5045B3FC-5DED-45B5-8DCD-24DAD7BEF176.pdf

IN ORDER FOR YOUR BID TO BE CONSIDERED:

Pricing is to be entered into the attachment of the RFQ. Please print, complete, and attachyour price listing to your bid response.

The following documents must be completed and attached to your response. Complete this checklist to confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of your bid:

Reference Pages (pages 19-21)

Subcontractor Information (Page 22)

Proposal Pages (Excel format: pages 23-34)

Experience Documentation

Literature

Warranty

Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references, literature, warranty information and any other documentation as needed.

PLEASE NOTE – ALL ATTACHMENTS MUST BE IN PDF FORMAT TO ATTACH

PLEASE NOTE – Per ORC Chapter 1703, to be awarded this bid you must show proof your company is registered and in good standing to do business in the State of Ohio through the Secretary of State, or provide a certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter

1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/

PLEASE NOTE – Any submitted quotes must be dated 180 Days from the closing of the bid, or it will be deemed non-responsive.

BIDDER GUIDE - RFQ033542

The following information is provided by the City of Columbus to assist you in navigating the formal bid procedures. This information is not to supersede or replace any of the actual bid specifications or requirements; its sole purpose is to provide information on the process. If you have any questions regarding the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for specification questions see instructions below).

Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services and are registered for the commodity code(s) associated with this solicitation.

Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder’s responsibility to check this site for verification of any issued addenda.

Revised 2026

EQUAL OPPORTUNITY CLAUSE

The Contractor will not unlawfully discriminate against any employee or applicant for employment because of race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. Such action shall include, but not be limited to, the following: employment up-grading, demotion, or termination; rates of pay or other forms of compensation; and selection for training. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause.

The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that the Contractor is an equal opportunity employer.

It is the policy of the City of Columbus that program members as defined in section 3901.01 of the Columbus City Codes shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the City.

The Contractor shall permit access to any relevant and pertinent reports and documents by the Office of Diversity and Inclusion Director for the sole purpose of verifying compliance with

Title 39 of the Columbus City Codes, and with the Office of Diversity and Inclusion regulations.

All such materials provided to the Office of Diversity and Inclusion Director by the Contractor shall be considered confidential.

The Contractor will not obstruct or hinder the Office of Diversity and Inclusion Director or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed by Title 39 of the Columbus City Codes.

The Contractor and each subcontractor will include a summary of this Equal Opportunity

Clause in every subcontract. The Contractor will take such action with respect to any subcontractor as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.

The Contractor agrees to refrain from subcontracting any part of this Contract or contract modification thereto to a contractor not holding a valid certification number as provided for in

Title 39 of the Columbus City Codes.

Failure or refusal of a Contractor or subcontractor to comply with the provisions of Title

39 of the Columbus City Codes may result in cancellation of this contract.

INFORMATION FOR BIDDERS

-3A- (INFORMATION FOR BIDDERS continued)

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Bidders", shall take precedence over any provisions in "Information for Bidders" to the extent inconsistent.

SUBMISSION OF PROPOSAL

Responses must be entered and submitted electronically in the body of the RFQ. Some RFQs require pricing lists or additional documents to be attached to the RFQ response electronically. In rare instances documents require submission via regular mail delivery. Refer to the "Proposal Information" section of the specifications for instructions for submission. Any unauthorized conditions, limitations or provisions attached to the proposal may render the bid nonresponsive and result in its rejection.

ACCEPTANCE AND REJECTION

This proposal submitted by the bidder to the City of Columbus will be accepted or rejected within a period of 180 days from bid opening date.

The City reserves the right to waive technicalities, and to request a rebid on the required material. If more than one item, prices shall be quoted on the units requested. However, each item shall be considered a separate bid and the City reserves the right to award a contract on each item separately or on all items as a whole or any combination thereof. Bidders whose proposal is made on an "All or None" basis must clearly state such fact in the proposals.

Each RFQ issued by the City shall state that the RFQ may be cancelled and that any RFQ response may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF PROPOSALS

Bidders may withdraw their RFQ response at any time prior to the time specified in the advertisement as the closing time for the receipt of bids.

However, no bidder shall withdraw or cancel his response for a period of 180 calendar days after said advertised closing time for the receipt of proposals.

DEFAULT PROVISION

In case of default by the bidder or the contractor, the City of Columbus may terminate and may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby.

SIGNATURE REQUIRED

By submitting this response electronically, bidder/proposer is affixing an electronic signature as defined by the Ohio Uniform Transactions Act.

Said signature represents that he/she has the authority to bind the entity to the terms and conditions contained herein.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, and wage theft prevention, are made a part hereof.

PRICING

Bidders are to quote firm or fixed prices for the duration of any contract which may be a result of this proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern.

Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping Point include freight estimate and full value insurance cost.

CONTRACT AND BOND

The bidder to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the Finance & Management Director, become irresponsible, then said Director shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said Director, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where bidders are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of bid award, the bidder will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required.

The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or his agent) or any person the bidder has designated in the completion of his contract as a result of his bid.

Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

Federal and/or State Taxes are not to be included in prices quoted. The successful bidder will be furnished an exemption certificate if needed.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

DELIVERY

Time will be of the essence for any orders placed as a result of this bid.

Purchaser reserves the right to cancel such orders or any part thereof, without obligations if delivery is not made within the time(s) specified.

Delivery shall be made during normal working hours and to the destination shown on the proposal.

QUALITY

Unless otherwise stated by the bidder, the RFQ response will be considered as being in strict accordance with the specifications outlined in the Bid Document.

References to a particular trade, manufacturer's catalog or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment and supplies. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless a departure or substitution is clearly noted and described in the proposal.

CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addenda issued in relation to this bid document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled bid opening date. In addition, to the extent possible, notice will be e-mailed to each person registered as having interest in the commodities selected for this bid. Total bid inquiry or specific item cancellations may be issued later than that time specified above.

WITHHOLDING OF INCOME TAX

All bidders are advised that in order for a contract to bind the City, each contract must contain the provisions found in Chapter 362 C.C.C.

with regard to income taxes due or payable to the City of Columbus for wages, salaries and commissions paid to the contractor's employees as well as requiring those contractors to ensure that subcontractors withhold in a like manner.

CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full compliance with Subsection (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this solicitation are considered public records and WILL be released when a public records request is

INFORMATION FOR BIDDERS

-3B- (INFORMATION FOR BIDDERS continued) made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released.

Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

INFORMATION FOR BIDDERS (Continued)

-3C- Revised 09-07-21

IN THE EVENT OF A CONTRACT

1. Where applicable according to the specifications successful seller shall transfer and deliver to City goods which conform to the specifications.

2. The City shall accept from seller goods that conform to the specifications, and shall pay for the goods in accordance with the terms of an agreement, which may result from this proposal.

3. The risk of loss from any causality to the goods regardless of the cause of the casualty shall be on seller until the goods have been delivered at the address designated in the order and are approved after inspection by the City.

4. Seller warrants and represents that seller has absolute and good title to and full right to dispose of the goods, and that there are no liens, claims, or encumbrances of any kind against the goods, and at the time of delivery shall be free from any security interests or other lien or encumbrance.

5. If there is a breach by seller of the warranty against encumbrances granted by seller in an agreement, which may result from this proposal, the City shall have the option to cancel an agreement, which may result from this proposal.

6. Seller shall defend any action brought against the City so far as the action is based on a claim that the goods, or any part of the goods, furnished under an agreement which may result from this proposal constitutes an infringement of any patent of the United States or a trademark. Seller shall be notified promptly in writing of the action and be given authority, information, and assistance, at the expense of seller, for the defense of the action. Seller shall pay all damages and costs awarded in the action. In case the goods or a part thereof are held to constitute infringement and the use of the goods or part thereof is enjoined, seller shall, at the expense of the seller, either procure for the City the rights to continue using the goods, replace the goods or a part hereof with non-infringing goods of equal or better quality, modify the goods so that the goods become non-infringing while continuing to meet or exceed the original specifications, or retake the goods and refund the purchase prices and the transportation and installation costs of the goods at the option of the City.

7. Seller warrants that (1) the goods to be supplied pursuant to an agreement which result from this proposal are fit and sufficient for the purpose intended, (2) the goods are merchantable, of a good quality, and free from defects, whether patent or latent, in material or workmanship and (3) the goods sold to the City pursuant to an agreement which may result from this proposal conform to the specifications. The particular purpose of which the goods are required may be set forth in the specifications.

8. The benefit of any warranty made in an agreement which may result from this proposal by seller shall extend to the City and to the employees of the City, any employee of the City may bring an action directly against seller for damages or injuries sustained by the employee resulting from any breach of warranty by seller.

9. All goods ordered shall be subject to final inspection and approval at the facility of the City designated for delivery. Any goods, which do not conform to the order of the City, may be rejected by the City.

The City may hold any goods rejected pending instructions from the seller or the City may return goods to seller at seller's expense.

10. If any tender or delivery by seller is rejected by the City for nonconformity, no notice of intention to cure can be effective unless it is received by the City agency within five (5) days after notice of rejection is sent to seller.

11. The liability of the City for either non-acceptance of conforming goods or repudiation of the agreement which might result from this proposal shall be limited to the difference between the market price at the time and place for tender of the goods and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City.

12. An agreement which may result from this proposal shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

13. Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees, resulting from claims for any or all injuries to persons or damage to property arising from intentional, willful or negligent acts or omissions of Contractor, its officers, employees, agents, or Subcontractors.

14. The City will not indemnify the contractor and is prohibited from doing so.

15. This Contract may not be assigned or otherwise transferred to others by the Contractor without the prior written consent of the City.

If this Contract is so assigned, it shall inure to the benefit of and be binding upon any respective successors and assigns (including successive, as well as immediate, successors and assignees) of the Contractor.

16. The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

17. In the event either party is unable to perform its obligations under the terms of this Agreement because of acts of God, strikes, equipment or transmission failure or damage reasonably beyond its control, epidemics, pandemics, or other causes reasonably beyond its control, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes.

LOCAL CREDIT

Pursuant to City of Columbus Ordinance # 2607-2012, in determining the lowest bid for a contract the local bidder credit will not be applied.

WAGE THEFT PREVENTION

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and seller is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination. Penalties for failure to comply with the wage theft prevention code include suspension for three years, up to permanent disbarment.

CERTIFICATE OF TITLE ON EQUIPMENT

If applicable to this purchase, all documents required to obtain a State of Ohio Certificate of Title must be delivered to:

Fleet Management Administrator City of Columbus/Fleet Management Div.

4211 Groves Road Columbus, Ohio 43232

After signature by the Fleet Management Administrator, an original title is to be delivered to the above address within three (3) days. No payment for vehicles requiring a title will be authorized by the Fleet Management Administrator until a valid title is received.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful bidder shall be notified as to which terms and conditions, if any, have been deleted.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

City of Columbus, Department of Recreation and Parks Rental of Portable Toilets UTC

Detailed Specifications

1.0 SCOPE AND CLASSIFICATION

Background: The City of Columbus Recreation and Parks and the Golf Division has over sixty-five (65) parks, six (6) golf courses and holds at least two (2) festivals/events throughout the year in need of portable toilet equipment and service. The City’s Recreation and Parks Department may require a minimum of seventy-five (185) portable toilets units, to include Handicap or Handicap ADA compliant units, and maintenance services per year.

The Special Events Division has multiple yearly events and estimates a combination of eighty (80) units to be delivered, picked-up, and serviced. Other City agencies may request three (3) day, or weekly and service for their short term projects that may be required throughout the year.

1.1 Scope: This proposal is to provide the City of Columbus with a Universal Term Contract (blanket type) for the rental and maintenance of portable toilets, hand washing stations and grey water holding tanks. The proposed contract will begin January 1, 2027 and continue through December 31, 2030.

1.2 Classification: The successful bidder will provide and deliver daily, weekly, and three-day rental fees for standard single units, handicap accessible single units, multi-stall mobile units, extra unit cleaning services, hand washing stations, grey water holding tanks, and flushable units. The lengths of rentals and quantities will vary with most units used for the outdoor sports seasons and less units used for special events, festivals, and short-term projects and a few year-long placements. The Contractor(s) shall furnish all services, labor, materials, equipment, insurance and supervision necessary to provide the services set forth in this bid. Bidders are required to show experience in providing this type of material and/or services as detailed in these specifications.

1.2.1 Bidder Experience: The offeror must submit an outline of its experience and work history portable for toilets, hand washing stations and grey water holding tanks and/or warranty service for the past five years.

1.2.2 Bidder References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification for portable toilets, hand washing stations and grey water holding tanks.

1.2.3 Recreation and Parks: 185 portable toilets with ongoing maintenance at sixty-five

(65) locations. The request may require any combination of the following types:

Single, Handicap, Handicap ADA, and Multi-Units.

1.2.4 Division of Golf: 14 portable toilets with ongoing maintenance at six (6) golf courses throughout Franklin County.

1.2.5 Special Events and Short-Term Projects: estimates conducting one regional festival, and 15-20 community programs, concerts and special events requiring a minimum of 80 units. The combination of units generally consists of Single Standard, handicap and Handicap ADA, Multi-Units Trailers, Handwashing Stations and Grey Water Holding Tanks.

Detailed Specifications

1.3 Specification Questions: Questions regarding this bid must be submitted on the Vendor Services portal by 11:00 am Monday, August 31, 2026. Responses will be posted on the RFQ on Vendor Services no later than Thursday, September 03, 2026 at 3:00 pm.

1.4 Licensed by State of Ohio: Contractor(s) shall be licensed by the State of Ohio to provide and perform the specified services set forth herein. Contractor(s) shall include all copies of required licenses with the bid, including all Federal, State and local licenses required for the removal and disposal of waste, sewage or any other hazardous material.

1.5 Bidders shall provide pricing on daily, weekly, and three-day rental fees for the following categories: Category 1 - Recreation and Parks (seasonal services), Category 2 -Golf (seasonal services) and Category 3 -Special Events, Festivals, and Short-Term Projects.

1.6 Multiple Awards: The City reserves the right to award at least three (3) contracts to the lowest, responsive, responsible and best bidders. Contracts will be awarded by category: Recreation and Parks, Division of Golf, and Special Events, Festivals and Short- Term Projects.

1.6.1 Bidders are to complete the proposal pages and checking the appropriate level of service for which you are requesting consideration. The options of “all Categories”, “Partial contract, Recreation and Parks”, “Partial contract, Golf”, and “Partial contract Special Events, Festivals and Short-Term Projects” are detailed on the proposal pages.

1.7 For additional information concerning this bid, including procedures on how to submit a proposal, you must go to the City of Columbus Vendor Services web site at https://columbusvendorservices.powerappsportals.com/ and view this bid number.

2.0 APPLICABLE PUBLICATIONS AND STANDARDS

2.1 Must meet or exceed all City, State, Federal safety guidelines and standards and local ordinances.

2.2 All applicable requirements of OSHA, EPA, ICC, NEHA, and ANSI.

3.0 REQUIREMENTS

3.1 General Information:

3.1.1 Term: The proposed contract shall be in effect from the date of execution up to and including December 31, 2030.

3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by the ensuing contract, under the same terms and conditions stated therein https://columbusvendorservices.powerappsportals.com/

Detailed Specifications can be extended for one (1) additional one year period, or portion thereof, at the same pricing and the same escalator clause.

3.1.2 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid and Allowed. All pricing must include manufacturer warranty. All manufacturer warranties will be passed on to the City of Columbus. Unless otherwise stated all bids will be considered to contain the following escalator/de-escalator cause:

3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first six (6) months duration of an awarded contract. Thereafter no more than two such increases may occur within any year of the contract. In the event the supplier receives a general price increase in the cost of the finished product contracted for, due to increase in the cost of raw materials, labor, freight, etc., upon giving thirty (30) days prior notice and proper documentation as proof, said increase in addition to the unit price quoted herein, may be permitted, subject to the sole discretion of the City of Columbus Finance and Management Director. In the event any such increase is granted, no price adjustment shall be permitted on orders received by supplier which are in process or filled but awaiting shipment prior to the increase. All price decreases inure to the benefit of the City of Columbus. The written notice and following documentation shall be sent to: City of Columbus Purchasing Office, 5th Floor, 77 N. Front St., Columbus, Ohio 43215.

3.1.2.2 Price Documentation: The supplier shall submit the following documentation with each request for a price increase:

1) Copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the supplier and the corresponding increase; and

2) Copies of correspondence sent by the supplier's supplier explaining the source of the increase in such areas of raw materials, freight, fuel or labor, etc.; and

3) Copies of excerpts from business publications, market quotations or trade journals recognized as being representative of their particular trade or industry, that indicate a trend toward an increase in the current market for the commodities under the awarded contract.

3.1.2.3 Right of Cancellation: If at any time during the term of the contract the supplier's total request(s) for a price increase(s) are greater than fifteen percent (15%), the City of Columbus may cancel this agreement with thirty (30) days written notification.

3.1.3 Quantity Estimate: The City of Columbus of estimates spending approximately

$380,000 annually in accordance with this contract. This is an estimate of the annual needs of the City under this contract and are for bidding purposes only.

This estimate is not to be construed as representing an actual order for that amount, or a guarantee that any minimum amount will actually be purchased.

The City reserves the right to purchase up to twice the estimated quantity.

3.1.4 Quality Standards: The City intends to purchase new, unused and the most current model. The specifications describe a minimum acceptable requirement which a bidder has to meet. However, the bidder is allowed to exceed a minimum requirement where the excess enhances the function of the unit and which the City can accept. It is not acceptable for a bidder to exceed a maximum desired limit.

3.1.5 Length of Rental Period & Quantities Rented: The length(s) of the rental period(s) and the quantities rented will vary, with the largest number of units being rented for the outdoor sports seasons, and a lesser quantity of units being rented for golf courses, special events, festivals, and short-term projects, as well as a few year-long placements.

3.2 Bidder Requirements: The City will use the requirements of this section to determine if each bidder meets the minimum standards to be considered a responsible bidder.

Please print, complete and attach Reference pages and attach any supplemental pages as may be necessary to meet these requirements. For instructions on how to attach a document to your bid, refer to the Vendor Services User Guide.

3.2.1 Experience Required: Documentation shall include (at a minimum) information meeting the following criteria.

3.2.1.1 Equipment and Services Capabilities: The bidder must submit an outline of its experience and work history providing these types of services for the past five (5) years that includes:

3.2.1.1.2 Capabilities: Documentation detailing the portable toilet service bidder’s workload and the availability of necessary personnel, equipment (vacuum trucks) and facility to provide the services specified in this invitation for bid.

3.2.2 References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification.

3.2.2.1 Contact Information Required: The reference contact information shall include the customer name, customer e-mail address, street address, telephone number, fax number, contact name and equipment purchase date.

3.2.2.2 Equipment / Warranty Service Information: A description of the equipment/parts provided and type of warranty service that was provided.

3.2.3 Subcontractor Information Required: If subcontractor(s) are to be used, please list names, addresses, telephone numbers and a contact person for each subcontractor. All subcontractors must have valid contract compliance certification.

3.2.3.1 Subcontractor Contact: Should the offeror use subcontractors, the City shall use the offeror as the primary contact point.

3.2.4 Specification Questions: Questions regarding this bid must be submitted on the Vendor Services portal by 11:00 am Monday, August 31, 2026. Responses and any necessary addenda will be posted as an amendment to this RFQ on the City’s Vendor Services portal will be posted on the RFQ on Vendor Services no later than Thursday, September 03, 2026 at 3:00 pm.

The City strongly encourages bidders to submit exceptions and/or changes during this stage of the process. Bidders submitting exceptions and/or changes before this date will greatly reduce the likelihood of their bid being rejected as non- responsive to the specifications. Bidders whom have not registered and created a new user on the City's portal https://columbusvendorservices.powerappsportals.com/ are strongly encouraged to do so. Notice of any pre-bid notes and addenda will only be sent to Bidders whom have registered at the site.

3.2.4.1 For further instructions on how to submit "Vendor Questions" through the

Vendor Portal, please see Section "Add Vendor Questions" provided in the City of Columbus Vendor Services User Guide.

3.2.4.2 The City has instructional videos to assist bidders at the portal. Tutorial videos are available to be viewed through You Tube or by clicking the following link:

https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos

?shelf_id=0&view=0&sort=dd

3.3 Product Requirement Specifications: Each portable toilet restroom unit(s) shall be a portable fiberglass/polyethylene chemical toilet with industry standard ventilation, natural lighting, non-skid floor, and shall be stocked with toilet paper and spare paper holders.

Locking Capabilities: If requested unit(s) must come equipped with hasps for security locks.

3.3.1 Single Units: Single units, as well as upgraded single units, are to include a basic portable toilet restroom, as described above in Section 3.3 above.

3.3.1.1 Amenities: Each portable standard unit(s) is to provide the option for hand-sanitizers dispensers.

3.3.2 Handicap and Handicap ADA Units: Handicap units must be identified as handicap accessible. Handicapped units must have a proper ramp that permits user easy access to the unit.

3.3.2.1 Amenities: Each handicap and handicap ADA toilet unit(s) is to provide the option for the following amenities: baby changing stations, hand-sanitizers dispensers, and hand washing sinks (foot activated is acceptable).

3.3.2.2 Handicap ADA Compliant Units: ADA Handicap units must allow wheelchair maneuverability within unit(s).

https://columbusvendorservices.powerappsportals.com/ https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd

Detailed Specifications

3.3.4 Multi-Unit Portable Restrooms: Multi-unit portable restrooms include either 3 to 5 stalls – or 6 to 10 stalls – and both multi-units are to have a urinal.

3.3.4.1 Configuration: The specifications shall include the configuration for the proposed unit with the number of stalls and/or urinals;

3.3.4.2 Signage: All multi-unit portable restrooms must have clearly marked entrance signage for “Men” and “Women”, as needed.

3.3.4.3 Amenities: Each multi-unit toilet unit(s) is to provide the option for the following amenities: baby changing stations, hand-sanitizers dispensers, and hand washing sinks (foot activate is acceptable).

3.3.7 Grey Water Holding Tanks: Grey water holding tanks shall be low profile style, not to exceed twenty-four (24”) inches high and shall have a minimum capacity of two hundred fifty (250) gallons. The capacity of the holding tanks shall be indicated on Proposal Pages 5K and 5L.

3.3.8 Hand Washing Station Units: Hand washing station units shall be stocked with fresh water, dispensed soap and paper towels. Specify on Proposal Page 5K the following information for the hand washing unit being bid:

3.3.8.1 Style of the Hand Washing Station: specify the style of the hand washing station unit being bid (i.e.: either a single, double or four-sided sink unit);

3.3.8.2 Tank Capacity: Specify the tank capacity for the “grey water” holding tank on the hand washing station being bid.

3.3.9 Flushable Portable Restrooms: Single portable restroom is to include a foot activated sink and toilet flushing system. Unit shall be equipped with an inside shelf and a secure door latch system.

3.4 Service Requirements: Service will include delivery and pick-up, and continual service and maintenance. Service and maintenance shall include and not limited to: cleaning, sanitizing, pumping, replenishing with paper products, and repair.

3.4.1 Daily or Weekly Rental Service: Each weekly or daily rental unit shall be serviced no less than twice weekly (2x/week). The units shall be cleaned, sanitized, pumped and replenished with paper products Monday through Friday each week by 5:00 p.m. or as agreed by both parties.

3.4.2 Delay of Service: If the service provider will be delayed from providing service during their regular scheduled time, they are required to notify the site manager.

3.4.3 Weekend Special Events – Days of Service: Service provider shall service units as per Section 3.4 and provide these services on Fridays, Saturdays and Sundays, as requested.

Detailed Specifications

3.4.4 Written Service Log: Each portable toilet unit shall have a written service log or service sticker provided by the Contractor(s), posted at each unit. City of Columbus employees will continually audit this service log/sticker. The Contractor(s) and/or its agents shall record activity on the service log/sticker with the following information:

Date of maintenance;

Time of maintenance;

Name of Service Technician cleaning (or servicing) the unit(s).

3.4.5 Additional Services: This contract provides for authorized City representatives to request for extra and/or special cleaning service(s) in additional to the twice/per week (2x/week) services.

3.4.6 Written Notice of Service Change(s): The City may order the Contractor(s) in writing to suspend, delay or interrupt all or any part of the services for such period of time as may be determined to be appropriate for the convenience of the City.

3.4.7 Installing, Anchoring, Moving, Removing, and Replacing & Upkeep on Unit:

Contractor(s) is responsible for installing, anchoring, moving, removing, replacing and upkeep of each unit at no additional charge. There shall be no additional charge for delivery or pick-up service on Sunday and/or Off-Hours.

