1-RFQ-25-0093 - Hazardous Material Cleanup and Disposal Services.pdf

City of Olathe Hazardous Material Cleanup and Disposal Services

RFQ-25-0093

RFQ-1

Request For Qualifications For

PO Box 768

Olathe, KS 66051-0767

Issued: August 15, 2025

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I. INTRODUCTION AND BACKGROUND

The City of Olathe’s Public Works Department, Environmental Services Division, is requesting contractors to submit a Statement of Qualifications to provide on-call services for non-emergency and emergency response services for hazardous materials cleanup and disposal at the Olathe Water Treatment Plant, Cedar Creek Wastewater Treatment Plant, Harold Street Wastewater Treatment Plant, and other City facilities as necessary.

The City of Olathe Water Treatment Plant is located at 27065 W. 83rd Street, Lenexa, KS 66227. Chemicals stored on the premises include aqua ammonia (19%), carbon dioxide, caustic soda (50%), chlorine dioxide (0.3%), citric acid (50%), ferric sulfate, ferrous chloride, hydrochloric acid (15%), hydrofluorosilicic acid (23%), polymer, polyphosphate, quicklime (dry), sodium chlorite (25%), sodium hypochlorite (12.5%).

The Cedar Creek Wastewater is located at 25787 W. 119th Street, Olathe, KS 66061. The Harold Street Wastewater Treatment plant is located at 200 W. Harold Street, Olathe, KS 66061. Chemicals stored at each facility include ferric chloride (38%), Accu-tab hypochlorite tablets, Micro-C, polymer, and sodium bisulfite.

Diesel fuel storage tanks are located at many different sites throughout the City of Olathe.

It is the intent of the City of Olathe to identify and accept companies that are qualified to perform the types of work listed in this RFQ in order to establish a list of qualified vendors. The City of Olathe may contract with more than one company responsive to the RFQ and who positively demonstrates their qualifications to perform the work. The City of Olathe will use this list to solicit quotes/bids from the identified qualified companies on a job-by-job basis.

II. SCOPE OF SERVICES

The requirements listed below should assist companies in developing their specific statement of qualifications and should be considered to represent the minimum standards for providing hazardous materials cleanup and disposal services as established by the City of Olathe. All statements of qualifications must meet or exceed the following requirements.

Chemical and Fuel Incident Emergency Response Contractor shall provide highly trained and experienced personnel for emergency response for chemical or fuel incidents and spill cleanup. Contractor shall provide an emergency response phone number that is monitored 24 hours per day, 7 days per week, including holidays. Due to the emergency nature of the services, the City of Olathe desires the fastest response possible; the Contractor shall detail their expected response times in their Statement of Qualifications.

All onsite contractor personnel must have current HAZWOPER (29 CFR 1910.120) and Confined Space Entry (29 CFR 1919.146) certifications and provide evidence of certifications to City personnel prior to any onsite activities. If access to confined spaces is required for execution of the work, a confined space entry permit shall be executed by the Contractor.

Spilled products shall be neutralized, as applicable, and transferred via chemical-resistant pump to an existing storage vessel located at the facility, temporary storage provided by the contractor, or to clean containers provided by the contractor for disposal. Surfaces shall be cleaned of all residual material, biological or chemical build-up, stain, discoloration, or fouling. Contractor shall sample interior surfaces, via litmus paper and/or pH meter, to ensure the tank surfaces have a neutral (5-9) pH; results shall be documented in writing and provided to City personnel.

Planned Chemical or Fuel Tank Cleaning Contractor shall provide personnel to perform cleaning of fiberglass (FRP), high-density polyethylene (HDPE), and carbon steel tanks to allow for internal inspection and/or repair. Inspection and repair will be performed by others.

All onsite contractor personnel current HAZWOPER (29 CFR 1910.120) and Confined Space Entry Training (29 CFR 1919.146) certification and provide evidence of certification to City personnel prior to any onsite activities.

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The cleaning process shall consist of but not be limited to the following procedures:

1. At the direction of City of Olathe personnel, the residual product in each tank will be removed and transferred, via pneumatic chemical-resistant pump, to either an existing storage vessel located at the facility, temporary storage provided by the contractor or containerized, labeled, profiled and disposed in accordance with applicable State and Federal regulations;

2. Upon removal of the residual content, the contractor personnel shall enter the tank, via confined space entry permit executed by the contractor, to clean the interior surfaces of each tank;

3. The interior surfaces shall be cleaned via high-pressure, high-heat washer and hand and/or pneumatic tools. Care should be given to prevent damage to tank surfaces. Interior surfaces shall be cleaned of all residual material and biological or chemical build-up, stain, discoloration or fouling.

4. Following cleaning of interior surfaces, the remaining tank contents (rinsate and/or solids) shall be removed from the tank via pneumatic conveyance and containerized, labeled, profiled and disposed in accordance with applicable State and Federal regulations.

5. Contractor shall sample interior surfaces, via litmus paper and/or pH meter, to ensure the tank surfaces have a neutral (5-9) pH and document results in writing and provide to City personnel.

Hazardous Waste Disposal Contractor shall coordinate hazardous waste disposal following planned tank cleanouts and emergency incidents.

All disposal shall be in accordance with State and Federal regulations. City personnel will complete required notifications to the Kansas Department of Health and Environment.

1. Containers shall be properly labeled and stored in an area of the site as directed by City personnel.

Collapsible containment, or similar, shall be provided for protection of the environment.

2. Hazardous wastes shall be profiled, including sampling as necessary. Profiles shall be sent to City personnel for approval.

3. Contractor shall identify a disposal method and location in accordance with State and Federal regulations.

4. Contractor shall coordinate removal of hazardous waste from the site to final disposal location. Wastes shall be removed from the site as quickly as possible, but under no circumstances shall wastes be on-site for longer than allowed by State and Federal regulations.

5. Contractor shall provide legible copies of all waste manifests to City personnel for recordkeeping.

QUALIFICATIONS SUBMISSION AND WITHDRAWAL

Respondents shall be aware that after opening and during the evaluation process the statements of qualifications submitted remain confidential. Once a decision to award is made, all Statements of Qualifications are subject to public disclosure consistent with Kansas Law. Respondents must invoke the exemptions to disclosure provided by law and must clearly identify in the statement of qualifications the data or other materials to be protected and state both the reasons why such exemption from public disclosure is necessary and the legal basis for such exemption. All other contents of the submitted qualifications become public record.

The firm selected for the work must be able to provide the City’s standard insurance provisions (Refer to Exhibit A).

In addition, the following indemnification clause shall be part of the contract:

Indemnification/Hold Harmless Agreement: Respondent shall, in addition to any other obligation to indemnify the City of Olathe and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City of Olathe, its agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses) and costs arising out of any actual or alleged (a) bodily injury, sickness, disease or death, or injury to or destruction of tangible property, including the loss of use resulting there from, or any other damage or loss arising out of or resulting in whole or in part from any actual or alleged act or omission of the Respondent, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in the performance of the work; (b) violation of law, statute, ordinance, governmental administrative order, rule regulation, or infringement of patent rights by Respondent in the performance of the work; or (c) liens, RFQ-25-0093

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claims or actions made by the Respondent or any subcontractor under workers compensation acts; disability benefit acts, other employee benefit acts or any statutory bar.

RFQ DOCUMENT MISTAKES

(Kansas statues K.S.A. 75-6901 through 75-6906). The respondent shall not be allowed to modify or correct mistakes in the RFQ document after the closing. Failure to complete the entire submittal may result in declaring the submittal as non-responsive and the submittal may be rejected.

A submittal that is in the possession of the Procurement Division may not be altered after time and date for closing. E-mail, fax, telegram, telephone, or verbal alterations of a submittal will not be accepted. Respondent may submit an alternative sealed submittal bearing the signature of person authorized for offering a submittal, provided it is received prior to the time and date of closing. A submittal that is in the possession of the Purchasing Division may be withdrawn by the respondent up to the time of the RFQ closing.

PRE-CONTRACTUAL EXPENSES: The City shall not, in any event, be liable for any pre-contractual expenses incurred in the preparation of a vendor’s submittal, prior to execution of the contract by both parties. Precontractual expenses are defined as expenses incurred by the vendor in:

• Preparing and submitting qualification(s) to the City;

• Preparing and submitting proposal(s) to the City;

• Negotiations with the City on any matter related to the contract terms, professional fees, and schedule

• Any other expenses incurred by the respondent prior to reaching agreement of the contract with the City.

III. SUBMITTAL OF QUALIFICATIONS

The Contractor’s Statement of Qualifications (SOQ) shall include all information outlined below and shall be uploaded to Bonfire.

A. Management:

• State how your company is uniquely qualified to perform hazardous materials cleanup and disposal services.

• Detail your company’s emergency response process, including staffing of a 24-hour spill phone number and expected response time to the City’s facilities.

• Provide your operating schedule.

• Provide your contact information and how the City of Olathe will request quotes/bids.

• Explain your company’s safety training program and your safety plan.

B. Equipment:

• Provide a listing of available equipment that your company will utilize for cleaning, inspection and repair of chemical tanks, water storage tanks cleaning and disinfection and oxidation ditch cleaning.

C. Third Party Vendors:

• Any third party vendors the company intends to utilize in the execution of services under this RFQ shall be outlined in the SOQ.

• If the qualified company has the need to utilize the services of any third-party vendors, the company must ensure that these third-party vendors have the appropriate licenses and adheres to the City of Olathe’s Insurance Requirements and meet the requirements stated within this statement of qualifications.

D. Experience and Qualifications

• Detail your company's background and experience in hazardous material spill cleanup and disposal.

• Detail the experience of key personnel who will be working on this account, including where this took place and over what period of years.

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• Provide examples of where and how your company and key personnel have performed similar services.

Examples at water and wastewater treatment facilities are preferred.

F. References

• Provide a list of at least three business or client references (contact name, company, address and phone number) that can attest to your company's ability to provide hazardous material cleanup and disposal services.

G. Certificate of Insurability

• Provide proof of the ability to obtain a Certificate of Insurance per the Insurance Requirements stated in this RFQ.

Request for Qualifications (RFQ) must be received online at Bonfire no later than:

September 9, 2025, at 10:00 AM (CST)

Questions concerning this RFQ shall be directed to Bonfire no later than September 4, 2025, at 5:00 PM (CST). Questions will be addressed via addendum on to Bonfire.

QUALIFICATIONS SUBMISSION AND WITHDRAWAL

Respondents shall be aware that after opening and during the evaluation process the statements of qualifications submitted remain confidential. Once a decision to award is made, all Statements of Qualifications are subject to public disclosure consistent with Kansas Law. Respondents must invoke the exemptions to disclosure provided by law and must clearly identify in the statement of qualifications the data or other materials to be protected and state both the reasons why such exemption from public disclosure is necessary and the legal basis for such exemption. All other contents of the submitted qualifications become public record.

The firm selected for the work must be able to provide the City’s standard insurance provisions (Refer to Exhibit A).

In addition, the following indemnification clause shall be part of the contract:

Indemnification: To the fullest extent permitted by law, the Contracted Professional shall indemnify and hold harmless the City of Olathe and their agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting from performance of the work, provided that such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including loss of use resulting there-from, but only when caused in whole or in part by negligent acts or omissions of the Contracted Professional. The City of Olathe, their agents and employees shall not be indemnified under this contract for their sole negligence.

RFQ DOCUMENT MISTAKES

(Kansas statues K.S.A. 75-6901 through 75-6906). The respondent shall not be allowed to modify or correct mistakes in the RFQ document after the closing. Failure to complete the entire submittal may result in declaring the submittal as non-responsive and the submittal may be rejected.

A submittal that is in the possession of the Purchasing Division may not be altered after time and date for closing.

E-mail, fax, telegram, telephone, or verbal alterations of a submittal will not be accepted. Respondent may submit an alternative sealed submittal bearing the signature of person authorized for offering a submittal, provided it is received prior to the time and date of closing. A submittal that is in the possession of the Purchasing Division may be withdrawn by the respondent up to the time of the RFQ closing.

PRE-CONTRACTUAL EXPENSES: The City shall not, in any event, be liable for any pre-contractual expenses incurred in the preparation of a vendor’s submittal, prior to execution of the contract by both parties. Precontractual expenses are defined as expenses incurred by the vendor in:

• Preparing and submitting qualification(s) to the City;

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• Preparing and submitting proposal(s) to the City;

• Negotiations with the City on any matter related to the contract terms, professional fees, and schedule

• Any other expenses incurred by the respondent prior to reaching agreement of the contract with the City.

IV. EVALUATION OF QUALIFICATIONS

From the firms expressing interest, a committee will review the submittals and rank the firms. If interviews are required to assist in the selection process, the short-listed firms will be notified. The criteria used for selection will include:

Project Approach: 35 Points Evaluate the firm’s project approach and understanding of the Scope of Services required in the RFQ as evidenced by its proposal.

Firm Personnel: 35 Points Consider comparable experience and background of the personnel that shall be assigned to the City’s project(s) as outlined in the proposal. Also consider the specific involvement of those persons in projects noted in the proposal.

Quality of Similar Work: 20 Points Consider previous experience and references listed in the proposal. Is the firm experienced in providing services like those requested in the RFQ?

Overall Responsiveness to the RFQ. 10 Points Consider whether all requested information was furnished by the firm in the format required by RFQ.

VI. SCHEDULE

The following is a tentative project schedule:

• Distribution of RFQ August 15, 2025

• Questions to City by September 4, 2025 at 5:00 PM CST

• Qualifications due to City September 9, 2025 at 10:00 AM CST

• Tentative Interviews (if required) Week of September 22, 2025

• City Council approval requested October 2025

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Exhibit A

PROFESSIONAL SERVICES INSURANCE REQUIREMENTS

These requirements apply to the vendor or contractor (“Vendor”) entering into an Agreement with the City of Olathe (“City”).

A. Insurance. Secure and maintain for the term of the Agreement insurance of such types and in at least such amounts as set forth below from a Kansas authorized insurance company which carries a Best’s Policyholder rating of “A-” or better and carries at least a Class “VII” financial rating or better, unless otherwise agreed to by City:

1. Commercial General Liability: City must be listed by ISO endorsement or its equivalent as an additional insured on a primary and noncontributory basis on any commercial general liability policy of insurance. The insurance must apply separately to each insured against whom claim is made or suit is brought, subject to the limits of liability.

Limits: Per Occurrence, including Personal & Advertising Injury and Products/Completed Operations: $1,000,000;

General Aggregate: $2,000,000.

2. Business Auto Insurance: City must be listed by ISO endorsement or its equivalent as an additional insured on a primary and noncontributory basis on any automobile policy of insurance. Insurance must apply separately to each insured against whom claim is made or suit is brought, subject to liability limits.

Limits: All Owned Autos; Hired Autos; and Non-Owned Autos: Per occurrence, combined single limit: $500,000.

Notwithstanding the foregoing, if Vendor does not own any automobiles, then Vendor must maintain Hired and Non-

Owned Auto insurance.

3. Worker's Compensation and Employer’s Liability: Workers compensation insurance must protect Vendor against all claims under applicable state Worker's Compensation laws at the statutory limits, and employer’s liability with the following limits.

Limits: $500,000 Each Accident/$500,000 Policy Limit/$500,000 Each Employee

4. Professional Liability (if applicable): Unless excused by the Agreement with the City, Vendor must maintain for the term of this Agreement and for a period of three (3) years after the termination of this Agreement, Professional Liability Insurance.

Limits: Each Claim: $1,000,000; General Aggregate: $1,000,000.

5. Cyber Insurance (if applicable): IF accessing the City’s network or City’s data, THEN maintain the following coverages throughout for the term of this Agreement and for a period of three (3) years after the termination of this Agreement: Cyber Incident/Breach Response and Remediation Expenses, Digital Data Recovery, Privacy and Network Security Liability, and Notification Expense.

Limits: Per claim, each insuring agreement: $1,000,000; Aggregate: $1,000,000.

B. Exposure Limits. Above are minimum acceptable coverage limits and do not imply or place a liability limit nor imply that the City has assessed the risk that may be applicable to Vendor. Vendor must assess its own risks and if it deems appropriate and/or prudent maintain higher limits and/or broader coverage. The Vendor’s insurance must be primary, and any insurance or self-insurance maintained by the City will not contribute to, or substitute for, the coverage maintained by Vendor.

C. Costs. Insurance costs must be at Vendor’s expense and accounted for in Vendor’s bid or proposal. Any deductibles or self-insurance in the above-described coverages will be the responsibility and at the sole risk of the Vendor.

D. Verification of Coverage

1. Must provide certificate of insurance on ISO form or equivalent including all requirements listed herein. City uses the myCOI platform for submission and review of certificates of insurance and related documentation. Vendor must provide any information needed to register on the platform and submit certificates of insurance and related documentation through the platform.

2. Any self-insurance must be approved in advance by the City and specified on the certificate of insurance. Additionally, when self-insured, the name, address, and telephone number of the claim’s office must be noted on the certificate or attached in a separate document.

3. When any of the insurance coverages are required to remain in force after final payment, additional certificates with appropriate endorsements evidencing continuation of such coverage must be submitted along with the application for final payment.

4. For cyber insurance, the certificate of insurance confirming the required protection must confirm the required coverages in the “Additional Comments” section or provide a copy of the declarations page confirming the details of the cyber insurance policy.

E. Cancellation. No required coverage may be suspended, voided, or canceled, except after Vendor has provided thirty (30) days' advance written notice to the City.

F. Subcontractor's Insurance: If a part of this Agreement is to be sublet, Vendor must either cover all subcontractors under its insurance policies; OR require each subcontractor not so covered to meet the standards stated herein.