2027-08-A Portable Restroom Rental Services.pdf

City of Rowlett RFQ No. 2027-08-A

Portable Restroom Rental Services

Important Dates

Questions Deadline: 09/28/2026 at 5:30pm Quotes Due: 10/06/2026 2:00pm

STANDARD TERMS AND CONDITIONS FOR PROCUREMENTS

Revised February 12, 2025

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the City of

Rowlett, Texas (“City”), unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the request for bids/proposals or other procurement opportunity advertisement as well as any subsequent purchase order(s) issued for goods or services and shall be included as part of the specifications issued herewith.

2. NOTIFICATION: The City advertises formal procurement opportunities through www.rowletttx.gov, bidnet direct by SOVRA, and The Dallas Morning News. The City shall not be responsible for information distributed by sources other than those listed.

3. ADDENDA: Any revisions to the information contained herein or in the request for bids/proposals will be issued in the form of one or more addenda. The sole issuing authority shall be vested in the City of Rowlett Purchasing Office. If addenda containing material changes to the specifications or pricing form are issued, the vendor shall acknowledge receipt of such addenda in the designated section in the Bid/Proposal document. It is the responsibility of the bidder/proposer to obtain and acknowledge any and all addenda.

Failure to acknowledge receipt of any addenda may be cause to deem such submission non-responsive.

4. SILENCE OF SPECIFICATION: The apparent silence of the provided specifications as to any detail or the apparent omission from these specifications of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specifications shall be made on the basis of this statement.

5. MINOR DEFECT: The City reserves the right to waive any minor defect, irregularity, or informality in any bid/proposal. Minor defects, irregularities or informalities will not affect the end product/performance intended by the specifications. The City also reserves the right to reject any or all bids/proposals with or without cause prior to award.

6. ELECTRONIC SUBMISSIONS: The City utilizes bidnet direct by SOVRA to advertise and receive bids and proposals electronically over the Internet. Electronic submissions through bidnet direct by SOVRA shall be electronically signed and dated by a duly designated representative or agent of the company submitting the bid/proposal and submitted prior to the stated deadline date and time. Vendors should clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information may be reason to deem such submission non-responsive.

7. PAPER SUBMISSIONS: Paper submissions shall be submitted on the forms provided by the City and must be signed and dated by a duly designated representative or agent of the company submitting the bid/proposal. Vendors shall clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information may be reason to deem such submission non-responsive.

http://www.rowletttx.gov/

8. PRESENTATION OF BIDS/PROPOSALS: Paper submissions shall be presented to City Action Center, 4000 Main Street, Rowlett, Texas 75088, prior to the stated deadline date and time. Paper submissions shall be presented in a sealed envelope with vendor’s name and the bid/proposal number clearly identified on the outside of the envelope.

9. LATE SUBMISSIONS: The date/time stamp located in the City Action Center serves as the official time clock. Submissions received after the stated deadline date and time shall be refused and returned unopened.

The City is not responsible for issues encountered with methods of delivery.

10. PRICING: Prices offered shall be submitted for units of quantity as specified in the bid/proposal document, extended and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure of a unit price or extended price made prior to bid/proposal opening shall be initialed by the signer of the bid/proposal, guaranteeing authenticity.

Prices offered cannot be altered or amended after the submission deadline. Bids may not be changed for the purpose of correcting an error in bid price after bid opening.

11. PROPRIETARY INFORMATION: All material submitted to the City is subject to public disclosure upon receipt, pursuant to the Texas Open Records Act. If vendor does not desire proprietary information in the bid to be disclosed, each page must be identified and marked proprietary at the time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary upon public request.

12. TAXES: The City is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. Tax shall not be included in prices offered. A Tax Exempt Form will be provided by the City upon request. A request for a Tax Exempt Form can be submitted in writing to purchasing@rowlett.com or by contacting the Purchasing Office at 972.412.6189.

13. WITHDRAWAL OF OFFER: Vendor agrees that an offer may not be withdrawn or cancelled for a period of ninety (90) days following the date and time designated for the receipt of the bid/proposal without written approval of the Purchasing Manager.

14. F.O.B./DAMAGE: Prices offered shall be F.O.B. Final Destination, Rowlett, Texas, and shall be all inclusive of shipping, handling and packaging costs. The City accepts and assumes no liability for goods delivered in damaged or unacceptable condition. The successful vendor shall be responsible for handling all claims with carriers, and in case of damaged or unacceptable goods, shall ship replacement goods immediately upon notification by the City.

15. PREPARATION COST: All costs associated with the preparation of an offer, bid, or proposal shall be borne by the vendor. The City will not be liable for any costs associated with the preparation, transmittal, or presentation of submissions, or with any materials submitted in response to the request for bid/proposal.

16. TESTING: At the City’s discretion, testing may be required prior to award of the bid/proposal or prior to delivery of goods or services. Testing shall be performed without expense to the City.

17. SAMPLES: At the City’s discretion, samples may be required prior to award of the bid/proposal or prior to delivery of goods or services. Samples shall be provided at no cost to the City. Samples should not be enclosed with submission unless specifically requested.

18. QUALITY: Any catalog, brand names, or manufacturer’s reference in the bid/proposal packet is merely descriptive and not restrictive and is intended to indicate the type and minimum quality level desired for comparison purposes, unless otherwise stated herein to the contrary. All products and/or optional equipment offered shall be new and of current manufacture. No items of a demonstrator, leased, reconditioned, rebuilt, repossessed or used nature shall be considered, unless otherwise specifically stated herein.

19. BID/PROPOSAL OPENINGS: All bids/proposals will be read aloud at the City’s scheduled opening for the designated bid/proposal. However, the reading of an offer shall not be construed as a comment on the responsiveness of such offer, or as any indication that the City accepts such offer as responsive. Neither shall such reading be construed as a comment on the responsibility of the bidder/proposer.

The City will make a determination regarding the responsiveness of offers submitted based upon compliance with all applicable laws and the City’s purchasing guidelines and project documents including, but not necessarily limited to, the bid/proposal specifications and contract documents. The City will notify the successful vendor upon award of the contract; and, according to State law all offers received will be available for inspection after award.

For processes other than low bid or best value bid, only the names of vendors will be read aloud at the scheduled opening. Pricing information will not be released until after award of the contract.

20. SUMMARY SHEET: Bid/Proposal summary results are typically published within two (2) business day after the scheduled opening. Interested parties desiring a copy of a bid/proposal summary sheet may request the same by submitting a written request to purchasing@rowlett.com. RESULTS WILL NOT BE RELAYED

OVER THE TELEPHONE.

21. GRATUITIES: Gratuities in the form of entertainment, gifts, or otherwise offered or given by the vendor, or any agent or representative of the vendor, to any officer or employee of the City with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending or the making or any determinations with respect to the performing of such a contract, are not permissible. In the event this contract is cancelled by City pursuant to this provision, City shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by vendor in providing such gratuities.

22. ANTI-COLLUSION: In submitting an offer, vendor certifies that they have not participated in nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

23. NO PROHIBITED INTEREST: Vendor acknowledges awareness of the laws, City Charter, and City Code of Ethics regarding conflicts of interest. No officer, employee or agent of the City shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by Section 2-463 of the City’s Code of Ordinances and/or Chapter 171 of the Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined therein.

24. CONFLICT OF INTEREST: In accordance with Chapter 176, Local Government Code, a person who is a vendor and has a business relationship, as those terms are defined by Section 176.001(1-a), with the City and meets requirements under Section 176.006(a) is required to file a Conflict of Interest Questionnaire with the City Secretary not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

A complete copy of Chapter 176 of the Local Government Code may be found at https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm.

25. NON-RESIDENT BIDDERS: Texas Government Code, Chapter 2252: Non-Resident Bidders. Texas law prohibits city and governmental units from awarding contracts to a non-resident bidder/proposer unless the amount of such bid is lower than the lowest bid by a Texas resident by the amount a Texas resident would be required to underbid the non-resident bidder/proposer on a bid/proposal for goods and services in the non-resident bidder’s state.

26. DELINQUENT TAXES: Any person, firm, or corporation that is in arrears to the City for delinquent taxes or otherwise, will not be recommended for award of any bid/proposal until the arrearage has been cleared in writing. If a contractor or vendor becomes delinquent while a contract is in force, payment for goods or services provided to the City under said contract or purchase order may be withheld until the arrearage has been cleared in writing.

27. MINIMUM STANDARDS FOR RESPONSIBILITY: A prospective vendor must affirmatively demonstrate responsibility. The City of Rowlett may request representation and other information sufficient to determine vendor’s ability to meet the minimum standards including but not limited to:

A. Have adequate financial resources, or the ability to obtain such resources as required

B. Ability to comply with the required or proposed delivery schedule

C. Have a satisfactory record of performance

D. Have a satisfactory record of integrity and ethics

E. Be otherwise qualified and eligible to receive an award https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm

28. AWARD OF CONTRACT: The City reserves the right to award single or multiple contracts for the goods or services as stated herein, or to reject any and all bids. Furthermore, the City reserves the right to take administration costs into consideration when awarding to multiple vendors.

The City may award bids/proposals to the lowest responsive responsible vendor(s), or to the vendor(s) who provides goods or services at the best value to the City. If using the best value method, the selection criteria will be clearly identified in the bid/proposal document. The best value method may take into consideration, in whole or in part, by way of illustration and not limitation, the following criteria:

A. The purchase price B. The reputation of the vendor and of the vendor’s goods or services C. The quality of the vendor’s goods or services D. The extent to which the goods or services meet the City’s needs E. The vendor’s past relationship with the City F. The total long-term cost to the City to acquire the vendor’s goods or services G. Any relevant criteria specifically listed herein

29. ACCEPTANCE: Vendor agrees that acceptance of any or all items by the City within a reasonable period of time, not to exceed one hundred twenty (120) days following the date and time designated for the receipt of the bid/proposal, shall be binding upon vendor. Vendor shall thereafter execute all documents necessary to enter into a contract in a form acceptable to and properly executed by the City to provide such goods and services.

30. CONTRACT PERIOD: Unless otherwise stated in the specifications contained herein, the contract period for this bid/proposal will be for one (1) year upon City approval, with four (4) optional one-year renewal periods at the option of the City. All contract periods, including all renewal periods, will be subject to the City’s availability of funds.

31. FUNDING: The City is a home-rule municipal corporation operated and funded on a fiscal year basis from

October 1 to September 30. Accordingly, the City reserves the right to terminate at any time, without liability to the City, any contract for which funding is not available in a subsequent fiscal year.

32. ASSIGNMENT: The successful vendor shall not sell, assign, transfer or convey any contract, in whole or in part, to any other person or party without the prior written consent of the City obtained through the City’s Purchasing Office.

33. INTERLOCAL AGREEMENT: The successful vendor agrees to extend prices for goods and services under the same terms and conditions of this bid/proposal to all governmental entities that have entered into, or may hereafter enter into, interlocal cooperative purchasing agreements with the City

34. CHANGE ORDER: The City reserves the right to modify or change plans and specifications as deemed necessary at any time, including after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the City Manager or City Council, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract shall be documented in written form by the City and acknowledged by the contracted vendor. All change orders and modifications to the contract shall be processed through the Purchasing Office only.

35. DELIVERY PROMISE – PENALTIES: Where indicated, vendors must provide the number of calendar days required to deliver goods or services to the City after receipt of order (ARO). Do not quote shipping dates.

When a delivery delay can be foreseen, the vendor shall provide advance notice to the Purchasing Manager, who shall have the right to extend the delivery date if the reasons for delay are acceptable. Default in promised delivery, without acceptable reason(s), or failure to meet specifications as contained herein or in the contract documents, authorizes the Purchasing Office to purchase goods or services from an alternate source. The defaulting vendor may be subject to re-procurement costs.

36. DELIVERY TIMES: Unless otherwise specified herein, deliveries will only be accepted during normal working hours at the designated City location(s).

37. INSPECTION: Upon receipt of goods or services, the same will be inspected for compliance with the specifications contained herein or in the contract documents. If the goods or services do not pass inspection, the vendor will be required to remedy the situation at the vendor’s sole expense. The vendor will be required to retrieve the rejected goods at the delivery point and provide the necessary repairs of or replacement and return of the goods in new condition to the original point of delivery; or re-perform services in accordance with the terms and conditions of the contract and to the City’s satisfaction.

38. INVOICES: Invoices shall be submitted to the attention of the ordering department, P.O. Box 99, Rowlett, Texas 75088, or electronically to the appropriate department representative.

39. PAYMENT TERMS: Payment terms are net 30 days, unless otherwise specified by the City in the bid/proposal document.

40. AUDIT: The City shall have access to, and the right to examine, monitor and audit all records, documents, conditions and activities related to contracts awarded by the City. It shall be the responsibility of the vendor to maintain records associated with this procurement for a period of three (3) years after completion of the contract, or in the event of litigation, a claim or audit, the records shall be retained until the resolution of such litigation, claim or audit.

41. INSURANCE: The City requires vendor(s) to carry the minimum insurance as required by the greater of the requirements contained in state laws or the insurance requirements contained in the contract documents.

42. PRICE ESCALATION: Unless otherwise stated in the specifications herein, prices must remain firm for the initial term and any renewal terms of the contract, except that the contracted vendor may request an adjustment at the time of contract renewal by submitting a request in written form to the Purchasing Manager.

Basis for price escalation should be based on the Consumer Price Index for the most recent twelve-month period reported for the Dallas-Fort Worth area. The contracted vendor shall provide the City with copies of the appropriate indices for verification purposes. The City reserves the right to approve or reject any and all requests for price escalations.

43. PRICE REDUCTION: If during the life of the contract, the contracted vendor’s net prices to other customers for the same goods or services are lower than the City’s contracted prices, an equitable adjustment shall be made in the contract price in favor of the City.

44. INDEMNITY: The bidder shall defend, indemnify and hold the City, its current, former and future officers, agents and employees harmless from any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including attorneys’ fees and costs of suit, of any character, name and description, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct or negligent act, omission, or fault of the successful bidder, or of any agent, employee, subcontractor or supplier for which the successful bidder is responsible in the execution of, or performance under, any contract which may result from bid award and the bidder so agrees upon the submission of the bid.

The bidder shall deliver, if so requested by the City, a written release of all liens or other proper evidence of same, to the satisfaction of the City prior to the issuance of final payment by the City.

45. INDEMNITY; PATENT RIGHTS: The bidder/proposer agrees to indemnify and hold harmless the City from any claim involving patent right infringement or copyright infringement on goods or services supplied to the City pursuant to the contract documents.

46. PROTESTS: All protests regarding the solicitation process must be submitted in written form to the Purchasing

Manager within five (5) working days following the opening of bids/proposals. This includes all protests relating to legal advertisements, deadlines, bid/proposal openings, and all other related procedures under the Local Government Code, as well as any protests relating to alleged improprieties or ambiguities in the specifications contained herein or in the contract documents.

Post-award protests must be submitted in written form to the Purchasing Manager within five (5) working days after award.

The protest must include, at a minimum, the name of the protester, bid/proposal number or description of goods or services, and a statement of the grounds for the protest. The Purchasing Manager, having authority to make the final determination, will respond within ten (10) working days to each substantive issue raised in the protest. Allowances for reconsiderations shall be made only if data becomes available that was not previously known, or if there has been an error of law or regulation.

47. TERMINATION FOR DEFAULT: The City reserves the right to enforce the performance of the contract in any manner prescribed by law and deemed to be in the best interest of the City in the event of breach or default of the contract. The City reserves the right to terminate the contract immediately in the event the contracted vendor fails to meet delivery schedules, or otherwise perform in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes the City to award the contract to another vendor, or purchase from an alternate source, and charge the full increase in cost plus any additional administrative costs incurred by the City to the defaulting contracted vendor.

48. REMEDIES: The successful vendor and the City agree that each party may have rights, duties, and remedies available as stated in the Uniform Commercial Code and any other available remedy, whether in law or equity.

49. VENUE: The validity of the contract and of any of its terms or provisions, as well as the rights and duties thereunder or under the contract documents, shall be governed by and construed in accordance with the laws of the State of Texas. Exclusive venue for any legal action shall lie in the state courts of Dallas County, Texas.

50. ENERGY BOYCOTT: In accordance with Chapter 2274, Texas Government Code (Acts 2021, 87th Leg., S.B.

13), the City may not enter into a contract with a company, excluding a sole proprietorship, with 10 or more full-time employees for goods or services valued at $100,000 or more unless the contract contains a written verification from the company that the company: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract. The signatory executing the Contract on behalf of Seller verifies Seller does not boycott energy companies and will not boycott energy companies during the term of the Contract. The foregoing verification is made solely to comply with Section 2274.002, Texas Government Code, and does not apply if the City determines the requirements of Subsection 2274.002(b) are inconsistent with the City’s constitutional or statutory duties related to the issuance, incurrence or management of debt obligations or the deposit, custody, management, borrowing or investment of funds.

51. FIREARMS: In accordance with Chapter 2274, Texas Government Code (Acts 2021, 87th Leg., S.B. 19) the

City may not enter into a contract with a company, excluding a sole proprietorship, with 10 or more full-time employees for goods or services valued at $100,000 or more unless the contract contains a written verification from the company that the company: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. The signatory executing the Contract on behalf of Seller verifies Seller does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and will not discriminate during the term of the contract against a firearm entity or firearm trade association. The foregoing verification is made solely to comply with Section 2274.002, Texas Government Code, and does not apply if the City contracts with a sole-source provider or if the City does not receive any bids, if applicable, from a company that is able to provide the required verification.

52. CRITICAL INFRASTRUCTURE: In accordance with Chapter 2274, Texas Government Code, the City may not enter into a contract or agreement with a company, excluding a sole proprietorship, with 10 or more full-time employees for goods or services valued at $100,000 or more (1) if the company would be granted direct or remote access to or control of critical infrastructure in Texas, excluding access specifically allowed by the City for product warranty and support purposes and (2) if the City knows the company is (A) owned by or the a majority of stock or other ownership interest of the company is held or controlled by (i) individuals who are citizens of China, Iran, North Korea, Russia, or a designated country or (ii) a company or other entity, including a governmental entity, that is owned or controlled by citizens of or is directly controlled by the government of such countries, or (B) headquartered in such countries. The signatory executing the Contract on behalf of Seller represents that neither Seller nor any of its parent companies, wholly-owned subsidiaries, majority-owned subsidiaries, and other affiliates is a company of which the City may not contract pursuant to Section 2274.0102, Texas Government Code. The foregoing verification is made solely to comply with Section 2274.0102, Texas Government Code.

53. ANTI-BOYCOTT ISRAEL VERIFICATION: In accordance with Chapter 2271, Texas Government Code, the

City may not enter into a contract with a company, excluding a sole proprietorship, with 10 or more full-time employees for goods or services valued at $100,000 or more unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The signatory executing the Contract on behalf of Seller verifies that Seller and its parent company, wholly-owned subsidiaries, majority-owned subsidiaries, and other affiliates, if any, do not boycott Israel and, to the extent the Contract is a contract for goods or services, will not boycott Israel during the term of the Contract. As used in the foregoing verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. The signatory understands “affiliate” to mean an entity that controls, is controlled by, or is under common control with the signatory and exists to make a profit. This section does not apply to a Vendor which is a sole proprietorship and/or which has less than 10 full-time employees. This section does not apply to a contract valued at less than $100,000.

54. IRAN, SUDAN, AND FOREIGN TERRORIST ORGANIZATIONS: The signatory executing the Contract on behalf of Seller represents that neither Seller nor any of its parent company, wholly-owned subsidiaries, majority-owned subsidiaries, and other affiliates is a company identified on a list prepared and maintained by the Texas Comptroller of Public Accounts under Section 2252.153 or Section 2270.0201, Texas Government Code, and posted on any of the following pages of such officer’s internet website:

https://comptroller.texas.gov/purchasing/docs/sudan-list.pdf, https://comptroller.texas.gov/purchasing/docs/iran-list.pdf, or https://comptroller.texas.gov/purchasing/docs/fto-list.pdf.

The foregoing representation is made solely to comply with Section 2252.152, Texas Government Code, and to the extent such Section does not contravene applicable Federal law and excludes the entity and each of its parent company, wholly-owned subsidiaries, majority-owned subsidiaries, and other affiliates, if any, that the United States government has affirmatively declared to be excluded from its federal sanctions regime relating to Sudan or Iran or any federal sanctions regime relating to a foreign terrorist organization. The signatory understands “affiliate” to mean any entity that controls, is controlled by, or is under common control with the signatory and exists to make a profit.

https://comptroller.texas.gov/purchasing/docs/sudan-list.pdf https://comptroller.texas.gov/purchasing/docs/iran-list.pdf https://comptroller.texas.gov/purchasing/docs/fto-list.pdf

City of Rowlett

RFQ No. 2027-08-A

I. Introduction

The City of Rowlett (“City”) is requesting quotes to establish an annual fixed-price contract for Portable Restrooms to be provided for City events, in accordance with the terms, conditions, and requirements set forth in this Request for Quotes (“RFQ”) document. The initial term of the Contract will be effective upon award through September 30, 2027, with four (4) optional one-year renewal periods on October 1st of each year. The Contract will be awarded to the service provider(s) who meets the requirements stated herein and offers the lowest prices to the City.

The City reserves the right to award any or all line items, in whole or in part, to one or more service providers (“Provider”). The estimated annual expenditure on these services is $13,000. Orders will be placed on an as-needed basis only and the City does not guarantee any quantities. Any quantities stated herein are an accurate reflection of the City’s anticipated needs. However, due to budget contingencies, service quantities may be adjusted prior to award, or at any time during the contract period. At no time will adjustments to the prices offered be imposed on the City. Prices will be held firm during the contract period.

The successful Provider will be required to execute a service contract. A sample contract is available for viewing upon request, in the Purchasing Office.

II. Scope of Services

The City of Rowlett is soliciting quotes from qualified providers for portable restroom rental and related services on an as-needed basis. Services shall include all labor, equipment, materials, delivery, placement, and removal of portable restroom units at various City-owned facilities, parks, special events and other designated locations. Failure to comply with requirements stated herein will result in the termination of the contract due to non-compliance.

A. Provider Requirements

1. Provider shall have been actively engaged in Portable Restroom Rental services for a minimum of three (3) years under its current name and in good standing with a track record of performance and must provide evidence of such. If name changes have occurred in the past ten (10) years, provide these name changes in chronological order.

Recent start-up businesses do not meet the requirements of this solicitation.

NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise.

2. Provider shall operate as an independent contractor and not as an agent, representative, partner, or employee of the City, and shall be solely responsible for the acts of omissions of the successful vendor(s) employees or agents.

3. Provider shall operate in accordance with all applicable laws, ordinances, regulations, and rules of federal, state, and local authorities.

B. Service Requirements

1. Standard Portable Restrooms

a. Provide delivery, placement, service, relocation, and removal of portable restroom units at locations designated by the City.

b. Maintain all units in a clean, sanitary, safe, and fully operational condition.

c. Deliver and install requested units within the timeframe specified by the City, unless otherwise agreed upon.

d. Ensure units are level, stable and ready for use upon delivery.

e. Depending on the event, complete setup will be required by a specific time. These times are subject to change and will be pre-arranged with the successful provider.

f. All portable Restrooms must be delivered fully stocked.

2. ADA Accessible Portable Restroom Requirements

a. Units shall be accessible to individuals using wheelchairs and mobility devices.

b. Ensure units are level, stable, and ready for use upon delivery, with an accessible entrance equipped with appropriate ramp.

c. Doors should provide adequate clearance and be easy to operate.

d. Provide delivery, placement, service, relocation, and removal of portable restroom units at locations designated by the City.

e. Maintain all units in a clean, sanitary, safe, and fully operational condition.

f. Deliver and install requested units within the timeframe specified by the City, unless otherwise agreed upon.

g. Depending on the event, complete setup will be required by a specific time. These times are subject to change and will be pre-arranged with the successful provider.

h. All portable Restrooms must be delivered fully stocked.

3. Handwash Stations

a. Provide handwash stations for use with the restroom rentals.

b. Stations shall include a fresh waster supply, hands free or foot operated pump, soap dispenser, and paper towels.

c. All handwashing stations must be delivered fully stocked.

d. Provide delivery, placement and removal.

4. Trailer Restroom Pumping: The City has one permanent trailer restroom facility that requires servicing and pumping approximately six times per year.

a. Provide all labor, equipment, transportation and disposal necessary to pump the restroom trailer six (6) times per year.

b. Pump and remove all wastewater from the restroom trailer holding tanks.

c. Transport and dispose of wastewater at an authorized disposal facility in accordance with all applicable regulations.

d. Leave the service area clean and free of spills or wastewater after each service.

e. Coordinate service dates in advance.

5. Provide a phone number and email address for emergency contact.

III. Invoices and Payments

A. The provider shall submit an itemized invoice for services completed to the City:

1. Immediately after each event that includes:

a) Date of invoice

b) Breakdown of items delivered

2. The provider shall submit invoices directly to the ordering department.

3. Payment terms are Net 30 days upon delivery and receipt of a proper invoice.

IV. Insurance

ALL RESPONDENTS must submit, with the proposal, proof of insurance coverage as stipulated in Exhibit A of this proposal document. Proof shall be by submission of copies of current policies or current Certificates of Insurance, including the effective dates of coverage. Any provisions outlined will be required of the successful vendor only. Prior to the execution of this contract, the successful vendor will supply the Purchasing Office with an original certificate of insurance, evidencing the stated requirements and provisions. This insurance shall be effective for the contract duration and renewal certificates shall also be supplied upon expiration.

V. Questions Deadline

The City requires that all questions relating to this RFQ be submitted in writing through Bidnet, the City’s eProcurement system, or to Suman Verma, Purchasing Agent, at sverma@rowlett.com by 5:30pm on Monday, September 28, 2026. No questions will be answered over the phone.

Questions in regard to the scope of services will only be accepted until the stated deadline. Any changes to the RFQ Documents will be made by City in the form of a written Addendum. Any changes made in any other manner will not be binding upon the City, and proposer may not rely upon them.

VI. Public Bid Opening

This expenditure is under the competitive bid limit; therefore, a formal public bid opening will not be conducted.

VII. Submission of Quote

Submissions are due no later than Thursday, October 6, 2026, at 2:00pm.

A. Submission

1. In order for your quote to be considered responsive, the following information should be submitted. Failure to provide requested information may cause your quote to be deemed non-responsive.

a. Fee Schedule – Attachment A

b. References Worksheet – Attachment B

c. Certificate of Insurance

d. Certification Form

2. Submitting a quote constitutes understanding and acceptance of all terms, conditions, instruction, specifications, forms and statements contained in this RFQ document.

3. Online Submission

Quotes may be submitted online through Bidnet direct by SOVRA, the City’s eProcurement system. Please ensure that you provide all required information, including attachments, uploaded where indicated in the eProcurement system.

RFQ 2027-08-A

By submitting a quote, the Vendor certifies that the Standard Terms and Conditions for Procurements, the RFQ requirements, and all issued Addendums have been read and are fully understood, and it’s the Vendor’s intent to enter into a contract for Portable Restroom Rental Services. Vendor agrees to abide by the terms and any statutory requirements governing the solicitation process.

