Portable Restroom Rental Services - RFP

REQUEST FOR PROPOSAL (RFP)
for the
City of Conway
Portable Restroom Rental Services
RFQ Due Date / Time: July 28, 2026
(2:00 P.M. Local Time)
Point of Receipt: Bidnetdirect.com
South Carolina Purchasing Group
HOS-26-1

I. INTRODUCTION
The City of Conway ("City") is soliciting proposals from qualified vendors to provide portable restroom
rental, servicing, and removal services for the City's Seasonal activities.
The selected contractor shall furnish, deliver, service, maintain, and remove portable restroom units at
designated City event locations in accordance with the requirements outlined in this Request for
Proposals (RFP) in accordance with applicable laws and regulations.
.
II. INSTRUCTIONS TO RESPONDENTS
A. General
This solicitation shall be conducted in accordance with the City of Conway Procurement Code and
applicable procurement regulations. The City of Conway hereby notifies all respondents that, in
accordance with the provisions of the Civil Rights Act of 1964 (Chapter 21, Title 42, of the U.S.
Code) and applicable regulations promulgated thereunder, disadvantaged business enterprises will
be afforded full and fair opportunity to submit qualifications in response to this RFP and will not be
discriminated against on the grounds of race, color, national origin, sex, religion, age, or disability in
consideration for an award.
B. Submission
RFPs must be received by the City of Conway Procurement Office no later than: 2:00 p.m. local
time on July 28, 2026; at which time, only the names of the offerors will be announced.
Submissions received later than the specified time and date will be considered a "Late Proposal" and
will NOT be accepted or considered. No facsimile, email, or telephone proposals will be accepted.
Submit one electronic copy of the technical proposal in PDF format, clearly marked: "RFP for City
of Conway's Portable Restroom Rental Services" as well as the submitter's name, business name,
address, and license number (if applicable).
Digital submissions should be posted on Bidnetdirect.com. South Carolina Purchasing Group HOS-
26-1. Submissions shall contain all information requested and shall be submitted in the format shown
within this solicitation document. The City of Conway shall not be responsible for unidentified
proposals.
Please submit to:
Biddirect.com
South Carolina Purchasing group
City of Conway
HOS-26-1

Before the final selection is made, all evaluation factors will be taken into consideration before
awarding a contract for services. The City reserves the right to accept or reject any or all bids.
C. Examination of RFP Documents
Prior to submitting qualifications, each respondent shall carefully examine the RFP document, study
and thoroughly familiarize themselves with the requirements thereof and notify the City of all
conflicts, errors, or discrepancies.
D. Questions and Addenda
Questions regarding this RFP shall be submitted to:
All questions related to this Request for Qualifications must clearly identify the name of the RFP.
The deadline for questions is 2:00 p.m., local time, on July 21, 2026.
Questions will be answered and the responses to inquiries shall be in the form of an addendum. If it
becomes necessary to revise any part of this RFP, revisions will be made in writing, in the form of
an addendum. All addenda will be posted on the City of Conway website as well as Bidnetdirect.com.
All addenda issued by the City of Conway must be acknowledged by the respondent.
It shall be the respondents responsibility to ensure they have all addenda which have been issued, by
visiting the City's website:
https://www.conwaysc.gov/departments/procurement/index.php
Verbal information obtained otherwise will not be considered in the awarding of the RFP.
E. Licensing Requirements
All respondents must be properly licensed to conduct business in the State of South Carolina and
must comply with all applicable state and local laws. The respondents company does not need to be
based in South Carolina, but should be licensed to do business in South Carolina, and specifically
the City of Conway, if awarded a contract.
The successful respondent must have all appropriate business license(s) prior to contract execution.
Respondents that fail to comply with this requirement, may subject their Statement of Qualifications
to being rejected as non-responsive.
F. Independent Contractor Status
The contractor shall not, by entering into a contract, become a servant, agent, or employee of the
City of Conway but shall remain at all times, an independent contractor to the City. The contract

