricing elements shall be provided:

Unit Rental Rates

Vendors shall provide a per-unit, per-month rental rate(s) for each unit type offered. Rental pricing shall be submitted for the following unit categories at a minimum:

• Standard single-unit portable toilet, per unit per month.

• Americans with Disabilities Act compliant accessible portable toilet unit, per unit per month.

• Hand-wash station with fresh water supply, per unit per month.

• Hand sanitizer dispenser stand unit, per unit per month.

• Portable restroom trailer, priced per trailer per day and per event as applicable, with specifications noting trailer size, stall count, and amenity level.

Routine Service Rates

Vendors shall provide per-service-visit pricing for routine cleaning and maintenance of each unit type. Routine service pricing shall reflect all labor, materials, consumable restocking, waste removal, and disposal costs associated with a standard service visit. Pricing shall be provided for the following service frequencies:

• Weekly service rate per unit.

• Twice-weekly service rate per unit.

Additional Service Calls

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Pricing shall be submitted for service calls requested outside of the established routine service schedule. Additional service call pricing shall include the following:

• Standard additional service call rate per unit during regular business hours, Monday through Friday.

• Weekend additional service call rate per unit on Saturdays and Sundays.

• Holiday additional service call rate per unit on observed holidays during the active service season.

Emergency and On-Call Service Rates

Vendors shall provide pricing specific to emergency service responses initiated by City staff outside of normal scheduling. Emergency pricing shall include the following:

• Emergency response service rate per unit during daytime hours.

• Emergency response service rate per unit during after-hours, evening, and overnight periods.

• Per-unit fee for emergency unit replacement when a damaged or non-functional unit must be swapped with a replacement unit on short notice.

Delivery and Removal Charges

Pricing shall be provided for the transportation, delivery, and removal of units at City designated locations. Delivery and removal pricing shall include the following:

• Initial delivery and placement fee per unit at the start of service.

• Seasonal removal fee per unit at the conclusion of the service period.

• Mid-season relocation fee per unit when a unit must be moved from one City location to another at the City's direction.

• Special event delivery and setup fee per unit for temporary event placements requiring same-day or next-day deployment.

Ancillary and Miscellaneous Charges

Vendors shall disclose all additional fees that may be applicable under the terms of this contract.

Ancillary pricing shall include but is not limited to the following:

• Damage assessment and repair fee structure identifying per-incident charges for unit damage beyond normal wear.

• Waste disposal surcharge, if applicable, identifying any fuel, environmental, or hauling fees applied on a per-service or per-unit basis.

• Extended season surcharge, if applicable, for service continuation beyond the standard seasonal period into late fall.

• Rush or expedited delivery fee for deployment requests requiring response within a shorter-than-standard timeframe.

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3 REQUIRED CONTENT FOR SUBMITTAL OF BIDS

3.1 FORM A – Signature of Affidavit

3.2 FORM B – Receipt of Forms & Submittal Checklist

3.3 FORM C – Vendor Profile Information

3.4 FORM D – Bid Offer Form

3.5 FORM E – References

3.6 FORM F – Confidential & Proprietary Information

Form A – Signature of Affidavit

RFB 2026-04 PORTABLE TOILET RENTAL & SERVICES

This form must be returned with your response.

In signing Bids/Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Bids/Proposals, that Bids/Proposals have been independently arrived at, without collusion with any other Bidders/Proposers, competitor or potential competitor; that Bids/Proposals have not been knowingly disclosed prior to the opening of Bids/Proposals to any other Bidders/Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting Bids/Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Bids/Proposals, declares that the attached Bids/Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Bidders/Proposers shall provide the information requested below. Include the legal name of the Bidders/Proposers and signature of the person(s) legally authorized to bind the Bidders/Proposers to a contract.

Has your company ever been debarred?

NO

YES (please explain below):

COMPANY NAME:

SIGNATURE:

PRINT NAME: DATE:

Form B – Receipt of Forms & Submittal Checklist

This form must be returned with your response.

Bidders/Proposers hereby acknowledge the receipt and/or submittal of the following forms:

FORMS

Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

FORM A: Signature of Affidavit N/A

FORM B: Receipt of Forms & Submittal Checklist N/A

FORM C: Vendor Profile Information N/A

FORM D: Bid Offer Form N/A

FORM E: References N/A

FORM F: Confidential & Proprietary Information N/A

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Statement of Qualifications (SOQ) – If Required N/A N/A

Addendum #

Addendum #

Addendum #

Addendum #

COMPANY NAME:

Form C – Vendor Profile Information

This form must be returned with your response.

The City of Green Bay has implemented a Procurement Card (P-Card) Program. Bidders/Proposers must have the capability to accept credit cards for payments or must be willing to take the necessary steps in order to accept credit card payments by the City prior to the implementation of this agreement as the City may opt to use the P-Card as its method of payment.

While acceptance of credit cards for payments may be mandatory, this shall not be the City’s exclusive method of payment. Bidders/Proposers shall not charge a surcharge, convenience fee or any other fees associated with the acceptance of payment by the City’s P-Card.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name):

FEIN (If FEIN is not applicable, SSN collected upon award):

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

ORDERS/BILLING CONTACT

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

PROCUREMENT CARD (P-CARD)

COMPANY ACCEPTS PAYMENT BY CREDIT CARD:

YES or NO NOTE: The City does not pay service charges.

Form D – Bid Offer Form

This form must be returned with your response.

See Section 2.8 – Pricing Structure (For Full Pricing Agreement)

▪ All pricing submitted shall be all-inclusive of labor, equipment, fuel, waste disposal, consumable supplies, and unless a specific surcharge is separately identified and disclosed.

• Pricing shall remain firm throughout the base term. The City will not be responsible for charges not disclosed at the time of bid submission.

• Pricing adjustments shall not be applied retroactively and shall only become effective upon the commencement of the applicable extension term as authorized in writing by the City of Green Bay. If no pricing adjustment is requested or approved, the rates in effect during the prior term shall continue without modification into the exercised extension term.

• Any services that fall outside the defined scope of work shall be brought immediately to the attention of City staff for direction, and pricing for such conditions shall be negotiated prior to proceeding with rental and/or services.

ITEM DESCRIPTION OF ITEMS UNIT COST

Rental Rates (Per Unit Per Week)

1. Standard Single-Unit Portable Toilet $

2. ADA Compliant Accessible Portable Unit $

3. Hand-Wash Station w/ Fresh Water Supply $

4. Hand Sanitizer Dispenser Stand Unit $

Rental Rates (Per Unit Per Day)

1. Portable Restroom Trailer $

List Trailer Size, Stall Count, & Amenity Level Below:

Routine Service Rates (Per Unit)

1. Weekly Service Rate $

2. Twice Weekly Service Rate $

Additional Service Calls (Per Unit)

1. Rate Per Unit During Regular Business Hours (M-F) $

2. Rate Per Unit on Weekends (Saturday & Sunday) $

ITEM DESCRIPTION OF ITEMS UNIT COST

3. Rate Per Unit On Observed Holidays $

Emergency & On-Call Service Rates

1. Emergency Rate Per Unit During Daytime Hours $

2. Emergency Rate Per Unit During After Hours $

3. Emergency Rate Per Unit Replacement For Damaged or Non-Functional Unit Must Be Swapped On Short Notice. $

Delivery & Removal Charges (Per Unit)

1. Initial Delivery & Placement Fee Per Unit At Start Of Service $

2. Season Removal Fee Per Unit At Conclusion of Service Period $

3. Mid-Season Relocation Fee Per Unit $

4. Special Even Delivery & Setup Fee Per Unit For Temporary Event Placements Requiring Same Day or Next-Day Deployment $

Ancillary & Miscellaneous Charges

1. Damage Assessment & Repair Fee Structure Identifying Per-Incident Charge For Unit Damage Beyond Normal Wear $

2. Waste Disposal Surcharge, If Applicable, Identifying Any Fuel, Environmental, Or Hauling Fees Applied On A Per-Service Or Per Unit Basis

3. Extended Season Surcharge, If Applicable, For Service Continuation Beyond The Standard Season Period Into Late Fall $

4. Rush Or Expedited Delivery Fee For Deployment Requests Requiring Response Within A Shorter-Than-Standard Timeframe $

List Any Additional Costs or Considerations Not Covered Above:

LEAD TIME (UPON RECEIPT OF ORDER):

PAYMENT TERMS (NET 30):

YES / NO / OTHER

EARLY PAYMENT DISCOUNT (SPECIAL TERMS):

Form E – References

RFB 2026-04 PORTABLE TOILET RENTAL & SERVICE

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

CONTRACT PERIOD: YEAR COMPLETED: TOTAL COST:

DESCRPTION OF WORK PERFORMED:

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

Form F – Confidential & Proprietary Information

This form must be returned with your response.

Material submitted in response to the City of Green Bay’s (“City”) Bid/Proposal includes at least one formula, pattern, compilation, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use and is the subject of reasonable efforts to maintain its secrecy. Such information qualifies as a trade secret, as provided in Wis. Stat. § 19.36(5). As such, the Bidder/Proposer asks that the trade secrets contained on certain pages of this Bid/Proposal, as indicated below, be treated as confidential material and not be released to the public. I am providing the following information with the understanding that it is being submitted to the City under a pledge of confidentiality. I would not have submitted this information had the City not pledged to keep it confidential* and request that the following pages not be released:

NOTE: Bidders/Proposers are cautioned that the entire Bid/Proposal may not fall withing the confines of the pledge of confidentiality. The about designation(s) of confidentiality in now way guarantees that designated information will be kept confidential. Under the provision of the Public Records Law, Bidder/Proposer is not entitled to notification prior to release of information and is not entitled to go to court to block disclosure of any portion of the Bid/Proposal.

If the City agrees with Bidders/Proposers designation of trade secret or confidentiality and the designation is challenged, the undersigned hereby agrees to provide legal counsel or other necessary assistance to defend the designation of trade secret or confidentiality.

Failure to include this designation in the Bid/Proposal response may mean that all information provided as part of the Bid/Proposal response will be open to examination and copying.

NOTE: The City as custodian of these public records has the obligation, pursuant to Public Record Laws, to determine whether the above information can be kept confidential.

SECTION PAGE TOPIC

COMPANY NAME: TITLE:

PROPRIETARY INFORMATION: A Bidder/Proposer responding to this Bid/Proposal should not include any proprietary information or protected trade secret(s) as part of its Bid/Proposal unless the Bidder/Proposer

1) designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and 2) identifies the specific information when it occurs within the proposal.

The City’s preference is for the proposer to segregate all information designated as confidential into one section of the RFB/RFP and/or a separate document for easier removal to maintain its confidential status.

The response to the Bid/Proposal should indicate which portion of the requested information is confidential and where this information is located within the response, i.e. under separate cover, in confidential Section No. ______, etc. Data contained in the Bid/Proposal and all documentation become property of the City.

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Appendix A

City of Green Bay Standard Terms & Conditions

(STC-Form: 10/21/2025)

1. General. Throughout this document, "City of Green Bay," "City" and "Purchasing" shall be synonymous and mean the City of Green Bay. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer," “vendor,” and "contractor." The phrases "request for proposal," "request for bids," “request for quotes,” “quote,” "request," "invitation," and "solicitation" shall also be synonymous. As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFB/RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall along with these Standard Terms and Conditions, the City’s request for proposals/bids, the version of the vendor’s response/bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute the entire agreement (“Contract”) and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals/bids, the version of the vendor’s response/bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

3. Bid Selection. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to fully complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

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9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed Contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory…