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Home My WebLink About25-08-QT - Rental of Portable Restrooms (Annual Quote) REQUEST FOR QUOTE 25-08-QT RENTAL OF PORTABLE RESTROOMS (ANNUAL QUOTE) Contact Person Jessica Graham, CPPB Procurement/Contracts Manager Phone: (772) 388 – 8231 Email: jessgraham@cityofsebastian.org *LATE RESPONSES WILL NOT BE ACCEPTED* PROPOSED SCHEDULE EVENT DATE TIME RELEASE DATE: Friday, December 6, 2024 - QUESTIONS DUE DEADLINE: Thursday, December 12, 2024 2:00 PM Local Time QUOTE DUE DATE: Friday, December 20, 2024 2:00 PM Local Time QUOTE SUBMITTAL All bids must be electronically submitted via VendorLink: https://www.myvendorlink.com/. 25-08-QT Page 2 of 5 REQUEST FOR QUOTE 1.1 PURPOSE 1.1.1 The City of Sebastian requests quotes to provide portable restrooms, standard and accessible (ADA) units, and hand washing stations for short-term rentals for special event emergencies, and or to increase capacity at locations around the city. 1.2 QUESTION DEADLINE 1.2.1 The deadline to submit questions will be Thursday, December 12, 2024 at 2:00 PM local time. Any questions or communication regarding this quote should be emailed only to the City’s Procurement/Contracts Manager at jessgraham@cityofsebastian.org. 1.3 QUOTE SUBMITTAL 1.3.1 Quotes are due on the date and time indicated on the cover page or as amended by an addendum issued by procurement. 1.3.2 All solicitations are posted on VendorLink (https://www.myvendorlink.com/). It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. 1.3.3 The Contractor is responsible for ensuring their response is submitted through VendorLink by the time and date specified in the solicitation or subsequent addenda. The City shall not be responsible for delays caused by any occurrence. 1.3.4 Electronic submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. The bidder is responsible for ensuring that its quote, including all attachments, is uploaded successfully. 1.3.5 Late quotes cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for submitting bids and uploading attachments. Any technical issues must be submitted to VendorLink by emailing support@evendorlink.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issues. 1.4 DEADLINE FOR SUBMITTAL OF QUOTES 1.4.1 All quotes are due by Friday, December 20, 2024, by 2:00 P.M. local time. Responses received after 2:00 p.m. on this day will be considered late & not accepted. The City does not accept responsibility for delays, natural or otherwise 1.4.2 All quotes submitted to the city become public records unless exempt under Florida or other law. 1.5 AWARD 1.5.1 Award will be made solely at the discretion of the City to the responsive, responsible respondent(s) offering the best combination of the lowest cost and best product meeting 25-08-QT Page 3 of 5 specifications, at the sole discretion of the City. The award may be made by bid item, bid group, or for the entirety of all bid items, as determined by the City. Further, the City may award multiple bidders as deemed in the City's best interest. No exclusive rights are expressed or implied due to the award of this Request for Quote. The maximum expenditure allowed under this Request for Quote is $75,000.00. 1.5.2 The City is not required to act upon any information obtained through this Request for Quote. However, the City reserves the right to negotiate an agreement or issue a Purchase Order pursuant to this Request for Quote to the respondent deemed to be in the City's best interest. 1.6 SCOPE OF WORK 1.6.1 The City of Sebastian requests quotes to provide portable restrooms, standard and accessible (ADA) units, and hand washing stations for short-term rentals for special event emergencies, and or to increase capacity at locations around the city. 1.6.2 Special Events: The list of Special Events in not all-inclusive. The City may add events to the schedule, and the rental rates listed on the price proposal shall apply. • River Days (March) • Earth Day (April) • Freedom Festival (July) • Clambake (November) • Craft Brew Hullabaloo (December) 1.6.3 Delivery Location: Locations will vary, but they will be within City of Sebastian city limits. 1.6.4 General Conditions 1.6.4.1. Pricing to include all labor, tools, materials, and equipment. 1.6.4.2. Contractor shall maintain site free of debris and trash. 1.6.4.3. The City may reject any or all quotations, or any portion of the quotation, as it deems in the best interest of the City. 1.6.5 Special Conditions 1.6.5.1. Term: 1 year (12 months) from issuance of the Notice of Award, or when expenditures under this Request for Quote reach $75,000.00, whichever is first. 1.6.5.2. Quantities: Any quantity or amounts specified is an estimate only and not a commitment or guarantee of the requirements of the City under this Quote. The vendor is not authorized to manufacture, produce, ship, or perform unless it has received a purchase order for items specified in this Quote by an authorized representative of the City. All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote. The City shall not be obligated or liable for payments over the amounts released or requested pursuant to this Quote. 25-08-QT Page 4 of 5 1.6.5.3. Additional Quantity of Items or Units: Although this solicitation and resultant contract states a specific number of items or units to be purchased by the City, it is understood and agreed that the City may purchase additional items or units from the vendor; provided that these additional items or units represent the same manufacturer, model or brand, and unit price stipulated within the contract. 1.6.5.4. Payment Terms: Successful Bidder shall invoice the City separately for each order. Upon receipt of an acceptable and approved invoice, payment(s) shall be made within thirty (30) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the invoice). Invoices shall include a detailed description of the Services (or parts thereof) provided and shall be submitted to the City’s Project Manager (an email address will be provided to the awarded respondent). 1.6.5.5. Insurance Requirements: See Appendix “A.” 1.7 PRICE PROPOSAL 1.7.1 The Proposal Prices shall remain good for 1 year (12 months) from the Notice of Award. 1.7.2 Special event service includes at a minimum, cleaning and sanitizing units. 1.7.3 By affixing their signature to the Price Proposal Form, the bidder states that they have read all specifications, terms, and conditions outlined in the Request for Quote and agree to such. The bidder declares that the individual signing this Price Proposal Form has the legal capacity to sign on behalf of the bidder and to obligate the bidder contractually. 1.7.4 Furthermore, the bidder hereby agrees to provide the services described in the Request for Quote for the unit prices as noted below, which includes all supervision, labor, materials, equipment, supplies, machinery, tools, apparatus, insurance, transportation, overhead, profit, applicable taxes and costs of all kinds necessary to complete the services. [Price Proposal to Follow; Remainder of page intentionally left blank] 25-08-QT Page 5 of 5 RENTAL OF PORTABLE RESTROOMS (ANNUAL QUOTE) PRICING PROPOSAL Pricing For Short-Term Rentals Line Description of Service Estimated Qty Unit Price Extended Amount 1 Delivery Fee 1 $ $ 2 Pickup Fee 1 $ $ 4 Special Event Portable Toilet Rental 15 $ $ 5 Special Event ADA Wheelchair Accessible Portable Toilet Rental 2 $ $ 6 Hand Wash Stations w/ Soap and Paper Towels Rental 3 $ $ 7 Special Event Service – Portable Toilets 17 $ $ 8 Special Event Service – Hand Wash Station 3 $ $ Total Special Event Cost* $ Note: The quantities listed are representative of one (1) event. The total quantities needed for the year will vary, but the total expenditures under this bid shall not exceed $75,000.00. Proposer Name: Signature: Date: Print Name: Title: