Tennessee Department of Correction

West Tennessee State Penitentiary

Specifications for Portable Toilet Rental & Service

Scope of Service:

The TN Department of Correction is looking to establish a sixty (60) month contract for the rental and
servicing of portable toilets on a monthly basis at West Tennessee State Penitentiary (WTSP).
Contractor’s service shall include the delivery, setup, rental, maintenance, and pickup of portable
toilets. Contractor will service all units on a weekly basis and maintain in proper sanitary conditions,
meeting all applicable county health codes.
Site Address and Contacts

West Tennessee State Penitentiary

480 Green Chapel Road
Henning, TN 38041
Contract Contact: Debra Cook
Phone: 731-738-1757 Debra.D.Cook@tn.gov.

Line Information
Item ID: 1000142537 Regular Portable Toilet Rental
Item ID: 0000000000 Handicapped Portable Toilet Rental
Item ID: 0000000000 Portable Toilet Rental Emergency Fee

WTSP Facilities Manager: Terry Sellers PH: 731-738-1769 Terry.W.Sellers@tn.gov

Maintenance: Larry Jackson PH: 731-738-1775 Larry.H.Jackson@tn.gov

Unit & Service Specifications

A. Contractor shall provide all units of newer, modern construction, which is consistent in color,
appearance, and age. All units shall be free of defects and/or structural damage.

B. Contractor shall maintain all units in operable condition, replacing paper dispensers, hinges,
doors, and etc. as needed.

C. Rental process for units shall include all associated costs, such as delivery, pickup, scheduled
 service, fuel surcharges, and maintenance of portable toilets.

D. Portable Toilets Specifications:

Approximate Sizes for Standard Units. Units must at least meet these specifications below.

Standard Portable Toilet Specs

Exterior Height: Ninety One (91) Inches

Interior Height: Eighty Two (82) inches

Exterior Width: Forty Three and a Half (43.5) inches

Interior Width: Forty One (41) inches

Exterior Length: Forty Seven (47) inches

Interior Length: Forty One (41) inches

Holding Tank: Sixty (60) gallons

Seat Height: Nineteen (19) inches

Weight, plastic skid base: One hundred sixty five (165) pounds

Wheelchair Accessible Portable Toilet Specs

Exterior Height: Ninety one (91) inches

Exterior Width: Sixty two (62) inches

Exterior Length: Sixty two (62) inches

Door Frame Height: Seventy four (74) inches

Door Frame Width: Thirty two (32) inches

Tank Seat Height: Nineteen (19) inches

Weight: two hundred forty (240) pounds

Holding Tank: Thirty Three (33) gallons

 1) All units shall have tissue paper and hand sanitizer dispensers

2) Tissue paper and hand sanitizer holders should be firmly attached to the unit

3) All units shall have door locks must have occupancy indicator

4) Must contain toilet seat cover

5) All units shall be a minimum 30-gallon capacity

6) Anti-UV treated polyethylene outdoor enclosed units

7) Wheelchair Accessible Toilet with roll-on ground level floor access

E. Monthly rentals will include weekly service.

F. Minimum service shall include:

1) Complete removal of waste

2) Clean and disinfect interior, including removal of any trash

3) Resupply with fresh chemicals, including antifreeze as necessary

4) Restock with toilet tissue and alcohol-free hand sanitizer as needed for volume of use

5) Clean exterior when necessary

G. Delivery/Pickup:

1) The contractor shall deliver all units and have them available for use within seventy-two
hours (3 days) of notice/ receipt of purchase.

2) All units shall be delivered cleaned, stocked, and ready to use.

3) Delivery shall be made during normal business hours only, 8:00 AM to 4:00 PM
Monday through Friday, except for State holidays unless requested as an emergency order.

4) Contractor shall deliver units on the dates and times agreed upon by the agency and
contractor; the State withholds the right to refuse any unscheduled deliveries without
charge or penalty.

5) Price of Monthly rental shall be inclusive of any delivery, set-up, fuel surcharges, and all
transportation costs.

6) Coordination of the placement of the units will be by the facilities manager or his/her
 designee at the time of delivery. Contractor to mount or fix units to ground or solid
surface if requested by facility manager at no additional charge.

7) Upon completion of the rental period, contractor will pick up the unit(s) on date and
time agreed upon by the agency and contractor. The State will not be liable for any
charges or damages that may occur between completion of rental period and pickup
of unit. Delivery of units prior to date and time required or retrieval of units after
designated date and time will be at no charge to the agency.

H. Servicing of Units:

Scheduled Service: Contractor shall coordinate with the West Tennessee State Penitentiary
site contact to schedule service dates and times. Scheduled service shall be conducted during
normal business hours, 8:00 AM to 4:00 PM Monday through Friday, except for State holiday
unless requested as an emergency order. Contractor agrees to emergency requested service
within (6) hrs. Contractor is responsible for notifying agency immediately if it will not be able
to fulfill a scheduled service. Contractor agrees to complete missed normal scheduled service
within twenty-four (24) hours of missed appointment.
Supplier is to login/out on the supplier log sheet in the maintenance shop every visit.

I. Monthly Rental Quantity Estimates:

West Tennessee State Penitentiary has estimated a sixty (60) month rental for each toilet.
However, the toilet rental period for each location will be determined by the rental site
manager listed in these specifications. An estimate of rental duration at each site is also
included in these specifications. However, no minimum rental period is guaranteed, and the site
manager will request monthly rentals as needed. The unit of measure MO (month) equals the
cost to rent one (1) toilet for one (1) month per these specifications.

j. Security Requirements

All visits by the contractor’s staff shall be logged on-site upon arrival and departure of the
facility. Name, Date, time in /out, location and short job description. Each service technician
must sign-in and sign-out at the Maintenance Shop to verify their presence and length of stay. A
service voucher/job ticket shall be left at job site documenting services rendered. This service
voucher/job ticket shall be required as supporting documentation of services provided and to
assist in expediting payment upon receipt of an invoice.
 The contractor is advised that this is a correctional institution and you are required to strictly
abide by all Tennessee Department of Correction and West Tennessee State Penitentiary
policies and procedures at all times.

Deviations from these policies by the contractor or the contractor’s employees will not be
tolerated and will be considered grounds for immediate contract cancellation.

Per TDOC policy 506.06, all persons and property are subject to search. Drugs, alcohol, firearms,
ammunition, explosives and weapons are prohibited. Violators will be prosecuted.

TDOC policy 206.02 restricts and may prohibit the usage of cellular telephones at this
Correctional facility. Use of cellular telephones while on state property must have the prior
approval of the Warden. The Warden’s decision will be based on the contractor’s need to
perform his/her job responsibility. Contractors have no guarantee that approval will be granted.

Contractors may request an orientation meeting at the beginning of the contract period to
familiarize their staff with applicable security requirements.

Section 2: General Information

Contractor Responsibility:
Contractor shall possess and maintain all applicable codes and licenses required to fulfill
the specifications of this contract. Contractor must have a service capability to respond
to normal service request or notice that there is a problem with a portable toilet within twenty-
four (24) hours at no additional expense. Contractor must have a service capability to respond
to an emergency service request within six (6) hours. Contact information must be provided to
the West Tennessee State Penitentiary Contact Personnel. An automated answering machine is
not acceptable as a contact.

Award Evaluation:
Award will be made to the low bid meeting specifications for each line item. Contract will be
awarded to the lowest bidder.