Portable Toilet Rental Services at Town-Owned Facilities

TOWN OF CHARLESTOWN
INVITATION TO BID
PORTABLE TOILET RENTAL SERVICES AT TOWN-OWNED FACILITIES
The Town of Charlestown is soliciting sealed bids from qualified, licensed service vendors in the
State of Rhode Island to provide portable toilet rental services at Town-owned facilities.
The term of the contract shall be for one (1) year, with the option to renew for up to three (3)
additional twelve-month periods at the same cost-to-specification, with no increase during the
extension periods. Upon approval, the contract shall commence July 1, 2027.
Sealed proposals must be submitted to the Town Clerk's Office no later than 3:00 PM on
October 15, 2026, at which time they will be publicly opened. All proposals shall be clearly
marked in the lower-left-hand corner with the words:
"PORTABLE TOILET RENTAL SERVICES BID"
The contract requirements are detailed in the specifications. Please note the requirement for
ADA-accessible units.
Detailed specifications may be obtained from the Parks and Recreation Office between the hours
of 8:30 AM and 4:30 PM, Monday through Friday, or on the Town of Charlestown's website at
charlestownri.gov.
Questions regarding the specifications may be directed to:
Vicky Hilton, Director of Parks and Recreation
Telephone: (401) 364-1222
The Town reserves the right to reject any or all proposals and to accept the proposal that, in its
sole judgment, is in the best interest of the Town. Evaluation shall be based on the bidder's
ability to perform in accordance with the specifications, business reputation, historical business
relationship with the Town, compliance with the specifications, and other criteria as may be
determined by the Town.
Jeffrey Allen
Town Administrator
Advertisement to appear in The Westerly Sun on: 10/1/26

DETAILED SPECIFICATIONS
PORTABLE TOILET RENTAL SERVICES AT TOWN-
OWNED FACILITIES
I. AWARD
A. The Town reserves the right to reject any or all proposals and to accept the proposal that, in
its sole judgment, is in the best interest of the Town. Evaluation shall be based on the bidder's
ability to perform in accordance with the specifications, business reputation, historical business
relationship with the Town, compliance with the specifications, and other criteria as may be
determined by the Town.
B. Invoice: All invoices must reference the applicable purchase order number and be forwarded
to:
Town of Charlestown
C. The term of the contract shall be for one (1) year, with the option to renew for three (3)
additional twelve-month periods. Notice of intent to renew will be provided to the contractor in
writing by the Parks and Recreation Director, normally sixty (60) days prior to the expiration of
the current contract. This notice shall not be deemed to commit the Town to contract renewal.
Multi-year contracts may be continued each fiscal year only after funding appropriations and
program approvals have been granted by the Town Council and the annual Town budget has
been approved. In the event that the necessary funding is not approved, the affected multi-year
contract shall become null and void effective July 1 of the fiscal year for which such approval
has been denied.
D. The Town reserves the right to renew or extend the contract in accordance with these
specifications.
E. Termination for Convenience: Either party may terminate this contract upon thirty (30)
days' written notice prior to the other party.
F. Default: If the contractor refuses or fails to perform any provision of this contract with such
diligence as will ensure completion within the time specified in this contract, or any extension
thereof; otherwise fails to timely satisfy the contract provisions; or commits any other substantial
breach of this contract, the Director of Parks and Recreation may notify the contractor in writing
of the delay, non-performance, or breach.
If the matter is not cured within ten (10) days, or within such longer period as may be specified
in writing by the Director of Parks and Recreation, the Director may terminate the contractor's

right to proceed with the contract, or with such part of the contract as to which there has been a
delay or failure to properly perform.
G. The cost-to-specification shall remain the same, with no increase, throughout all extension
periods.
II. SCOPE OF SERVICES
A. The purpose of this bid is to establish an annual contract for the rental of portable toilets.
Services provided under this agreement shall include, but are not limited to, furnishing,
servicing, cleaning, maintenance, repair, relocation, and removal of portable toilets from various
locations throughout the Town of Charlestown as required.
B. The vendor shall deliver rental units to the locations specified on the Bid Form - Cost Sheet
and to other locations as needed. Each unit shall be delivered in a clean, properly functioning,
and usable condition. The vendor shall ensure that each unit is adequately stocked with the
appropriate supplies.
C. Each unit shall be a standard unisex model and shall be equipped with:
* Urinal;
* Internal locking system;
* Occupied/vacant indicator;
* Tissue paper holder firmly attached to the unit; and
* Hinged seat cover in working order.
ADA-accessible unisex models shall have the same configuration and shall meet ADA
accessibility requirements.
D. Regular maintenance service for the portable toilets shall include, but shall not be limited to,
the following:
1. Completely emptying the holding tank;
2. Cleaning and sanitizing all interior surfaces of each portable toilet;
3. Refilling toilet paper;
4. Deodorizing each portable toilet; and
5. Cleaning the exterior of each portable toilet.
E. The vendor shall provide delivery and pickup of portable toilets within forty-eight (48) hours
of notification for standard rentals and within twenty-four (24) hours' notice for special events,
special uses, and emergencies as they arise. The cost of delivery and pickup shall be included in
the base bid.

F. Upon request at the time of servicing, the vendor shall relocate units within the same site area
at no additional charge to the Town.
G. The vendor shall ensure the proper handling and disposal of all waste material from the rental
units. The vendor shall be responsible for all applicable waste disposal costs at a licensed
disposal facility, or a facility licensed by the state in which the facility is located.
H. Minor repairs to units shall be made on site whenever possible. Any unit that cannot be
repaired on site shall be exchanged within twenty-four (24) hours.
I. The contractor shall notify the Town immediately of any vandalized or otherwise damaged
unit(s). The Town shall likewise notify the contractor of any vandalized or otherwise damaged
unit(s) of which the Town becomes aware.
J. Portable toilet units may be required periodically for special events or special uses on a
weekend, daily, or monthly basis, as the need arises. Event and use locations may vary
throughout the Town. The contractor shall cooperate with Town staff regarding the delivery,
placement, servicing, relocation, and removal of units.
K. Portable restroom units and locations may be added or removed at the Town's request.
L. The successful bidder shall provide the Town with proof of statutory workers' compensation
coverage for employees and proof of liability insurance in an amount of not less than $1,000,000
per occurrence, indemnifying the Town against legal actions arising from the performance of
these services. Such documentation shall be provided no later than ten (10) days following the
award of the bid.
M. At the completion or termination of this contract, all portable restroom facilities shall be
removed in accordance with the terms of these specifications.
Reference: Bid Form - Cost Sheet for schedule and locations.
SUPPLEMENT TO SPECIFICATIONS
PORTABLE TOILET RENTAL SERVICES AT TOWN-
OWNED FACILITIES
The contractor shall maintain, always, public liability, automobile liability, and workers'
compensation insurance in the amounts specified below. Insurance coverage required under this
section should be primary, and the Town of Charlestown's insurance coverage shall be secondary
with respect to any claims.

A. LIABILITY INSURANCE
1. Public Liability and Property Damage
The contractor shall maintain public liability and property damage insurance that protects the
contractor and the Town of Charlestown, including its officers, agents, and employees, from all
claims, demands, actions, and suits for property damage or personal injury, including death,
arising from the contractor's work under this agreement.
The insurance shall provide coverage of not less than:
* $1,000,000 for personal injury to each person;
* $1,000,000 for each occurrence; and
* $1,000,000 covering all claims per occurrence.
The limits of insurance shall be subject to statutory changes affecting the maximum limits of
liability imposed on municipalities by the State of Rhode Island during the term of the
agreement.
2. Automobile Liability
The contractor shall maintain automobile liability insurance in an amount of not less than
$1,000,000 for all owned, non-owned, and hired vehicles.
The insurance shall be without prejudice to coverage otherwise existing and shall name the Town
of Charlestown and its officers, agents, and employees as additional insureds.
Notwithstanding the naming of additional insureds, the insurance shall protect each insured in
the same manner as though a separate policy had been issued to each. Nothing herein shall
operate to increase the insurer's liability under the policy beyond the amount or amounts for
which the insurer would have been liable if only one person or interest had been named as
insured.
The coverage shall apply to claims between insureds under the policy.
The insurance policy shall ensure that the coverage shall not terminate or be canceled without
thirty (30) days' prior written notice being provided to the Finance Director.
If the insurance is canceled or terminated prior to completion of the contract, the contractor shall
provide a new policy with the same terms or with terms otherwise acceptable to the Town of
Charlestown.
The contractor agrees to maintain continuous and uninterrupted insurance coverage for the
duration of the contract.

3. Certificate of Insurance
The contractor shall maintain on file with the Finance Director a certificate of insurance
certifying the coverage required under Sections 1 and 2 above.
The adequacy of the insurance coverage shall be subject to approval by the Municipal Attorney.
Failure to maintain the required liability insurance shall be grounds for immediate termination of
the contract by the Town of Charlestown.
B. WORKERS' COMPENSATION INSURANCE
1. The contractor shall obtain and maintain workers' compensation insurance coverage, as legally
required and available, for all its workers, employees, and subcontractors, either as a carrier-
insured employer or as a self-insured employer, in accordance with Rhode Island statutes.
A certificate of insurance, or a copy thereof, shall be attached to the contract between the
contractor and the Town of Charlestown.
The contractor shall maintain workers' compensation insurance for the duration of the contract.
2. If the contractor's workers' compensation insurance coverage expires during the term of this
agreement, the Town of Charlestown shall require the contractor to renew such insurance in a
timely manner prior to expiration. The contractor shall provide the Town of Charlestown with
updated certification of workers' compensation insurance upon each renewal.

BID FORM
PORTABLE TOILET RENTAL SERVICES
AT TOWN-OWNED FACILITIES
BIDDER INFORMATION
Company Name:
Business License No.:
Mailing Address:
Email:
Name: ____________________________________
Date: ____________________________________
(Please Print)
Signature: __________________________________
Title: ______________________________________
Telephone No.: ______________________________
Emergency Contact No.: _______________________

BID CERTIFICATION
By signing this Bid Form, the bidder acknowledges that it has reviewed and understands the
Invitation to Bid, Detailed Specifications, Supplement to Specifications, and all requirements
contained therein.
The bidder agrees to provide the required portable toilet rental services in accordance with the
specifications and at the prices submitted on the accompanying Cost Sheet.
Bids must remain in effect for at least sixty (60) days after the date of receipt to allow for
evaluation.
Cost-to-specification shall remain the same throughout all extension periods.

PORTABLE TOILET RENTAL SERVICES AT TOWN FACILITIES
# OF
CLEANING &
DAY OF
# OF
RESTOCKING
CLEANING COST TO EMERGENCY COST TO EMERGENCY
SERVICES
UNITS TYPE OF UNIT LOCATION LOCATION ADDRESS PERIOD OF RENTAL SERVICE SPECIFICATION CLEANING SPECIFICATION CLEANING
FEE FEE
SECTION 1. PUBLIC WORKS
CRCC Charlestown 50 Sand Hill Rd, July 1, 2027 Monday &
1 Regular Collections Center Charlestown, RI 02813 June 30, 2030 Twice Weekly Friday
SECTION 2. PARKS & RECREATION
1 Regular Sam Ferretti Blue Shutters 469 East Beach Rd, 0
Beach Charlestown, RI 02813 July 1, 2027
1 ADA Accessible
September 30, 2030 Monday &
Twice Weekly
Friday before Memorial Friday
1 Regular 557 Charlestown Beach Rd, Day May, -October 1st, Cost to Specification Same as Sam Cost to Specification Same as Sam
Charlestown Town Beach
Charlestown, RI 02813 2030 Ferretti Blue Shutters Town Beach Ferretti Blue Shutters Town Beach
1 ADA Accessible
Wicklund Field (Field March 1, 2027-
Located next to Carolina Back Rd, December 1, 2027,
Charlestown Elementary Charlestown, RI March 1, 2027-June 30,
1 Regular School) 02813 2030 Once Weekly Monday
March 1, 2027-
Clark Memorial Field -
Columbia Heights Rd, December 1, 2027 Cost to Specification Same as Cost to Specification Same as
Columbia Heights
Charlestown, RI 02813 March 1, 2027-June 30, Wicklund Field Wicklund Field
Playground
1 Regular 2030 Once Weekly Monday
3 Regular 5 Park Lane Charlestown RI July 1, 2027-July Twice Weekly Monday/Friday
Ninigret Park- by Nini
1 ADA Accessible 02813 1,2030 July - August
Bathrooms and by
trolls
SECTION 3. SPECIAL EVENT(S)/USE
1 Regular
Weekend
1 ADA Accessible
Various throughout Town as Necessary
1 Regular Monday &
Monthly Twice Weekly
Friday
1 ADA Accessible
Daily (Non- Weekend)
1 Regular