22-0160RR_RFQ_Waste Oil and Glycol Removal~1.pdf

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 1

R E Q U E S T F O R Q U O T E

RFQ# 22-0160RR / Pick-up and Disposal of Waste Oil and Glycol Products

BIDBUY BID # 22-557THA-PROCU-B-33756

*Quotes must be submitted no later than as published on the Bid in BidBuy.

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Luis Cabrera, Buyer

PHONE: 630-297-2087

EMAIL: lcabrera@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois State Toll Highway Authority (ISTHA) is seeking a vendor to provide pick-up and disposal services for waste oil (Group 1) and glycol products (Group 2) from its 13 Maintenance Sites (M-Sites) for a period of three (3) years (refer to Pick-Up Locations Section for additional information). These waste products are generated from conventional vehicle and off-road equipment repair and maintenance activities and stored in Tollway-owned tanks.

Group 1: Used Waste Oil includes, but is not limited to: engine oil, gear lubricants, hydraulic fluid, transmission fluid, all typical automotive fluids, diesel fuel, and water (10% or less).

Waste oil Vendor(s) are required to provide a used oil filter-recycling program free of charge. The Vendor(s) shall provide a two (2) yard front-load leak-proof container for storage of used oil filters, and shall empty the container at time of waste oil pick-up. The Vendor(s) shall also allow for oil-soaked absorbents, rags, and empty oil bottles to be placed in the container for disposal.

Group 2: Waste Glycol; The waste glycol may include contaminants not to exceed the following: solid contaminants (dirt and soil less than 1%), and motor oil/transmission fluid (less than 5%).

It shall be the Vendor‘s responsibility to provide the supplies and equipment necessary to remove and transport the used motor oil and glycol from Tollway sites. The final disposal of the products removed from

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 2

Tollway locations shall be in accordance with all applicable laws and regulations, including, but not limited to, Federal and State Environmental Protection Agency regulations. The awarded Vendor(s) shall be compliant with the Code of Federal Regulations Title 40: Protection of Environment, Environmental Protection Agency, part 262, Standards Applicable to Generators of Hazardous Waste:

http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=b47135024c2ef94136757cf1a663d036&mc=true&r=PART&n=pt40.28.262

1.2. MILESTONES AND DELIVERABLES: Vendor(s) shall pick-up waste oil and glycol between 8:00 AM to 2:00 PM CDT, Monday through Friday, excluding State and national holidays. The Tollway shall use all reasonable efforts to request a pick-up when the Tollway-owned 500 gallon tanks are at least 80% full. However, this is not a guarantee and the tanks may have less than 80% at time of pick-up. The quantities below are historical waste oil generation amounts and the waste oil generation of this contract may be for more or fewer then the quantities noted herein. With respect to waste glycol, the Tollway will request a pick-up when a site has a minimum of 200 gallons.

The successful Vendor(s) may stop at maintenance sites (M-sites) adjacent to the one scheduled. Before stopping at an adjacent location for a pick-up of waste oil or Glycol, Vendor(s) shall contact the Tollway’s Fleet Manager (or designee) for prior approval (verbal or otherwise). The Vendor(s) shall be required to provide a signed receipt (Tollway’s Authorization to Ship Inventory (ASI) form) with the time, date, and amount of waste oil or glycol picked up. Designated Tollway contacts shall be identified subsequent to the award of the Contract.

1.3. PICK-UP LOCATIONS

Pick-up shall be at 13 Illinois Tollway Maintenance Sites (M-sites) given below:

M-Site Location in Illinois

Waste Oil Glycol

Avg. Total Gallons per

Year

Avg.

Pick-Ups per Year

Avg. Gallons per Pick-up

Avg.

Pick-Ups every other Year

M-1 Maintenance Building #1 I-294 and Cicero Avenue Milepost 12.5 Northbound Alsip, IL 60858

850 gallons 3 200 gallons 1

M-2

Maintenance Building #2 I-294 North of Cermak Road Milepost 30 Northbound Hillside, IL 60162

800 gallons

200 gallons

M-3 Maintenance Building #3 I-294 North, South of Touhy Ave Milepost 41.7 Northbound Park Ridge, IL 60068

850 gallons 3 200 gallons 1

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 3

M-Site Location in Illinois

Waste Oil Glycol

Avg. Total Gallons per

Year

Avg.

Pick-Ups per Year

Avg. Gallons per Pick-up

Avg.

Pick-Ups every other Year

M-4 Maintenance Building #4 IL Route 132 (Grand Avenue) & Tri-State Tollway Milepost 8.4 Westbound Gurnee, IL 60031

800 gallons 3 200 gallons 1

*M-5 Maintenance Building #5 I-90 And Route 53 Milepost 68.2 Eastbound Schaumburg, IL 60193

700 gallons 3 200 gallons 1

M-6 Maintenance Building #6 I-90 and Route 20 Milepost 42.0 Westbound Hampshire, IL 60140

500 gallons 3 200 gallons 1

M-7 Maintenance Building #7 I-90 and Route 20 Milepost 15.5 Westbound Rockford, IL 61101

500 gallons 3 200 gallons 1

M-8 Maintenance Building #8 I-88 Milepost 117.3/4 Eastbound 351 Mettel Road Aurora, IL 60505

800 gallons 2 200 gallons 1

M-11 Maintenance Building #11 I-88 and Annie Glidden Road Milepost 91.4 Westbound DeKalb, IL 61101

700 gallons 3 200 gallons 1

M-12 Maintenance Building #12 Route 26 and I-88 Milepost 54 Westbound Dixon, IL 61021

500 gallons 2 200 gallons 1

M-14 Maintenance Building #14 3440 Finely Road I-355 and I-88 Milepost 21.9 Northbound Downers Grove, IL 60515

1500 gallons 5 200 gallons 1

M-16 Maintenance Building #16 830 Thomas Drive Bensenville, IL 60106

500 gallons 2 200 gallons 1

Central Auto Parts (CAP)

3460 Finely Downers Grove, IL 60515

3250 gallons 7 200 gallons 2

*M-5 Moving to 575 W. Central Road Hoffman Estates IL, 60192 (This should happen in 2023)

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 4

1.3.1. PICK UP TICKETS AND PAYMENTS: The Vendor shall present itemized pick up tickets with the amounts of waste oil and glycol picked up along with a check made payable to the Illinois State Toll Highway Authority within fifteen (15) days of each pickup.

1.4. VENDOR/STAFF SPECIFICATIONS:

1.4.1. COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three (3) years from January 15, 2023 through January 14, 2026, or upon the last dated signature of the Parties.

2.2 RENEWAL: This Contract may not be renewed unless the renewal period(s) and any applicable conditions are shown below. The renewal shall be subject to the same terms and conditions as the original Contract unless otherwise stated below. Renewal pricing is shown below. However, the Contract may not renew automatically, nor may the contract renew solely at the Vendor’s option.

The State reserves the right to renew for a total of three (3) years in one of the following manners:

a) One renewal covering the entire renewal allowance,

b) Individual one-year renewals up to and including the entire renewal allowance, or

c) Any combination of full or partial-year renewals up to and including the entire renewal allowance.

2.3 TERMINATION FOR CAUSE: The State may terminate this Contract, in whole or in part, immediately upon notice to the Vendor if it is determined that the actions, or failure to act, of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause jeopardy to health, safety, or property. The Contract may be terminated if the State determines that the Vendor lacks the financial resources to perform under the Contract. If Vendor fails to perform to the State’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the State shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:

a. immediately terminate the Contract without additional written notice or

b. enforce the terms and conditions of the Contract, and in either event seek any available legal or equitable remedies and damages.

2.4 TERMINATION FOR CONVENIENCE: Following thirty (30) days written notice, the State may terminate this Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following any such termination for convenience, the Vendor shall be entitled to compensation upon submission of invoices and proof of claim for services provided under this Contract up to and including the date of termination.

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 5

This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason. 30 ILCS 500/20-60.

The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination.

3. STANDARD TERMS AND CONDITIONS

3.1 CONTRACT DOCUMENTS: Upon award, vendors will be required to complete a contract along with applicable forms and disclosures. The required forms are as follows, and are not required at the time of bid submission.

They may be located on the CPO’s website at:

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

FORMS A

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration #

OR

FORMS B

Complete this section only if you are using an IPG Registration #

3.2 PAYMENT SUBMISSION INFORMATION

All payments must include original pick up ticket.

Payments shall be sent to the following address:

Illinois Tollway

Attention: General Accounting 2700 Ogden Avenue

Downers Grove, IL 60515

Pricing

*Notes to Vendor: No price adjustments shall be accepted. In the event of a price increase in the cost of used oil/glcyol, the Tollway is guaranteed to receive a propotional increase in payment.

If the Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the highest price by Group inclusive of the renewal term.

METHOD AND RATE OF COMPENSATION TO THE TOLLWAY: The Tollway shall be compensated by the following method: Bidders are not required to bid on all groups to be considered responsive but are required to bid on all line

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 6 items within a group. Bidders may bid on one (1) or both groups. The estimated quantities of this contract shall be based on a period of three (3) years; prices shall remain firm for the term of the contract.

Bidders shall enter the Payment Price per gallon to the Tollway in the pricing tables below.