All addenda shall be issued in written form by the Purchasing Office. The City is not bound by any oral representations, clarifications, or changes made in connection to the RFQ by the City’s employees, agents or consultants unless in the form of a properly issued Addendum.

The failure of the Vendor to contact the Owner to determine the issuance of any Addenda, or to acknowledge receipt of any and all of the Addenda issued in connection with this project, shall entitle the City, at its sole discretion, to (i) reject the quote of the Vendor as being non-responsive, or (ii) to accept the quote of the Vendor, in which event the Vendor agrees to be bound by all of the terms and conditions of each unacknowledged Addendum.

e. FIRM INFORMATION

Legal Name of Vendor:

Tax ID Number: Telephone No:

State of Formation: Year of Formation:

Address:

Contact Name and Title:

Contact Phone No:

Contact Email Address:

f. CERTIFICATION

I certify that I have the legal authority to bind the Vendor listed above, and I further certify that there are no objections to any of the terms and conditions listed in this RFQ document, except as noted in Attachment A (if applicable).

Signature of Authorized Representative:

Printed Name and Title of Authorized Representative:

Date of Certification:

EXHIBIT A - STANDARD INSURANCE REQUIREMENTS

Company shall procure and maintain for the duration of the contract insurance coverages outlined herein which may arise from or be in connection with the performance of the work hereunder by the Company, his agents, representatives, employees or subcontractors. Any exceptions to the requirements or provisions herein shall be submitted in writing to the City’s Risk Manager for consideration and approval. The decision of the City will be final.

The cost of such insurance shall be borne by the Company.

1.0 GENERAL PROVISIONS

1.1 The Company shall obtain and maintain the minimum insurance coverage set forth in this section. By requiring such minimum insurance, the City of Rowlett shall not be deemed or construed to have assessed the risk that may or may not be applicable to the Company. The Company shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverage.

The Company is not relieved of any liability or other obligation assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The insurance requirements listed below do not replace any warranty or surety (performance, payment, or maintenance) bonds if required by preceding or subsequent sections of this contract.

1.2 Company shall cause each subcontractor employed by Company to purchase and maintain insurance of the type specified herein or cover such subcontractor under its insurance coverage.

1.3 The Company agrees that the insurance requirements specified in this section do not reduce the liability

Company has assumed in any indemnification/hold harmless section of this contract.

1.4 City reserves the right to approve the security of the insurance coverage provided pursuant to this section by insurers including terms, conditions and the Certificate of Insurance. Failure of the Company to fully comply with requirements of this section during the term of this contract will be considered a material breach of contract and will be cause for immediate termination of the contract at the option of City.

1.5 Insurance coverage required by this section shall:

1.5.1 Be on a primary basis, non-contributory with any other insurance coverage and/or self-insurance carried by City.

1.5.2 Be with an insurer possessing an A-VII A. M. Best Rating or equivalent.

2.0 MINIMUM INSURANCE COVERAGE & LIMITS

2.1 Commercial General Liability. Company shall maintain commercial general liability and, if necessary, commercial umbrella or excess liability (umbrella or excess liability should be provided on follow-form policy).

2.2 Commercial general liability insurance shall be written on an ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent Company’s, product-completed operations, personal and advertising injury and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

2.3 City shall be included as an additional insured under the commercial general liability using ISO additional insured endorsement CG 20 10 07 04 and CG 20 37 07 04 or their equivalent, including coverage for City with respect to liability arising out of the completed operations of Company.

2.4 Limits of Insurance

Contracts between $0 and $1,000,000

Type of Insurance Amount of Insurance Provisions

1. Commercial General (Public)

Liability to include coverage for:

a) Premises/Operations

b) Products/Completed Operations

c) Independent Contractors

d) Personal Liability

e) Contractual Liability

• $1,000,000 each occurrence

• $2,000,000 general aggregate

• $2,000,000 Umbrella/ Excess

Liability (follow-form)

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage

City to be provided a waiver of Subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as additional insured

3. Workers’ Comp & Employers’ Liability

• Statutory Limits

• $1,000,000 each accident subrogation

4. Builders Risk Policy

• 100% of construction total

If Applicable

5. Other Coverages

a) Professional Liability

b) E & O coverage

c) Cyber Liability

• To be determined by the City’s Risk Manager on a per project basis

Contracts between $1,000,000 and $8,000,000

Type of Insurance Amount of Insurance Provisions

1. Broad Form Commercial General

Liability to include coverage for:

a) Premises/Operations

b) Products/Completed Operations

c) Independent Contractors

d) Personal Liability

e) Contractual Liability

• $2,000,000 each occurrence

• $4,000,000 general aggregate

• $4,000,000 Umbrella/ Excess

Liability (follow-form)

