Scope_of_Services_–_Toilets_-_Portable,_Rental_&_Lease.docx

Scope of Services

Scope of Services

1. Intent

The city of St. Petersburg is soliciting proposals from qualified firms to provide portable toilet and hand washing stations for both scheduled events and emergency situations.

2. Background

a. The city requires about 400 portable toilet units (approximately 350 standard units and about 50 ADA compliant units) annually.

b. Daily rentals may be requested for city events such as Holiday Parades, 4th of July and other events sponsored by Parks and Recreation or TASCO. On an average the city would require about 10 to 20 standard units and about 3 to 5 ADA compliant units for an event. Larger holiday events such as 4th of July may require as much as 60 to 70 standard units and 15 to 20 ADA compliant units. Events that are food related may also require hand washing stations for every five portable toilets.

c. Weekly rentals may be required for events such as the Green Thumb Festival, which could require 6 to 10 units per event.

d. Some construction projects may require daily, weekly or monthly rentals placed at job sites. The city currently rents about eight units that are semi-permanently placed at various brush sites, Lake Maggiore and the Sanitation yard.

e. In addition, in the event of an emergency, the city may require up to 45 units (approximately 40 standard units and about 5 ADA compliant units) to be placed at various locations within the city limits. These units will be used by city staff during the recovery period after an emergency.

3. Minimum Qualifications

At a minimum, must meet the following qualifications:

a. Have been in the business of providing portable toilet and hand washing stations. as described herein for a minimum of one year.

b. Provide evidence of financial stability and viability to fulfill the commitments of this Agreement.

c. Have the ability to obtain the minimum insurance requirements set forth in this Agreement.

d. Own or have immediate access to the equipment required to provide services and deliveries.

e. Vendor shall have standard industry certifications and follow all EPA regulations.

4. Agreement

The term Agreement as used throughout this document shall mean the agreement entered into between the city and the successful Vendor for the provision of portable toilet and hand washing stations. The term of the Agreement (Agreement Term) will be for a period of three years from the date of award, with one two-year renewal option by mutual agreement. During the Term of the Agreement the City intends to spend approximately $30,000 annually.

5. Scope of Work shall provide all labor, materials, supervision, tools, equipment, vehicles, supplies and consumables necessary for delivery of portable toilet and hand washing stations to requested Service Locations. Vendor shall provide services during scheduled events throughout the year as well as times of severe conditions and power outage such as after a hurricane or other natural disaster or emergency situation.

Vendor shall provide the following portable toilet units and hand washing stations, supplies and services.

a. Portable Toilet Units

Portable toilet units shall meet or exceed the following requirements:

(1) Storage tanks must be free from leaks

(2) Doors must have an “In Use” sign when latched from the inside

(3) Units must be manufactured to ensure proper air ventilation

(4) Toilet paper holder shall be present in all units with a minimum capacity of two (2) rolls.

(5) Units should be equipped with a stocked hand sanitizer pump/dispenser.

(6) Owners name shall be visible on two sides of the unit and must include numbering system for financial and accountability documentation.

(7) In addition to the above requirements, handicap accessible units shall conform to all ADA regulations for handicap accessible portable toilets including an access ramp.

b. Hand-Washing Stations

Hand-washing stations shall meet or exceed the following requirements:

(1) Must hold enough of potable water to sustain unit until next scheduled service call.

(2) Must be stocked with enough liquid soap and paper towels to sustain unit until next scheduled service call.

c. Service Calls

Service calls must be performed once a day and shall include the following:

(1) Cleaning

(2) Sanitizing

(3) Pumping and refilling of supplies and liquids

(4) Disinfectant shall be used on toilet bowls, urinals, surrounding areas and other fixtures

(5) Floors must be swept and mopped

All restroom supplies, including cleaning supplies, are the responsibility of the Vendor.

d. Delivery

(1) Vendor shall deliver the appropriate amount of supplies for the period of time between scheduled service calls.

(2) Vendor shall deliver and set up equipment so that it is ready for use.

(3) Unless otherwise specified, Vendor shall deliver the full number of units ordered to the requesting location within two hours of the date and time specified.

e. Pickup

All units located in a City park should be removed no later than the following business day after the last day of a weekend (Friday, Saturday, Sunday) or Holiday event.

f. Emergency Services

Vendor shall provide the city with evening, weekend, and holiday service, as necessary, to cope with any emergency situation which threatens public health and safety, as determined by the City. Vendor shall furnish a 24-hour contact telephone number in the event of such an emergency. Vendor shall provide first-priority services to the city in the event of a hurricane, flood or other disaster, as defined by the city, and shall meet the following emergency service requirements:

(1) Provide up to forty-five (45) portable toilet units, and at least five (5) handicap accessible units, to location(s), within the City limits, which will be specified at the time of request.

(2) Deliveries to requested Service Locations must be made in less than twelve (12) hours after notification of emergency service requirement.

6. Minimum Requirements

At a minimum, shall provide and meet the following requirements:

a. All work shall be performed in a professional manner by qualified personnel.

b. All work shall be performed in a manner satisfactory to and acceptable by the city.

c. Vendor shall be capable of handling the minimums established in these specifications.

d. Service personnel shall check in and out with the city’s representative (Contract Administrator) during all deliveries. Vendor shall inform Contract Administrator of any issues limiting its ability to deliver product.

e. Vendor shall remove incompetent or disorderly workers when directed by the city.

