1-1-26-4-39-8R Solicitation.pdf

Rev. 08/2024

Request for Proposals (RFP)

Project ID No. 1-26-4-39-8R

Statewide Used Oil Collection and Recycling

Issue Date: April 28, 2026

Due Date: May 18, 2026, at 2:00 PM

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

Please Note: In the event of emergency closing of Maryland Environmental Service (MES) offices, this RFP is due at the same time on the next regular working day.

MARYLAND ENVIRONMENTAL SERVICE

NOTICE TO VENDORS

In order to help us improve the quality of MES solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Sheet below for contact information).

Rev. 08/2024

Bid/Proposal Number: 1-26-4-39-8R, entitled: Statewide Used Oil & Antifreeze Collection and Recycling

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

o Other commitments preclude our participation at this time.

o The subject of the contract is not something we normally provide.

o We are inexperienced in the work/commodities required.

o The specifications are either unclear or too restrictive. (Please explain in remarks section.)

o The scope of work is beyond our current capacity.

o Doing business with government is simply too complicated o We cannot be competitive. (Please explain in remarks section) o Time for completion is insufficient.

o Bonding/insurance requirement are prohibitive. (Please explain in remarks section.)

o Bid/proposal requirements, other than specifications, are unreasonable or too risky. (Please explain in remarks section.)

o Prior experience with State of Maryland contracts was unprofitable or otherwise (Please explain in remarks section.)

o Difficulty with MES Website o Other: ___________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS:

Vendor Name: Date:

Contact Person: Phone

Address:

E-mail Address:

MARYLAND ENVIRONMENTAL SERVICE

RFP KEY INFORMATION SUMMARY SHEET

Request for Proposals: Statewide Used Oil and Antifreeze Collection and Recycling Program

Solicitation Number: RFP #1-26-4-39-8R

RFP Issue Date: April 28, 2026

RFP Issuing Office: Maryland Environmental Service

Procurement Officer: Robert Verk

259 Najoles Road Millersville, MD 21108 Phone: 410-729-8508 Fax: 410-729-8280 e-mail: procurement@menv.com

Contract Project Manager: Charles Ingram cingram@menv.com

Do not contract the Project Manager during the procurement process.

Proposals are to be sent to: MES Procurement Portal

Pre-Proposal Conference: N/A

Site Visit N/A

Questions Due: May 7, 2026, at 2:00 PM

Closing Date and Time: May 18, 2026, at 2:00 PM

MBE Goal: No mailto:procurement@menv.com mailto:cingram@menv.com https://menv.bonfirehub.com/portal/?tab=openOpportunities

TABLE OF CONTENTS

REQUEST FOR PROPOSALS (RFP) ........................................................................................ I NOTICE TO VENDORS ............................................................................................................... II RFP KEY INFORMATION SUMMARY SHEET .................................................................... III TABLE OF CONTENTS ........................................................................................................ IV-VI

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.2 Contract Type

1.3 Contract Duration

1.4 Procurement Officer ......................................................................................................... 6-7

1.5 Contract Monitor

1.6 Pre-Proposal Conference & Site Visit

1.7 eMaryland Marketplace Advantage

1.8 Questions

1.9 Procurement Method

1.10 Proposals Due (Closing) Date and Time

1.11 Economy of Preparation

1.12 Public Information Act Notice

1.13 Award Basis

1.14 Oral Presentation

1.15 Duration of Proposal

1.16 Revisions to the RFP

1.17 Cancellations/Reservations

1.18 Incurred Expenses

1.19 Protest/Disputes

1.20 Offeror Responsibilities ................................................................................................. 9-10

1.21 Substitution of Personnel

1.22 Mandatory Contractual Terms

1.23 Bid/Proposal Affidavit

1.24 Contract Affidavit

1.25 Compliance with Laws/Arrearages

1.26 Verification of Registration and Tax Payment

1.27 Insurance Requirements

1.28 Minority Business Enterprise Goals

1.29 Living Wage Requirements

1.30 Federal Funding Acknowledgement

1.31 Conflict of Interest Affidavit and Disclosure

1.32 Investment Activities in Iran

1.33 Notice of Political Contributions

1.34 Certification Regarding Discriminatory Boycotts of Israel

SECTION 2 SCOPE OF WORK

2.1 Background and Purpose

2.2 Scope of Work - Requirements ................................................................................... 13-18

2.3 Minimum Qualifications ............................................................................................. 19-20

2.4 Invoicing ...................................................................................................................... 20-21

2.5 MBE Reports

SECTION 3 – PROPOSAL FORMAT

3.1 Two Part Submission

3.2 Proposals

3.3 Delivery

3.4 Volume I – Technical Proposal ................................................................................... 22-24

3.5 Volume II – Price Proposal

SECTION 4 – EVALUATION COMMITTEE, CRITERIA, SELECTION AND AWARD

PROCEDURE

4.1 Evaluation Committee ................................................................................................ 25-26

4.2 Documents Required upon Notice of Recommendation for Contract Award

RFP ATTACHMENTS

SECTION 1 - GENERAL INFORMATION

1.1 Summary Statement

1.1.1 The Maryland Environmental Service administers the State of Maryland’s Used Motor Oil and Used Antifreeze Recycling Program (Program). MES is seeking the services of a waste recovery and recycling company for collection and processing services which include collection and recycling services for used motor oil, used oil filters, and used antifreeze. MES has established approximately 144 used motor oil and 85 used antifreeze collection sites throughout the State of Maryland, for the collection of “do-it-yourself” (DIY) non-commercial automobile mechanics and enthusiasts.

1.1.2 The Maryland Environmental Service (Service or MES) is issuing this Request for Proposals (RFP) to select a suitable Contractor for the purpose of collecting, processing and recycling used motor oil, used oil filter and used antifreeze materials collected throughout the State of Maryland as part of the Used Motor Oil and Used Antifreeze Recycling Program.

1.1.3 It is MES’s intention to obtain services, as specified in this RFP, from a Contract between the selected Successful Offeror and MES. The anticipated duration of services to be provided under this Contract is two

(2) years with one (1) one (1) year extensions.

1.1.4 MES intends to make up to one (1) award as a result of this RFP.

1.1.5 Offerors, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

1.2 Contract Type

The Contract that results from this RFP shall be a firm fixed price or a revenue producing contract.

1.3 Contract Duration

1.3.1 The Contract that results from this solicitation shall commence as of the date the Contract is signed by MES following approval of the Contract by the MES Board of Directors, if such approval is required (Contract Commencement).

1.3.2 As of the date contained in a Notice to Proceed (NTP), the Contractor shall begin performing all activities required by the Contract, including the requirements of the solicitation.

1.3.3 The duration of The Contract shall have a term of two (2) years commencing on the date of the Notice to

Proceed (NTP), with the option to renew for up to one (1) additional one-year term, for the provision of all services required under the Contract and in accordance with the RFP.

1.3.4 The Contractor’s obligations to pay invoices to subcontractors that provided services during the Contract term, as well as the audit, confidentiality, document retention, and indemnification obligations of the Contract (See Attachment A) shall survive expiration or termination of the Contract and continue in effect until all such obligations are satisfied.

1.4 Procurement Officer

The sole point of contact in MES for purposes of this solicitation prior to the award of any Contract is the Procurement Officer/Coordinator at the address listed below:

Robert Verk Procurement Administrator 259 Najoles Road Millersville, MD 21108 Phone Number: 410-729-8510 E-mail: procurement@menv.com

MES may change the Procurement Officer at any time.

1.5 Project Contract Monitor

The MES representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Project Contract Monitor may authorize in writing one or more MES representatives to act on behalf of the Project Contract Monitor in the performance of the Project Contract Monitor’s responsibilities.

The Project Contract Monitor is:

Charles Ingram, Division Chief

MES may change the Project Contract Monitor at any time.

1.6 Pre-Proposal Conference and Site Visit

There is no pre-proposal conference scheduled for this project.

1.7 eMaryland Marketplace Advantage

Each Offeror is requested to indicate its eMaryland Marketplace Advantage (eMMA) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Proposal submission to this RFP.

eMMA is an electronic commerce system administered by the State of Maryland. In order to receive a contract award, a vendor must be registered on eMMA. Registration is free. Go to https://emma.maryland.gov/, click on Register Now to begin the process, and then follow the prompts.

1.8 Questions

Questions to the Procurement Officer shall be accepted though MES Procurement Portal in a timely manner prior to the Proposal due date. Questions are requested to be submitted at least fourteen (14) days prior to the Proposal due date. MES, based on the availability of time to research and communicate an answer, and in its sole discretion, shall decide whether an answer can be given before the Proposal due date. Time permitting, answers to all substantive questions that have not previously been answered, and are not clearly specific only to the requestor, will be distributed to all vendors that are known to have received a copy of the RFP.

If it becomes necessary to revise this RFP before the due date for Proposals, MES shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, MES will post amendments to the RFP via the MES Procurement Portal. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals.

mailto:procurement@menv.com https://emma.maryland.gov/ https://menv.bonfirehub.com/portal https://menv.bonfirehub.com/portal https://menv.bonfirehub.com/portal

1.9 Procurement Method

This Contract will be awarded in accordance with the Competitive Sealed Proposals method under COMAR 14.27.03.08

1.10 Proposals Due (Closing) Date and Time

Proposals, in the format set forth in Section 3 must be submitted through the MES Procurement Portal (Bonfire) https://menv.bonfirehub.com/. Proposals will not be accepted after the due date and time.

Proposals may be modified or withdrawn by written notice received by the Procurement Officer before the time and date set forth in this section for receipt of Proposals.

Proposals may not be submitted by e-mail or facsimile.

Vendors not responding to this solicitation are requested to submit the Notice to Vendors form, which includes company information and the reason for not responding (e.g., too busy, cannot meet mandatory requirements, etc.).

This form is located in the RFP immediately following the Title Page (page ii).

1.11 Economy of Preparation

Proposals should be prepared simply and economically and provide a straightforward and concise description of the Offeror’s Proposal to meet the requirements of this RFP.

1.12 Public Information Act Notice

An Offeror should give specific attention to the clear identification of those portions of its Proposal that it considers confidential and/or proprietary commercial information or trade secrets, and provide justification why such materials, upon request, should not be disclosed by MES under the Public Information Act, Md. Code Ann., State Government Article, Title 10, Subtitle 6. This confidential and/or proprietary information should be identified by page and section number and placed after the Title Page and before the Table of Contents in the Technical Proposal and if applicable, separately in the Price Proposal.

Offerors are advised that, upon request for this information from a third party, the Procurement Officer is required to make an independent determination whether the information must be disclosed.

1.13 Award Basis

The Contract shall be awarded to the responsible Offeror submitting the Proposal that has been determined to be the most advantageous to MES, considering price and evaluation factors set forth in this RFP and for providing the goods and services as specified in this RFP.

1.14 Oral Presentation

Offerors may be required to make oral presentations to MES representatives. Offerors must confirm in writing any substantive oral clarification of, or change in, their Proposals made in the course of discussions. Any such written clarifications or changes then become part of the Offeror’s Proposal and are binding if the Contract is awarded. The Procurement Officer will notify Offerors of the time and place of oral presentations.

http://www.dsd.state.md.us/comar/comarhtml/14/14.27.03.08.htm https://menv.bonfirehub.com/

1.15 Duration of Proposal

Proposals submitted in response to this RFP are irrevocable for 120 days following the closing date of the Proposals.

This period may be extended at the Procurement Officer’s request only with the Offeror’s written agreement.

1.16 Revisions to the RFP

If it becomes necessary to revise this RFP before the due date for Proposals, MES shall endeavor to provide addenda to all prospective Offerors that were sent this RFP or which are otherwise known by the Procurement Officer to have obtained this RFP. In addition, addenda to the RFP will be posted via MES Procurement Portal. It remains the responsibility of all prospective Offerors to check all applicable websites for any addenda issued prior to the submission of Proposals. Addenda made after the due date for Proposals will be sent only to those Offerors that submitted a timely Proposal and that remain under award consideration as of the issuance date of the addenda.

Acknowledgment of the receipt of all addenda to this RFP issued before the Proposal due date shall be included in the Bid/Proposal Affidavit (See Attachment B-1) accompanying the Offeror’s Technical Proposal. Acknowledgement of the receipt of addenda to the RFP issued after the Proposal due date shall be in the manner specified in the addendum notice. Failure to acknowledge receipt of an addendum does not relieve the Offeror from complying with the terms, additions, deletions, or corrections set forth in the addendum.

1.17 Cancellations/Reservations

MES, in its sole discretion, reserves the right to cancel this RFP, accept or reject any and all Proposals, in whole or in part, received in response to this RFP, to waive or permit the cure of minor irregularities, and to conduct discussions with all qualified or potentially qualified Offerors in any manner necessary to serve the best interests of MES. MES also reserves the right, in its sole discretion, to award a Contract based upon the written proposals received without discussions or negotiations.

1.18 Incurred Expenses

MES will not be responsible for any costs incurred by any Offeror in preparing and submitting a Proposal, in making an oral presentation, in providing a demonstration, or in performing any other activities related to this solicitation.

1.19 Protest/Disputes

Any protest or dispute related, respectively, to this solicitation or the resulting Contract is NOT and shall NOT be subject to the provisions of COMAR 21.10 (Administrative and Civil Remedies). An interested party may protest to the Procurement Officer against the award of the contract which is the subject of this solicitation within three (3) business days after the proposed award of contract. The protest shall be in writing, addressed to the Procurement Officer and delivered to the headquarters of the Maryland Environmental Service. A protester may not file a protest by electronic means or by facsimile. A copy of the protest procedure is available by contacting the Procurement Officer. Any disputes/discrepancies related to the solicitation documents will not be acknowledged unless received within ten (10) days prior to the bid/proposal opening, in writing.

1.20 Offeror Responsibilities

The selected Offeror shall be responsible for all products and services required by this RFP. All subcontractors must be identified and a complete description of their role relative to the Proposal must be included in the Offeror’s Proposal. If applicable, subcontractors utilized in meeting the established MBE participation goal(s) for this solicitation shall be identified as provided in the appropriate Attachment(s) of this RFP.

If an Offeror that seeks to perform or provide the services required by this RFP is the subsidiary of another entity, all information submitted by the Offeror, including but not limited to references, minimum qualifications, and financial reports, or experience and documentation (e.g. insurance policies, bonds, letters of credit) used to meet minimum qualifications, if any, shall pertain exclusively to the Offeror, unless the parent organization will guarantee the performance of the subsidiary.

1.21 Substitution of Personnel

Continuous Performance of Key Personnel

Unless substitution is approved as outlined herein, key personnel shall be the same personnel proposed in the Contractor’s Technical Proposal, which will be incorporated into the Contract by reference. Such identified key personnel shall perform continuously for the duration of the Contract, or such lesser duration as specified in the Technical Proposal. Key personnel may not be removed by the Contractor from working under this Contract, as described in the RFP or the Contractor’s Technical Proposal, without the prior written approval of the Contract Manager.

If the Contract is task order based, the provisions of this section apply to key personnel identified in each task order proposal and agreement.

1.22 Mandatory Contractual Terms

By submitting a Proposal in response to this RFP, an Offeror, if selected for award, shall be deemed to have accepted the terms and conditions of this RFP and the Contract, sample attached herein as Attachment A-1. Any exceptions to this RFP or the Contract shall be clearly identified in the Cover Letter of the Technical Proposal. A Proposal that takes exception to any of these terms may be rejected at MES’ sole discretion.

1.23 Bid/Proposal Affidavit

A Proposal submitted by an Offeror must be accompanied by a completed Bid/Proposal Affidavit. A copy of this Affidavit is included as Attachment B-1 of this RFP.

1.24 Contract Affidavit

All Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful Offeror will be required to complete a Contract Affidavit. A copy of this Affidavit is included as Attachment C-1 of this RFP. This Affidavit must be provided within five (5) Business Days of notification of proposed Contract award. For purposes of Section B of the Affidavit, please note that any company incorporated outside of Maryland is considered a foreign company. This Contract Affidavit will also be required to be completed by the Contractor prior to any Contract renewals, including the exercise of any options or any modifications that may extend the Contract term.

1.25 Compliance with Laws/Arrearages

By submitting a Proposal in response to this RFP, the Offeror, if selected for award, agrees that it will comply with all Federal, State, and local laws applicable to its activities and obligations under the Contract.

By submitting a response to this solicitation, each Offeror represents that it is not in arrears in the payment of any obligations due and owing MES or the State of Maryland, including the payment of taxes and employee benefits, and that it shall not b ecome so in arrears during the term of the Contract if selected for Contract award.

1.26 Verification of Registration and Tax Payment

Before a business entity can do business in Maryland it must be registered with the State Department of Assessments and Taxation (SDAT). The SDAT website is http://dat.maryland.gov/Pages/default.aspx

It is strongly recommended that any potential Offeror complete registration prior to the due date for receipt of Proposals.

An Offeror’s failure to complete registration with SDAT may disqualify an otherwise successful Offeror from final consideration and recommendation for Contract award.

1.27 Insurance Requirements

The Contractor shall at all times have and maintain Commercial General Liability with a combined limit for personal injury and property damage liability at One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) in the aggregate, and Vehicle Liability Insurance with a combined limit for personal injury and property damage liability of Five Hundred Thousand Dollars ($500,000) per occurrence and One Million Dollars ($1,000,000) in the aggregate.

Certificates of such insurance acknowledging the Hold Harmless Clause contained in this document shall be filed with the Service.

1.28 Minority Business Enterprise Goals

There is no MBE subcontractor participation goal for this procurement.

1.29 Living Wage Requirements

Living Wages are NOT required for this Contract.

1.30 Federal Funding Acknowledgement

A resulting task authorization issued under this agreement may contain Federal funds. The contractor agrees to comply with and ensure compliance with any stipulations which may be applicable and identifiable under such task authorization.

____ Federal Funding is applicable for this project ___X Federal Funding is not applicable for this project

1.31 Conflict of Interest Affidavit and Disclosure

Offerors shall complete and sign the Conflict of Interest Affidavit and Disclosure (Attachment D-1) and submit it with their Bid/Proposal. All Bidders/Offerors are advised that if a Contract is awarded as a result of this solicitation, the successful Contractor’s personnel who perform or control work under this Contract and each of the participating subcontractor personnel who perform or control work under this Contract shall be required to complete agreements substantially similar to Attachment D-1 Conflict of Interest Affidavit and Disclosure.

For policies and procedures applying specifically to Conflict of Interests, the Contract is governed by

COMAR 21.05.08.08.

1.32 Investment Activities in Iran

The Bidder/Offeror is required to complete the Investment Activities in Iran Certification. A copy of this Certification is included as Attachment H-1. The Certification must be provided with the Bid/Proposal.

http://dat.maryland.gov/Pages/default.aspx http://www.dsd.state.md.us/comar/comarhtml/21/21.05.08.08.htm

1.33 Notice of Political Contributions

Any firm awarded a state agency contract shall comply with the political contribution reporting requirements under Title 14 of the Election Law Article to which the contractor may be subject as provided in § 17-402 (2013).

1.34 Certification Regarding Discriminatory Boycotts of Israel

The Offeror is required to complete the Certification Regarding Discriminatory Boycotts of Israel. A copy of this Certification is included as Attachment K-1. The Certification must be provided with the Bid/Proposal.

SECTION 2 – SCOPE OF WORK

2.1 Background and Purpose

The Maryland Environmental Service (“MES”) is issuing this solicitation for the purposes of The Maryland Environmental Service (MES) administers the State of Maryland’s Used Motor Oil and Used Antifreeze Recycling Program (Program). MES is seeking the services of a waste recovery and recycling company for collection and processing services which include collection and recycling services for used motor oil, used oil filters, and used antifreeze. MES has established approximately 144 used motor oil and 85 used antifreeze collection sites throughout the State of Maryland, for the collection of “do-it-yourself” (DIY) non-commercial automobile mechanics and enthusiasts.

The used motor oil, used oil filters, and used antifreeze collected through the Program and managed by the firm/contractor is solely the product of do-it-yourself (DIY) automobile mechanics and enthusiasts and conditionally exempt small quantity generators. In 2025, approximately 460,000 gallons of used motor oil and 27,000 gallons of used antifreeze were generated through current Program locations. Historic quantities of used oil and antifreeze are provided as Attachment 1, sections 1, and 3. MES makes no guarantees, either written or implied, as to the exact quantity of material generated.

MES may expand/reduce both the number of used motor oil and antifreeze collection sites. In addition to the “do-it-yourselfer” program, MES may enter into intergovernmental agreements (IGAs) with other State agencies to provide collection services for used motor oil and/or used antifreeze. These IGA services may be included in this contract or may be added, as an addendum, at a later date.

2.2 Scope of Work - Requirements

General

i. The Contractor shall provide the necessary equipment and qualified personnel to pick up used motor oil, used oil filters, and used antifreeze from Program collection sites located throughout the State of Maryland. The Contractor assumes ownership of the materials covered by this contract at the time of collection. Title, risk of loss, and all indicia of ownership for all materials that the Contractor collects and transports from a Program site transfers to the Contractor at the time that the Contractor takes possession of, signs for, and/or removes those materials from a Program site. The Contractor will, at all times, retain title to its solvents or other cleaning solutions and materials used in conjunction with the Services.

ii. It will be the responsibility of the Contractor to inspect each waste container at each site for leaks or overfilling and to report verbally to MES if there is any evidence of leaks, overflowing, and / or spillage outside of secondary containment (if applicable). A notation, as to the aforementioned, shall also to be made on the collection slip.

iii. A collection slip is to be prepared at each location and must show the name of the driver, type of product, and the amount, in gallons, of material collected from the Program site. Amounts are to be determined by measuring the liquid contained within both the storage container and the truck container before and after collection with gallons computed by standard industry practice. The Program will provide storage containers for used oil and used antifreeze greater than 110 gallons in volume. The Contractor will provide properly labeled drums / containers for used oil filters and non-bulk used antifreeze collection. The Contractor shall not collect used oil filter drums less than 2/3 full.

iv. The Contractor agrees that any damage to buildings, materials, equipment or to other property during the performance of this service will be repaired at its own expense.

v. MES shall require correction of defective work or damages to any part of the building or its appurtenances when caused by the Contractor’s employees, equipment or suppliers. The Contractor shall, at their own expense, place in satisfactory condition all defective work and damages rendered thereby or any other damages incurred. Upon failure of the Contractor to proceed promptly (5 working days) with the necessary corrections, MES may withhold any amount necessary to correct all defective work or damages from payments to the Contractor.

vi. The Contractor’s work staff shall be qualified and trained personnel who are completely familiar with the products and equipment they shall use. MES may require the Contractor to dismiss from the work such employees that MES deems incompetent, careless, insubordinate, or otherwise objectionable, or whose continued employment on the work is deemed to be contrary to the public interest or inconsistent with the best interest of the Program. The Contractor or their personnel shall not represent themselves as employees or agents of the State of Maryland or MES

vii. The sites identified by MES as collection sites are sponsored by the Program. The Contractor acknowledges such and is prohibited from soliciting a host entity and / or entering into a contractual agreement with any entity to service the sites or provide the proposed services directly to the host entity.

viii. Contamination

1. The Contractor will not knowingly mix the used oil, used antifreeze, and / or used oil filters that it collects at the Program sites with hazardous wastes, hazardous materials, or materials containing poly-chlorinated biphenyls (PCBs).

2. The Contractor will be responsible for testing each collection tank or bin at the Program sites, at the time of collection, to determine if the material is suitable for recycling. Field testing parameters must include testing for chlorine with halogen gas leak detection equipment, followed by colorimetric testing, using a CHLOR-D-TEC test kit or the equivalent. Used antifreeze must be sampled and the “degree of freeze protection” determined. Results of all testing must be recorded on the collection slip for each Program site.

3. Based on the results of the field tests, the Contractor shall not pick up material that has been deemed “hazardous,” contaminated by PCBs, or unsuitable for recycling.

4. The Contractor will immediately notify MES of any material that is contaminated and therefore unsuitable for recycling. MES will arrange for the disposal of material that is unsuitable for recycling. In the event of tank contamination, the Contractor will immediately notify the MES Used Motor Oil and Antifreeze Recycling Program Office, Monday - Friday, 8:00 a.m. - 4:00 p.m. at (800) 473-2925 or (410) 729-8522. In case of emergency, notify Maryland Department of the Environment (MDE) Emergency Response Program at (866) 633-4686 (24 Hours) and MES Emergency Hotline, Monday

- Friday, 4:00 p.m. - 8:00 a.m., weekends and holidays at 1-800-669-7080.

5. If field tests are not performed and documented at collection and unsuitable or contaminated material is picked up by the Contractor, the Contractor will be responsible for the cost of proper disposal of both the originally contaminated material and any subsequent material rendered unrecyclable by contact with the original materials.

ix. Housekeeping Practices

1. The Contractor will provide a neat, professional appearance, including, but not limited to:

a. Collection and re-processing facility area

b. Employees and transportation equipment

c. Trucks in good mechanical condition with limited maintenance down time; and

d. Drivers, dispatchers, and other contractor personnel who are courteous with MES personnel and client personnel at each specific Program location and are capable of handling necessary paperwork including accurate, legible receipts indicating the volume of used oil or antifreeze collected, location, date of collection. Copies of collection slips are to be included with the Contractor’s monthly report to

MES.

2. Minor spills, that are the result of regular usage of the Program tanks by the Do-It-

Yourself mechanics, will be cleaned up by the specific site sponsor and / or MES staff. Any spill that should occur during the collection and subsequent transportation of the material is the responsibility of the Contractor. Any spill that is a result of a tank overflow will be the responsibility of the Contractor. All spills must be reported to MES immediately. When MES determines a spill to be the responsibility of the Contractor, the Contractor shall commence cleanup operations immediately, at its own expense. Documentation of the spill and associated mitigation efforts will be included with the Contractor’s monthly report to MES.

3. If an accumulation of used motor oil or antifreeze containers are stockpiled around the tank, bin, and / or secondary containment area, it is the responsibility of the Contractor’s personnel to empty the containers into the appropriate tank and then collect the material for recycling.

4. If an accumulation of used motor oil, used antifreeze, or water contaminated by used oil or used antifreeze is found to be present in secondary containment when the Contractor is making a pickup, it shall be the responsibility of the Contractor to remove that material at time of pickup.

5. It will be the responsibility of the Contractor to inspect each site at the time of service.

The Contractor shall note on the collection slip if excessive trash or debris is present at the site. The Contractor shall also check each waste container for leaks or overfilling and shall immediately report to MES if a leak or overfilling is evident.

Documentation of the inspection shall be included on the collection slip.

b. Collection, Transportation, and Recycling of Used Oil and Used Antifreeze

i. The Program has established approximately 144 used motor oil and 85 used antifreeze collection sites throughout the State. For a listing of Program locations by County, visit the following website https://menv.com/service/used-oil-antifreeze-recycling/ When additional used oil collection tanks are to be established, the Contractor will be notified of the specific location(s) in writing by MES. MES may enter into intergovernmental agreements (IGA’s) with other State agencies to provide used motor oil and used antifreeze collection services. These IGA agreements may be included as an addendum to this contract at a later date.

ii. The contractor has exclusive use of the used motor oil and used antifreeze collected and the title is transferred to the Contractor.

iii. The Contractor will collect used motor oil, used oil filters, and used antifreeze and will pick up these materials from Program collection sites on a regular scheduled basis to prevent, as much as possible, overflow and over-capacity. Operating hours at collection tank sites and pickup https://menv.com/service/used-oil-antifreeze-recycling/ information will be provided by MES to the Contractor. Under no circumstances will the Contractor schedule frequency of service to the sites such that tanks are allowed to overflow.

Upon MES notifying the Contractor of an unscheduled full tank, the Contractor is required to pickup the used motor oil or used antifreeze within 48 hours from notification. In the case where a tank or container has overflowed due to lack of service, the Contractor has 24 hours to remediate the site to the satisfaction of MES, the Maryland Department of the Environment, and / or the site host or owner. The Contractor is solely responsible for the proper cleanup of such spills or overflows and will hold MES, and all other indemnified parties, as defined in the General Terms and Conditions contained herein, harmless from all liability created as a result of that spill or overflow. The Contractor shall compensate MES for all costs incurred by MES as a result of the spill or overflow.

iv. The Contractor shall properly characterize and classify the materials in accordance with Section

2.a.vii of this document.

v. Request to the Contractor for pickup of used motor oil, used oil filters, or used antifreeze from Program locations will be made by MES designated office personnel only. The Contractor will provide a centralized dispatcher designated to receive these requests from MES during business hours (Monday - Friday, 8:00 a.m. - 4:00 p.m.).

vi. The Contractor will obtain written approval from MES prior to sub-contracting any part of this work. All provisions and conditions listed in the Request for Proposal will apply to any approved sub-contractor.

vii. In the event MES provides prior sub-contractor approval, the contractor shall provide MES with a list of sub-contractors, sub-contractors qualifications, and equipment as indicated under Contractor Responsibilities before award of contract.

viii. Reports: The Contractor will deliver to the MES Used Motor Oil and Used Antifreeze Recycling

Program Office on a monthly basis, no later than one (1) week after the end of the month, a computer-generated used oil filter report(s) that accurately specifies:

1. All Program locations serviced by County, including all used motor oil filter pickup dates;

2. The amount of used oil filters collected on those dates, with location totals and totals by

County;

3. Overall collection totals for the month by site, county, and program; and

4. Collection slips for each site serviced during the month.

ix. The Contractor will provide MES, on a weekly basis, no later than the Friday of the week prior, a schedule of all services planned for the following week. The schedule will be transmitted to MES in electronic format.

x. The unit price quoted for used oil and antifreeze shall be expressed as a unit price per gallon collected.

xi. The Contractor will transport, store, handle, and recycle the used motor oil and used antifreeze in compliance with all local, State of Maryland, and Federal laws, regulations, and required permits, including but not limited to the Maryland Department of the Environment requirements.

c. Collection, Transportation, and Recycling of Used Oil Filters

i. The Contractor will provide drums, bins, or other bulk containers for the collection of used oil filters at the Program sites designated by Program for the collection of used oil filters. These bins or containers will comply with all applicable federal and state regulations and will be clearly labeled for the indicated use. Drum capacity is approximately 55 gallons (+/-).

ii. The Contractor will collect used oil filters, from the containers provided by the Contractor, on a schedule that minimizes overfilling. Under no circumstances will the Contractor schedule their operations such that the containers are allowed to overflow. In the event that a container is reported to be overfilled, the Contractor has 24 hours from the time of notification to service and clean the site to the satisfaction of the Program, the host site owner, and/or the Maryland Department of the Environment.

iii. The Contractor is solely responsible for the proper cleanup of any spill resulting from overfilling and will hold the Program, MES, and all other indemnified parties, as defined in the General Terms and Conditions contained herein, harmless from all liability created as the result of that overflow or overfill. The Contractor will compensate the Program for all costs incurred as a result of said overflows.

iv. Operating hours for the collection sites will be provided by the Program to the Contractor.

v. Upon being notified of an unscheduled full container, the Contractor is required to service the container within 24 hours of the notification.

vi. The Contractor will properly characterize and classify the used oil filters, as required by law.

vii. Request to the Contractor for the pickup of used oil filters from Program locations will be made by MES designated office personnel only. The Contractor will provide a centralized dispatcher designated to receive these requests from MES during business hours (Monday - Friday, 8:00 a.m. - 4:00 p.m.).

viii. The Contractor will obtain written approval from MES prior to sub-contracting any part of this

ix. In the event MES provides prior sub-contractor approval, the contractor shall provide MES with

x. The Contractor will deliver to the MES Used Motor Oil and Used Antifreeze Recycling computer generated used oil filter collection report that accurately specifies: 1) all Program locations serviced by County, including all used oil filter pickup dates; and 2) the amount of used filters collected on those dates, with location totals and totals by County. An overall collection total for the month must also be included. In support of this report, the Contractor shall also supply a copy of the collection slip for each site serviced. The Contractor will provide MES, on a weekly basis, no later than the Friday of the week prior, a schedule of all services planned for the following week. The schedule will be transmitted to MES in electronic format.

xi. Reports: The Contractor will deliver to the MES Used Motor Oil and Used Antifreeze Recycling computer-generated used oil filter report(s) that accurately specifies:

1. All Program locations serviced by County, including all used motor oil filter pickup dates;

2. The amount of used oil filters collected on those dates, with location totals and totals by

County;

3. Overall collection totals for the month by site, county, and program; and

4. Collection slips for each site serviced during the month.

xii. The unit price quoted for used oil filters shall be expressed as a cost per drum full. The

Contractor shall not charge the Program for any container collected that is less than 2/3 full.

xiii. The Contractor will transport, store, handle, and recycle the used oil filters in compliance with all local, State of Maryland, and Federal laws, regulations, and required permits, including but not limited to the Maryland Department of the Environment requirements.

d. Collection, Transportation, and Recycling of Oily Water and Residuals

i. The Contractor will collect oily water from the tanks and/or secondary containment at the

Program sites at the time that the used oil is collected.

ii. Oily water and any residuals or solids collected as the result of the collection of oily water are to be considered used oil and will be managed, by the Contractor, as such. Any sludge and/or solids separated from the oily water after pickup, as the result of the proper management of that oily water, will be considered a byproduct of the recycling of the used oil. At that point, the Contractor will act as the generator of those solids/residuals and will assume all liability and responsibility for the proper management of those materials.

iii. The Contractor will properly characterize and classify the oily water, as required by law.

iv. The Contractor will obtain written approval from MES prior to sub-contracting any part of this

v. In the event MES provides prior sub-contractor approval, the contractor shall provide MES with

vi. The Contractor will deliver to the MES Used Motor Oil and Used Antifreeze Recycling computer generated oily water collection report that accurately specifies: 1) all Program locations serviced by County, including all oily water pickup dates; and 2) the amount of oily water collected on those dates, with location totals and totals, expressed in gallons, by Program site. An overall collection total for the month must also be included. In support of this report, the Contractor shall also supply a copy of the collection slip for each site serviced.

vii. Reports: The Contractor will deliver to the MES Used Motor Oil and Used Antifreeze Recycling computer generated oily water collection report(s) that accurately specifies:

1. All Program locations serviced by County, including all oily water pickup dates;

2. The amount of oily water collected on those dates, with location totals and totals by

County.

3. An overall collection total for the month, by site, county, and program

4. Collection slips for each site serviced during the month

viii. The unit price quoted for oily water shall be expressed as a cost per gross gallon.

ix. The Contractor will transport, store, handle, and manage the oily water in compliance with all local, State of Maryland, and Federal laws, regulations, and required permits, including but not limited to the Maryland Department of the Environment requirements.

x. Receipts are to be distributed to all Program site attendants when used oil or antifreeze is collected. In the event an attendant is not at the site to receive the receipt, the Contractor must deliver the receipt to MES within one (1) week of used oil or antifreeze collection.

2.3 Minimum Qualifications

The Offeror must provide proof with its Proposal that the following Minimum Qualifications have been met:

2.3.1 Capabilities of the Offeror: The Offeror shall provide documentation of the firm’s ability to collect and properly dispose of and/or recycle or re-process used motor oil, used antifreeze, and used oil filters. Note that the following elements are offered as guidance for the preparation of technical proposal submittals. The Offerer is responsible for determining the completeness of their submittal with regard to addressing the requirements of the RFP.

1- The Offeror shall discuss their in-house capabilities for the processing of oily water, sludge, and test for the presence of contamination, process, or aid in the disposal of contaminated used motor oil or antifreeze.

2- The Offeror shall include, as part of its technical proposal, a minimum of three (3) business references.

3- The Offeror shall provide documentation of the number of current clients, in the state and/or region, for which the Offeror provides similar services.

4- The Offeror shall provide documentation regarding the firm’s history of compliance with all local, State of

Maryland, and Federal environmental agencies, as well as present outstanding or past violations, which must identify and disclose; 1) what the violations were; 2) when the violation occurred; and 3) what was the penalty, remedy and/or restitution.

5- Offeror shall provide documentation of the amount of pollution liability insurance the firm carries.

6- The Offeror shall provide a written explanation of the firms understanding of the Program’s requirements and philosophy including consistency with established project goals, innovative approaches to program promotion, and appreciation of excellence regarding customer service.

7- The Offeror shall provide MES with documentation of the firm’s overall health and safety performance, as well as a letter stating the firm’s current Experience Modification Rating, (EMR).

2.3.2 Experience and Background: The Offeror will discuss and provide documentation of the experience and background of the Firm’s personnel and management with used motor oil and antifreeze collection, hauling, recycling, and/or reprocessing, including management controls, reporting systems, record retention, and support capabilities (computer specialists, laboratory personnel and equipment support) tenure of executive staff, collection staff reimbursement (salaried or commissioned) shall be considered as well as the ability of the Firm to provide documentation in all aspects of collection, hauling, operation, reporting systems, record retention, support capabilities, and dispatching.

1. The Offeror shall discuss the ability of the firm’s management to support a full-time Health and Safety Officer and a Fleet Manager. The Offeror must provide evidence that all collection fleet drivers have at least CDL Class B certification with additional tanker and hazardous material endorsements, spill response training and OSHA Right-to-Know training.

2. The Offeror must also have and show proof of a proactive drug and alcohol testing program including pre-employment screening and employee random-selection screening and testing programs.

3. The Offeror shall provide a copy of the firm’s FMCSA Safety and Fitness Electronic Records (SAFER) System safety rating data at the time of submittal.

2.3.3 Equipment Resources: The Offeror will discuss and provide documentation of the equipment resources of the firm including current certificates of insurance that show evidence of insurance coverage, at least equal to the minimum insurance required of such vehicles under Maryland law, including, but not limited to the Annotated Code of Maryland, Article 48A and Transportation Article - Title 17.

1. The Offeror shall provide a roster of all used motor oil and antifreeze transport trucks to be used in the performance of this contract, including the make, capacity, age, general condition, and where the truck is stationed and dispatched.

2. The Offeror will discuss the firm’s capabilities related to in-vehicle two-way communication between dispatchers and the drivers. The Offer will discuss communication mechanisms (phone, cell, email, etc.)

available for MES to contact the firm regarding the Program and associated work tasks. Program communication and correspondence capabilities which include email and toll-free telephone communication

2.3.4 Response Time: The Offer shall discuss the ability of the firm to respond to the needs of the Program in a required time frame. The Program may have the need to require a short response time of 48 hours or less related to the need to perform unscheduled collection of used motor oil and antifreeze, or as needed to ensure continued service to the Programs customers.