10-1 ITB-2026-04GH Chemical.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

HAZARDOUS, CHEMICAL, MEDICAL WASTE REMOVAL AND DISPOSAL

Price Agreement

ITB-2026-04GH

Commodity Code(s): 19388, 47534, 91238, 92678, 96148 & 96871

GMCS Website: www.gmcs.org

GMCS Bonfire eBidding Website: https://gmcs.bonfirehub.com/portal/

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Gregory Hudson Procurement & Business Services Buyer

(505) 721-1076 ghudson@gmcs.org

Notes:

Closing Date: September 19, 2025 F.O.B. Point: DESTINATION

Acceptance Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated

Issue Date: September 05, 2025 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

PLEASE ACCEPT THIS AS AN INVITATION TO BID ON THE SERVICES SPECIFIED ON THE

FOLLOWING PAGES. IF YOU DESIRE TO SUBMIT A BID, ALL INFORMATION AND FORMS MUST BE SUBMITTED IN

THE GMCS PORTAL. THE DISTRICT MAY UTILIZE A COMBINATION OF FORMS THAT YOU MUST COMPLETE AND

UPLOAD TO THIS WEB PORTAL, AS WELL AS PRICING SPREADSHEETS OR QUESTIONNAIRES, WHERE DATA IS

DIRECTLY ENTERED THROUGH A WEB BROWSER.

TO ENSURE TIMELY RESPONSE, PLEASE DIRECT QUESTIONS REGARDING THIS BID THROUGH

THE ONLINE “ASK A QUESTION,” OR VENDOR DISCUSSIONS FEATURE FOR THIS PROJECT IN

PORTAL. ALL VERBAL INFORMATION IS FOR CLARIFICATION PURPOSES ONLY AND IS NOT

BINDING. ALL BINDING INFORMATION MUST BE IN WRITING.

ANY DEVIATIONS FROM BID SPECIFICATIONS SHOULD BE SO STATED IN YOUR BID.

A pre-bid conference will be held on Tuesday, September 09, 2025, at 10:00 am (MDT). Attendance is not required; however, it is highly recommended in order to submit a responsive bid.

Attendance request shall be emailed to ghudson@gmcs.org with “ITB-2026-04GH Pre-Bid” in the subject line.

Location: Microsoft Teams online meeting or Zoom (meeting invite to be sent once requested).

We encourage you to have your initial questions ready, as stated in the documents, to submit.

Additional questions after the pre-bid conference will be accepted until the Question Submission

Deadline stated date and time in the GMCS eBidding platform for this opportunity.

No responses to questions are official until published in writing, by Public Amendment.

mailto:ghudson@gmcs.org

SPECIAL CONDITIONS

HAZARDOUS, CHEMICAL, MEDICAL WASTE REMOVAL & DISPOSAL

1. Purpose: To establish an indefinite quantity, firm price contract for Gallup-McKinley County Schools (GMCS) contract to place orders for Hazardous, Chemical, Medical Waste Removal and Disposal, for GMCS facilities (buildings, schools, auxiliary, lands and properties) and on an as needed basis or “on call” basis.

2. Term of Contract: The term of this agreement shall be from Date of Award through June 30, 2026. The resulting agreement shall include up to three (3) additional, automatic, one-year renewal periods. Unless otherwise terminated per conditions provided in the General Terms and Conditions, the final renewal period shall end June 30, 2030.

3. Work To Be Done: The work to be performed under this contract and in accordance with these specifications consists of planning, labor, equipment, tools and all other necessary materials to complete the work as described in the Scope of Work.

4. Bid Submission(s): Pricing Bids are to be submitted according to the requested forms in the

GMCS Portal e-Bidding platform. Quantities, where listed, are for the purpose of extended calculation of unit prices and do not represent an order or estimation of actual needs. Bidders are requested to submit a listing of base fees or rates for in scope services in the space provided in Portal. Quotes based on bid pricing shall be requested for contracted services as actual needs are identified during the contract term. Bidders shall upload forms in either Portable Document File (pdf) or MS Excel format (xls or xlsx), where indicated.

a. For evaluation purposes, Bidders shall submit a removal schedule an as needed response time for on-call pick-ups within 7 calendar days. Submit emergency response time for on-call pick-ups within 24 hours for District locations. Property Maps for the locations are provided within this documentation below.

b. Optional forms or input information, may be provide for additional items not specifically listed on this bid, which the Bidders offer in the normal course of business as provided with the optional form or input upload section in Portal if applicable.