3.4.8 Removal of Graffiti: Contractor(s) shall be required to remove or cover all graffiti on each unit as part of regular cleaning service on the unit(s).

3.4.9 Disposal of Sewage & Waste: Contractor(s) shall remove from City property and dispose of all sewage, waste, water, and any other hazardous material as required by law. City of Columbus trash receptacles shall not be used in disposal of these materials.

3.4.10 Chemical Treatments: Chemicals shall be used with due precaution to avoid accidents to humans, domestic pets and animals and shall conform to all Federal, State and local ordinances. All chemical treatments utilized must comply with OSHA guidelines.

3.4.11 Replacement of Unit(s): The Contractor(s) shall be responsible for replacing any unit(s) damaged or destroyed at no additional cost to the City. Contractor(s) shall replace the damaged unit(s) one time, at that location, to continue service for the balance of the calendar year. If the new unit is damaged or destroyed again, then service will be discontinued at that site for the balance of the calendar year.

Contractor shall be responsible for removal of all debris from damaged or destroyed unit(s).

3.4.12 Change of Location(s): The City reserves the right to require the contractor to change the location of any of the unit(s) and/or add locations as needed, during the term of the agreement at no additional cost to the City. The City shall provide

Detailed Specifications contractor a minimum twenty-four hour (24-hr.) notice prior to the required date of the change.

3.4.13 Addition of Location(s): The City reserves the right to add locations as needed during the term of this service contract at the same unit price quoted in this agreement, for the length of this agreement.

3.5 Service Locations and Equipment: The awarded supplier(s) will be provided with a list of locations, as well as the beginning and ending dates of the service to be provided.

Category 1:

3.5.1 Recreation and Parks: The Recreation and Parks estimates a minimum of 185 units that consist of: Single Standard units, Handicap or Handicap ADA portable toilet units will be required with daily or weekly rental services beginning April 1st through November 30th each year. Up to ten (10) units may be requested to remain on a twelve (12) month basis.

3.5.1.1

3.5.1.2

Hours of Service: The Recreation and Parks allows servicing unit prior to park opening time for only parks not located within housing communities.

The awarded supplier will meet with the City’s representative to coordinate servicing schedule.

See Attachment A Pages 17-18 for list of parks the City estimates to have units and services required during the active season. The five prime athletic facilities require maintenance on Mondays and Fridays.

Category 2:

3.5.2 Golf’s Contractor Equipment Requirements: The awarded suppler will be responsible for all additional services and equipment listed within the Section 3.5.2 through 3.5.2.7 and the specifications described in Section 3.3 thru 3.4.13 for all six

(6) golf courses.

3.5.2.1 The Golf Division requires six (6) golf courses with an estimation of fourteen

(14) Single Standard portable toilet units to be placed in service and requires daily or weekly rental service beginning April 1st through October 30th.

3.5.2.2 Exhibit A provides a map and location address of the City’s six (6) golf courses requiring portable toilet units and continual maintenance.

3.5.2.3 The awarded supplier shall contact the City representative to schedule time(s) of delivery of portable toilet units and to determine if the turf is too wet for delivery to avoid damaged. The City reserves the right to reschedule.

3.5.2.3.1 Hours of Service: The Golf Division allows servicing unit(s) between the hours of 5:30 am until 3 pm. The awarded supplier will meet with the City’s representative to coordinate servicing schedule.

3.5.2.3.2 The Golf Division requires a 1 ton duel wheel vehicle(s) to service the golf courses. Supplier shall provide the Gross Vehicle Weight (GVW) of their service truck empty and when the vehicle is half full.

3.5.2.4 When delivering, picking up, and/or servicing units, the awarded supplier’s driver shall make every attempt to stay on hard surfaces and not drive through turf areas. The asphalt cart pathways measure 8 feet across in width.

3.5.2.5 When driving through turf areas, the awarded supplier’s driver shall keep driving to a minimum. Excessive wear and/or damage to turf, irrigation systems or other site amenities will be repaired at the contractor’s expense.

3.5.2.6 The City will make every attempt to place the portable toilet units within 70 feet of hard surface area. The awarded supplier shall make every attempt to clean the unit(s) with a 70 foot hose that the service truck remains on the hard surface while cleaning.

