Provide Temporary Fencing and Portable Restrooms for City of Southlake

The City of Southlake, Texas, located in Tarrant County, is seeking vendors to provide temporary fencing and portable restroom services for city events through a competitive sealed Request for Proposals (RFP). The procurement specifically requires chain-link fence panels (preferably 6' x 12'), bicycle racks, installation and removal services, comfort stations with generators, porta-potties (regular and handicap accessible), hand washing stations, water tanks, and service attendants. Major events like the Stars & Stripes Event will require approximately 10,000 linear feet of fencing, two comfort stations, twenty-one porta-potties, and ten wheelchair-accessible units, while the Home for the Holidays Event will need 1,200-1,600 linear feet of fencing, two comfort stations, and ten wheelchair-accessible porta-potties. Vendors must provide after-hours installation and removal services and ensure all equipment is in very good or better condition. The evaluation criteria will prioritize overall price (35%), vendor experience (30%), ability to provide services (30%), and past experience with the City (5%). Written questions are due by 5:00 p.m. on January 23, 2026, with sealed proposals required by 3:00 p.m. CST on February 6, 2026, and contract award anticipated in February/March 2026.

The contract will be a twelve-month agreement with potential extensions for up to four additional one-year periods, contingent on funding and performance. Proposers must submit unit pricing through an online portal and may request annual escalation not exceeding 4%. All vendors must provide four references, proof of required licenses, and current insurance with $1,000,000 in Commercial General Liability coverage. The City is tax-exempt and will process payments via Net 30 days using procurement cards or purchase orders. While no specific set-aside designations or disadvantaged enterprise requirements are mentioned, vendors must submit a signed Conflict of Interest Questionnaire. The RFP does not specify an exact budget range or award value, but interested vendors will be required to provide comprehensive pricing for all proposed services. Submissions will be evaluated competitively in accordance with Texas Local Government Code Chapter 252, with an emphasis on comprehensive service capabilities and competitive pricing.