Portable Toilet Rental and Services

The City of Charlottesville Parks & Recreation Department is soliciting sealed proposals under RFP 27-50 for portable toilet rental and as-needed maintenance services, with proposals due November 23, 2026 at 2:00 PM through the City's OpenGov portal. The City encourages, but does not establish a formal set-aside for, small, women-owned, minority-owned, and veteran-owned businesses. The procurement follows Virginia's Public Procurement Act for non-professional services through competitive negotiation, with selection of two or more qualified offerors for negotiation.

Offerors must provide a detailed list of available toilet models with pricing, specifications including size and ADA accessibility, included amenities, and rental items such as handwashing stations. Maintenance requirements cover pumping frequency, cleaning and disinfecting schedules, chemical and urinal cake replacement, and sanitizer and tissue replenishment. Offerors must submit at least four references from similar projects completed within the past three years, proof of Virginia State Corporation Commission registration if applicable, and detailed pricing covering all associated costs. Required insurance includes Workers' Compensation, Commercial General Liability at $1 million per occurrence, Automobile Liability at $1 million, and Pollution Liability at $2 million.

The contract runs one year from ratification, with options to renew for up to four additional one-year terms if both parties agree in writing. Renewal price increases are limited to the Consumer Price Index increase, though the City reserves the right to negotiate higher increases if deemed fair and reasonable. The City may terminate at any time on 30 days' advance written notice. Evaluation weights qualifications and experience at 40 points, specific plans and methodology at 30 points, and price at 30 points. No pre-proposal conference will be held. The opportunity lists Charlottesville City and Chesapeake City as jurisdictions.