3.5.2.7 The City of Columbus reserves the rights to temporary suspend services when the golf course(s) are closed or inaccessible due to inclement weather conditions. The Golf Division shall contact the awarded supplier within twenty-four (24) hours to notify them when service will be suspended and the duration until regularly servicing may resume.

Category 3:

3.5.3 The Special Event Division estimates conducting one regional festival.

3.5.3.1 The Jazz and Rib Festival for a three (3) day event held in July each year.

This event may require a combination of 64 units.

7 Multi-Unit Trailers; 7-Single Units with sanitizer; 7-Handicap or Handicap ADA Units; 9 Hand Washing Stations; and 34-Grey Water Holding Tanks

3.5.3.2 15-20 community programs, concerts and special events, ten (10) weeks period from Memorial Day through Labor Day of each year. These program may require weekend delivery and pick-up

3.5.3.2.1 These events may require a combination of 2 - 5 units.

2 – 4 Single Units with sanitizer; 1-Handicap or Handicap ADA Units; and 1-

Hand Washing Station

3.5.3.3 The awarded supplier will be provided the dates, scheduling, and number of units needed for these events.

3.5.4 All other City Departments will contact the awarded supplier to place their order(s).

4.0 SAMPLING, INSPECTION AND TEST PROCEDURES

4.1 Random Inspections: Each unit shall be serviced as defined in Sections 3.3 and 3.4.

City of Columbus representatives will randomly inspect portables throughout the city at various times to insure compliance.

4.1.1 Corrective Action: If a unit(s) at a specified location is found to need corrective action, a designated contract administrator within the City of Columbus shall request corrective service from the Contractor by phone followed by e-mail.

4.1.2 Remedial Action: The Contractor(s) shall have two (2) calendar days, or as agreed by both parties, to provide written or electronic documentation of the corrective action taken remedying the condition. If the Contractor(s) fails to comply, the City has the option to deduct the rate quoted on Line Items #1a through 3AG on Proposal Pages of this contract.

4.2 Each category will have an authorized City representative as the point of contact.

5.0 ORDERING, PREPARATION FOR DELIVERY AND INVOICING:

5.1 Ordering Procedure: An authorized City representative shall contact the contractor to arrange the delivery and pick-up, in accordance with the written purchase order established by the ordering agency referencing the terms of this contract and specifying the delivery locations. The purchase order will have the delivery and contact information listed on it, as well as the invoice details, as noted below.

5.1.2 Delivery Location(s) & Contact Person(s):

Delivery will be to various City locations;

Delivery location(s) and contact person(s) will be listed on each purchase order;

The contractor’s authorized representative will notify the City of the approximate date and time of delivery.

5.2 Invoices: Invoices shall be submitted to the “Bill To” address present on each purchase order(s) issued by the City. Each site and facility shall be invoiced monthly. Invoice(s) shall include the following information:

Reference the City purchase order number;

Name and address of facility where unit(s) is located;

Delivery date (or portion of month being charged);

Quantity of units furnished and a brief description identifying the item(s) (i.e.: single, handicapped, multiple units);

Unit(s) price(s);

Total amount due;

Invoice number.

6.0 NOTES

6.1 Universal Term Contract: This proposal is bidder's offer to sell the item(s) set forth in the bidders' response to the RFQ at the price(s) quoted by bidder therein, under the terms and conditions of these bid documents. An estimated quantity or estimated annual expenditure is set forth in the proposal. Bidder is to take notice that the City makes no warranties or representations that the estimated quantity, or any quantity at all, will be ordered by the City even though bidder's proposal is accepted by the City and a firm offer for sale executed.

If bidder's proposal is accepted by the City and the firm offer for sale is executed the bidder is to take further notice that no act, failure to act, or order placed by the City shall constitute an order or contractually bind the City without the proper certificate by the City Auditor that funds sufficient for full payment due on any order are available. Each order placed under the firm offer for sale shall require execution of a purchase order.

Therefore in consideration of one (1) dollar received by the awarded bidder, said bidder shall offer to sell buyer, City of Columbus, who shall have the Contract Term to exercise this option to purchase, at the price and on the terms set forth in this proposal.

The City shall not be precluded from buying the same or similar items from other suppliers.

6.1.1 Written Purchase Order: Written Purchase orders may be established…