Porta John ITB .pdf

Invitation to Bid

QUEEN ANNE'S COUNTY

DEPARTMENT OF

PARKS & RECREATION

Portable Toilet Contract

Bids Due 10:00 AM, November 20, 2025

Queen Anne’s County Department of Parks and Recreation

ATTN: Breanne Waters

1945 4-H Park Road

Centreville, MD 21617

INVITATION TO BID

SCOPE OF WORK

The Bidder shall provide portable toilets and all necessary supplies for Queen Anne’s County

Parks, Public Landings, Transfer Stations and Blue Heron Golf Course. The toilets shall be fiberglass, chemical type and serviced weekly or twice a week as specified herein. Cleaning will include new chemical, tissue paper, refill hand sanitizer in units requested to have hand sanitizer, and removal of all debris.

1. Copies of the Contract Documents may be obtained beginning October 30, 2025.

Contract Documents will be available in electronic pdf format on:

• eMaryland Marketplace Advantage at https://emma.maryland.gov

• Queen Anne’s County Web Site at https://qac.org/Bids.aspx.

• Hard copies are also available at 1945 4-H Park Road Centreville, MD 21617

2. Pre-Bid Meeting will be held at Queen Anne’s County Park & Recreation Office located at 1945 4-H Park Road, Centreville MD. Bidders may attend the Pre-Bid Meeting on

November 13, 2025 at 10:00 A.M.

3. Any Addenda issued shall be posted on:

• eMaryland Marketplace Advantage at https://emma.maryland.gov

• Queen Anne’s County Web Site at https://qac.org/Bids.aspx

However, it is the Bidders responsibility to ensure receipt of all addenda and to provide the signed Addendum Acknowledgment form when submitting a bid.

4. Bidders are directed to the provisions of the Instructions to Bidders for additional information governing the bidding process.

5. The Local Vendor Preference and Local Vendor Bid criteria apply to this project since all funds are County Funds.

6. The Owner reserves the right to waive any informalities and to reject any or all bids. No bidder may withdraw his bid within thirty (30) days after the actual date of the opening thereof. Bids are to remain open for thirty (30) days.

7. Sealed bids for this Proposal shall be received from bidders by 10:00 A.M. on

Thursday, November 20, 2025 at Queen Anne’s County Parks & Recreation, 1945 4-

H Park Road, Centreville MD. No Bids shall be accepted after the deadline.

END OF SECTION

https://qac.org/Bids.aspx https://emma.maryland.gov/ https://qac.org/Bids.aspx

INSTRUCTIONS TO BIDDERS

1. DEFINED TERMS

1.1 The term "Lowest Responsible Responsive Bidder" means the Bidder to whom Owner (on the basis of Owner's evaluation as hereinafter provided) makes an award on the basis of the total bid.

1.2 The term "OWNER" as used in the Contract Documents refers to the County Commissioners of

Queen Anne's County.

1.3 The term "PARKS REPRESENTATIVE" refers to the Director of the Department of Parks of

Queen Anne's County, or his representative. All inquiries during the bidding period should be addressed in writing only to Queen Anne's County Department of Parks, 1945 4-H Road, Centreville, Maryland, 21617, fax number: 410-758-0566 or email qacrecreation@qac.org.

2. COPIES OF BIDDING DOCUMENTS

2.1 Complete sets of Bidding Documents shall be used in preparing Bids; neither OWNER nor PARKS

REPRESENTATIVE assumes any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents.

2.2 OWNER and PARKS REPRESENTATIVE in making copies of Bidding Documents available on the terms in the Invitation to Bid, do so only for the purpose of obtaining bids on the Work and do not confer a license or grant for any other use.

2.3 Bidding Documents include Invitation to bid, Instructions to Bidders, Bid Form, Agreement, and any other inclusions referenced therein and addenda (if issued).

3. EXAMINATION OF CONTRACT DOCUMENTS AND SITE

3.1 Before submitting a Bid, each Bidder must;

a) Examine the Contract Documents thoroughly;

b) Visit sites to familiarize himself with conditions that may in any manner affect cost, progress or performance of the Work;

c) Familiarize himself with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the Work and;

d) Study and carefully correlate Bidder's observations with the Contract Documents.

3.2 Should any material specified not meet the requirements outlined in the Contact Documents, it is the

Bidders responsibility to notify the PARKS REPRESENTATIVE prior to the submission of the

Bid.

3.3 The submission of a Bid will constitute a representation by the Bidder that he has complied with every requirement of this Article 4 and that the Contract Documents are sufficient in scope and detail to indicate and convey a complete understanding of all terms and conditions for the performance of the Work.

4. INTERPRETATIONS

All questions about the meaning or intent of the Contract Documents shall be submitted in writing only, to Queen Anne's County Department of Parks, 1945 4-H Road, Centreville, Maryland, 21617, fax number: 410-758-0566 or email qacrecreation@qac.org not later than seven (7) days prior to bid opening. Replies will be issued only by Addenda, emailed, not later than two (2) days prior to bid opening to all parties recorded by the PARKS REPRESENTATIVE as having received the Bidding

Documents. Failure of any Bidder to receive such Addendum shall not relieve Bidder from the obligations under the Bid as submitted. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

5. CONTRACT TIME

The contract shall be binding for three (3) Years, with one 1-year renewal option at the 2028 rate.

6. LIQUIDATED DAMAGES

Provisions for liquidated damages are set forth in the Agreement.

7. BID FORM

7.1 The Bid Form is included in the Contract Documents; additional copies may be obtained from the

PARKS REPRESENTATIVE. Bid Form must be completed in ink. All names must be typed or printed below the signature. Bids by corporations must be executed in the corporate name by the president or vice-president (or other person having authority to bind the corporation, accompanied by corporate power of attorney) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature.

7.2 Bids by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the signature.

7.3 Bids by a limited liability company must be executed in the name of the company and signed by an authorized or managing member of the limited liability company whose title must appear under the signature and the principal office of the limited liability company must be shown below the signature.

8. SUBMISSION OF BIDS

8.1 Bids shall be submitted not later than the time and at the place indicated in the Invitation to bid and shall be enclosed in a sealed envelope with the words, “BID – Portable Toilet Contract” written on the front of the envelope. The official Bid Time shall be EST Time. If the bid is sent through the mail or other delivery system the sealed envelope shall be enclosed in a separate envelope with the notation "BID ENCLOSED" on the face thereof. Bids delivered after the time and at a place other than that stipulated in the Invitation to bid shall deem the Bidder non-responsive.

8.2 Bids shall be submitted only on the Bidding Document forms furnished with the Contract

Documents. Others forms or documents submitted which are not required by the Contract

Documents shall be considered invalid and without bearing or validity to the Bid and Contract.

8.3 Bids delivered with incomplete forms shall deem the Bidder non-responsive. These forms consist of the:

a) Bid Form;

b) Conflict of Interest Disclosure;

c) Local Vendor Bid Affidavit (as applicable); and

d) Any required bonds and/or Bid Security.

8.4 Any addenda issued shall be issued electronically, see Invitation to Bid. It is the Bidder’s responsibility to ensure receipt of all addenda. Submission of a bid shall constitute acknowledgement by the bidder of his inclusion of all issued addenda in the WORK. Physical submission of Addenda documents with a Bid is not necessary.

8.5 Local Vendor Bids

a) In order for a Bid to be considered for a Local Vendor Preference, the bid must be accompanied with a Local Vendor Bid Affidavit along with any other additional documentation demonstrating eligibility as a local vendor as stated in the Definitions section.

b) Once the bid has been deemed to be responsive as it regards the Local Vendor Preference, the 10% or $50,000 preference (whichever is less) shall be applied to the bid and the bids re-ranked to determine the award.

c) In the event there are two eligible Local Vendor Preference bids, the award will be based solely on the lowest bid with preference, not on the percentage of local participation of a particular bid (ie. Bidder A is 100% local and bids $2 and Bidder B is 50% local and bids

$1, Bidder B would be awarded the contract).

9. OPENING OF BIDS

Bids will be opened publicly and read aloud as indicated in the Invitation to Bid, and a Bid Tabulation will be made available after the opening of bids.

10. BIDS TO REMAIN OPEN

Except as otherwise required by law, Bids shall remain irrevocable for the period stated in the Invitation to Bid.

11. AWARD OF CONTRACT

11.1 OWNER reserves the right to reject any and all Bids, to waive any and all informalities and the right to disregard all nonconforming, non-responsive or conditional Bids. Discrepancies between words and figures will be resolved in favor of words. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

11.2 In evaluating Bids, OWNER shall consider the qualifications of the Bidders and whether or not the Bids comply with the prescribed requirements.