5. Taxes: All Bid Prices shall EXCLUDE taxes. Applicable taxes shall be shown on the quote as a separate line item on the Successful Bidder’s invoices at the appropriate rate.

6. Basis of Award: GMCS will award to the low responsible and responsive bidder(s) who shall offer the best price for comparable services. GMCS reserves the right to make multiple awards as may be necessary for timely completion of all available work and for the maximum variety of specialties, categories, and services included in the purpose and scope of this solicitation, or as may otherwise be in the best interest of the District.

7. Multiple Award: GMCS reserves the right to make multiple awards per section as a result of this request if doing so may be advantageous to the school district.

8. Assignment: The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for money due or to become due under this Agreement without the prior written approval of the District.

9. Visit Site of Work: All Bidders are encouraged to visit the site of work and to familiarize themselves with the difficulties involved. Failure to do so is entirely at the risk of the contractor and will not be recognized as a basis or claim for extra compensation.

10. Competency/Capability of Bidder: Bids will be considered only from firms who can provide evidence that they have established a satisfactory record of performance and integrity to insure they can execute the requirements as stated herein. Business must have been established for a minimum of three (3) years as demonstrated through documentation and references. Any determination as to competency shall be made by appropriate GMCS staff.

11. Code Compliance: Services must meet Federal, State, and Local Codes of Regulations.

12. Permits, Licenses, Certifications: Contractor shall be properly trained, licensed, and/or certified for the work required, and where applicable, shall obtain all necessary permits, licenses or certifications required, pay any fees and furnish upon request of the District.

13. Purchase Orders: ALL SERVICES PURCHASED MUST HAVE A VALID, SIGNED PURCHASE

ORDER. Contractor(s) shall be responsible for ensuring that no orders are accepted without an authorized GMCS Purchase Order. The Purchase Order will reflect bid pricing and Vendor Invoice will match the Purchase Order. All Purchase Orders correlating to an existing order are for a one-time purchase and may NOT be reused.

a. CHANGES: If requested, changes or modifications to an order may be made before fulfillment ONLY when authorized by the Procurement Office. The vendor shall not move forward with any changes until after receiving a Signed, Revised Purchase Order. Failure to comply with this paragraph will be cause for the District not to honor the invoice.

14. Payment or Acceptance Not Conclusive: Vendor will supply the District with invoice(s) for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the bidder has furnished inferior items or had departed from the Specifications and/or the terms of the Contract. Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the Specifications (and drawings, if any) at the cost and expense of the Bidder.

15. Price Adjustments/Escalation: Price adjustment shall be limited to actual increased costs in labor or materials and shall only be permitted at contract renewal, on the contract anniversary date. In the event of an unusual product, fuel, or wage rate increase, and escalation request will be reviewed on an individual basis. All requests for a price increase shall be in writing to the District.

Effective dates for an actual cost increase will be the date of the District’s written approval for the increase. This measure is not intended to allow any increase in profit margin, only to compensate for an actual, documented cost increase.

a. To facilitate prompt consideration, all request for cost increase must include:

i. Contract Item or Service

ii. Current Price/Rate

iii. Proposed New Price/Rate

iv. Supporting Documentation such as Supplier notification of price increase.

16. Insurance: Bidder shall provide a Certificate of Liability Insurance. Certificate shall name GMCS as additional insured and be furnished upon award of contract.

17. Final Examination and Acceptances: When all work called for under this contract has been completed, appropriate GMCS personnel will make a thorough examination of the same and if it is found to comply with the requirements of the contract it will be accepted and final payment will be made.

18. Mobilization/Mileage: Mileage is based on one-way, one time for assigned projects. Mobilization

(mileage) will be paid to Contractor to locations 10 miles outside of the Gallup Corporate City Limits.

The intent is for the Contractor to service an entire geographic area and change mileage based on one-trip to the area. The following are the distances as adopted by the Board of Education.

Area Miles

Crownpoint, New Mexico 58

David Skeet Elementary 17

Navajo, New Mexico 47

Ramah, New Mexico 45

Thoreau, New Mexico 32

Tohatchi, New Mexico 29

Tse Yi Gai High 103

Twin Lakes Elementary 15

Scope of Work

Hazardous, Chemical, Medical Waste Removal and Disposal

I. Services

a. Hazardous, Chemical, Medical Waste Removal and Disposal for District properties includes but is not limited to:

1. Removal and disposal services for the purpose of managing, controlling hazardous, chemical and medical waste in buildings, schools, auxiliary, lands and properties.

2. Materials generated by the District could include bulk waste, lighting waste (fluorescent lamps and lighting ballast), lead-acid batteries, batteries (alkaline, NiCd Mg, Li, Li-ion, NiMH, and HG) paint, consolidated/used oil, grease, household chemicals, mercury waste, e-waste, equipment, absorbent, coolants, waste corrosive liquids, lab packs, fluorescent tubes, chemicals (includes but not limited to listed: descriptions, units of measures, containers and quantities), sharps, gloves, and science related materials.

3. Other services directly related to removal and disposal that shall be requested on-site: inventory of waste, online training, emergency spill response, hazardous waste management, hazardous waste consulting, remediation and abatement along with hazardous waste transporting and are within the awarded contractor’s capability to provide.

4. Bidder shall remove at the locations as requested by the using agency and is responsible for all loading and handling. Bidder will be required to have its own equipment for loading or pumping.

5. Training by the successful Bidder may be requested on an as required basis to administrators, teachers, and custodial staff pertaining to safety and protection of staff, students, and facilities to include at a minimum the following topics: 1. Safe Handling and Storage of Chemicals, 2. Basic Spill Response, 3. Occupational Health & Safety Act, 4. Hazardous Waste Information, 5. Compliance and 6. Transportation of Dangerous Good.

6. Provisions for removal and disposal purposes shall be approved waste containers.

7. The successful Bidder should be prepared to provide a full purge on non-conforming legacy waste chemicals and containers upon award of contract. Thereafter, the District will provide a list of hazardous waste annually to the Bidder including technical name, volumes, and locations of waste to be picked up typically at the end of a school year.

8. Clean-up by Bidder shall be executed by the industry standard cleaning practices during the progress of the work and will maintain a clean and safe environment on a routine basis throughout the course of the contract.

b. Services shall include as-needed services within operating hours or by the urgency of the District. Contractor shall notify the Facilities Custodial Supervisor prior to visit.

c. Successful Bidder shall dispose of all waste as required by law including but not limited to United States Environmental Protection Agency, New Mexico State Environmental Department, Navajo Nation Environmental Department, local agency and disposal policies and procedures.

d. Bidder is responsible for all clean-up resulting from collection, pick-up and removal.

e. Bidder to furnish qualified and trained personnel to pick up and transport waste from site(s) to an approved disposal site. Operator will be trained in the safe operation of vehicles and equipment used.

i. Bidder are cautioned that the retrieval sites are on an active school campus.

Children of all ages are on site and Operators shall take the appropriate precautions when picking up waste.

f. Bidder is to ensure all safeguards, safety devices, protective equipment and take any other needed actions necessary to protect the life and health of employees on the job, the safety of the public, and to protect District property in connection with the performance of the work covered by this contract.

g. Services shall be quoted on a case-by-case basis and at the rates provided in the bid pricing tables in the resulting contract. The District may order materials, services and emergency visits.

h. Subcontractors/Consent: the use of subcontractors is allowed. The prime contractor shall be wholly responsible for the entire performance of the contractual agreement whether or not subcontractors are used. Additionally, the prime contractor must receive approval in writing from the District awarding resultant Contract before any subcontractor is used during the term of this agreement.

i. When ordered, services shall be made within a reasonable amount of time, if a service is not within a requested timeframe, GMCS reserves the right to utilize another source.

j. The District may request more frequent preventative services as funding and budgets permit.

k. Bidder must comply with all the EPA rules and regulations pertaining to the handling, transportation, and disposal of hazardous waste material. In addition, the Bidder must comply with pertinent sections of the New Mexico Hazardous Waste Act, N.M.S.A. 1978 Management waste hazardous regulations promulgated pursuant to the act.