resulting from this RFP shall not be deemed to create any joint venture, partnership, or common
enterprise between the Contractor and the City of Conway, and the rights and obligations of the
parties shall not be other than as expressly set forth.
G. Insurance Requirements
The successful proposer shall provide proof of all required insurance(s), including Workers'
Compensation, Auto Liability, and General Liability. Worker's Compensation shall include a
minimum limit of $100,000 and Commercial General Liability coverage shall provide minimum
limits of liability of $1,000,000 per occurrence. This shall include coverage for premises/operations,
products/completed operations, contractual liability, independent contractors, and vehicles used in
premises/operations, and errors and omissions. Auto liability shall include a minimum limit of
$1,000,000 combined Single Limit for Bodily Injury and Property Damage. Errors & Omission
coverage shall include a minimum limit of $1,000,000 per occurrence. Insurance shall indemnify the
City against any and all claims arising under or as a result of the performance of the resulting contract.
The City of Conway shall be named as an additional insured on applicable liability policies and
expressed on the Certificate of Liability Insurance. Insurance shall indemnify the City against any
and all claims arising under or as a result of the performance of the contract resulting from this
solicitation.
The City of Conway must be provided notice prior to cancellation, modification, or reduction in
limits of any stipulated insurance. It is the responsibility of the vendor/contractor to ensure that all
subcontractors/subconsultants comply with all insurance requirements of this solicitation and the
resulting contract.
H. Tax Information
City of Conway Government is required to pay sales tax. The tax rate in the City of Conway is eight
percent (8%).
I. Evaluation
The City of Conway reserves the right to reject any or all offers/submissions and further reserves the
right to waive technicalities and informalities in proposals as well as to accept in whole or in part
such proposals where it deems it advisable in protection of the best interest of the City.
The City shall be the sole judge as to whether a submission satisfies all requirements contained in
this procurement.
J. Acceptance of Proposal Contract
The contents of the qualifications submission of the successful respondent may become part of the
contractual obligations, if a contract ensues. Failure of a successful respondent to accept these
obligations may result in a non-award.

K. Contract Award
This procurement does not commit the City of Conway to award a contract, to pay any costs incurred
in the preparation of the proposal, or to procure or contract for goods or services listed herein. Costs
associated with proposal preparation, oral interviews, or presentations shall be the sole responsibility
of the respondent.
Only those interested parties who respond to the RFP may be considered for contract-award. The
City of Conway prefers only one (1) contract from this RFP but reserves the right to make multiple
awards if determined most advantageous to the City.
L. Grievance
Any actual prospective bidder, proposer, respondent, or contractor who is aggrieved in connection
with this solicitation or award of this contract, may protest to:
Adam Emrick, City Administrator
The protest must be submitted in writing no later than fourteen (14) days after the acceptance of the
bid.
The City Administrator will attempt to resolve the issue. If the protest is not resolved by mutual
agreement, a decision will be issued in writing within ten (10) days after the last meeting to reach an
agreement. If all attempts have failed to resolve the disagreement, the protestor has the right to bring
the issue to City Council.
M. Freedom of Information
Procurement information shall be a public record to the extent required by Title 30, Chapter 4 (The
Freedom of Information Act), South Carolina Code of Laws, 1976, as amended.
Respondents wishing to protect proprietary, privileged, or confidential information shall clearly
identify such information as "CONFIDENTIAL."
Privileged and confidential information is information in specific detail not customarily released to
the general public, the release of which might cause harm to the competitive position of the party
supplying the information.
N. Legal Statement
Responders to this RFP must disclose involvement in any litigation within the last five (5) years in
which a claim has been made against any team member (individual or company) asserting a cause of
action other than employment issues or contracts not related to your professional work. Explain the
issues in these cases (or the fact there are none) as part of your submittal.

III. Proposal Requirements
The successful proposer shall provide all labor, equipment, transportation, supplies, servicing, and
supervision necessary to perform the following:
A. Delivery and Placement
Deliver portable restroom units to locations designated by the City.
Coordinate placement with City staff.
Ensure units are level, secure, and accessible.
Complete delivery by September 21, 2026.
B. Portable Restroom Units
The proposer shall provide pricing for:
Standard Portable Restroom Units
ADA-Compliant Accessible Portable Restroom Units
Handwashing Stations (if requested)
Optional Premium/VIP Restroom Trailers (separate pricing)
The City reserves the right to adjust quantities based on event needs and budget availability.
C. Servicing Requirements
A general service schedule shall be mutually agreed upon between the contractor and the City. The
service schedule is subject to change based on usage.
Units must be serviced and restocked while onsite.
Each portable restroom shall display a record of service clearly identifying personnel performing
service and date of service.
All units shall be delivered fully stocked with hand sanitizer and toilet paper which shall be restocked
regularly.
Units will be monitored by the City of overall cleanliness and repair. Request by the City for
maintenance and/or cleaning shall be responded to within 24 hours.
Contractor is responsible for securing units in place during windstorms and other natural events that
may cause units to tip over.
Contractor shall be responsible for all repairs and replacements to units damaged by causes including
but not limited to acts of nature, vandalism, and accidents.
D. Removal
Remove all units no later than November 2, 2026, unless otherwise directed by the City.
Restore placement areas to their original condition.
Remove all debris associated with the contractor's operations.
E. LOCATIONS

