Division of Wildlife – Fish Management District Three – Portable Toilets

The Ohio Department of Natural Resources is requesting bids for: Division of Wildlife – Fish Management District Three – Portable Toilets

Name or Title of the Service or Supply: Portable Toilets

Ordering Divison & Address: Ohio Division of Wildlife – District Three Fish Mangement – 912 Portage Lakes Drive, Akron, Ohio 44319

Specifications:

The Division of Wildlife, Fisheries Management Section, in District Three (19 northeast Ohio counties) is seeking bids for the placement and weekly servicing of portable toilets (15) at Division of Wildlife owned and managed angler access locations throughout northeast Ohio. Deployment duration is from April 1 through September 20, 2026 (6 months). Units are required to be ADA Compliant (wheelchair accessible) unless otherwise noted. Units are to be serviced weekly. Servicing includes pumping out, cleaning interior surfaces, restocking toilet paper, providing and stocking hand sanitizer, and recording visibly within the unit the date of servicing. In addition, the awardee is required to fully remove from the access area property all trash and litter found within the tank and within the unit. Placing outside the unit is not accepted.

The bid will be evaluated by summing the quoted pricing within the expected usage table below. Damage waiver is requested to be included in the unit pricing for the monthly servicing. Please note the expected usage table includes two, one-month duration “at-large” units to allow for responsive deployment of units on a short-term basis as operational needs arise. These “at-large" units can be anywhere within the 19 county District Three area (see map below) if needed.

Contract Term:

Initial awarded term is 1 year from the date of execution with the option for up to 48 months of renewals.

Table 1. Expected Usage Table and Bid Format: Bids will be evaluated by summing the One-Time Delivery Fee and the Monthly Service & Waiver Fee by each Fishing Access, multiplied by the Quantity and Duration specified. Lowest reasonable and responsible bidder is awarded.

Delivery Location:

Figure 1. Wildlife District Three 19-county Map – District Three is Orange

Table 2. Fishing Access Nearest Addresses: Awardee and Division of Wildlife will consult ahead of placement to clarify exact locations of each placement. Addresses above serve as approximations for accurate bidding.

F.O.B. DESTINATION/PRE-PAID/ALLOWED. The Contractor must provide Deliverables under this Contract F.O.B. Destination/Pre-Paid/Allowed. The place of destination will be specified by the Ordering Agency on the agency’s purchase order or other ordering document. Cost of the freight must be borne and paid by the Contractor unless otherwise stated.

All risk of loss, regardless of the cause, will remain with the Contractor until title to the Deliverable passes to the State. Unless otherwise provided in this Contract, the State will determine whether the Contractor provided each Deliverable required in this Contract and has fully met all work requirements of this Contract. Title to any Deliverables will pass to the State on Acceptance of the Deliverable.

Evaluation: The contract will be awarded to the lowest responsive and responsible bidder as determined by the State. All Proposals must be submitted through Ohio Buys. Proposals received outside of Ohio Buys will not be considered.

Contract Award: The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive

The State reserves the right to remove items from the bid and evaluate only the necessary items.

Preferences:

The State will apply all preferences pursuant to Ohio Administrative Code 123:5-1-06.

Following the initial evaluation and scoring, all Proposals will be considered for preferences. Preferences will be calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third preferences. The preferences shall be combined and applied as a total percentage of the original Proposal to determine the score for evaluation purposes.

Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference. For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will be deemed as not qualifying for that preference.

(a) For the Buy American preference, if any Offeror offers a product that is not a domestic source end product, the State will add the applicable percentage of the total available points to the total score of each Offeror offering a domestic source end product.

(b) For the Buy Ohio preference, if any Offeror is a Buy Ohio Offeror claiming the preference, the State will add the applicable percentage of the total available points to each Buy Ohio Offeror’s total score.

(c) If claiming the preferences in (a) and (b) based on the product(s) offered, an Offeror is only eligible to receive the preference if the cost of the product(s) offered exceeds 50% of the total offered cost for products and services. A Buy Ohio Offeror is also eligible to receive the Buy Ohio preference based on its significant economic presence in Ohio or a border state.

(d) For the Veteran-Friendly Business preference, the State will add the applicable percentage of the total available points to any certified veteran-friendly business Offeror’s total score.

Bill to information: (FSS invoicing requirement)

All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are two options available to submit invoices to FSS:

• EMAIL the invoice to: invoices@ohio.gov

• MAIL the invoice to:

OBM Shared Services

Attn: Accounts Payable

PO Box 182880

Columbus, Ohio 43218-2880

To ensure the payment process is not delayed, invoices should be complete, accurate, and contain the following information:

• Invoice must include Origin-DNR-XXX

• Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

• Supplier full name as it appears on your PO.

• The Ship to and/or service facility name and full address

• Unique invoice number

• Date of service or date work was completed.

• Complete itemization of services performed, materials or goods supplied and/or labor furnished.

• Line charge(s). If parts are included, please break out the line charges with product and charges separately.

• No State of Ohio sales tax

• Remit to address must match our records for payment

• This PO is only valid for the goods and/or services received through June 30, 2026.

• Any goods/services received after June 30, 2026 will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Economic Price Adjustment

The Contract prices(s) will remain firm for the initial term of the Contract.  Thereafter, the Contractor may submit a request to increase its price(s) to be effective 30 calendar days after acceptance by the State.  No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers; on purchase orders that are already being processed; or on purchase orders that have been filled and are awaiting shipment.  If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, e.g., increases in the cost of raw materials, labor, freight, workers’ compensation and/or unemployment insurance.  Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase.  Supportive documentation includes, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify the State immediately.  The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease.  If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease.  For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.  Failure to comply with this provision will be considered as a default and will be subject section VI I. - Standard Terms and Conditions. Suspension/Termination and the Contract Remedies sections.