4-2026-01 ITB Portable Toilet Rental - Specs Requirements.docx

2026-01 PORTABLE TOILET RENTAL

INVITATION TO BID

The Town of Fairfield (Town) on behalf of its Department of Public Works (DPW) and Recreation Department is seeking competitive bids to provide all labor, material, equipment and all else necessary to provide portable toilets to the Town of Fairfield on a rental basis, as detailed in the following specifications.

TERM / RENEWAL OF CONTRACT

The Town of Fairfield intends to award an initial (11) month contract with four (4) one-year optional renewal terms.

· On (60) days advance written notice, the Town may renew the 2025 contract per the same terms and conditions, including a mutually agreed upon optional cost of living allowance (COLA) reflecting industry standards. http://www1.ctdol.state.ct.us/lmi/cpi.asp

· Each contract extension may be offered at the sole discretion of the Town of Fairfield.

· In the event that the Contractor does not perform the work in accordance with the specifications and/or scope of services, the Town reserves the right to terminate the contract with two (2) weeks’ written notice.

DESCRIPTION OF SERVICE

Provide and service portable toilet units throughout the Town of Fairfield. Some units will be required year-round and others will be needed on a seasonal basis. This will include special events held by various Town departments throughout the year. This bid also requires the Contractor to provide additional units for the Independence Day fireworks event each July. The fireworks date is set during the winter prior to the event.

The Contractor will furnish all personnel, equipment, materials and incidentals needed to meet the Town of Fairfield’s needs.

The Contractor will comply with all State and local health laws and regulations relating to this installation.

For normal situations, the Town of Fairfield will notify the Contractor at least three (3) days in advance to deliver a unit or units to a location. Emergency deliveries will be required within four (4) hours.

The Contractor supplying equipment will hold the Town of Fairfield harmless in the event of fire, theft or vandalism. In the event that ADA compliant handicapped accessible toilets are required, these will be ordered and priced separately.

The Town requires direct access to the Contractor’s Dispatcher, On-Field Service Technician or Field Foreman/Manager.

EQUIPMENT

Units shall be fiberglass and/or plastic with an interior (bowl, seat, etc.) of stainless steel, plastic, fiberglass or other non-porous material. They shall be self-contained chemical type toilets, manually operated, that contain measured amounts of material to control odors and keep bowl clean. The Contractor will supply each unit with toilet paper and hand sanitizer.

To prevent tipping, all units must be able to be locked down (e.g. chained to a fence) or otherwise secured (e.g. staked into the ground).

Any and all units supplied by the Contractor shall be esthetic, clean, and of a high-quality construction.

CLEANING SERVICES

The Contractor will service each unit on a weekly basis, and more frequently if required to prevent unsanitary conditions or obnoxious odors. The Contractor will provide a price on the bid sheet for scheduled extra services.

Required weekly cleaning services shall include, but not be limited to: pumping contents, replacement of sanitizing agent and/or processing chemicals, replenishment of toilet paper supplies, sweeping, general disinfection and deodorization, minor repair work, and graffiti removal. The Contractor will provide and update cleaning verification stickers inside each unit or send emails to the Town representative after each servicing occurs. The Town will not pay for any unrecorded or undocumented cleanings, and will deduct the cleaning service fee from the appropriate invoices. The Contractor will abide by all federal, state, and local laws, regulations and ordinances regarding the pickup, removal and disposal of waste. The Contractor will not leave debris from inside a unit on the ground outside the unit.

EMERGENCY CLEANINGS

Upon request of an authorized agent of the Town of Fairfield, the Contractor shall respond within twenty-four (24) hours to perform cleaning or other emergency servicing. The Contractor will add the emergency cleaning charge(s) to the site’s monthly invoice. The Contractor will make emergency cleanings only at the request of an authorized agent of the Town of Fairfield.

NUMBER OF UNITS

The Town will require approximately seventeen (17) units year round, twenty-three (23) additional units between April 1 and October 31, and two (2) additional units between November 1 and March 31. The number of units and dates they are required are both subject to change.

The Town also requires twenty-six (26) units at various sites for the Independence Day fireworks event.

In the event that the Town requires restroom trailers anywhere, the Town will request both weekly and monthly prices for 20’ and 24’ trailers.

In the event that the Town requires hand washing stations or hand sanitizer stands, the Town will request daily, weekly and monthly prices for such units. The price quotes will include supporting product spec sheets (specifying dimensions/features) for the units.

REMOVAL

The Contractor will remove all units within five (5) calendar days following the end of the specified rental period or from the contract termination date. The Town of Fairfield may remove units not removed within the five (5) day period and may charge the Contractor for all cleaning and removal costs.

PRICING

Unit pricing shall be furnished on a calendar month basis and shall include the following: toilet delivery and removal, maintenance, supplies (including but not limited to toilet tissue, sanitizing agents and other supplies as required), and cleaning and contents pumping a minimum of once per week. Vendors should note that the bid response also requests rental and servicing pricing on a per diem basis to accommodate shorter special events (e.g. daily or weekend rentals).

Billing shall be sent on a monthly basis and in one invoice for all locations.

UNIT INSPECTION

The Town of Fairfield reserves the right to inspect and approve units prior to or following the contract award. The Town will expect all subsequent deliveries to have at least the same material quality as the accepted unit(s).

CANCELLATION OF CONTRACT

The Town reserves the right to cancel the contract due to failure to keep a schedule or for unsatisfactory job performance. The Town will provide ten (10) days’ advance notification of such cancellation.