l. Contractor shall indemnify and hold harmless the District, its officers and employees, against liability, claims, damages, losses or expenses arising out of bodily injury to persons or damage to property caused by, or resulting from, contractor’s and/or its employees, own negligent acts or omissions while contractor, and/or its employees, perform or fail to perform its obligations and duties under the term and conditions of this Contract. This save harmless and idemification clause is subject to the immunities, provisions and limitations of the Tort Claims act (41-4-1, et seq: NMSA 1978 Comp. and 57-7-1 NMSA 1978 Comp.) and any amendments thereto.

The bidder and District specifically agree that is it not intended by any of the provisions of any part of the contract to create the public or any member thereof a third party beneficiary or to authorize anyone not a party to the resultant contract to maintain a suit for wrongful death, bodily and/or personal injury to person, damage to properties, and/or any other claims whatsoever pursuant to the provisions of the resulting contract.

II. Responsibilities

a. Contractor to utilize trained personnel with the proper safety certification and other certifications or licenses necessary for performance of the contract.

b. No chemical or product shall be handled in any manner inconsistent with its labeling.

c. MSDS sheets shall be supplied to the using department for all chemicals handled and labeled.

d. Contractor shall be responsible for the safe handling of chemicals and materials and shall take all necessary precautions to prevent injury to everyone in the buildings.

e. Contractor is an independent contractor and no employee or agent of the Contractor shall be deemed for any reason to be an employee or agent of Gallup-McKinley County Schools.

f. Contractor shall provide all insurance necessary in the performance of this contract including, but not limited to Worker’s Compensation, Automobile Liability and Commercial Liability. Evidence of insurance shall be provided prior to commencement of service.

g. All Contractors, Sub-Contractors and workers shall pass a background check, prominently display an identification badge while providing services, sign-in, to include date and time, with the front desk of all District locations for appropriate staff to be notified; sign-out, to include date and time, each day of the project.

h. The Contractor shall provide dependable equipment, supplies, tools and materials necessary to perform in-scope services.

i. All hazardous, chemical, and medical waste removed in the execution of any work order or project shall be properly disposed of in accordance with all applicable local, state and federal regulation. Be responsible for all clean-up of materials at the job site(s) resulting from the performance of any work on a daily basis. If any question arises about removal and disposal, it will be the contractor's responsibility to notify the District for instructions.

III. Locations

a. The following local locations are within 10 miles of the Gallup Corporate City Limits and no mobilization/mileage will be allowed.

1. Chee Dodge Elementary, 641 N. Highway 491

2. Chief Manuelito Middle School, 1325 Rico Street

3. Catherine A. Miller Elementary, 43 Challenger Road

4. Del Norte Elementary, 700 W. Wilson

5. Gallup Central High, 325 Marguerite

6. Gallup High School, 1055 Rico Street

7. Gallup Middle School, 1001 S. Grandview

8. Indian Hills Elementary, 3604 Ciniza Drive

9. Jefferson Elementary, 300 Mollica

10. John F. Kennedy Middle School, 600 S. Boardman

11. Lincoln Elementary, 801 W. Hill

12. Miyamura High School, 680 S. Boardman

13. Red Rock Elementary, 1305 Red Rock

14. Services for Exceptional Students, 345 Basilio Drive

15. Stagecoach Elementary, 725 Freedom Drive

16. Turpen Elementary, 3310 Manuelito

17. Student Support Center, 640 S. Boardman

18. Bus Facility, 525 S. Boardman

19. Maintenance Complex including R&D, M&O, and Motor Pool, 700 S.

Boardman

b. Locations outside the Corporate City Limits. Mobilization/mileage allowed.

1. Crownpoint Elementary, #1 Main Street

2. Crownpoint Middle and High Schools, #1 Chaco Drive

3. Crownpoint Bus Barn

4. Crownpoint Teacherage

5. David Skeet Elementary, Route 45 Jones Ranch Road, Vanderwagen

6. Navajo Elementary, 123 Cedar Ave., Navajo

7. Navajo Middle and Navajo Pine High, West Walnut Ave., Navajo, NM

8. Ramah Elementary, 27 Lewis Street, Ramah, NM

9. Ramah High School, 74 S Bloomfield Ave, Ramah, NM

10. Ramah Teacherage

11. Thoreau Elementary, #6 Fourth Ave., Thoreau, NM

12. Thoreau Middle School, #6 Hawk Circle, Thoreau, NM

13. Thoreau High School, #4 Hawk Circle, Thoreau, NM

14. Thoreau Bus Barn

15. Thoreau Teacherage

16. Tohatchi Elementary, 100 Chuska Rd, Tohatchi, NM

17. Tohatchi Middle School, Mid School Lane, Tohatchi, NM

18. Tohatchi High School, Cougar Lane, Tohatchi NM

19. Tohatchi Bus Barn

20. Tohatchi Teacherage

21. Tse’ Yi’ Gai High School, Pueblo Pintado, NM

22. Twin Lakes Elementary, 19 Miles N. Highway 491

c. GMCS reserves the right to add or delete locations as needed.

1. GMCS will notify Contractor of the changes as needed and confirm in writing.

IV. Insurance:

a. Contractor is required to submit insurance prior to commencing services under this bid, including Commercial Liability, Automotive and Property Damage, Liability Insurance, and Workmen’s Compensation Insurance if required by law.

b. Contractor shall indemnify and hold harmless the District, its officers and employees against liability, claims, damages, losses, or expenses arising out of bodily injury to persons or property damage caused by or resulting from Contractor's and/or their employees’ own negligent acts or omissions arising under this Statewide Price Agreement. This “Save Harmless and Indemnification Clause” is subject to and is not intended to waiver or limit in any way the immunities, provisions, and limitations of the Tort Claims Act (§41-4-1, et seq., NMSA 1978 comp., §57-7-1 NMSA 1978 comp.) and any amendments hereto.

It is specifically agreed between the parties executing this District Price Agreement that it is not intended by any of the provisions of the District Price Agreement to make the public or any member thereof a third party beneficiary or to authorize anyone not a party to the District Price Agreement to maintain a suit for wrongful death, bodily and/or personal injury to persons, damage to properties and/or any other claims whatsoever arising under the provisions of this District Price Agreement.

c. Contractor shall obtain and maintain throughout the life of this contract insurance, at contractor's expense. Contractor shall name GMCS as additional insured (Certificate Holder) and include an endorsement by the insurer that the policy may not be cancelled nor allowed to lapse without ten (10) days’ notice thereof first being given to GMCS.

d. Worker’s Compensation: The Contractor shall maintain adequate Workman’s Compensation insurance in accordance with the provisions of the Worker’s Compensation Act of the State of New Mexico.

e. Other Required Coverage: The Contractor shall maintain Public Liability and Property Damage Insurance as to protect the Contractor and GMCS for all claims for damages, personal injury, wrongful death as well as claims for property damages which may arise from work covered under this contract, as such work be performed by anyone directly or indirectly employed by the Contractor. The type and amount of insurance required are as follows:

i. Damage to or destruction of property - $100,000.00.

ii. Damages other than property as permitted under the New Mexico Tort Claims Act

- $300,000.00

iii. Claims - $500,000.00

f. Commercial General Liability Insurance with combined limits of liability for bodily injury or property damage as follows:

i. $1,000,000.00 Per Occurrence

ii. $2,000,000.00 Policy Aggregate

iii. $1,000,000.00 Products Liability/Completed Operations

iv. $1,000,00000 Personal and Advertising Injury

v. $50,000.00 Fire Legal

vi. 5,000.00 Medical Payments

Said Policy of Insurance must include coverage for all operations performed for GMCS by the Contractor and Contractual Liability Coverage shall specifically insure the hold harmless provisions of the Contract (Agreement).

g. Automobile Liability Insurance: A comprehensive automobile liability insurance policy with liability limits in amounts not less than $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence. The policy must include coverage for the use of all owned, non-owned, hired automobiles, vehicles and any and all other equipment owned and non-owned, both on and off the work site.

h. Certificates, renewals, and notices of cancellation shall be sent to:

Gallup McKinley County Schools Procurement Office P.O. Box 1318 Gallup, NM 87301-1318