11.3 OWNER may conduct such investigations as he deems necessary to assist in the evaluation of any Bid and to establish the responsibility, qualifications and financial ability of the Bidders, proposed Subcontractors and other persons and organizations to do the Work or furnish equipment in accordance with the Contract Documents to OWNER’S satisfaction.

11.4 If the contract is to be awarded, and after determining that vendors are responsive and responsible, the award shall be made based on the Lowest Responsible and Responsive Local

Vendor Bid, so long as such Local Vendor Bid does not exceed the Lowest Responsible and

Responsive Bid of another vendor by 10% or $50,000, whichever is less. Notice of Award shall be issued within the time specified for Bids to remain irrevocable.

11.5 Bid Protests – Any bidder that is concerned about the final award of any procurement may submit a bid protest to the Engineer that made the solicitation. Bid protests must be submitted in writing within five (5) working days following the official public announcement of the contract award.

11.6 Bids will be awarded according to Lump Sum Bid Price Only. The Lump Sum Yearly Bid shall equal the Sum for each category of unit type and cleaning frequency. The Lump Sum Bid Price will be for the duration of the contract, three (3) years, with one 1-year renewal option at the

2028 rate.

12. SIGNING OF AGREEMENT

When OWNER gives a Notice of Award to the lowest responsible responsive Bidder, at least three (3) unsigned duplicate original copies of the Agreement and all other Contract Documents will accompany

it. Within fourteen (14) days thereafter BIDDER shall sign and deliver said duplicate original copies of the Agreement to the PARKS REPRESENTATIVE with all Bonds and Insurance certificates and with all other Contract Documents attached. Within fourteen days (14) thereafter, OWNER will sign the duplicate original copies. The OWNER, the LESSEE, and the PARKS REPRESENTATIVE will each receive an executed duplicate original copy of the Contract Agreement.

END OF SECTION

DESCRIPTION OF AND SPECIFICATIONS

The Queen Anne’s County Department of Parks & Recreation will be receiving sealed bids for portable toilets to be placed at various County Parks, Public Landings, Transfer Stations and the Blue

Heron Golf Course. The winning bidder will have to supply a proof of liability insurance in the amount of $1,000,000 at the time the contract is awarded.

1. LOCATIONS

1.1 Group A: Parks

a) Batt’s Neck Park, 415 Batt’s Neck Road, Stevensville MD

b) Centreville Elementary School, 213 Homewood Ave, Centreville MD

c) Centreville Middle School, 231 Ruthsburg Road, Centreville MD

d) Chesapeake Heritage Visitor’s Center, 425 Piney Narrows Road, Chester MD

e) Church Hill Park, 1130 Sudlersville Road, Church Hill MD

f) Conquest Shop, 851 Conquest Road, Centreville MD

g) Crumpton Park, 2210 Dudley’s Corner Road, Crumpton MD

h) Ewing Pond Park, 5435 Main Street, Grasonville MD

i) Fallen Hero’s Memorial, 1945 4-H Park Road, Centreville MD

j) Grasonville Park, 301 Perry’s Corner Road, Grasonville MD

k) Kent Island Dog Park, 200 White Pine Lane, Stevensville MD

l) Kent Island High School, 900 Love point Road, Stevensville MD

m) Matapeake Clubhouse, 2010 Sonny Schulz Blvd, Stevensville MD

n) Matapeake Complex, 107 Davidson Road, Stevensville MD

o) Mowbray Park, 629 Romancoke Road, Stevensville MD

p) Old Love Point Park, 300 Old Love Point Road, Stevensville MD

q) Pinkney Park, 1801 Dudley’s Corner Road, Crumpton MD

r) Queen Anne’s County High School, 125 Ruthsburg Road, Centreville MD

s) Roosevelt Park, Morgan Street, Queen Anne MD

t) Round Top Park, 1010 Park Lane, Chestertown MD

u) Route 18 Park, 1901 4-H Park Road, Centreville MD

v) Sudlersville Middle School, 600 Charles Street, Sudlersville MD

w) Sudlersville Park, 206 East Main Street, Sudlersville MD

x) Terrapin Nature Park, 191 Log Canoe Circle, Stevensville MD

y) White Marsh Park, 200 Bloomfield Farm Lane, Centreville MD

1.2 Group B: Public Landings

a) Bennett’s Point Landing, 200 Wye Ferry Road, Grasonville MD

b) Centreville Landing, 201 Front Street, Centreville MD

c) Crumpton Landing, 400 Market Street, Crumpton MD

d) Deep Landing, 1001 Deep Landing Road, Crumpton MD

e) Goodhand’s Creek Landing, 500 Goodhands Creek Road, Chester MD

f) Jackson Creek Landing, 301 Jackson Creek Road, Grasonville MD

g) Kent Narrows Landings, 106 Piney Narrows Road, Chester MD

h) Little Creek Landing, 1901 Little Creek Road, Chester MD

i) Romancoke Pier, 9700 Romancoke Road, Stevensville MD

j) Shipping Creek Landing, 131 Shipping Creek Road, Stevensville MD

k) Southeast Creek Landing, 800 Southeast Creek Road, Church Hill MD

l) Thompson Creek Landing, 750 Thompson Creek Road, Stevensville MD

m) Wells Cove Landing, 205 Wells Cove Road, Grasonville MD

1.3 Group C: Golf Course

a) Blue Heron Golf Course, 3270 Romancoke Road, Stevensville MD

1.4 Group D: Transfer Stations

a) Batt’s Neck Transfer Station, 422 Batts Neck Road, Stevensville MD

b) Centreville Recycling Center, 401 Harper Road, Centreville MD

c) Centreville Transfer Station, 401 Harper Road, Centreville MD

d) Church Hill Transfer Station, 110 Price Station Road, Church Hill MD

e) Glanding Transfer Station, 223 Glanding Road, Millington MD

f) Grasonville Transfer Station, 401 Gravel Run Road, Grasonville MD

2. SPECIFICATIONS

2.1 The toilets shall be fiberglass, chemical type and serviced weekly or twice a week as specified. Cleaning will include

-new chemical, -tissue paper, -refill hand sanitizer in units requested to have hand sanitizer, -removal of all debris/trash (this material shall be removed, transported and disposed appropriately, not left next to porta john).

-the service record inside the Porta John must be filled out in order to be paid for the cleaning.

-All units should have locking doors that remain operable throughout the service period.

-All units in Group B need to be anchored in the ground.

The County will not be responsible for damages caused by vandalism. The Department of

Parks & Recreation shall be contacted before the installation or removal of units.

3. SCHEDULE

3.1 Attached is the Bid Schedule that lists the sites, number of units, frequency of cleanings and months of use proposed for 2026-2028. Additional special events and tournaments may be coordinated later, and will be given two days or more notice, whenever possible.

The attached schedule is subject to change at any time during the contract period (January

1, 2026 thru December 31, 2028).

3.2 The units with twice per week cleanings shall be cleaned on Mondays and Fridays unless otherwise specified.

3.3 Emergency Units- Occasionally the Owner could need a unit within 24 hours. The bidder agrees that they are able to provide a unit within 24 hours.

BID FORM

To: The County Commissioners of Queen Anne’s County

Project: Portable Toilet Contract

1. The undersigned BIDDER proposes and agrees, if this Bid is accepted, to enter into an Agreement with

OWNER in the form included in the Contract Documents to complete all Work as specified or indicated in the Contract Documents for the Contract Price indicated in this Bid within the Contract Time and in accordance with the Contract Documents. The undersigned BIDDER submits this Bid with the understanding that the OWNER reserves the right to reject any or all bids submitted.

2. BIDDER accepts all of the terms and conditions of the Instructions to Bidders. BIDDER will sign the

Agreement within fourteen days after the date of OWNER'S Notice of Award.

3. In submitting this Bid, BIDDER represents, as more fully set forth in the Agreement, that:

3.1 BIDDER has examined copies of all the Contract Documents and hereby acknowledges receipt of all Addenda by signing this bid;

3.2 This Bid is genuine and not made in the interest of, or on behalf of, any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; BIDDER has not directly or indirectly induced or solicited or induced any person, firm or a corporation to refrain from bidding; and BIDDER has not sought by collusion to obtain for himself any advantage over any other Bidder or over OWNER;

3.3 BIDDER hereby states that he has available adequate equipment and finances to properly and expeditiously prosecute the Work as bid, and is prepared to present further information to substantiate this statement; and

3.4 Bidder agrees to coordinate scheduling with the OWNER.

4. BIDDER agrees that the Work will be performed within the dates indicated in the Instructions to

Bidders. BIDDER accepts all the provisions of the Agreement.

5. The following documents are attached to and made a condition of this Bid:

5.1 Conflict of Interest Disclosure;

5.2 Local Vendor Bid Affidavit (as applicable); and

5.3 Other documents as required by the Instructions to Bidders or Contract Documents.

6. BIDDER covenants and warrants that he has had sufficient time to examine the site of the Work; that he has examined the site of the Work; and that he has based the Contract Prices on his own independent examination and investigation of the site and conditions and has not relied on any information furnished to him by the OWNER or PARKS REPRESENTATIVE not included in the Contract Documents.

BIDDER has examined the legal requirements (federal, state and local laws, ordinances, rules, codes and regulations) and the conditions affecting cost, progress or performance of the work and has made such independent investigations as BIDDER deems necessary.

CONFLICT OF INTEREST DISCLOSURE, EMPLOYMENT OF UNDOCUMENTED INDIVIDUALS

STATEMENT & POLITICAL CONTRIBUTION REPORTING REQUIREMENTS FORM

In connection with the undersigned's participation in the bid process or request for proposals being considered by the County Commissioners of Queen Anne's County ("the County") the undersigned does affirm under the penalties of perjury as follows:

I have reviewed the materials provided by the County in connection with my proposed bid or proposal and reviewed such records of my company and business as necessary to make the following statements:

(Check all appropriate boxes)

To the best of my knowledge and belief, neither I, the company identified below, nor any employee of the company have been involved or are presently involved in any situations or actions that might be regarded as an actual or potential conflict of interest in the event of a successful bid or award.

It appears that I, the company identified below or an employee of the company have been involved in some situations or actions that might be regarded as a potential conflict of interest should I submit the successful bid or proposal. Details of such situations and/or actions are as hereby attached to the form (attach additional sheet(s)).

The following situations or actions in which I, my company or an employee of the company are presently involved might be regarded as a potential conflict of interest if I submit the successful bid or proposal (attach additional sheet(s)).

I have attached a list of all present contracts between the company named below and the County.

Furthermore, vendors providing goods or services to Queen Anne’s County Government, as a condition of doing business with the County, are required to comply with all applicable laws and regulations relating to the employment of undocumented individuals.

Should vendors providing goods or services to Queen Anne’s County fail to comply with applicable laws and regulations relating to the employment of undocumented individuals, such failure shall constitute a material breach of the vendor’s contractual relationship with Queen Anne’s County and the County may take all reasonable steps to terminate the County’s contractual relationship with the vendor. If you have questions, please consult the County Department that manages your vendor contract.

Notice of Reporting requirements – Any person doing business with a government entity may be subject to the political contribution reporting requirements of Title XIV of the Election Law Article of the Annotated Code of Maryland.

Signature: Date:

Name: (please print)

Company/Organization:

Address:

Phone Number:

LOCAL VENDOR BID AFFIDAVIT

Bidder’s Name:

Solicitation Reference:

Bid Amount:

This submission is being made to the Board of County Commissioners for Queen Anne’s County through the Office of

Budget and Finance, in connection with the following solicitation:

LOCAL VENDOR CERTIFICATION

50 percent or more of this procurement bid value will be allocated and executed by one or more Local Vendors having a principal place of business in Queen Anne’s County. Bidders applying for this consideration are required to submit a copy of their SDAT registration with their bid to be considered.

The cost proposal submitted is based upon the following local vendors - list only those vendors whose principal place of business is in Queen Anne’s County (as defined in the County’s Procurement Policy), and their related allocation of the contract value

VENDOR 1 NAME:

VENDOR 1 EIN:

AMOUNT OF VALUE:

PERCENT OF BID:

Check which applies: Prime Contractor: Sub-contractor: Material Supplier:

VENDOR 2 NAME:

VENDOR 2 EIN:

AMOUNT OF VALUE:

PERCENT OF BID:

Check which applies: Prime Contractor: Sub-contractor: Material Supplier:

TOTAL % ALLOCATED TO “LOCAL VENDORS”:

SUBMITTER INFORMATION – to be completed by the party authorized to enter into the contract

NAME:

TITLE:

COMPANY NAME:

COMPANY EIN:

I affirm under the penalty of perjury, that the foregoing information is true, to the best of my knowledge, information, and belief.

SIGNATURE & DATE

THIS COMPLETED FORM SHALL BE SUBMITTED WITH THE COST PROPOSAL OR BID.

SUBMIT A COPY OF BIDDERS SDAT REGISTRATION WITH THEIR BID TO BE CONSIDERED.