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage

Subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $2,000,000 aggregate or;

• $2,000,000 combined single limits

City to be named as additional insured

3. Workers’ Comp & Employers’ Liability

• Statutory Limits

• $1,000,000 each accident subrogation

4. Builders Risk Policy

• 100% of construction total

5. Other Coverages

a) Professional Liability

b) E & O coverage

c) Cyber Liability

• To be determined by the City’s Risk Manager on a per project basis

2.4.1 If vendor is performing service-related work on City fleet, Garage Keeper Liability is required at a limit of not less than $1,000,000 per occurrence on a special form basis.

2.4.2 If contract has exposure for environmental hazards contact City’s Risk Manager for specifications. (Including MCS-90).

2.4.3 Contracts for construction projects taking place in a high-risk flood zone area may require additional coverage requirements.

2.4.4 Insurance specifications for Contracts in excess of $8,000,000 will be determined by the City’s

Risk Manager.

2.5 Commercial Automobile Liability. Company shall maintain business automobile liability insurance and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 per occurrence.

2.6 Such automobile liability insurance shall cover liability arising out of any auto (including owned, hired, and non-owned automobiles).

2.7 Commercial automobile coverage shall be written on ISO form CA 00 01, CA 00 05, CA 00 12, CA 00

20, or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage equivalent to the amount provided in ISO form CA 00 01.

2.8 Company waives all rights against City and its agents, officers, directors and employees for recovery by the commercial automobile liability or commercial umbrella liability insurance obtained by Company pursuant to this section or under any applicable automobile physical damage coverage.

2.9 Workers’ Compensation & Employer’s Liability. Company shall maintain workers’ compensation insurance with a limit of no less than $1,000,000 each incident. The employers’ liability limit and, if necessary, commercial umbrella coverage, shall not be less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

2.10 Company waives all rights against City and its agents, officers, directors and employees for recovery of damages under Company’s workers’ compensation and employers’ liability in connection with scope of contract and completed operations.

3.0 EVIDENCE OF INSURANCE

3.1 Prior to commencement of work, and thereafter upon renewal or replacement of coverage required by this section, Company shall furnish City a certificate(s) of insurance, executed by a duly authorized representative of each insurer, showing compliance with this section. Company shall furnish copies of all endorsements as required by each section.

3.2 Failure of City to demand such certificate(s) or other evidence of full compliance with these insurance requirements or failure of City to identify a deficiency from evidence that is provided shall not be construed as a waiver of Company’s obligation to maintain such insurance.

3.3 City shall have the right, but not the obligation, of prohibiting Company or any subcontractor from entering the project site until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by the City.

3.4 Failure to maintain required insurance may result in termination of this contract at sole option of the

City.

3.5 All Certificates of Insurance need to reference job or contract number in comments section.

3.6 Certificate Holder shall be listed as follows: City of Rowlett, 4000 Main St., Rowlett, TX 75088

ATTACHMENT A

RFQ NO. 2027-08-A

PORTABLE RESTROOM RENTAL SERVICES

FEE SCHEDULE

Designated Account Representative’s Name:

Designated Account Representative’s Phone Number:

Other Fee’s

Please provide any additional fees not included in the line-item pricing as outlined in this RFQ document.

Any additional fees not listed will not be considered or paid by the City. All additional fees must be clearly itemized and included in this section.

Explain any exceptions to the specifications:

Please provide any additional fees not included in the line-item pricing as outlined in this RFQ document.

Any additional fees not listed will not be considered or paid by the City.

ITEM QTY UNIT OF

MEASURE

UNIT PRICE DESCRIPTION

1. 50 Each

Standard Portable Restroom

2. 15 Each $ ADA/Handicap Accessible Portable Restroom

3. 15 Each $ Handwash Station

4.

1 Each $ Trailer Pumping -6 Times Per Year

5. Each $ Delivery/Pickup Fee

ATTACHMENT B

REFERENCES

References Worksheet

Please provide at least five (5) verifiable references for same or similar services as the City has specified in the solicitation, in the spaces provided below.

Company Name:

Contact Name:

Address:

Email Address:

Phone:

Contract Date:

Description of Services:

Company Name:

Contact Name:

Address:

Email Address:

Phone:

Contract Date:

Description of Services:

Company Name:

Contact Name:

Address:

Email Address:

Phone:

Contract Date:

Description of Services:

Company Name:

Contact Name:

Address:

Email Address:

Phone:

Contract Date:

Description of Services:

Company Name:

Contact Name:

Address:

Email Address:

Phone:

Contract…