7. Response Time

Vendor shall deliver all orders within the time frame submitted on the RFQ, Bid Form, Maximum Completion or Delivery Time. Fractions shall be used to specify delivery of less than one day.

8. Identification of Employees

Vendor’s employees shall wear identification badges (furnished by the Vendor) exhibiting the Vendor’s company name and employee name. All Vendor service vehicles used on city premises shall be clearly identified with Vendor’s name on exterior body. Vendor and its employees shall be dressed in a manner to reflect credit upon both the Vendor and the city and that complies with the safety standards of OSHA.

9. City’s Responsibilities

a. City’s requesting department shall designate an individual (Contract Administrator) to monitor and administer the agreement for each respective Service Location or group of Service Locations as appropriate.

b. Contract Administrator shall be responsible for providing access to the Service Location(s) and shall keep the delivery areas free from materials and move any stock, vehicles, or equipment needed to facilitate the delivery by the Vendor.

c. Contract Administrator shall be responsible for inspecting and verifying the completion of the delivery as requested by the user department.

d. Contract Administrator shall assist with planning the site deliveries and shall promptly respond to issues and inquiries so as not to hinder the progress, completion or compensation for the service.

10. Addition and Deletion of Service Locations

a. City reserves the right to add or delete Service Locations at any time during the term of the Agreement. Vendor shall visit new sites and provide a quote to the Contract Administrator for service(s) within five business days of request. Upon written approval from Contract Administrator, Vendor shall begin servicing new locations within the agreed Response Time.

b. Vendor shall provide services at all requested Service Locations, including but not limited to city facilities which are managed by third party firms. Upon request by the management firm, Vendor shall provide services, billed to the third party management firm, at the same prices extended to the city under this Agreement.

11. Account Management shall provide a single point of contact, dedicated account manager who will be readily available during normal business hours to administer the Agreement. is responsible for notifying the city with any changes in account manager or contact information. Account manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

12. Background Check

The city requires background checks on all employees, who perform services at all city facilities. shall provide the name, sex, race, date of birth, driver’s license number and issuing state, and social security number for each individual who will perform services at city facilities. The city requires up to 14 days to process background checks. In addition to other considerations, persons with one or more of the following criteria will fail the city’s background check and will not be allowed to access to city locations:

a. Be listed on the FBI's list of suspected terrorists.

b. Have an outstanding arrest warrant against them.

c. Been convicted of, or have pending charges for, a 1st or 2nd Degree Felony.

d. Been convicted of, or have pending charges for, drugs or lewd and lascivious behavior.

13. Price Escalation

Any escalation in base material prices, after the initial Agreement term, will be made annually prior to any extension of this Agreement term. Increases in prices shall not exceed the U. S. Bureau of Labor Statistics Producer Price Index (PPI) increase for the most recent twelve month period (see http://www.bls.gov/, PPI, Create Customized Table multiple screens, Construction Rental Equipment, Not Seasonally Adjusted, Series ID No. WPU44310101).

14. Invoicing

a. Vendor shall submit its invoices to the city on a monthly basis during the first week of the month for the previous month’s services rendered. Vendor shall include a detailed description of the services and Service Location on each invoice.

15. e-Payables

The city’s preferred method for invoice payment is electronic payment via credit card. Vendor is encouraged to adopt the city’s electronic payment option, which is designed to deliver payables quickly and more efficiently than check payments. This procedure is consistent with the city’s obligations and purpose, with an overall intent to utilize technology to provide value to the taxpayers. Details on this option can be found at www.stpete.org/purchasing/epayables.

16. Non-Performance

a. If Vendor is found in non-performance per the Agreement requirements, and/or fails to satisfactorily remedy or cure non-performance, the Contract Administrator will file a vendor complaint report with the Procurement Department. The Procurement Department will notify the Vendor in writing. Vendor shall reply in writing within ten (10) business days with detailed corrective action to remedy the non-performance, including Completion Deadline date and time. Follow‑up or call‑back work to correct such non-performance shall be solely at Vendor’s expense.

b. Contract Administrator shall conduct inspection immediately after Completion Deadline and advise the Procurement Department in writing regarding satisfactory resolution or of any remaining deficiencies.

c. If Vendor fails to remedy or cure deficiencies identified in a vendor complaint report by the Completion Deadline, the City may deduct the costs from payment of Vendor invoices to obtain service elsewhere.

d. In the event the Vendor consistently fails to perform per the Agreement requirements or within an acceptable period of time, the City may terminate agreement with cause and Vendor may be removed from the bidder’s list for up to a three year period.

18. Transition Requirements Prior to the expiration of the Agreement, Vendor shall work with the Contract Administrator(s) to ensure there is no interruption or reduction of service should the Vendor be required to end its services to the City. If a new Vendor is awarded after expiration of this Agreement or if the Agreement is terminated early for any reason, Vendor shall coordinate and cooperate with the newly selected vendor, as well as with the Contract Administrator(s), to minimize any disruptions in the services.

19. Conditions for Acceptance Upon completion of all the work and services required by contract pursuant to the City’s satisfaction and at the City’s sole discretion, the City will authorize payment.

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