Project Information

Bid Title

Rental of Portable Toilets

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Dec 19, 2025

Closing Date

Jan 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

26043-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	26043-KR
Bid Title:	Rental of Portable Toilets
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Invitation for Bid and resulting contract is to obtain the services of a single qualified contractor to provide annual rental of portable toilets and related services, to include setting up, cleaning, and removal fees, for the City of Suffolk’s Department of Parks and Recreation and any other departments requiring like services.  The toilets will be rented on an as needed basis and located at various locations throughout the City. Toilets shall be delivered F.O.B. destination. Publication Date/Time: 12/19/2025 12:00 AM Closing Date/Time: 1/29/2026 3:00 PM Contact Person: Kimberly Rogerson, VCA Buyer 442 W. Washington St. Suffolk, VA 23434 Email: krogerson@suffolkva.us Phone: (757)514-4145 Related Documents: IFB 26043-KR Rental of Portable Toilets

Attachment Preview

INVITATION FOR BID

City of Suffolk

IFB# 26043-KR

December 19, 2025

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

Rental of Portable Toilets

Scope of Work: The intent of this Invitation for Bid (IFB) is to rent portable toilets on a

daily/weekly/monthly basis for the Department of Parks and Recreation, and other City

Departments. Services shall be provided on an as needed basis

Bid Due: 3:00 p.m., January 29, 2026

Contract Officer: ________Kimberly Rogerson____________

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

The Buyer, Kimberly Rogerson is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: krogerson@suffolkva.us. The

respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning bid

must be in writing and received five (5) business days prior to the bid opening.

**SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid. Full bid documents can be

downloaded at the City of Suffolk website https://www.suffolkva.us/Bids.aspx?CatID=17 .

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

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In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

BID OPENING

Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public

opening will be held on January 29, 2026, at 3:00 PM (local prevailing time), in the City of

Suffolk City Hall, Purchasing Conference Room, located at 442 W. Washington Street, Suffolk,

VA 23434-5237.

ALL HAND DELIVERED BIDS MUST BE SUBMITTED AT THIS LOCATION PRIOR TO 3:00

P.M.

SUBMITTALS

Bidder should submit the entire IFB as their bid package.

Bids may be submitted electronically via eVA.

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INVITATION FOR BID

Rental of Portable Toilets

SECTION/TITLE

1. PURPOSE................................................................................................................... - 4 -

2. COMPETITION INTENDED ........................................................................................ - 4 -

3. CONTRACT PERIOD.................................................................................................. - 4 -

4. SCOPE OF SERVICES................................................................................................ - 4 -

ADDITIONAL INSTRUCTIONS........................................................................................... - 7 -

CONTRACT TERMS AND CONDITIONS ......................................................................... - 12 -

BID FORM ........................................................................................................................ - 19 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 24 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 25 -

EXCEPTION PAGE .......................................................................................................... - 26 -

INSURANCE REQUIREMENTS ....................................................................................... - 27 -

ATTACHMENT A ………………………………………………………………………………… -30-

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1. PURPOSE

The intent of this Invitation for Bid and resulting contract is to obtain the services of a single

qualified contractor to provide annual rental of portable toilets and related services, to

include setting up, cleaning, and removal fees, for the City of Suffolk’s Department of

Parks and Recreation and any other departments requiring like services. The toilets will

be rented on an as needed basis and located at various locations throughout the City.

Toilets shall be delivered F.O.B. destination.

2. COMPETITION INTENDED

It is the City’s intent that this Invitation for Bid (IFB) permits competition. It must be the

bidder’s responsibility to advise the Purchasing Agent in writing if any language

requirement, specification, etc., or any combination thereof, inadvertently restricts or limits

the requirements stated in this IFB to a single source. Such notification must be received

by the Purchasing Agent not later than five days prior to the date set for bids to close.

3. CONTRACT PERIOD

The contract shall cover period February 1, 2026, through January 31, 2027.

This contract may be renewed based on the terms and conditions at the expiration of its

term at the sole discretion of the City. Automatic renewals will occur for up to four (4)

additional one-year periods through January 31, 2031.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve

(12) months. Any increase in rates shall be limited to the lesser of the Consumer Price

Index for all Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the

current 12 month period) or 3%. Any increase in rate must be submitted sixty (60) days

prior to contract renewal. The City does not guarantee approval of any rate increase.

4. SCOPE OF SERVICES

A. Bidders must be capable of providing portable toilets (regular and handicapped

units) and handwashing stations to be distributed as directed, at various locations

throughout the City. All units must be anchored, where applicable.

B. Individual locations may range from one (1) to fifteen (15) single units. These

requirements may be on a continuing basis or seasonally. For the purpose of this

Invitation for Bid, seasonally is defined by specific months.

Some units will be used by the Department of Public Works on construction sites

for capital projects; these units will be set in place for a period of four (4) months

to one (1) year.

Special events, beyond what is listed here, may be ordered on an “as needed

basis”.

C. The City hosts several special events per season in which it will need short term

portable toilets. Most events are approximately one (1) days in length, but some

rentals may be up to two months. Pricing for special events must include all

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applicable fees, such as delivery, setup, weekly cleaning if rented on a monthly

basis, and removal fees. See Attachment Page twenty-nine (29).

D. All units must arrive in a clean, replenished state. All units must be serviced once

each week, as requested by the using department. Service must include emptying,

cleaning of unit, and replenishing of supplies, i.e., toilet paper, hand soap, and

water.

E. As usage dictates, additional cleaning may be required. The Contractor must

provide a price per toilet for any additional cleaning required (See OPTION 2 on

the BID FORM).

F. Notice of cancellation of service must be provided to the Contractor by each using

department. When notification is provided prior to the end of the rental period, and

pickup exceeds the rental period, the City will not be held responsible for additional

rental charges.

G. All toilet units must be clean, free of graffiti, and in good working order. Good

working order must include working door hinges, locks, and door latches. Venting

tubes, louvers and/or screens must be properly secured to the units with no signs

of holes or breakage. Interior railings, toilet seats, side urinals, and toilet paper

holders are to be firmly attached. The fiberglass or plastic shells are to be securely

attached to their bases, and handicapped ramps are to be solidly attached to the

units. No holes, cracks, large bubbles in the fiberglass, breaks, peeling paint,

broken hardware, or cracked / missing toilet seats shall be acceptable.

H. Contractor may charge a labor charge for the repair of damaged units, which may

include a call out to reset units that may have fallen or been tipped over. Contractor

shall provide an hourly charge on the BID FORM should these services be required

(See OPTION 4 on the BID FORM).

Replacement of damaged unit rate must not include replacement of units damaged

by fire or an act of God.

I.

Delivery of any unit must be made at destination within two (2) calendar days after

request of order for routine calls, and service response shall be made at

destination within twenty-four (24) hours after receipt of request for non-routine

calls.

J. Removal of units must be accomplished within two (2) calendar days after

notification.

K. Delivery/Pickup of units may be accomplished during normal business hours of

Monday through Friday with the exception of the following two (2) Parks and

Recreation special events: “Holiday Parade” and “Taste of Suffolk.”

Delivery/Pickup of units for these events will include a Saturday delivery and

Saturday or Sunday pickup following the event. Pickup for units rented for the

“Holiday Parade” will be on Sunday. The pickup of units for the “Taste of Suffolk”

event will be on Saturday at 5 p.m. and all units must be removed by 7 p.m., except

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Commodity Codes

• NAICS 562991Septic Tank and Related Services

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