On Call Portable Restroom and Services - City Wide

The intent of this project is to provide portable restrooms for various events scheduled by various city agencies at varied times and locations throughout the City of New Haven and seasonal use at parks with high utilization.

Project Details

• Reference ID: 2026-ITB-367
• Department: Purchasing
• Department Head: Malinda Figueroa (Purchasing Agent)

Important Dates

• Questions Due: 2026-06-03T21:00:00.000Z

Evaluation Criteria

• Auto section —
  1. Salary rates and the classification of employees shall be as specified in the Solicitation Documents.
  2. The rate of pay set forth in the Solicitation Documents is the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of work day and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Wages. Salary rates and the classification of employees shall be as specified in the Solicitation Documents and Contract Documents. The rates of pay set forth in the Solicitation Documents are the minimum that shall be paid during the life of the Contract. Bidders must inform themselves about local labor conditions (e.g. the length of workday and the work week, overtime compensation, health and welfare contributions, labor supply and prospective changes and adjustments of rates).

  Livable Wage Rates for FY 25/26

  • $21.38 with employee benefits
  • $22.38 without employee benefits

  Livable Wage Rates for FY 26/27 : effective 7-01-2026

  • $21.95 with employee benefits
  • $22.95without employee benefits
• Scope of Services: —

  Term of Contract / Service Schedule

  The initial term of the contract (“Year 1”) shall commence on July 1, 2026 and continue through June 30, 2027. For Year 1 only, all referenced service, installation, placement, removal, delivery, or operational dates within the specifications, scope of work, or pricing sheets shall be interpreted as fixed dates beginning July 1, 2026, and any language stating “on or around” shall not apply.

  Any optional renewal term(s), extension year(s), or subsequent contract year(s) (“Year 2” and beyond), if exercised by the City, shall permit operational flexibility. During such renewal term(s), the City may utilize “placed on or around,” “removed on or around,” or similar scheduling language to accommodate operational, seasonal, school, departmental, or logistical needs, unless otherwise directed in writing by the City.

  For clarification purposes:

  • FY2027 / Year 1: Fixed commencement and operational dates beginning July 1, 2026.
  • Year 2 and subsequent renewal terms: “Placed on or around” and similar scheduling language shall apply and permit reasonable scheduling flexibility at the City’s discretion.

  Scheduling:

  1. Portable toilets for each event shall be delivered to the site at approximately 12:00 noon on the day of each event, and removed immediately after the event, or before 6:00 AM the following morning.  Any units dropped prior to 12pm on the  day of an event must have locks secured closed with zip ties.
  2. If an event is canceled or re-scheduled, the City reserves the right to notify the contractor as late as 10:00 AM on the day of the event, without penalty.
  3. The City will notify the contractor of scheduled events as early as possible, generally 2 weeks in advance.
  4. On weekends, or whenever the events are scheduled on two (2) consecutive days, the toilets may remain in place, but must be cleaned and restocked with toilet paper, cleaning and restocking charges should be included in the total service.
  5. Contractor must be available 24 hours per day especially on the weekends for emergency calls.  All calls must be responded to within 6 hours. Bidders who fail to indicate Emergency number on Calculation sheet may be disqualified.

   

  Requirements:

  1.         Toilets must have a minimum capacity of 50 gallons.

  2.         All units must be less then 2 years old.  No painted units will be accepted or paid for.

  3.         All units must have secure latches, handles and the ability to be zip tied or locked shut.

  4.         Portable Restrooms must indicate a number to call if the unit(s) needs servicing

  5. All interior amenities such as hand sanitizer dispensers and toilet paper dispensers shall be lockable and resistant to tampering. Units must be self-contained, odor-free and non-polluting.

  6. Monthly units must be serviced and restocked twice a week.

  Services must include cleaning, a full pump out of contents, replacement of sanitizing agent, sweeping, general disinfection and deodorization, minor repair work and graffiti removal, and restocking of at least 2 rolls toilet paper.   All services shall be recorded with time and date on the door of the unit to be considered completed.

  MF* Restrooms to be cleaned Monday Am and Friday AM with the addition of the Following
  Memorial Day Weekend	ADD: Saturday Night or Early Sunday AM
  Fourth of July	ADD: 5th July Early Morning
  Labor Day Weekend	ADD: Saturday Night or Early Sunday AM
  Columbus Day Weekend	ADD: Saturday Night or Early Sunday AM

  Black Wall Street – August 15, 2026

  Tree Lighting - December 3, 2026

  Concerts on the Green:

  Approximately Saturdays in July, 2026 and August, 2026

  Time approximately 6:00 PM – 10 PM

  Pick up: 10:30 PM

  Equipment:

              4 - Double sink stations

              4 - Standard Handicapped restrooms

              28 - Standard restrooms

             1 - Holding Tank 350 Gallons

  4^th of July Festivities:

  East Rock Park – Wilbur Cross Complex

  July 4, 2026 (rain date, July 5, 2026)

  Equipment:

              3 - double sink stations

              3 - Standard Handicapped restrooms

             22 - Standard restrooms

   

  Other Events:

  Quantities for other events will be determined as they are scheduled.  Contractor agrees to extend pricing to local civic and/or cultural groups that run events in conjunction with the City of New Haven.

  The City of New Haven reserves the right to select and award to multiple vendors if required to service multiple locations and jobs simultaneously.

   

  Emergency Use

  Units for emergencies will be acquired for two-week duration and should be bundled as follows: two regular portable units, 1 handicap unit and 1 wash sink.

  Invoices:

  All invoices should be forwarded in duplicate to the ordering department.  The Purchase Order number should be referenced on each invoice.  Invoices should be sent per event.

  Any City department should receive one invoice for the entire month for all units, each unit should be itemized by location.

  Invoices must be submitted via email to NHinvoice@newhavenct.gov. The readable PDF must be attached. One invoice per email.

   
• General Liability - Rider 100 —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y

• General Liability with Abuse & Molestation —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$1,000,000	Y	Y
  Combined Aggregate	$2,000,000	Y	Y
  Products/Completed Operations Aggregate	$2,000,000	Y	Y
  Abuse & Molestation	$1,000,000	Y	Y

• Auto Liability (includes all owned, hired & non-owned autos) —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Combined Single Limit Each accident including endorsements	$1,000,000	Y	Y

• Excess/Umbrella Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	--$1,000,000	Y	Y
  Combined Aggregate	--$1,000,000	Y	Y

• Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Workers' Compensation	Statutory Limits
  EL EACH	$500,000	---	Y
  EL DISEASE	$500,000	---	Y
  EL POLICY	$500,000	---	Y

• Professional Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	--	--

• Pollution Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	--$1,000,000	Y	Y

• Cyber Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$1,000,000	Y	Y

• Medical Malpractice —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	--	--

• Garage Keepers Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	-$100,000	--	--

• Drone Liability —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  	$1,000,000	Y	Y

• Cyber Liability/Data Compromise —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• Technology Error & Omissions —

  	Minimum Limits (dollar amount indicates required minimum)	Additional Insured (Y indicates required)	Waiver of Subrogation (Y indicates required)
  Each Occurrence	$5,000,000	Y	Y

• BUILDER’S RISK / INSTALLATION FLOATERS (when applicable) —

  When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

   

  Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

• Additional Information —

  If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract.  If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

  Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

• Notes —
  • Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.
  • If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be
    included.
  • City of New Haven is the Certificate holder and the additional insured.

  City of New Haven
  200 Orange Street Rm 301
  New Haven, CT 06510

Submission Requirements

• Required City Forms —

  The Disclosure and Certification form should be completed through DocuSign  prior to exercising the option to notarize online or take the documents to a notary public prior to uploading with your response

• Will you be using the On-line Notary feature or a Public Notary for the DisclosureForm (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• Disclosure Form for Online Notary (required) —

   An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

  .

• Current Workforce Certificate (required) —

  Please download the below documents, complete, and upload.

• The City of New Haven is accepting digital bid bonds via Surety 2000. For more information go to: https://surety2000.com/ Would you be submitting the Bid Bond via Surety 2000? (required) —

   

  Select "Yes" if you are submitting a Digital Bond

  Select "No" if you are submitting a Bid Bond utilizing City Bonding Document. 

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Surety 2000 Bid Bond (required) —

  Please enter your Bid Bond information from Surety2000 below.

  Note: Labor, Material and Performance Bond valued a 100% of the contract amount will be required of awarded vendor.

• Bid Bond (required) —

  Please download the below documents, complete, and upload.  Vendor must use the bid form attached in the submittal section of this solicitation package, no other format accepted.

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive.The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed. (required)
• Upon the City of New Haven's request, the Business will be obligated to: (required) —
  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• Tax Identification number(s) (required)
• UEI Identification Number is required for all federally funded project. Respondent is required to have an active UEI number when submitting a response. (required) —

  Please enter your number here:

• Entity confirms it has not been federally disbarred in past year. (required)
• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 4 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Is your company excluded from participating in programs from participation in programs administered by the state or federal agencies. (required) —

  Does your company, including all parent companies, subsidiaries, and other affiliated entities, is currently subject to any of the following:

  • Debarment: Being officially excluded from receiving federal contracts or subcontracts.
  • Suspension: Being temporarily prohibited from receiving federal contracts or subcontracts while an investigation or legal proceedings are pending.
  • Proposed for Debarment: Having received official notification of the intent to debar the company.
  • Otherwise Declared Ineligible: Being deemed ineligible for federal contracts or subcontracts through any other administrative or legal process.
• Please provide additional information (required)
• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award.

• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If funding is a Grant and project is construction related (required)
• If project is ARPA and is construction related, wage rates applies as follows: (required)
• Please include the full name of the funding agency (not the program) (required) —

  For Example: "Homeland Security"

• Wages and Salaries (required) —

  Please select the applicable Wages and Salaries o
  
  Livable Wage Rates = when project is City, ARPA funded and under $150,000.00 or HUD funded and under $150,000.00
  
  State Wage Rates = when project is City, ARPA or Grant funded and over $150,000.00. By separate email request Purchasing to obtain state wage rates 
  
  Davis Bacon Federal Rates = when project is Federally funded and over $2,000.00. by separate email request Purchasing to obtain Federal wage rates
  
  N/A = when none of the above apply

• Project Setup —

  Note: Project requiring Bid Bond-when setting up project within project builder enter the Project ID by right clicking the Bid Bond question.

• Is this a "Small Contractor Development" solicitation? (required) —

  The City of New Haven has a set-aside program for Small Business located with New Haven County.  This is a program for any non federally funded construction or service related solicitation up to $150,000. SCD shall have first preference. To seek waiver contact Lil Snyder in SCD.

• If you answered "Yes" Are there SCD vendor available to perform statement of work. Check in Vendor section of OpenGov_"Vendor List" to determine. (required)
• Type of Solicitation (required)
• Initial Term (required)
• Renewal Option(s) (required) —

  Format: 2 one (1) year

• Bid Bonds required for your project? (required) —

  If your project is Construction and over $100,000, a bid bond is required. 

• Is "MBE/WBE Sub-Contractor Utilization" applicable for this solicitation? (required) —

  Does project specification define what a good faith effort is acceptable for this statement of work.

• MBE/WBE Utilization Goal (required) —

  applies to all city construction contracts that are over one hundred fifty thousand dollars ($150,000.00)

• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Pricing (required)
• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.