Portable Restrooms and Wash Stations

INVITATION FOR BID (IFB)
IFB NO. 253-26
PORTABLE RESTROOMS AND WASH STATIONS
Purchasing Analyst of Record: Denise Serna
Denise.Serna@Thorntonco.gov
City Hall - 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325

IFB No. 253-26
IFB Portable Restrooms and Wash Stations
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS ............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 5
B.1 SCOPE OF WORK - GENERAL CONSIDERATIONS: .................................................. 5
B.2 ESTIMATED QUANTITIES: ............................................................................................ 7
B.3 F.O.B. POINT: ................................................................................................................. 8
B.4 DELIVERY CONSIDERATIONS: .................................................................................... 9
B.5 INVOICING REQUIREMENTS: ....................................................................................... 9
B.6 PROCUREMENT CARDS PAYMENT CONDITIONS: .................................................... 9
B.7 EMERGENCY PURCHASES: ....................................................................................... 10
B.8 VENDOR PERFORMANCE MANAGEMENT: .............................................................. 10
B.9 COOPERATIVE PURCHASING: .................................................................................. 10
PRICING AND PROPOSAL ITEMS .................................................................. 11
C.1 PRICING INFORMATION: ............................................................................................ 11
C.2 VENDOR PRICING SUBMITTAL: ................................................................................. 11
C.3 VENDOR COOPERATIVE AGREEMENTS: ................................................................. 11
C.4 PRICING: ....................................................................................................................... 12
C.5 ANNUAL PRICE UPDATES: ........................................................................................ 12
C.6 PROPOSAL ITEMS: ..................................................................................................... 12
PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD ......................... 14
D.1 PROPOSAL POSTED LOCATIONS: ............................................................................ 14
D.2 PROPOSAL QUESTIONS: ........................................................................................... 14
D.3 ADDENDA: .................................................................................................................... 14
D.4 SUBMISSION OF PROPOSALS: ................................................................................. 14
D.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION: .................................................. 15
D.6 LATE PROPOSAL SUBMISSIONS: ............................................................................. 15
D.7 AWARDS: ..................................................................................................................... 16
D.8 ACCEPTANCE PERIOD: .............................................................................................. 16
D.9 AWARD TERM LENGTH: ............................................................................................. 16
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
D.10 POST AWARD PURCHASE ORDER: ........................................................................ 16
D.11 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 17
REQUIRED VENDOR SIGNATURE FORMS .................................................... 18
E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 18
E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 19
E.3 DISCLOSURE OF GENERATIVE ARTIFICIAL INTELLIGENCE (A.I.) USAGE FORM:
............................................................................................................................................. 21
AUTHORIZATION FOR SOLICITATION POSTING .......................................... 23
F.1 PURCHASING MANAGER FORM: ............................................................................... 23
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item Date Time
Proposal Issued 08/25/26
Deadline to Submit Additional Questions 09/04/26 5:00 P.M.
Response to Written Questions 09/10/26 5:00 P.M.
Proposal Due Date 09/15/26 5:00 P.M.
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
a direct email to the Purchasing Analyst. No communication is to be directed to any other
Thornton personnel.
The Purchasing Analyst of Record's contact information is as follows:
Name: Denise Serna
Title: Purchasing Analyst
Email: Denise.Serna@Thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking Proposals from interested firms for rental of
portable restrooms and wash stations. The portable restrooms and wash stations will be
provided for Thornton's annual festivals, designated parks locations, and as-needed basis for
various events. Pricing shall include all costs, including cleaning, maintenance, fuel surcharges,
and environmental charges.
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 SCOPE OF WORK - GENERAL CONSIDERATIONS:
Thornton utilizes portable restrooms and wash stations as part of various events and annual
festivals within the Thornton city limits throughout the year. Product rentals will be authorized
by issuance of a Purchase Order. Products shall be provided on an as-needed basis and nothing
herein shall guarantee a minimum purchase amount.
A. General
Thornton requires delivery, service, and pickup of rented portable toilets, wash stations for
Thornton's operational needs and events.
Wash Stations: All wash stations requested shall be standard size and offer ADA compliant
units.
Portable Restrooms: All portable standard restrooms shall include at a minimum, the
dimensions listed. Some units may or may not include urinals.
* Height - 91"
* Width - 62"
* Depth - 62"
* Seat Height - 19"
ADA Restrooms: All portable restrooms that are designed to be handicap accessible and
shall meet or exceed all current standards set under the Americans with Disabilities Act
("ADA"). Handicap accessible designed restrooms must have the following minimum internal
dimensions:
* Height up to 92"
* Width - 62"
* Depth - 62"
* Seat Height - 17"-19"
* Grab Bars
o 33-36" above the floor
o Side - 42"
o Rear - 36"
* Exterior Dimensions - 77-91'
* Door Width - minimum opening 32"
* Door Swing - outward
B. Delivery/Pickup
All deliveries, service and pickups will be within Thornton city limits for periods of time to be
specified when individual orders are initiated. Placement of rental units will be made so it
ensures stability and accessibility for users and pickups and drop-offs. The Vendor will
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
exercise all reasonable care to avoid damage to Thornton's property when delivering, picking
up, and servicing the rented units. Thornton's staff will designate specific locations for
delivery, as well as placement of units at the time of order. The Vendor shall deliver the
rented units within twenty-four (24) hours of the initial order and shall deliver promptly in order
to meet the deadlines for scheduled public and special events.
Prior to delivery, Thornton's staff will coordinate with the awarded Vendor to designate
specific locations for delivery, as well as placement of units at the time of order. The Vendor
shall deliver the rented units within twenty-four (24) calendar hours of the initial order and
shall deliver promptly in order to meet the deadlines for scheduled public and special events,
unless otherwise directed by Thornton personnel.
Should the Vendor deliver and place the requested units in an incorrect location, the Vendor
shall return to the worksite within four (4) calendar hours to relocate the unit to the correct
location, at no additional cost to Thornton.
C. Service and Quality of Rental Units:
All portable toilets provided by Vendor shall be clean, fully stocked with supplies including at
minimum two (2) tissue rolls, disposable paper seat covers, instant antiseptic hand cleaner
and be in good repair. The Vendor shall provide quality product and Service to meet the
requirements for public special events. Thornton reserves the right, at its sole option, to
reject or have Vendor replace any unit not meeting this standard. The Vendor shall be
responsible for their own units in regards to damage caused by weather or vandalism.
All wash stations provided shall be clean, fully stocked with water, soap, paper towels and
be in good repair. The Vendor shall provide quality product and service to meet the
requirements for public special events. Thornton reserves the right, at its sole option, to
reject or have Vendor replace any unit not meeting this standard. The Vendor shall be
responsible for their own units in regards to damage caused by weather or vandalism.
At a minimum, service shall be performed on a weekly basis unless otherwise specified by
Thornton's staff at the time of order. Each portable restroom shall include a service checklist
that shall be visible within the interior or exterior of the unit, and the checklist shall be
completed by the Vendor's personnel during each service to visibly show on what date and
time the unit was last serviced.
D. Cleaning Portable Toilets and Wash Stations
The Vendor, at a minimum, shall perform weekly interior cleaning, emptying of waste from
the rented unit(s), and restocking supplies (toilet paper, toilet covers, hand soap and paper
towels) for all rental units unless otherwise specified by Thornton's staff at the time of order.
The Vendor shall allow time to clean and remove graffiti from inside and outside units during
a routine service. If graffiti cannot be removed during a routine cleaning, the unit shall be
replaced with a unit that is in good standing and free of graffiti, at no additional costs to
Thornton.
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
Special service or replacement of units shall be promptly provided at the request of
Thornton's staff in order to accommodate any unforeseen circumstances that render the
unit(s) unusable. This service shall be provided within twenty-four (24) calendar hours of the
first call made by Thornton's representative. Tissue and other expendable products
applicable to the rental of each unit shall be provided in a manner that will ensure adequate
availability between service intervals.
All portable toilets shall be thoroughly cleaned and pumped of all waste that promotes the
highest possible hygienic standards and shall be in compliance with all applicable health
regulations. The Vendor shall be responsible for immediate cleaning of any spillage on the
inside, outside, and perimeter of the toilets.
All wash stations shall be thoroughly cleaned and shall be in compliance with all applicable
health regulations. Service shall include all gray water pumped out and refilled with "fresh"
non-potable water, soap, the paper towels restocked and units wiped down.
E. Orders/Payment
Billing for all units shall be on a prorated basis to coincide with delivery and pick-up dates for
each specific unit. Blanket Purchase Orders will be provided to the Vendor for each of
Thornton's divisions requiring rental service. All Service provided must be invoiced against
the Purchase Order Number specified by Thornton's staff at the time of the individual order.
To ensure prompt payment, the Vendor shall ensure the Purchase Order Number provided
by Thornton appears clearly on the invoice.
F. Damage Waiver
Pricing for all units shall include a damage waiver to cover the replacement cost or repair of
the unit should any damage occur while the unit is on site. Thornton shall not be liable for
damage incurred to any Vendor units or property.
B.2 ESTIMATED QUANTITIES:
Quantities listed are Thornton's best estimate and do not obligate Thornton to order or accept
more than Thornton's actual requirements during the award, as determined by actual needs and
availability of appropriated funds. It is expressly understood and agreed that the result is that
Vendor is to supply Thornton with its complete actual requirement of the materials specified in
this proposal throughout the award.
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
The following table outlines the annual estimated spend for the rental of all portable restrooms
and wash rooms by Thornton. It does not provide any guarantees on future rentals requested
by Thornton, however, it is meant to provide the proposing Vendor with an understanding of
annual usage by Thornton.
Year Annual Amount
2022 $91,297
2023 $139,154
2024 $187,750
2025 $151,685
2026 (Year to Date) $166,773
B.3 F.O.B. POINT:
Prices quoted shall be F.O.B. destination, unloaded and installed at specified locations.
In addition, Thornton holds annual events at the following locations that would need to be served
by the awarded Vendor as well as rentals for parks used at various Thornton locations within the
city limits.
Annual Festivals:
Average # Average # Average
Thornton
of Standard of ADA # of
Annual Delivery/Pickup Address
Portable Portable Hand Wash
Festivals
Restrooms Restrooms Stations
Thorntonfest Carpenter Park 108th / Colorado Blvd. 27 5 3
July 4th Carpenter Park 108th / Colorado Blvd. 77 7 4
Harvest Fest Thornton City Park 9200 Thornton Pkwy 9 3 2
Winterfest Carpenter Park 108th / Colorado Blvd. 22 5 NA
Thornton Parks/Other Locations:
Thornton's Parks Department requires the following portable restrooms for Thornton's parks,
typically for 7-12 month intervals. The amounts listed below and timeline could be adjusted to
add or remove units as required by Thornton's needs or for a one-time scheduled event. Delivery
and pickup, emptying, and cleaning will be scheduled with the Parks Department staff as well
as delivery and pickup to various locations as designated by Thornton's staff.
34 - ADA Portable Restroom units; and
32 - Standard Restroom units.
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
The awarded Vendor may anticipate additional single or additional "one-off" events that may be
held at different locations within Thornton throughout the calendar year. At Thornton's sole
discretion, Thornton may add or delete locations during the life of the resulting award based on
a yearly need and schedule.
B.4 DELIVERY CONSIDERATIONS:
Delivery is of the essence. Successful Vendor will be required to deliver all items per the
requested date at the time of order; failure to do so may result in the cancellation of services.
All deliveries shall be made between the hours of 7:00 a.m. - 5:00 p.m., Monday through Friday,
excluding holidays, unless otherwise directed by Thornton staff.
B.5 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors whom have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
The Vendor must be capable of providing invoices that include the following details:
* Invoice number;
* Invoice date;
* Itemized charges, including unit of measurement;
* Total charge;
* Service date(s) or service period;
* Vendor Commitment Statement (VCS) (provided upon acceptance of award);
* Blanket PO number (will be provided annually to awarded Vendor; and
* Delivery location (Building name and address).
Vendor shall also provide monthly statement billing (as required).
Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email,
physical copies may be submitted to City of Thornton - Accounts Payable, 9500 Civic Center
Drive, Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not
considered to be properly submitted and will not be paid until they are properly submitted.
B.6 PROCUREMENT CARDS PAYMENT CONDITIONS:
Awarded Vendors may be asked to have the capability of accepting Thornton's authorized
Procurement Card as a method of payment. No price changes or additional fee(s) may be
assessed when accepting the Procurement Card as a form of payment. Vendors unable to
comply with this requirement are asked to indicate such exception on Vendor letterhead. This
exception will be taken into consideration during the evaluation of the received proposals.
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IFB No. 253-26
IFB Portable Restrooms and Wash Stations
B.7 EMERGENCY PURCHASES:
Thornton reserves the right to purchase from other sources those items which are required on
an emergency basis and cannot be supplied immediately from stock by the awarded Vendor.
B.8 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part this proposal and
resulting Vendor Commitment Statement. The purpose of this program is to create a method
for documenting and advising Thornton of exceptional performance or any problems related to
the purchased goods and services.
B.9 COOPERATIVE PURCHASING:
Thornton encourages the proper use of cooperative purchasing and reserves the right to make
results of this solicitation available to other governmental agencies seeking like equipment,
goods, or services. Other agencies using this solicitation must do so according to regulations
established by their individual organizations and accept sole responsibility for its use. The terms
and conditions of any resulting transaction shall be exclusively between the buyer and the seller.
Buyers and sellers from other municipalities and political subdivisions using this solicitation in a
cooperative or "piggy-back" fashion, agree to defend and hold harmless Thornton from any
dispute or action arising from its use.
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