RFP Addendum 1- Q and A~2.pdf
PDF 195 KB Posted
- Attached to
- District Portable Restrooms and Services
- Solicitation number
- S-R09145-00015725
- Issued by
- Deschutes County, Oregon
About this file
This is Addendum 1 to a Request for Proposals issued by Bend Park and Recreation District (BPRD) for portable restroom and related services. The addendum clarifies key requirements and contract terms through a question-and-answer format addressing proposer inquiries. The RFP was issued January 12, 2026, with proposals due February 5, 2026, at 2:00 p.m. Pacific Time, and an anticipated contract execution by March 31, 2026, with full service implementation by April 1, 2026. The initial contract term extends from execution through March 31, 2027, with four optional one-year renewal periods available. The District seeks a primary provider for comprehensive portable restroom services across its park system, including delivery, placement, servicing, relocation, and removal for parks, trails, facilities, and District-sponsored events.
The addendum clarifies that all pricing submitted in Attachment C must be fully loaded and include delivery, placement, one standard weekly service, and removal costs, with no separate line items permitted for delivery, removal, mobilization, or similar charges. The contract is not exclusive; while the awarded contractor will be the primary provider, the District reserves the right to engage other organizations in emergency situations, capacity constraints, or when the primary contractor cannot meet required timeframes. Pricing and rates must remain fixed for the initial one-year term only; contractors may propose adjusted pricing for renewal terms subject to District approval, though renewal is not automatic and the District may negotiate, reject, or decline renewal. The District will provide the current incumbent vendor's contract and pricing for reference purposes only, and all proposers must develop independent pricing based on RFP requirements. The addendum emphasizes that proposers should not assume exclusivity or guaranteed volume when submitting bids.
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Text version
ADDENDUM 1
ADDENDUM
RFP -CUSTOM ATHLETIC UNIFORM FOR SPORTS
PROGRAMS
January 26, 2026
ADDENDUM 1
to
RFP for Portablet Restrooms and Services
This Addendum modifies the RFP documents only to the extent indicated below. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP. Proposers must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. Proposers must reference the RFP regarding requests for clarification, change, or protest of this Addendum, and applicable deadlines.
CLARIFICATIONS:
Q1: We noticed there is no delivery or removal fee pricing requested in Attachment C – Price
Schedule. Would the District like us to provide this pricing on the form, or update the form to include these fees?
A1: The District does not intend to request or pay separate delivery or removal fees.
As described in the RFP Scope of Work, delivery, placement, relocation, servicing, and pickup of portable restrooms are required services and are expected to be included in the pricing provided in Attachment C – Price
Schedule. Proposers shall submit fully loaded pricing that includes all costs necessary to provide the products and services described in the RFP.
Attachment C should be completed as provided. Proposers should not add additional line items for delivery, removal, mobilization, or similar charges.
Q2: Would the District be able to provide a copy of the current contract and current pricing for services?
A2: Yes. The District will provide a copy of the current contract and current pricing as an attachment to this addendum. The information is provided for reference purposes only. Proposers are responsible for developing and submitting their own independent pricing based on the requirements of this RFP.
Q3: RFP Section 1.4.2 Reservation of District Rights states the District reserves the right to: “Engage other organizations to perform the same or similar services.” Our understanding is we are providing pricing based on providing the full service level needs of the District. Is this contract exclusive, or will the District be open to contract with other service providers?
A3: The contract resulting from this RFP is not intended to be an exclusive contract.
It is the District’s intent to use the awarded Contractor as the primary provider for portable restroom services for District parks and District-sponsored events, including but not limited to BPRD’s Fourth of July Pet Parade, Movies in the Parks, outreach events, and other District programs, in addition to year-round portable restrooms located in District parks.
The District will first contact the awarded Contractor to determine whether the requested services can be provided. However, as stated in Section 1.4.2, the District reserves the right to engage other organizations to perform the same or similar services in limited circumstances, such as emergency situations, capacity constraints, or other operational needs where the awarded Contractor is unable to perform within the required timeframe.
Proposers should submit pricing based on the requirements described in the RFP and should not assume exclusivity or guaranteed volume.
Q4. In Section 1.1.2. the second paragraph states "The District will have the option to renew the contract for four (4) additional one (1) year terms. The pricing and rates provided by the Proposer to whom the contract is awarded must remain fixed for the initial term, and for each renewal term, if the contract is renewed." Just to clarify, if we were to have underestimated the amount of damage done to the equipment in the feild and the cost of repairs outweighed the initial terms we bid, we would not have a chance to raise the rate in the next 4 years should the district continue to renew?
A4: Pricing and rates submitted in the Proposal shall remain fixed for the initial one-year contract term only.
If the District elects to renew the contract, the Contractor may propose adjusted pricing for each renewal term, subject to the District’s review and approval. Any renewal pricing must be submitted in advance of the renewal period and is not automatic. The District reserves the right to accept, reject, or negotiate proposed renewal pricing or to decline renewal.
Proposers should submit initial pricing based on the requirements and risk allocation described in the RFP.
Q5. Is the “Daily Rate” section in Attachment C – Price Schedule asking for a weekly price to service the unit(s) daily for 1 week or is this section asking for daily pricing for an on-call service?
A5. The Daily Rate shown in Attachment C represents the daily rental rate for the portable restroom unit.
Pricing provided in Attachment C shall be fully loaded and include all costs necessary to provide the portable restroom, including but not limited to delivery, placement, one standard service per week, and pickup/removal of the unit. Proposers should not include separate charges for delivery, pickup, mobilization, or similar fees.
Pricing in Attachment C should reflect one standard service per week. Any additional servicing beyond the standard weekly service should be priced, if applicable, under the “Extra Service (per occurrence)” line item.
In addition, Proposals shall include all non-recurring charges, recurring charges, and all other applicable costs, fees, and expenses required to provide the products and services described in the RFP. Attachment C should be completed as provided.
JoAnna Edwards Business Analyst Bend Park and Recreation District
– END OF ADDENDUM –
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