252721MKM__Solicitation_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

IFQ Part I Revised 10/11/23 Page 1 of 5

IFQ #: 252721MKM

IFQ TITLE: COLLECTION OF USED OIL, FILTERS, ANTIFREEZE, FUEL AND

PETROLEUM CONTAMINATED ABSORBENTS

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive quotes on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a contractor to collect and dispose/recycle used oil, used oil filters, antifreeze, fuel (gasoline) and petroleum contaminated absorbents that are dropped off for disposal by residents and certain very small quantity generators within Sarasota County at county-run Hazardous Waste Chemical Collection Facilities.

Offerors are required to comply with Part II, Scope of Services/Work Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

Do not submit a quote of more than $150,000.00 per project or per contract year. In the event no responsive and responsible quotes are received under the quote threshold, the County may elect to cancel this IFQ and re-solicit using another procurement method.

2.0 OFFEROR

2.1 For the purpose of this IFQ, the term “Offeror” is defined as the legal entity submitting the offer and/or identified on the electronic bid submittal.

2.2 Offerors intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Offeror.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide two verifiable references demonstrating their experience providing collection of used oil, filters, antifreeze, fuel and petroleum contaminated absorbents within the past seven years preceding the submission deadline in OpenGov.

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must provide an Environmental Protection Agency identification number that verifies certification for the following Used Oil Activities per Offeror’s 8700-12 Florida Notification of Regulated Waste Activity Form:

Used Oil Transporter

IFQ Part I Revised 10/11/23 Page 2 of 5

Used Oil Processor

Used Oil Filter Transporter

Used Oil Filter Transfer Facility, Processor, or End User

License(s) must be active at the time of bid opening. Required certification(s) must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required license(s) or certification(s) within five business days after request from the County may result in Offeror being declared non-responsive.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFQ, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If an offeror wishes to make a substitution in the specifications, the offeror shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A quote containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit an offer. Offerors are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All offerors must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and

IFQ Part I Revised 10/11/23 Page 3 of 5 other requested documents must be uploaded with offeror’s response in OpenGov. Offerors who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All offerors must complete the Pricing Table in OpenGov. Offerors who fail to fully complete the pricing proposal may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible offeror submitting the lowest total bid price. Unless otherwise noted, offerors must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFQ tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied offerors will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Offerors wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local and American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this IFQ, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this IFQ, due to Grant funding requirements.

8.4 In the event that no responsive and responsible quotes are received within the quote threshold, the County may elect to cancel the solicitation and re-solicit using the competitive sealed bid process.

8.5 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/11/23 Page 4 of 5

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed on the bid form.

This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as quoted. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the offeror.

10.0 COUNTY WORKPLACE REQUIREMENTS

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The offeror’s representatives shall abide by all parking restrictions. The offeror’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The offeror must adhere to all Sarasota County security procedures. The offeror’s work force shall be made up of persons legally authorized to perform work in the United States. The offeror shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The offeror shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The offeror shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the offeror’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked.

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed provided the original quote plus contingency does not

IFQ Part I Revised 10/11/23 Page 5 of 5 exceed $150,000. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

WORK SPECIFICATIONS

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1. COLLECTION SERVICES

A. Contractor shall provide collection services for the pickup, transport, and proper management of all materials collected at the County locations named in Attachment A. Each pick up location requires a separate manifest and invoice that indicates the site number, location name and address, manifest number, date of service, amount of each material collected, and destination.

B. All materials collected from the County by the Contractor shall be managed in accordance with all applicable federal, state, local regulations, codes, and ordinances.

C. The Contractor shall provide "as requested" pick up services in response to phone calls from the County business center/division requesting the service within three (3) business days. Some locations will require one or more “as requested” pick-ups per week.

D. All used antifreeze collected from the County by the Contractor must be recycled and managed separately from used oil during the recycling process.

E. All used oil filters collected from the County by the Contractor must be recycled.

F. The Contractor shall provide an appropriate number of Department of

Transportation approved 55-gallon containers with lids at designated locations for the storage of filters at no charge to the County.

G. For those locations designated in Attachment A as not having storage tanks for used antifreeze, the Contractor shall provide an appropriate number of 55-gallon containers for the collection of used antifreeze.

H. All Contractor containers shall be pre-marked as to their contents such as but not limited to USED/SPENT OIL ONLY or USED/SPENT ANTIFREEZE

ONLY.

2. EMERGENCY PICK-UP SERVICE

A. The Contractor shall provide emergency pick up service in response to phone calls from the business center/division requesting the service within a maximum of four (4) hours, 365 days per calendar year. An emergency pickup service can be, but is not limited to:

i. Emptying of tanks from a petroleum collection tank that is leaking or is at risk of failing.

ii. Emptying of tanks from a petroleum collection tank in preparation

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iii. Testing and emptying of a petroleum collection tank that has been contaminated with a known or unknown substance and qualifies to be removed by the Contractor as a petroleum product.

iv. Emptying of tanks and/or alternate containers in support of an emergency response cleanup operation where petroleum product may remain in the original tank or container.

v. Testing and emptying of tanks and/or alternate containers in support of a response to abandoned/neglected petroleum products discovered at a residential or commercial property and qualifies to be removed by the Contractor as a petroleum product.

3. VACUUM TRUCK SERVICES

Contractor shall provide vacuum truck services with operator for the disposal of non-hazardous petroleum sludges and contact waters on an as needed basis.

4. SAMPLING AND ANALYSIS

A. Contractor shall use sampling extraction methods that comply with the Environmental Protection Agency (EPA) Best Management Practices (BMPs).

B. Contractor shall provide sampling services for each collection tank as requested by the County.

C. Contractor shall collect “Retain Samples", in accordance with EPA guidelines, and test for possible metals and Polychlorinated Biphenyls (PCB) as requested by the County.

D. Contractor shall label collection tanks found to have a presence of PCB levels over 50 ppm and shall immediately notify the County and the Florida EPA Regional PCB Coordinator in writing.

E. Contractor shall provide analysis services and use EPA validated test methods to find the source of PCB. Contractor shall use accredited laboratories that follow approved EPA analytical methodology and that have quality assurance management programs to perform the analysis.

Contractor shall follow all applicable EPA SW-846 testing procedures and protocols.

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F. Contractor shall maintain records that document the testing and analysis of used oil samples to determine the presence and concentration of PCBs prior to any processing or re-refining of the used oil.

5. SUPERVISION AND INSPECTION

A. The County shall have the right to conduct unannounced inspections of all

Contractor storage, treatment and disposal sites to ensure that the schedules and performance are in accordance with the agreement. At any time, the County shall have the right to request all current copies of any licenses or certifications that are required by local, state and federal authorities for the collection, transportation, storage and disposal of used oil, filters, antifreeze, petroleum contact waters, and oily waste.

i. Petroleum contact waters are defined as water in contact with petroleum product, removal of water from used oil storage tank secondary containment, pump-able liquids from petroleum tank cleaning operations, water bottoms or drawdown water removed from a petroleum storage tank.

B. The County reserves the right to request a current Spill Prevention, Control and Countermeasures Plan for processing/handling site.

C. The County reserves the right to request from the Contractor detailed descriptions and compliance documents for any intermediate and final disposal destinations for the used oil, filters, antifreeze, petroleum contact waters, and oily wastes.

6. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

B. Contractor will coordinate work so that there is minimal to no interruption to daily work at any location.

C. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

7. REQUIREMENTS

A. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site.

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B. All used oil, diesel fuel, gasoline, and petroleum contact waters collected from the County must be processed for recycling according to Part 279 of Chapter 40 of the Code of Federal Regulations and Rule 62-710 of the Florida Administrative Code.

C. Contractor shall comply with acceptable disposal methods for oily wastes

(as defined by Rule 62-710 of the Florida Administrative Code), which are recycling, incineration, treatment, or landfill disposal as appropriate according to the waste characterization of the specific waste stream in adherence with all regulatory requirements such as but not limited to the Clean Water Act, Clean Air Act, and Resource Conservation and Recovery Act.

8. ASSIGNMENT OF WORK

Service requests will be dispatched by the County by means of a telephone call or email, and a work order number will be issued. This work order number must be referenced on all correspondence, including invoicing.

9. HOURS OF WORK

Normal Business Hours are defined as Monday through Friday 8:00 a.m. – 3:00 p.m., except County observed Holidays.

10. MANIFESTS, DISPOSAL RECORDS, AND REPORTS

A. The County requires that all manifests, disposal records, reports, and any other records be in accordance with 40CFR 264 Standards for Owners and Operators of Hazardous Waste Treatment, Storage, and Disposal Facilities and 40CFR 273 Standards for Universal Waste Management.

B. At the time of pickup, the Contractor shall provide the County a completed copy of the applicable shipping manifest for the waste being transported.

C. The Contractor shall provide returned manifests, copies of manifests, and certificates of disposal in accordance with federal, state, or local mandated time frames.

D. Certificates of Destruction, Recycling, Disposal, and Treatment shall be issued by the final management facility and must be provided within one

(1) year of pickup.

11. RESPONSE TIME

A. Standard Services– Contractor shall verbally respond to each request for Standard service within 24 hours of notification.

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B. Emergency Services – Contractor shall verbally respond to each request for Emergency service within one hour of notification and shall have a qualified person on site within four hours of the initial notification.

12. INVOICING

A. Vacuum truck with operator services shall be provided and invoiced at the Hourly rate provided on the Pricing Table.

B. Contractor shall only invoice for time spent on the job at the rate listed on the Pricing Table. Hourly charges are to begin when the Contractor arrives at the jobsite. All trip charges, mileage, vehicle charges, mobilization, and travel time shall be included in the hourly rate provided on the Pricing Table.

C. Contractor submitted pricing shall remain firm for the initial term of the Contract.

D. Contractor shall incorporate all components for collection services into unit pricing as listed on the Pricing Table.

E. The Contractor shall be reimbursed for the actual cost of the manifest fee only. No percent markup shall be paid to the Contractor for manifest fees.

F. Surcharges and taxes shall not be accepted.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. POLLUTION LIABILITY: Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the work or services performed under this contract (including any transportation and disposal of hazardous materials or pollutants). Coverage shall include, but not be limited to, third party liability, clean up, corrective action including assessment, remediation and defense costs. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.