2023-048 RFP Portable Toilet Services

Agency:	Kitsap County
State:	Washington
Type of Government:	State & Local
NAICS Category:	562991 - Septic Tank and Related Services
Posted Date:	Oct 10, 2023
Due Date:	Oct 18, 2023
Solicitation No:	2023-048
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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2023-048

REQUEST FOR PROPOSAL

INSTRUCTIONS

PURCHASING DEPARTMENT

619 DIVISION ST. MS-7

PORT ORCHARD, WA 98366

PHONE: (360) 337-4788

Materials and/or Service Requested: Kitsap County seeks qualified contractor(s) to provide all labor, materials,

equipment, and supplies required for the provision of Portable Toilets to be utilized on an as-needed basis in

locations throughout Kitsap.

Schedule of Events: The following is County’s best estimate of the schedule of events. The schedule is subject to

change as deemed necessary by the County.

ITEM

Issuance of Request for Proposal

DUE DATE, TIME, AND LOCATION

Wednesday September 20, 2023

Written Questions Due

Wednesday September 27, 2023, Time: 2:00 pm (Pacific Time)

Addendum Issued

Proposal Due Date

Wednesday October 4, 2023, Time: 2:00 pm (Pacific Time)

Wednesday October 18, 2023Time: 2:00 pm (Pacific Time)

COUNTY POINT OF CONTACT. Questions and correspondence regarding the Solicitation shall be directed to

the Purchasing Supervisor.

Mailing Address for USPS delivery:

Glen McNeil, Purchasing Supervisor

Kitsap County Purchasing Office

614 Division Street, MS-7

Port Orchard, WA 98366

Physical Address for courier or hand delivery:

Glen McNeil, Purchasing Supervisor

Kitsap County Administration Building

Purchasing Office – Fourth Floor

619 Division Street

Port Orchard, WA 98366

BELOW IS FOR CONTACT PUPOSES ONLY

Phone: (360) 337-4789

Email: Purchasing@co.kitsap.wa.us

www.kitsapgov.com/das/pages/online-bids.aspx

BIDDERS ARE REQUIRED TO READ AND UNDERSTAND ALL INFORMATION CONTAINED IN THE

ENTIRE SOLICITATION PACKAGE. BY SUBMITTING A PROPOSAL IN RESPONSIVE TO THIS

SOLICITATION, BIDDER AGREES THAT HE/SHE HAS READ, UNDERSTANDS, AND AGREES TO

COMPLY WITH ALL REQUIREMENTS AND DOCUMENTS IN THE SOLICITATION. NEGLIGENCE IN

PREPARING A PROPOSAL CONFERS NO RIGHT OF WITHDRAWAL AFTER THE PROPOSAL DUE

DATE AND TIME.

TABLE OF CONTENTS

1. Definitions -------------------------------------------------------------------------------------------

2. Pre-Proposal Conference, ADA Accommodations ---------------------------------------------

3. Questions, Communications -----------------------------------------------------------------------

4. Proposal Due Date, Time --------------------------------------------------------------------------

5. Format, Submission, Copies, Signature -----------------------------------------------------------

6. Acceptance of Terms and Conditions -------------------------------------------------------------

7. Addenda -----------------------------------------------------------------------------------------------

8. Conflict with Addenda ------------------------------------------------------------------------------

9. Exceptions, Assumptions ---------------------------------------------------------------------------

10. Costs, Taxes ------------------------------------------------------------------------------------------

11. Rejection, Waiver ------------------------------------------------------------------------------------

12. Non-Responsive Proposals --------------------------------------------------------------------------

13. Preparation Costs -------------------------------------------------------------------------------------

14. Acceptance Period ------------------------------------------------------------------------------------

15. Acceptance Does Not Bind County ----------------------------------------------------------------

16. County Right to Withdraw or Amend -------------------------------------------------------------

17. Bidder’s Withdrawal or Modification--------------------------------------------------------------

18. Bidder’s Responsibilities ----------------------------------------------------------------------------

19. Serial Numbers----------------------------------------------------------------------------------------

20. Brand Names, Equivalents--------------------------------------------------------------------------

21. Silence or Omission ---------------------------------------------------------------------------------

22. Descriptive Literature --------------------------------------------------------------------------------

23. Test Models, Samples -------------------------------------------------------------------------------

24. Non-Exclusive Contract -----------------------------------------------------------------------------

25. Firm Pricing -------------------------------------------------------------------------------------------

26. Applicable Law ---------------------------------------------------------------------------------------

27. Compliance with Laws -------------------------------------------------------------------------------

28. Interlocal Purchasing Agreement ------------------------------------------------------------------

29. Discussions -------------------------------------------------------------------------------------------

30. Applicable Laws -------------------------------------------------------------------------------------

31. Interviews, Demonstrations -------------------------------------------------------------------------

32. Contract Terms ---------------------------------------------------------------------------------------

33. Negotiation, Award ----------------------------------------------------------------------------------

34. Licenses, Certifications, Business Standing ------------------------------------------------------

35. Background, Security Investigations --------------------------------------------------------------

36. Conflict of Interest -----------------------------------------------------------------------------------

37. Debarment ---------------------------------------------------------------------------------------------

38. Gratuities, Kickbacks --------------------------------------------------------------------------------

39. Public Records, Confidential Information --------------------------------------------------------

40. Compliance with Funding Requirements ----------------------------------------------------------

41. Subcontractors ----------------------------------------------------------------------------------------

42. Reference Checks -------------------------------------------------------------------------------------

43. Protests -------------------------------------------------------------------------------------------------

44. Proposal Contents -------------------------------------------------------------------------------------

Exhibit A

EXHIBITS

PROPOSAL CERTIFICATION

Exhibit E

CONTRACTOR REFERENCES FORM

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Exhibit B

Exhibit C

Exhibit D

SCOPE OF WORK

COST PROPOSAL

EVALUATION CRITERIA

Exhibit F SAMPLE CONTRACT

1. Definitions. The following definitions will be used in the Solicitation, associated documents, and resulting

Contract, regardless of capitalization.

A. Addenda means written instructions issued by the Purchasing Supervisor prior to the bid due date and

time which modify or interpret the Solicitation documents by additions, deletions, clarifications, or

corrections.

B. Bid or Proposal means the offer submitted by a Bidder in response to this Solicitation.

C. Bidder means the person or entity submitting a proposal in response to the Solicitation.

D. Contract means the agreement to provide the goods and/or services that are the subject of this

Solicitation. The Contract will be comprised of the Solicitation documents, which include the Bid

Instructions, scope of work, specifications, all exhibits, any County clarifications and addenda, the

Contractor’s proposal as accepted by County, the agreement signed by the parties, and all appendices,

amendments and exhibits referenced herein and therein.

E. Contractor means the person or entity awarded a Contract resulting from the Solicitation.

F. Solicitation means the entire Request for Proposal packet which includes without limitation, the

instructions, scope of work, specifications, all Addenda, attachments, and exhibits.

G. Work or Services means all work to be performed, services to be provided, and equipment to be

furnished as identified in the Solicitation.

For purposes of the Solicitation the words "shall", "must", or "will" are equivalent in the Solicitation and

indicate a mandatory requirement or condition.

2. Pre-Proposal Conference, ADA Accommodations. County may hold a pre-proposal conference to answer

questions regarding the Solicitation requirements. Requests for reasonable ADA accommodations should

directed to the Purchasing Supervisor at least five (5) days prior to the pre-proposal conference date.

3. Questions, Communications. All communications concerning the Solicitation must be in writing directed

to the Purchasing Supervisor and identify the Solicitation number, page, and section number. Bidders are

to obtain written clarification from the Purchasing Supervisor regarding any inadequacy, omission, or

conflict prior to submitting a Proposal. Failure to do so will not relieve Bidder of any responsibilities under

the Solicitation or subsequent Contract. Questions will be accepted up to the due date and time identified

in the Schedule of Events. Questions received after the deadline are untimely and will not be answered.

Only answers to questions communicated in an issued Addenda will be binding on the County. Bidders

that communicate with other county staff regarding the Solicitation without prior authorization from

the Purchasing Supervisor may be disqualified.

4. Proposal Due Date, Time. Proposals must be received by the Purchasing Office at the a by the Proposal due

date and time. Bidder is responsible for the timely delivery, regardless of the delivery method. Proposals

and requests for modifications received after the due date and time are untimely and will be rejected. The

timeliness of submissions is determined in the discretion of the County.

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5. Format, Submission, Copies, Signature

A. Electronic files shall be submitted in a format acceptable to the County. Acceptable formats include

DOC and DOCX (Microsoft Word), XLS and XLSX (Microsoft Excel), PPT and PPTX (Microsoft

PowerPoint), or PDF (Adobe Acrobat). Requests to submit files in another format should be directed

to the Purchasing Supervisor.

B. Proposals are to be submitted to the Purchasing Supervisor at the address identified on the Solicitation

in a sealed envelope/package provided by Bidder and shall identify Bidder’s name and address,

Solicitation name and number, and submittal date on the outside. Proposals submitted by email or fax

are not considered. Flash drives and thumb drives are acceptable. All exhibits and Addenda are signed

by a person authorized to sign on behalf of Bidder. Unsigned Proposals are rejected as incomplete.

C. Bidders shall submit: one (1) original, marked “original”, and one (1) electronic copy of their

Proposal.

D. Proposals are to be signed by the person with legal authority to act on behalf of the entity.

1. Corporation. Proposal shall be executed by the president, vice-president, or other authorized

corporate officer on behalf of the corporation.

2. Partnership. Proposal shall be executed by a general partner on behalf of the partnership (whose

title must appear under the signature).

3. Limited Liability Company. Proposal shall be executed in the name of the LLC by a member and

accompanied by evidence of authority to sign.

4. Joint Venture. Proposal shall be executed by each participant in the joint venture, pursuant to a joint

venture agreement.

6. Addenda. Bidders are responsible for checking for Addenda, which will be posted on County website at

https://www.kitsapgov.com/das/Pages/Online-Bids.aspx. County will issue an Addenda if it modifies the

Solicitation or responds to questions. Bidders are to acknowledge receipt of all Addenda on the Proposal

Certification form and submit all signed Addenda and completed exhibits with the Proposal.

7. Addenda Conflict. If there is any conflict between the Addenda, or between the Addenda and the

Solicitation documents, the document issued last in time controls.

8. Costs Proposal, Taxes. Proposals shall identify the total costs, fees, and charges for the goods and/or

services requested in the Solicitation on the Cost Proposal form. The total cost shall include all freight,

handling, delivery, surcharges, and other incidental charges that may be required to provide the services or

deliver the goods. All prices shall include freight FOB destination, freight included to the designated

delivery point. County is exempt from Federal Excise Tax, including the Federal Transportation Tax. Sales

tax, if any, shall be indicated as a separate line item. Payment of all costs, fees and other charges not

identified on the Cost Proposal form shall be the responsibility of Bidder.

9. Rejection, Waiver. County in its sole discretion retains the right, without penalty, to reject some or all

Proposals or portions thereof, and/or waive or reject any defects, informalities, or irregularities.

10. Non-Responsive Proposal. County in its sole discretion retains the right, without penalty, to any Proposal,

in whole or in part, as nonresponsive if the Proposal a) is submitted late or incomplete; b) is noncompliant

with any part of the Solicitation; c) contains inaccurate, misleading, exaggerated, or false information; d)

fails to respond to every Solicitation item or to provide all information requested; e) is irregular; and/or f)

takes exception or assumption. Proposals will be considered irregular if they show alterations in form,

additions not called for, conditions or unauthorized alterations, or irregularities of any kind.

11. Preparation Costs. Bidder understands and agrees County is not responsible for any costs incurred by Bidder

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in the preparation or submission of a Proposal including without limitation costs associated with

demonstrating, presenting, or negotiating in response to the Solicitation.

12. Acceptance Period. All Proposals timely submitted shall remain open and may not be withdrawn for one

hundred twenty (120) days after the submission date.

13. Acceptance Does Not Bind County. Acceptance of a Proposal does not bind County until it is approved by

the appropriate County level of authority and a Contract is executed by the parties.

14. County Right to Withdraw or Amend. County in its sole discretion retains the right, without penalty, to

withdraw, amend, cancel, or reissue all or any portion of the Solicitation at any time, for any reason or no

reason, up to Contract execution when it is in the best interests of or advantageous to County.

15. Bidder’s Withdrawal or Modification. Bidder may modify or withdraw a submitted Proposal prior to the

due date and time. A request to modify or withdraw a Proposal must be in writing, signed by Bidder’s

authorized representative and submitted to the Purchasing Supervisor. Faxed withdrawals will NOT be

accepted. A withdrawn Proposal may be re-submitted prior to the Proposal due date and time.

16. Bidder Responsibilities. Bidders shall assume that any purchase, responsibility, insurance, and any other

action or activity which is necessary for the satisfactory provision of the goods and services requested in

the Solicitation, but not specifically designated as a County responsibility, are the responsibility of Bidder

and must be included in Bidder’s response to the Solicitation.

17. Serial Numbers. Equipment included in a Proposal shall possess the original unaltered manufacturer’s serial

number. County, throughout the Contract term, reserves the right to reject any altered equipment.

18. Brand Names, Equivalents. References to manufacturers, trade names, brand names or catalog numbers

(collectively “Identifiers”) in the Solicitation are intended to indicate the level of quality, design, or

performance desired. Proposals with equivalent products of equal or greater quality, design or performance

may be considered. Proposals must clearly describe alternate Identifiers and indicate how it differs from

the product specified in the Solicitation; and include complete and sufficient descriptive literature and

specifications to enable a full and fair determination of whether the proposed alternate will be equivalent

to or better than the product named in the Solicitation. County has the sole discretion to accept or reject any

like item and may require Bidder to provide additional information and/or samples. If a Proposal does not

otherwise specify, it is understood that the referenced Identifiers will be provided under the Contract.

19. Silence or Omission. The apparent silence or omission in the Solicitation as to any detail shall mean that

only the best commercial practice is to prevail and that only material and workmanship of the finest quality

are to be used. All interpretations of the Solicitation shall be made based of this statement.

20. Descriptive Literature. All Proposals are to include complete manufacturer’s descriptive literature regarding

the equipment, goods and services proposed. Literature shall provide sufficient detail to allow full and fair

evaluation of the Proposal submitted.

21. Test Models, Samples. County may request any or all Bidders to provide a test model or sample of the

product(s) proposed on a no-charge basis. The performance, characteristics, and components of the model

and samples submitted for inspection and testing will be considered a representative model of the products

proposed and intended for delivery. Any product tested and found not capable of meeting the requirements

of the Solicitation specifications will not be considered for a Contract award. County is not responsible for

any damages that may occur to any model or sample supplied for testing.

22. Non-Exclusive Contract. County intends to award one contract and does not anticipate multiple awards.

Regardless, County retains the discretion to make multiple or partial awards to obtain the same or similar

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2023-048 RFP Portable Toilet Services

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