Payment Price per Gallon:

Please identify the payment price per gallon the Tollway will receive for the removal of waste oil and/or glycol in “Payment Price per Gallon” boxes in the tables below.

The resulting contract value will estimate the amount of payment the Tollway can receive.

For No Payment to Remove: If there will be no payment for the removal services, please enter “$0.00” in the “Payment Price per Gallon” boxes in the tables below.

INITIAL TERM

Group 1: Waste Oil Pricing Table (Includes Recycling of Waste Oil Filters)

Location/M-site Estimated Quantities for 3-Year Initial Term

(in Gallons)

Payment Price per Gallon

Extension (Estimated

Quantities X Price) Maintenance Building #1 – Alsip 2,550 $ $ Maintenance Building #2 – Hillside 2,400 $ $ Maintenance Building#3 – Park Ridge 2,550 $ $ Maintenance Building #4 – Gurnee 2,400 $ $ *Maintenance Building #5 – Arlington Heights 2,100 $ $ Maintenance Building #6 –Marengo-Hampshire 1,500 $ $ Maintenance Building #7 – Rockford 1,500 $ $ Maintenance Building #8 – Aurora 2,400 $ $ Maintenance Building #11 – DeKalb 2,100 $ $ Maintenance Building #12 – Dixon 1,500 $ $ Maintenance Building #14 – Downers 4,500 $ $ Maintenance Building #16 -Bensenville 1,500 $ $ Central Shop – Downers Grove 9,750 $ $ Initial Term Total Group 1

Group 2: Waste Glycol Pricing Table

Estimated Quantities for 3-Year Initial Term

(in Gallons)

Payment Price per Gallon

Extension (Estimated Quantities X Price)

Maintenance Building #1 – Alsip 300 $ $ Maintenance Building #2 – Hillside 300 $ $ Maintenance Building #3 – Park Ridge 300 $ $ Maintenance Building #4 – Gurnee 300 $ $ *Maintenance Building #5 – Arlington Heights 300 $ $ Maintenance Building #6 – Marengo- Hampshire

Maintenance Building #7 – Rockford 300 $ $ Maintenance Building #8 – Aurora 300 $ $ Maintenance Building #11 – DeKalb 300 $ $ Maintenance Building #12 – Dixon East-West 300 $ $

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 7

Maintenance Building #14 – Downers Grove 300 $ $ Maintenance Building #16 -Bensenville 300 $ $ Central Shop – Downers Grove 900 $ $

Initial Term Total Group 2 $

RENEWAL TERM:

Group 1: Waste Oil Pricing Table (Includes Recycling of Waste Oil Filters)

Estimated Quantities for 3-

Year Renewal Term (in Gallons)

Payment Price per Gallon Extension (Estimated

Quantities X Price)

Maintenance Building #1 – Alsip 2,550 $ $ Maintenance Building #2 – Hillside 2,400 $ $ Maintenance Building#3 – Park Ridge 2,550 $ $ Maintenance Building #4 – Gurnee 2,400 $ $ *Maintenance Building #5 – Arlington Heights 2,100 $ $ Maintenance Building #6 – Marengo-Hampshire

1,500

Maintenance Building #7 – Rockford 1,500 $ $ Maintenance Building #8 – Aurora 2,400 $ $ Maintenance Building #11 – DeKalb 2,100 $ $ Maintenance Building #12 – Dixon 1,500 $ $ Maintenance Building #14 – Downers 4,500 $ $ Maintenance Building #16 -Bensenville 1,500 $ $ Central Shop – Downers Grove 9,750 $ $ Renewal Term Total Group 1

RFQ# 22-0160RR/Pick-up and Disposal of Waste Oil and Glycol Products. Page 8

Group 2: Waste Glycol Pricing Table

Location/M-site Estimated Quantities for 3-Year Renewal Term (in Gallons)

Payment Price per Gallon

Extension (Estimated Quantities X Price)

Maintenance Building #1 – Alsip 300 $ $ Maintenance Building #2 – Hillside 300 $ $ Maintenance Building #3 – Park Ridge 300 $ $ Maintenance Building #4 – Gurnee 300 $ $ *Maintenance Building #5 – Arlington Heights 300 $ $ Maintenance Building #6 – Marengo- Hampshire

300 $ $

Maintenance Building #7 – Rockford 300 $ $ Maintenance Building #8 – Aurora 300 $ $ Maintenance Building #11 – DeKalb 300 $ $ Maintenance Building #12 – Dixon East-West 300 $ $ Maintenance Building #14 – Downers Grove 300 $ $ Maintenance Building #16 -Bensenville 300 $ $ Central Shop – Downers Grove 900 $ $ Renewal Term Total Group 2

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: