Chemical Toilet RFP FINAL.pdf

REQUEST FOR PROPOSALS FOR

ANNUAL CHEMICAL TOILET RENTALS FOR WSU ATHLETICS

RFP# CC0109-DU004614

Proposals Due By: 4PM (Pacific Time) July 21, 2025

Questions Due: July 7, 2025

RFP Coordinator: Desiree Urban

WSU Purchasing Services

240 French Administration PO Box 641020

Pullman, WA 99164-1020

Phone: (509) 335-3541 (Office)

(509) 335-9801 (Direct)

PURPOSE

Washington State University (“University”) is issuing this Request for Proposal (RFP) for the purpose of establishing a long-term annual blanket contract for chemical toilet rentals for WSU Athletics.

RFP COORDINATOR

Firms are to rely on written statements issued by the RFP Coordinator. Any other communication will be considered unofficial and non-binding on the University. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Contractor.

RFP Coordinator:

Email: desiree.urban@wsu.edu Phone: (509) 372-7469 (Direct Line)

ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

ACTIVITY DUE DATE DUE TIME

RFP Posted to WEBS June 23, 2025

Facilities Walk Through* (Mandatory)

July 1, 2025 10:00AM-12PM

PST

Questions Due July 7, 2025

Answers Posted to WEBS July 9, 2025

Proposals Due July 21, 2025 4:00 PM PST

Contract Start Date (tentative) August 1, 2025

Washington State University reserves the right to revise the above schedule. Evaluation of proposals, interviews or presentations if requested, announcement of “Apparent Successful Contractor(s)”, notifications to unsuccessful proposers, debriefings, and negotiations will all be subject to change and to the availability of the evaluation team.

*The mandatory Facilities Walk Through will occur between 10AM and 12PM on July 1, 2025 on the WSU Pullman Campus. Please email the Walk-Through coordinator in advance to schedule: Colter Quick, Phone: (509) 335-4304, Email: colter.quick@wsu.edu. Communications directed at the Walk- Through Coordinator shall be for the Walk-Through purposes only. Failure to attend walk-thru will result in an automatic disqualification from bid.

REQUIREMENTS FOR THE CONTENT OF THE PROPOSAL

In order to be considered responsive, each response must contain the following:

- This request for proposals.

- Completed Certifications and Assurances form (Exhibit A)

- Company profile (Exhibit B).

- Pricing sheet fully filled out with pricing. (Exhibit D)

- In-depth descriptive product information on all products/equipment being provided.

- Proof of Insurance

- Responses to all questions in questionnaire. (Exhibit D) mailto:colter.quick@wsu.edu

SUBMISSION OF PROPOSALS

Proposals must be submitted electronically as described below and received no later than 4:00 p.m., PDT, in Pullman, Washington, on July 21, 2025. Proposals received after this deadline will be late and ineligible for consideration.

Proposals must be submitted electronically as an attachment to an e-mail to joanne.costa@wsu.edu with a copy to desiree.urban@wsu.edu. The email subject line must include the WSU RFP number, the company name for the bidder, and RFP due date. All attachments to the e-mail must be in PDF format. Zipped files cannot be received by WSU and cannot be used for submission of proposals. The cover submittal letter and the Certifications and Assurances form need a scanned or verified digital signature of the individual within the organization authorized to bind the Contractor to the offer.

Bidders submitting proposals should allow adequate delivery time to ensure timely receipt of their responses by the RFP Coordinator. Washington State University assumes no responsibility for delays caused by any delivery service. Late responses shall be automatically disqualified from further consideration.

REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published on https://fortress.wa.gov/ga/webs/. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFP and will be placed on the website.

The University also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract.

ACCEPTANCE PERIOD

Proposals must provide for acceptance by the University for at least 180 calendar days after the due date for this RFP.

RESPONSIVENESS

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Respondent is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive.

The University also reserves the right at its sole discretion to waive minor administrative irregularities.

PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Proposals submitted in response to this competitive procurement shall become the property of the University. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the President of the University, or his Designee, and the Apparent Successful Bidder;

thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (“RCW”).

Any information in the proposal that the Respondent desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Respondent is making the mailto:joanne.costa@wsu.edu mailto:desiree.urban@wsu.edu https://fortress.wa.gov/ga/webs/ claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Respondent has marked as "Proprietary Information," the University will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the University shall maintain the confidentiality of the Respondent's information per the court order.

A charge may be made for copying and shipping, as outlined in RCW 42.56. All requests for information should be directed to the RFP Coordinator.

MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

In accordance with chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”).

Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award, and proposals will not be rejected or considered non-responsive on that basis.

For information on certified firms, parties may contact OMWBE at 360-753-9693 or www.omwbe.wa.gov.

MOST FAVORABLE TERMS

The University reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Respondent can propose. There may be no best and final offer procedure, however, the University reserves the right to utilize a best and final offer procedure if it is determined to be in its best interest to do so. The University also reserves the right to contact a Respondent for clarification of its proposal.

The Apparent Successful Bidder should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Respondent’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the University.

MODEL CONTRACT/GENERAL TERMS AND CONDITIONS

The Apparent Successful Bidder will be expected to enter into a contract including terms and conditions legally consistent with those found in Exhibit C. The Respondent may submit exceptions to the provided as allowed in the Certifications and Assurances form, Exhibit A, to this RFP. The Respondent should provide alternate language for any exceptions taken to WSU’s Model Contract. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. The University will review any properly requested exceptions and accept or reject the same at its sole discretion. Blanket exceptions to Exhibit C, or the inclusion of any other template agreement, will not be reviewed by WSU and may result in a bid being designated as non-responsive.

http://www.omwbe.wa.gov./

COSTS TO PROPOSE

The University will not be liable for any costs incurred by the Respondent in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

NO OBLIGATION TO CONTRACT

This RFP does not obligate the state of Washington or the University to contract for products or services specified herein.

REJECTION OF PROPOSALS

The University reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

COMMITMENT OF FUNDS

The President of the University or his delegate is the only individual who may legally commit the University to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

ELECTRONIC PAYMENT

Washington State University is currently implementing an electronic payables system. The successful contractor may be provided with a form to complete with the contract to authorize electronic payments.

INSURANCE COVERAGE

The Apparent Successful Bidder is to furnish the University with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth in the General Terms and Conditions included as Exhibit C.

REQUIREMENTS FOR RFP RESPONSE

A. Format of response: Bidder’s response shall be presented in a single pdf file conforming to these standards:

• Page limit is 25 pages, including the required Exhibits to this RFP. When printed, the page size shall be 8.5 x 11”.

• File name must include WSU RFP number and respondent’s company name.

Example: RFP# CC0109-DU004614– Respondent’s Company Name If you expect more than one email attachment will be necessary for the response substitute:

• File names of all documents submitted must include Bid# or RFP# + name of respondent + a title Examples:

RFP# CC0109-DU004614 Name of Respondent Technical Proposal RFP# CC0109-DU004614 Name of Respondent Cost Proposal

B. Email address of the RFP:

• Email RFP responses to the address: joanne.costa@wsu.edu with a copy to desiree.urban@wsu.edu

• The email subject line must include WSU RFP number, respondent’s company name and RFP due date Example: CC0109-DU004614 Respondent’s Company Name – Due: 7/212025

C. Direct all questions and communication to the RFP Coordinator: desiree.urban@wsu.edu

Incomplete response may be disqualified from further consideration.

mailto:joanne.costa@wsu.edu

CRITERIA FOR EVALUATION OF THE PROPOSAL

Proposals will be evaluated by an evaluation team comprised of WSU staff members and will be based on the response to the information requested above along with any information requested herein.

This RFP will not be split-awarded. This RFP will not be awarded based on low bid alone. This RFP will be awarded based on the following scoring/award criteria. There will be a potential maximum score of 100 points. The bidder with the highest total score based on the following criteria will be declared as the apparent successful bidder

The following weights will be assigned for bid evaluation purposes:

EVALUATION CRITERIA POINTS POSSIBLE SCORE

CRITERIA

Cost 40

CRITERIA

Preferred Product Specs 30

CRITERIA

Responses to questionnaire/Company Profile

TOTAL 100

*The responsive bid with the lowest quoted cost will receive the maximum points possible for Cost. Remaining bids will receive points in accordance with the following formula:

(a/b)(c) = d a = lowest cost bid in dollars b = second (third, fourth, etc.) lowest cost bid c = maximum points for Cost category (30) d = number of points allocated to Response

The University reserves the right to award the contract to the Respondent whose proposal is deemed to be in the best interest of the University and the state of Washington.

COMPANY PROFILE

All bidders must submit a company profile with their bid. (Exhibit B) Proposal must also include:

- Company history

- Description of experience in this industry, and working knowledge of the services we are requesting.

- Staff qualifications and credentials pertaining to the requested services.

- Proof of Financial stability (as described in question #6 in questionnaire)

- Minimum of 4 business references (previous or current customers of yours) including contact information.

- W9 form.

SCOPE OF WORK

WSU is seeking to establish a long-term annual blanket contract for chemical toilet rentals for WSU Athletics. Toilets will be needed for football, soccer, golf, rowing, cross country, baseball and track events, as well as various summer camps. See attached “Specifications” for further details. The blanket contract will be awarded for the term of one year with the possibility of five one-year renewals. Pricing increases for each renewal may not exceed 3%. Any pricing increases must be approved by WSU prior to each renewal.

Specifications Products All bidders must submit in-depth descriptive product information for all products they will be providing.

Product information must include the make/model/year for the toilets they are providing (special event unit, standard unit, ADA unit, etc..).

The below product specifications are our preferred specifications. We will consider equal substitute specifications. Bids that meet or exceed all of the below specifications will receive higher scores. All bidders who cannot meet the below specifications must address each specification that they cannot meet and explain their means for compensating for that specification. If compensation is deemed satisfactory by WSU, bid will be scored accordingly.

Toilets

▪ “Event Style” portable toilets for all football games.

• 65 gallon tank capacity

• 92.75” tall X 46.5” wide X 48.5” Deep (approx. dimensions)

• Door opening: 74.5” X 28” (approx. dimensions)

• Seat Height: 19.5” (approx. dimensions)

• Must have urinal.

• Three rolls of toilet paper per unit on toilet paper holders (or three-roll holder) mounted on the wall.

• 1000ml Hand sanitizer dispenser hanging or mounted on the wall (specify brand of sanitizer).

• Corner shelves with Cup holders for drinks.

• Utility hook(s) for coat/purse

• Toilet Seat protectors

• Oversized stainless steel mirror

▪ Standard size units will suffice for all other sports and events.

• 60 gallon tank capacity

• Must have urinal

• 1-2 rolls of toilet paper per unit on toilet paper holders mounted to wall.

• Hand sanitizer dispenser hanging or mounted on the wall (specify brand of sanitizer).

▪ ADA units as specified (must meet all ADA guidelines and regulations).

Unit and service requirements per sport for the 2025 calendar year

FOOTBALL:

WSU GAMES: (See below for locations. Exact locations will be provided at meeting prior to the season).

Confirmed schedule:

Sat, Aug 30 Idaho

Sat, Sep 6 San Diego State Sat, Sep 20 Washington Sat, Oct 25 Toledo Sat, Nov 15 Louisiana Tech Sat, Nov 29 Oregon State

84 TOTAL UNITS PER GAME – Event Management Depending on crowd size as season progresses, we may add or subtract toilets. (82 regular units and 2 ADA units).

Parking Lot Areas (Units must be picked up no later than Monday after each game)

➢ Thursday before 5 p.m. (FOR 9/20 GAME THIS WILL NEED TO BE DONE BY WEDNESDAY before 5 p.m.)

o 24 units in the Beasley Coliseum RV Lot to be placed before 5 p.m. Thursday of game week and removed no earlier than 12 p.m. Sunday, but no later than Monday at 12 p.m. Contact Colter Quick prior to the first game for location of units.

o 18 units in the supplemental RV parking lot behind the Indoor Practice Facility to be placed before 5 p.m. Thursday of game week and removed no earlier than 12 p.m. Sunday, but no later than Monday at 12 p.m. Contact Colter Quick prior to the first game for location.

➢ Friday before 5 p.m. (FOR 9/20 GAME THIS WILL NEED TO BE DONE BY WEDNESDAY before 5 p.m.)

o 4 units dropped off in the Outdoor Tennis Court Lot by the Tennis Clubhouse o 2 units dropped off behind LJ Smith on Grimes in the General Parking Region lot.

o 4 units dopped off by Johnson Hall and Biotech Life Sciences Building o 4 units dropped off by Johnson Hall in the alleyway off of Wilson Road o 7 units in the Veterinary-medicine parking lot plus 1 ADA to be place on Friday of game week and removed by Monday afternoon. Contact Colter Quick prior to the first game for location.

o 2 units in Region 6 RV Lot (Spring Street) to be placed on Friday of game week and removed by Monday afternoon. Contact Colter Quick prior to first game for location.

o 3 units in Region 5 RV Lot (By Audubon Way and Hawthorne Drive) to be placed on Friday of game week and removed by Monday afternoon. Contact Colter Quick prior to first game for location.

o 3 units in Region 4 RV Lot (in Scott Pt. Cul-de-sac) to be placed on Friday of game week and removed by Monday afternoon.

o 2 units (on the corner of Wilson and Grimes). to be placed on Friday of game week and removed by Monday afternoon. Contact Colter Quick prior to first game for location.

o 3 units (in Alumni Lot) and 1 ADA unit to be placed on Friday of game week and removed by Monday afternoon. Contact Colter Quick prior to first game for location.

o 1 unit just east of the Alumni Center parking lot by the Plant Sciences building.

o 3 units in the south west D lot off of Columbia and Spokane Street o 2 units placed at B lot by the Observatory off Observation Dr./Olympia Ave

32 TOTAL UNITS PER GAME FOR DONOR/CORPORATE AREAS – Playfly Fieldhouse (Ordered and Managed by Playfly) – Please bill Playfly Separately

➢ Place by Friday at 5 p.m.

o 15 Units placed up against the East outer wall of the field house.

o 1 handicap unit place against the East outer wall of the field house.

o Toilets must be serviced by Monday, 5p.m. following each game.

Cougville, Corporate Tents & Cougar Den on Rogers Field – Please bill Playfly Separately

➢ To be ordered and managed by Playfly staff (Place By Friday at 5 p.m.)

o 10 regular units o 3 ADA units o 3 wash stations

ADDITIONAL LABOR REQUIREMENTS FOR FOOTBALL

Awarded vendor will be required to be on-site on each game day before, during, and after each game (minimum of 6 hours on campus) with a route/pump truck to troubleshoot any issues, and to service and pump units as needed.

SOCCER:

Please deliver one chemical toilet to the Lower Soccer Field by Thursday, August 7. The one unit will stay at the soccer field for the remainder of the soccer season. The toilet should be placed on the west end of the field – exact location to be determined. The toilet should be serviced weekly. Please pay special attention to the field while servicing these units - never drive on actual playing field. The toilets should be removed after Monday, November 17.

ROWING:

We will need 4 chemical toilets located at Wawawaii landing for practice during the fall season. These four should be in place by Friday, August 22nd and removed after Friday, November 21st.

We will need 4 chemical toilets located at Wawawaii landing for practice during the spring season. These four should be in place by Friday, January 23rd, and removed after Friday, May 29th. We will need 6 additional for each home regatta. I will keep you posted once the regatta dates are confirmed. The regatta date(s):

➢ TBD, in April

➢ TBD, in April

BASEBALL:

We will need one (1) unit for the season dropped off Thursday, February 26th and to be retrieved Thursday, May 21st. Designated for the visiting team by the visiting team bullpen.

TRACK & FIELD:

Outdoor Season:

Please deliver 6 units by the West Entrance of Mooberry Track Complex on TBD (on a Wednesday or Thursday in April). Please call me on my cell phone so I can meet the driver to discuss the specific placement of these units. Once I have the official track schedule I will be in touch. We will have 1 or 2 track meets on April 11th, 18th, or 25th.

CROSS COUNTRY:

We will need 6 to 10 regular units for each home cross country race, located at the Colfax Golf Club. I will keep you posted once the race dates are confirmed. The date(s):

➢ TBD, early September

➢ TBD, early August

Additional Requirements

We will require 3-4 keys in our possession, in case we need to unlock any units on game day.

Awarded vendor will be required to have a response time (i.e. deliver emergency units/services if needed) of no more than 2.5 HOURS. Additional units may be needed at different times during the year to accommodate sports camps or other events.

Insurance Prior to award of contract, vendor shall obtain and provide evidence of comprehensive general liability and property damage insurance of not less than $1,000,000.00.