5-RFQ 544527 Waste Oil Removal Services.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 544527

Waste Oil Removal Services

Buyer: Kelly Trammel

EVENT / ACTIVITY DUE DATE / TIME

QUESTIONS DUE April 24, 2026, on or before

3:00pm EST

All questions must be submitted online in the Supplier Portal

PRE-BID CONFERENCE

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April 23, 2026, at 2:00pm est

QUOTES DUE DATE * May 1, 2026 @ 3:00pm EST In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

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1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) requests for quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide waste oil removal services

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

The City of Detroit General Service Department is looking for a vendor to pick up and properly dispose of waste oil, antifreeze, contaminated fuel, waste oil filters (crushed and uncrushed) and miscellaneous waste. Proper disposal of waste oil is recycling. Waste oil, antifreeze and contaminated fuel will be pumped from City storage tanks in bulk. Bulk products shall be priced by the gallon, either as a cost to pick up (antifreeze, waste filters and contaminated fuel) or as a price paid to the City per gallon picked up (waste oil).

Filters and contaminated fuel will be picked up in drums supplied by the vendor. The cost/price for drum lots shall be prorated per drum. The awarded vendor must be able to pick up partial drums at a prorated cost/price. Partial pick up may be done for efficiency and must be done when it prevents containers from becoming overfilled between visits. The awarded vendor is expected to exercise their best judgment, but the City reserves the right to make final determination. The prorated cost is proportional to the fill level. In no circumstances does the cost/price per unit change for partial pickup. The only acceptable measurements of partially full drums are 3/4, 2/3, 1/2, 1/3, and 1/4.

Other increments complicate payments and therefore are not allowed.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services Contract (Attachment E). The term of the contract will be for three (3) years Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

Removal: Under normal conditions the vendor must remove the waste every two weeks or at least once a month. However, the City also reserves the right to request removal.

Within three (3) working days of request by an authorized City representative, waste must be taken away. Materials shall be removed between the hours of 8:00 am and 4:00 pm Monday through Friday, excluding holidays.

Emergencies: During an emergency the successful vendor must remove all waste within twenty-four (24) hours after request by authorized City personnel. The City representative will coordinate a pickup time for emergencies. In the event of an emergency, such as a spill caused by the vendor, either when transferring waste from the collection tanks to transport vehicle(s), or failure to respond within the allotted times set forth above, the vendor shall be responsible for cleanup of any spill, documentation to all appropriate agencies, and all cost associated.

Miscellaneous Waste Removal: From time to time, the City also has miscellaneous waste, such as paint, oil- soaked rags, and other petroleum products, for disposal. This waste may be hazardous; usually the quantities of these materials are small in proportion to the waste oil, antifreeze, and contaminated fuels. It is expected that the successful vendor will assist with the disposal of miscellaneous waste. If you cannot provide this service, please be sure to indicate this in your proposal.

Transfer of Material: At the time the vendor commences pickup of waste oil, antifreeze, contaminated fuel, waste filters, and/or any other waste at the pickup point; title, risk of loss and responsibility for the waste shall transfer from the City and rest in the vendor.

Scheduled Waste Pick-Ups: Every two (2) weeks, or on an as needed basis, the vendor shall collect the oil at the twelve (12) City locations. All locations shall be collected on the same day.

Missed Pick-Ups: Missed pick-ups cause various problems for the City including, overflows, interrupted operations, and reduced public service. Therefore, the City expressly reserves the right to terminate agreements resulting from this quote for the reason of negligence in waste removal. Furthermore, any contamination, spillage, or related damage caused by a missed pickup shall be cleaned up; communicated to all appropriate agencies and paid for in full by the vendor.

Prior to Collection: To prevent downstream mixing of potentially contaminated oil, the City requires the vendor to complete the following procedures prior to emptying the oil storage tanks at the City’s locations. The vendor shall obtain a sample of oil from each site in the morning and use a “lock out” procedure to prevent further use, along with posting a sign stating, the site is closed for testing and shall re-open within 24 hours. Each sample shall be analyzed and tested for polychlorinated biphenyls and total halogens. A split sample shall be provided to the City for testing, upon request. Once the respective samples have cleared testing, the oil shall be collected by the vendor. This may occur in the afternoon of the same day of lock out and shall occur no later than the end of the following business day. If for any reason the lock out shall extend beyond the following business day, the vendor shall contact the City of Detroit, General Services Department and shall provide 55-gallon drums as needed for temporary collection. The respective sites shall not be locked out on a Friday or a weekday preceding a Holiday.

Contaminated Waste: If contaminated oil is collected or mixed by the vendor without following the above protocol, the City’s liability shall be limited to the volume of the contaminated oil collected from the City’s tank and the cost to remediate the City’s contaminated tank.

Drum Replacement: The successful vendor shall supply all drums.

SERVICE LOCATIONS

GSD:

Site #1 – Davison Yard, 8221 West Davison Avenue, Detroit, MI Waste capacities: 500 gallons

Site #2 – Street Maintenance – 2633 Michigan Avenue, Detroit, MI Waste capacities: 1500 gallons

Site #3 – Russell Yard, 5800 Russell Street, Detroit, MI Waste capacities: 2000 gallons

Site #4 – Fire Apparatus, 1400 Erskine Street, Detroit, MI Waste capacities: 1500 gallons

Site #5 – GSD Huber, 6333 Huber St, Detroit, MI Waste capacities: Misc. waste

Site #6 – Southfield Yard, 12255 Southfield Road, Detroit, MI Waste capacities: Misc. waste

Site#7 – Detroit Police Harbor Master, Belle Isle, Detroit, MI Waste capacities: 55 gallons

Site #8 – DDC, 17601 Mound Rd, Detroit, MI

DDOT:

Site #9 – Shoemaker Terminal, 5149 St Jean, Detroit, MI Waste capacities:

Site #10 – Gilbert Terminal, 5600 Wabash, Detroit, MI Waste capacities:

Site #11 – Central Heavy Reps, E Warren Garage, 1301 E Warren, Detroit, MI Waste capacities:

Site #12 – Coolidge, 14044 Schaefer Hwy, Detroit, MI (not yet in service)

**The City reserves the right to add or remove locations as needed. **

5. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

6. MINIMUM QUALIFICATIONS

Bidders must provide three (3) professional references of previous experience as in the scope of work performed in the last five (5) years of the RFQ publish date demonstrating a minimum of five (5) years’ experience.

Bidders must provide a copy of the company policies and procedures for waste removal, disposal and tracking.

7. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

8. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

http://www.michigan.gov/SIGMAVSS

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

9. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services. Vendors maybe evaluated based on past performance, references and professional qualifications.

10. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer 2 Woodward Avenue, Suite 1008

Detroit, MI 48226 “Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

11. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

http://www.detroitmi.gov/Supplier

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non- Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact with phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

12. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

13. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

14. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website.

1. GENERAL CONDITIONS

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

2. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

3. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

4. RENEWAL

http://www.detroitatwork.com/

The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

5. AWARD

One or multiple Awards will be made on a low bid basis, as determined by the City of Detroit based on contractor’s ability and equipment as described in the specification. Blank spaces are considered to be no offer. The City of Detroit reserves the right to delete any item(s) from the award. The City of Detroit reserves the right to limit the amount of the award per contractor.

5.01 STANDBY AWARD

The City of Detroit reserves the right to make an award to the second low bidder, on a standby basis. This vendor will be used in the event the successful bidder cannot furnish the quantities and /or services needed in accordance with the delivery requirements of the City of Detroit.

All awards are subject to Ordinance No. 15-00.

6. TERMINATION OF CONTRACT

At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

7. TERMINATION OF CONTRACT

The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

8. SPECIFICATION CHECK

We have read the specifications thoroughly and we:

( ) Are able to meet specifications without deviation.

( ) All deviations are properly outlined on an attached sheet marked ________________ for identification.

SIGNED: __________________________________________

TITLE: ___________________________________________

If, during the period of this contract, the parties cannot mutually agree on the extent of any change in the market price, the City of Detroit reserves the right to terminate the contract without prejudice.

9. TERMS OF PAYMENT

A discount of 0_% will be allowed for payment of invoice within forty-five (45) days of delivery and acceptance of the above items and vendor's invoice. Other terms less than forty-five (45) days, E,O,M., Proximo, etc., shall not be considered. Payment terms will not be considered in determining the award of the contract(s), except in the case of tie bids. However, discounts may be offered to facilitate prompt payment.

10. INSURANCE (use the insurance matrix related to your commodity)

The successful bidder must furnish Property Damage Insurance in the sum of $100,000.00, Commercial General Liability (Bodily Injury) insurance in the sum of $300,000.00 minimum, or contractor's standard policy, if equal or exceeding limits, and Workmen's Compensation; City of Detroit shall be named as additionally insured on Commercial General Liability Insurance Policies.

11. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

12. INSURANCE

TYPE AMOUNT NOT LESS THAN:

Automobile Liability Insurance (covering all owned, hired and non-owned vehicles with personal and property protection insurance, including residual liability insurance under Michigan no fault insurance law)

$5,000,000.00 combined single limit for bodily injury and property damage

Commercial General Liability Insurance (Broad Form Comprehensive)

$5,000,000.00 each occurrence $10,000,000.00 aggregate

Workers' Compensation Michigan Statutory minimum Employers' Liability $500,000.00 minimum each disease

$500,000.00 minimum each person $500,000.00 minimum each accident

Umbrella/Excess As determined Pollution Liability $2,000,000.00 each occurrence

13. BID WITHDRAWAL

No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of the General Conditions.

14. EXECUTIVE ORDER #2016-2: (if applicable) Per Executive Order No. 2016-2, worker hours on any construction project funded in whole or in part by City, State, or Federal funds shall be performed by not less than 50% bona fide Detroit residents, not less than 25% minorities and at least 5% women. Where possible, these percentages shall be applied on a craft by craft basis. For purposes of Executive Order No. 2016-2, worker hours shall include work performed by persons filling apprenticeship and on-the-job training positions.

The contractor shall include Executive Order No. 2016-2 by reference in all subcontracts at all levels.

For each project and portion thereof, documentation of compliance shall include:

(1) a list of all proposed employees indicating address, telephone number, social security number, trade, sex and race or minority status, and projected worker hours for each; and (2) projected total worker hours. Documentation shall be submitted prior to contract award. After contract award, proposed changes in the workforce shall be submitted for approval.

Where, for reasons due to the nature of the contractor or trade, or for other reasons acceptable to the City, a list of intended employees is not submitted, a detailed plan will be submitted by the contractor which sets forth the entire proposed composition of the workforce, the manner in which such workforce is to be obtained, and any other details required by the City to assure sufficient specificity, intent to comply and ultimate compliance with Executive Order No.

2016-2.

Failure to comply with the provisions of Executive Order No. 2016-2 shall constitute a material breach of the contract, and the City may exercise those rights provided to it under the contract and by law. Sanctions may include, but are not limited to, termination of all or part of the contract, withholding of payment, and/or liquidated damages. Additionally, performance by the contractor in regard to Executive Order No. 2016-2 may be considered in determining the contractor's award ability for future City contracts.

Any person who knowingly submits false information, makes misrepresentations, or commits fraud or any other willful violation under Executive Order No. 2016-2 shall be subject to the maximum civil liabilities and criminal penalties allowable under the law.

15. EQUALIZATION FACTOR

Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor. Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

16. CLEANLINESS OF THE WORK AND STREETS

The work itself, and all property used therewith, shall be kept in a neat and orderly condition at all times. Excess waste and rejected materials, rubbish and debris shall not be allowed to accumulate. Construction equipment, and excess materials shall be promptly removed from site when no longer needed for the progress of the work. Upon completion of the work, the contractor shall restore the site to original condition.

17. EXPERIENCE AND REFERENCES

Past performance and experience may be factors in making the award.