1-8941 RFQ Scope and Specifications- Updated.docx

REQUEST FOR QUOTATION

City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

Goods and Services

Demolition Debris Disposal Site Purchase Requisition Number 10008941

Issued By

Department of Public Service / Division of Urban Beautification Date Issued September 11, 2026

Response Submission Date and Time

Tuesday, September 29, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online through PlanetBids: https://pbsystem.planetbids.com/portal/22576/portal-home

SCOPE AND SPECIFICATIONS

The City of Toledo requests site(s) to dispose of its demolition debris in an environmentally and economically sound manner which minimizes overall collection, hauling, re-hauling, nuisance odors, disposal costs, and is consistent with all applicable laws and regulations.

The City of Toledo's Division of Urban Beautification’s Demolition Program removes public nuisance properties. Each demolition averages 80 tons (more or less) of debris and will dispose approximately 16,000 tons annually. The city reserves the right to limit quantities when that right provides the best benefit for the city. All quantities provided are estimated and are for information only. The City of Toledo reserves the right to either increase or decrease the quantity as its requirements demand. The City’s next demolition program is scheduled to begin in 2027. Proposers must ensure that all submitted bid proposals and pricing structures are explicitly formatted and set for the 2027 program commencement year.

The proposer shall provide adequate disposal site(s) for demolition debris. Proposer will be responsible for obtaining all required Environmental Protection Agency (EPA) permits or any other pertinent permits, licensing or approvals, and to comply with all applicable EPA regulations and/or all other applicable laws, zoning, and regulations.

Although care is taken to minimize the amount of extraneous matter that may be inadvertently picked up with the demolition debris, the city shall not be held responsible for the cleanliness of the debris prior to or when they are delivered to the disposal site(s). Once the debris is dumped at the designated site(s) the proposer will take full responsibility of the debris at that point, the city will no longer be responsible for the material itself or moving the material in anyway.

The City of Toledo will haul demolition debris to disposal site(s) between the hours of 7:30 a.m. and 4:00 p.m. Monday thru Friday and 7:30 a.m. to 1:00 p.m. Saturday, or as mutually agreed upon by the city and the proposer. The city shall endeavor to determine if the disposal site is accessible before hauling construction and demolition debris to the disposal site(s).

The City of Toledo uses the following type of equipment for hauling operations: Single axle truck, tandem axle truck, packer truck, and semi-truck. The city reserves the right to determine the number and type of vehicles to be utilized for all hauling operations and to change any type and size of equipment to promote a more efficient disposal program.

The proposer will need to provide a signed, legible dumping slip for each vehicle including date, time, vehicle identification and weight. These slips shall be submitted to program manager on a weekly basis.

The proposer shall defend, indemnify, and hold harmless the City of Toledo, and all of its officers, employees and agents against any and all claims, demands, causes of action, damages, costs and liabilities, in law or in equity, of every kind and nature whatsoever, directly or indirectly resulting from, caused by, or associated with: a) the operation of City of Toledo vehicles on the proposer's premises, b) the dumping, unloading, etc. of demolition debris on said premises, and c) the ultimate use or disposal of the demolition debris after the same are delivered to proposer's premises or to any other premises.

ADEQUACY OF SITE FOR EQUIPMENT USAGE

Proposer shall maintain site(s) that will provide for reasonable access by Division equipment. The city has the right to declare that a site is unsuitable for access. Should a site be declared unsuitable, unsafe, or become inaccessible, the proposer shall provide an alternate site and pay the city any additional cost that the site imposes including all cost of re-handling of the demolition debris. If any city equipment should become stuck in a site due to site conditions, the proposer shall have a means to remove the equipment without damage to city’s equipment within a reasonable amount of time as determined by the city. Should proposer fail to provide this service, the city shall remove and/or repair equipment with the proposer reimbursing the city for all costs including equipment downtime.

THE DEFINITION OF DEMOLITION DEBRIS AS STATED IN THE OHIO ADMINISTRATIVE CODE (OAC) 3745-400-01 (C) (2) "Demolition debris" or "debris" means those materials resulting from the alteration, construction, destruction, rehabilitation, or repair of any manmade physical structure, including, without limitation, houses, buildings, industrial or commercial facilities, or roadways. "Demolition debris" does not include materials identified or listed as solid wastes, infectious wastes, or hazardous wastes pursuant to Chapter 3734 of the Code and rules adopted thereunder; or materials from mining operations, nontoxic fly ash, spent nontoxic foundry sand, and slag; or reinforced or nonreinforced concrete, asphalt, building or paving brick, or building or paving stone that is stored for a period of less than two years for recycling into a usable construction material.

For the purpose of this definition, "materials resulting from the alteration, construction, destruction, rehabilitation, or repair of any manmade physical structure," are those structural and functional materials comprising the structure and surrounding site improvements, such as brick, concrete and other masonry materials, stone, glass, wall coverings, plaster, drywall, framing and finishing lumber, roofing materials, plumbing fixtures, heating equipment, electrical wiring and components containing no hazardous fluids or refrigerants, insulation, wall-to-wall carpeting, asphaltic substances, metals incidental to any of the above, and weathered railroad ties and utility poles.

“Materials resulting from the alteration, construction, destruction, rehabilitation, or repair” do not include materials requiring prior abatement or removal, such as asbestos-containing materials (ACM), and liquids including containerized or bulk liquids, fuel tanks, drums, and other closed or filled containers.

The City of Toledo desires this contract to be in effect for one year with an option for three (3) one-year renewals.

In order to be responsive, all bids must have the following with submittal:

1. Cover Page a. Include the RFQ title and the name of the firm.

b. Include the name, title, address, telephone number, and email address of the primary contact person(s).

2. Information a. A statement expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner.

b. A statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

c. A statement as to firm’s qualifications, background, and experience; attach separate documents as needed. Include any previous experience or work history with/for the City of Toledo or other public entities.

d. A detailed specifications sheet that includes the location of disposal site(s) including city map and address, hours of operation of disposal site(s), size of disposal site(s) including dimensions and acres. Provide any minimum or maximum tons of debris that would be accepted annually at each disposal site(s).

e. Price per ton demolition debris as delivered by the city to disposal site(s) including all fees. (see Line Items).

3. EPA CDD License

LOCAL PREFERENCE

The description of and procedure to apply local preference to responsive bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

TARIFFS

Proposers must clearly identify any portion of their pricing that may be subject to fluctuation due to current or future tariffs, duties, or trade restrictions imposed by the United States or other governing bodies.

If any materials, products, or components included in the proposal are subject to tariffs or similar trade measures, the proposer should identify these items and specify the associated cost impact within the pricing section of their proposal. The awarded contractor shall not adjust pricing after contract execution unless such adjustment is directly attributable to a documented and material change in tariff costs that could not have been reasonably anticipated at the time of the proposal.

Any request for price adjustment due to tariff changes must include detailed supporting documentation and will be subject to review and approval by the City.

REVIEW AND SELECTION CRITERIA

This bid is evaluated and selected based on “lowest and best” offer. The following factors determine “lowest and best:” bid price, past work/experience with the City of Toledo, local preference, if applicable

QUESTIONS

All questions regarding the plans and specifications must be in writing submitted through the PlanetBids website Q&A tab. The City’s responses will be posted through PlanetBids.

BID SUBMISSION

Bids for this project will be accepted via e-bid though the City of Toledo’s PlanetBids portal. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bid prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

· Project Paperwork*

· Line Items – will auto-populate with e-bid

· Bid Guaranty (bid bond or certified check / cashier’s check on a solvent bank) – see instructions below

· Signed Contract by the Vendor* *Located on “Documents” tab in PlanetBids

Bid Guaranty requirements are located on the “Bid Information” tab on PlanetBids. The bid guaranty shall be in the form of a cashier’s check/official check on a solvent bank or a bid bond. If using a check as the bid guaranty, the check must be scanned and uploaded with your bid. In addition, the check must be received by the Division of Purchases and Supplies no later than the due date and time to be deemed responsive. No Company / No Personal checks will be accepted. Checks shall be made payable to “City of Toledo.” If your company is using a bid bond, scan and upload with bid; the original does not need to be received by the City of Toledo. If your company does not provide a bid guaranty, your bid submittal will be deemed non-responsive. (TMC 187.09)

City of Toledo Division of Purchases and Supplies One Government Center, Suite 2000 640 Jackson Street Toledo, OH 43604

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

· Bureau of Worker’s Compensation Certificate

BID OPENING MEETING

Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

This meeting is available to all interested parties. Preliminary Bid results will be available within one day on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

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