Portable restrooms may be required at one or more City-owned properties and event venues.
Specific locations and quantities will be provided by the City prior to delivery.
The City reserves the right to add, remove, or relocate units during the contract term.
IV. VENDOR QUALIFICATIONS
Proposers shall demonstrate:
Experience providing portable restroom services for public events.
Ability to provide sufficient inventory and staffing.
Appropriate business licensing and permits.
References from at least three (3) municipal, governmental, or large-event clients.
Compliance with all applicable federal, state, and local regulations.
INSURANCE REQUIREMENTS
The successful contractor shall maintain insurance coverage including:
Commercial General Liability: Minimum $1,000,000 per occurrence
Automobile Liability: Minimum $1,000,000 combined single limit
Workers' Compensation: Statutory limits
The City of Conway shall be named as an additional insured where applicable.
Certificates of insurance shall be provided prior to contract execution.
V. PROPOSAL SUBMISSION REQUIREMENTS
A. Company Information
Company name
Address
Contact person
Telephone number
Email address
B. Experience and Qualifications
Company history
Relevant event experience
References
C. Service Plan
Description of proposed units
Delivery and service schedule
Emergency response procedures
D. Pricing Proposal

Provide unit pricing and total pricing, including:
Item Quantity Unit Cost Total Cost
Standard Portable Restrooms ___ $___ $___
ADA Portable Restrooms ___ $___ $___
Handwashing Stations ___ $___ $___
Additional Service Calls ___ $___ $___
Restroom Trailer (Optional) ___ $___ $___
Pricing shall include delivery, service, supplies, and removal.
Section 5 - Additional Information and Required Forms
At your discretion, include additional information that supports your RFP. However, choose the
additional information carefully, because this section should not constitute the bulk of your submission.
VI. Evaluation AND SELECTION CRITERIA
Evaluation Criteria Points
Relevant Experience and Qualifications 30
Technical Approach and Methodology 25
Staffing and Emergency Response Capability 20
References and Past Performance 10
Cost Proposal 15
Total 100
The City reserves the right to interview proposers and request additional information.

VII. REQUIRED FORMS
* Indemnification form
* Non-collusion affidavit
* Acknowledgement of addenda (if any)
* References
(required forms on following pages)

INDEMNIFICATION
(This form is Part of the Response)
The Offeror/Contractor will indemnify and hold harmless the OWNER, the City of Conway and their
agents and employees from and against all claims, damages, losses and expenses, including attorney's
fees, arising out of or resulting from the performance of the WORK provided that any such claims,
damage, loss, or expense is attributable to bodily injury, sickness, disease or death, injury to or
destruction of tangible property, including the loss of use resulting there from, and is caused by any
negligent or willful act or omission or the Offeror/Contractor, and anyone directly or indirectly employed
by him or anyone for whose acts any of them may be liable.
In any and all claims against the OWNER, the City of Conway or any of their agents or employees by
an employee of the Offeror/Contractor, and anyone directly or indirectly employed by any of them, or
anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in
any way to the amount or type of damages, compensation or benefits payable by or for the
Offeror/Contractor under the workman's compensation acts, disability benefit acts, or other employee
benefit acts.
The obligation of the Offeror/Contractor under this paragraph shall not extend to the liability of the City
of Conway or its agents or employees arising out of the reports, survey, CHANGE ORDERS, designs,
or SPECIFICATIONS.
OFFEROR/CONTRACTOR:
AUTHORIZED SIGNATURE:
DATE:
TELEPHONE: FAX: