Acceptance_of_Hazardous_Waste_for_Disposal.pdf

REQUEST FOR PROPOSAL

2026-RFP-070-PR

ACCEPTANCE OF HAZARDOUS WASTE FOR DISPOSAL

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: October 19, 2026

DEADLINE FOR QUESTIONS: November 12, 2026

RESPONSE DEADLINE: December 2, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Acceptance of Hazardous Waste for Disposal

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Attachments:

A - Attachment A- Disposal Methods and Faciliteis Declaration -26070

Request For Proposal #2026-RFP-070-PR Title: Acceptance of Hazardous Waste for Disposal

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a solicitation response for acceptance of hazardous waste for disposal.

The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.

1.2. Background

Dane County is seeking proposals for collection, transportation, and disposal of hazardous waste that is collected at the Dane County Clean Sweep Program which is operated by the Dane County Department of Waste & Renewables. The facility is located at the Dane County Landfill No. 2 (Rodefeld) located at

7102 Maahic Way, Madison, Wisconsin 53718. The standard hours of operation are Mondays – Fridays from 7:15 a.m. to 3:15 p.m., and Saturdays from 8:00 a.m. to 10:45 a.m.

1.3. Contact Information

Hazel Schuster

Purchasing Officer

210 Martin Luther King Jr Blvd

Madison, WI 53703

Email: schuster.hazel@countyofdane.com

Phone: (608) 896-3861

Department:

Waste & Renewables

1.4. Timeline

Release Project Date October 19, 2026

Question Submission Deadline November 12, 2026, 4:00pm

Question Response Deadline November 18, 2026, 4:00pm

Proposal Submission Deadline December 2, 2026, 2:00pm mailto:schuster.hazel@countyofdane.com tel:(608)896-3861

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Thursday, November 12, 2026.

1. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Hazel Schuster. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on

Wednesday, December 2, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the

“Designation of Confidential and Proprietary Information” section.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, as follows:

"Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

County cannot guarantee that such information will be treated as a trade secret or confidential.

6. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

mailto:risk.management@danecounty.gov

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

1. The contract shall be effective on the date indicated on the Dane County Purchase Order or the

Dane County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

2. If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

3. Renewal terms must be agreed upon mutually by Dane County and Contractor with any pricing adjustments being mutually agreed upon a minimum of 120 days prior to contract expiration.

4. Anticipated Terms (Calendar Dates)

1. Term 1: Specific dates to be deteremind- 2027 (initial Term)

2. Term 2:Specific dates to be deteremind- 2028 (initial Term)

3. Term 3:Specific dates to be deteremind- 2029 (initial Term)

4. Term 4: Specific dates to be deteremind- 2030 (renewal)

5. Term 5: Specific dates to be deteremind- 2031 (renewal)

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

• Contract Technical Representative: Dane County’s contract representative (Dane County Clean

Sweep’s Hazardous Waste Coordinator)

• County: Dane County

• County Agency: Department/Division utilizing the service or product.

• Dane County Purchasing website: https://www.danepurchasing.com/

• Fair Labor Practices websites: www.nlrb.gov and https://werc.wi.gov

• Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Scope of Work Overview

1. Dane County is seeking proposals for hazardous waste collection, transportation, and disposal from the Dane County Clean Sweep Program which is operated by the Dane County Department of Waste & Renewables.

2. The facility is located at the Dane County Landfill located at 7102 Maahic Way, Madison, Wisconsin 53718.

3. The standard hours of operation are Mondays – Fridays from 7:15 a.m. to 3:15 p.m., and

Saturdays from 8:00 a.m. to 10:45 a.m.

4.2. Scope of Services/Specification Overview

1. The Contractor shall provide all containers and other materials, labor, tools, equipment, expertise, insurance, and permits necessary to classify, sort, containerize, inventory, manifest, label, and transport drums, cubic yard boxes, and other DOT/EPA approved containers of hazardous waste.

2. The Contractor shall be responsible for final disposition of such waste at approved facilities.

3. The Contractor must specify in their proposal any inspection or verification of packaging which they would require.

4. Dane County personnel may bulk containers of oil-based paint, halogenated solvents/flammable liquids, non-halogenated solvents/flammable liquids, and antifreeze in 55-gallon drums.

5. Dane County personnel will box oil-based paints for disposal in cubic yard boxes.

6. Each waste category will be bulked separately.

7. Currently, the Dane County Clean Sweep Facility collects hazardous waste from households and very small quantity generators (VSQGs) in Dane County. It received approximately 605,000 https://www.danepurchasing.com/ http://www.nlrb.gov/ https://werc.wi.gov/ pounds of material for packing, transporting and recycling/disposal (hazardous waste and non-hazardous waste) in 2025.

8. Estimations of annual waste quantities are detailed in Section 6-Pricing Proposal.

4.3. Mandatory Requirements

1. The following general requirements are mandatory and must be complied with.

1. All vendors shall either be an eligible contractor in accordance with the Wisconsin

Department of Agriculture Trade and Consumer Protection ATCP 34 or pay annually the maximum allowable DATCP grant to Dane County each January throughout the contract period. For 2025, the DATCP grant amount is $66,000.

1. ATCP 34 can accessed via the internet at http://docs.legis.wisconsin.gov/code/admin_code/atcp/020/34

2. At minimum the Contractor will accept bulked drums containing either oil-based paint, pesticides, oxidizers, acids, alkalines, non-halogenated solvents, halogenated solvents, or antifreeze.

3. Accept loose packed cubic yard boxes of oil based paints, flammable liquids, flammable gasses, solid pesticides/toxics, liquid pesticides/toxics.

4. Accept loose packed drums of flammable liquids, flammable gasses, flammable solids, solid pesticides/toxics, liquid pesticides/toxics, acids, alkalines, mercury containing devices, PCB containing ballasts, oxidizers, and mercury amalgam. Accept lab packs of specified materials as generated.

5. Accept any other appropriate containers of hazardous waste comprised of the materials specified.

6. Containerize materials, which are not packed by Dane County personnel, for transport in accordance with all applicable statutes and regulations. Records must be kept to document the number of containers, type of waste material and approximate volume of each container packed into each container.

7. Inventory, manifest, label and transport these materials off-site and be responsible for their final disposition (reuse, reprocessing, fuel blending, treatment, disposal, etc.) in accordance with all applicable statutes and regulations.

8. Provide all safety equipment necessary to affect the proper site operations, including but not limited to; chemical fire extinguishers, spill containment systems, absorbent materials, ground covers, and personal protective equipment for both Dane County personnel and Contractor personnel.

http://docs.legis.wisconsin.gov/code/admin_code/atcp/020/34

9. Be able to provide a shipping trailer (minimum 48 foot) to be left at the Dane County

Clean Sweep Facility for accumulation of waste between shipments. This trailer will be picked up by the contractor on the day of shipment and an empty trailer left to accumulate waste for the next shipment (ie. “drop and hook”).

10. Be able to make occasional pick-ups at off-site locations throughout Dane County when notified. These pick-ups include mobilization and demobilization, packing/lab packing, labeling, collection, transportation, and disposition of the specified materials.

11. Be able to conduct a minimum of two annual satellite collection events at off-site locations throughout Dane County. The Contractor must provide trained and experienced personnel to collect and pack materials. These collection events include mobilization and demobilization, packing/lab packing, labeling, collection, transport and disposition of the specified materials.

12. Be licensed to haul and process hazardous waste and be able to perform all of the above hazardous waste activities in compliance with applicable U.S. Environmental Protection

Agency, U.S. Department of Transportation, Wisconsin Department of Natural

Resources (WDNR), and Wisconsin Department of Transportation regulations, and all other applicable regulatory agencies. All facilities involved in the transfer, treatment, disposal, and storage must also be licensed and in compliance.

13. Secure all permits required for work prior to the commencement of work.

14. Comply with all applicable Federal, State, and local codes and regulations.

15. The contractor shall be responsible for the supervision and direction of their workers, and is solely responsible for all means, methods, techniques, sequences, and procedures, and for coordinating all portions of the work under the contract.

16. The Contractor shall repair any and all damages to the buildings, grounds, or equipment of Dane County by their operations or personnel at no expense to Dane County.

17. The Contractor shall implement engineering controls and work practices, which ensure no contamination of work area or exposure to other employees or persons, and to minimize accidents.

18. The Contractor shall maintain clean and orderly conditions at the work site. The

Contractor shall clean up any spills caused by or resulting from their packing and removal operations. Residuals from spill cleanup shall be disposed of in an approved manner. Upon completion of the work, the work site shall be left in a neat and orderly condition.

19. The Contractor shall conduct waste pickups every two to four weeks as needed, or within 1 week of notification that a sufficient quantity of fifty-five-gallon drums or cubic yard boxes have accumulated at the site. Hazardous wastes will be shipped from the site a minimum of every 30 days. All waste pickups shall be coordinated with Dane County

Clean Sweep’s Hazardous Waste Coordinator (608-838-3212).

20. The Contractor shall conduct an annual orientation/training for Dane County to instruct

Dane County staff on the Contractor’s procedures for waste segregation, packaging, bulking, labeling, site safety, and emergency evacuation procedures.

Orientation/training shall be scheduled and conducted in the first quarter of each term, or at any date agreed upon by the Contractor and Dane County. This annual training shall be included in the unit pricing.

21. The Contractor shall provide waste profiling including all testing (such as PCB screening for bulked solvents), either on-site or in laboratory, for any verification of bulked material or unknown waste. This waste profiling shall be included in the unit pricing.

22. Bulked materials may include oil-based paints, halogenated solvents, antifreeze, absorbents from waste oil clean-ups, pesticides, pesticide contaminated soils/debris, and non-halogenated solvents.

4.4. Waste Disposal Requirements

1. Dane County's waste shall not be mixed with the waste from any other facility at any time during transportation.

2. Preference shall be given to the following waste disposal hierarchy:

1. Reuse

2. Reprocessing

3. Fuel Blending

4. Incineration (RCRA B with ash disposal in a Subtitle C Landfill only)

3. All facilities must be licensed and in compliance with all applicable regulations. Their use is subject to prior approval by the Hazardous Waste Coordinator. Any facility not on the approved list must obtain written approval by the Hazardous Waste Coordinator. Any costs associated with the approval process, such as site audits and visits (for 2 persons), shall be at the expense of the Contractor. No changes from the specified facilities will be allowed without prior written approval by the Hazardous Waste Coordinator. Facilities used under the contract will be subject to site audits at the contractor’s expense during the contract period. Each facility used under this contract may be audited up to one time annually.

4.5. Waste Characterization

1. Hazardous waste materials to be packed may include the following categories (but not limited to): pesticides, flammable liquids, flammable gas, compressed gas cylinders, acids, alkalines, poisons, oxidizers, flammable solids, organic peroxides, metallic mercury, mercury compounds, mercury containing devices, mercury amalgam, reactives, dangerous-when-wet lab packs, spontaneously combustible lab packs, and dioxin forming wastes (2,4,5-T, & pentachlorophenol).

2. The category of PCB Wastes consists of any hazardous waste contaminated with PCB's, including any ballasts containing PCB's. Waste containing less than 50 ppm of PCB's shall be disposed of at a RCRA facility. Waste containing greater than or equal to 50 ppm of PCB's shall be disposed of at a TSCA facility.

3. Non-hazardous and/or universal waste materials to be packed may include the following:

aerosol cans, antifreeze, batteries, and absorbent materials from waste oil clean-ups.

4.6. Reporting Requirements

1. Provide yearly reports tabulating the disposition of all materials accepted as appropriate for

WDNR.

1. Reports shall at a minimum include the following information: Drum Number, DOT Shipping

Code, Hazard Class, UN/NA Number, Drum Size, General Drum Contents, Volume and

Weight of Contents, Disposal Method and Date, Certificate of Disposal, TSD destination and address. This information shall be sorted by Drum Number and by UN/NA number in two separate lists. An additional on-line information system that can be accessed via the internet is preferred.

2. Provide copies of all manifests and all other documents to the Hazardous Waste Coordinator within 5 days of the date of waste shipment from the site.

1. Submit a final report within 6 weeks of the date of final waste shipment for the year.

2. Extensions may be granted only with the prior approval of the Hazardous Waste

Coordinator.

3. COD packets are required and shall contain the actual certificate of disposal/recycling

(COD/R) of the waste stream, and a copy of the manifest with the waste stream listed.

1. The packet must clearly show that the COD/R is for the wastestream that is listed on the manifest.

2. The Hazardous Waste Coordinator must be able to track the waste from pick-up through final destruction/recycling at the endsite.

4. Contractor shall notify County within 15 days of a change in the downstream vendors that

Contractor uses for disposal.

5. Contractor shall notify County within 15 days of any violations of any laws, ordinances, regulations, or requirements.

6. Contractor shall provide County with evidence that Contractor maintains certifications.

4.7. Insurance Coverage

1. The Contractor shall maintain, at minimum, the insurance categories and limits listed below. The

Contractor shall be the primary with Dane County as an additional insured.

1. Commercial General Liability - $5,000,000 combined single limits per occurrence

2. Commercial Automobile – $1,000,000 combined single limits per occurrence

3. Environmental Impairment Liability - $5,000,000 combined single limits per occurrence or claims made

4. Sudden & Accidental PCB Pollution - $1,000,000 per occurrence and $5,000,000 aggregate

5. Wisconsin Statutory limits for workman’s comp

6. Any other insurance listed in the Dane County Standard Terms and Conditions

2. Insurance Certificates must be included as part of the Contractor's proposal packet. Copies of applicable insurance certificates should be enclosed for the TSD facilities listed by the

Contractor.

3. The Contractors insurance policy shall include MCS-90 and CA-99 48 endorsements.Copies of these endorsements shall be included as part of the Contractor's proposal packet.

4. Insurance policies shall be endorsed to provide thirty (30) days written notice to Dane County upon cancellation or modification.

5. Upon the request of Dane County, the Contractor shall provide copies of insurance policies in effect during the duration of this contract.

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Example of how to name the files:

o RFP Response Document: "2026-RFP-070-PR – Vendor Name" o Cost Proposal Document (if no pricing table): "2026-RFP-070-PR – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Mandatory Requirements

1. Is your organization licensed to haul and process hazardous waste and able to perform all of the hazardous waste activities listed in this RFP in compliance with applicable U.S.

Environmental Protection Agency, U.S. Department of Transportation and Wisconsin Department of Natural Resources (WDNR) and Wisconsin Department of Transportation regulations and all other applicable regulatory agencies?

1. Are all other facilities involved in the transfer, treatment, disposal, and storage also licensed and in compliance?

2. Please list the hazardous waste streams that your organization is capable of managing.

3. Please describe your organization’s ability to containerize materials, which are not packed by Dane County personnel, for transport in accordance with all applicable statutes and regulations.

Records must be kept to document the number of containers, type of waste material and approximate volume of each container packed into each container.

4. Please describe your organization’s ability to inventory, manifest, label and transport these materials off-site and be responsible for their final disposition (reuse, reprocessing, fuel blending, treatment, disposal, etc.) in accordance with all applicable statutes and regulations.

5. Is your organization able to provide a shipping trailer (minimum 48 foot) to be left at the Dane County Clean Sweep Facility for accumulation of

Points Based 15

(14.3% of Total) waste between shipments? This trailer will be picked up by the contractor on the day of shipment and an empty trailer left to accumulate waste for the next shipment (ie. “drop and hook”).

2. Waste Disposal Requirements

1. Are your disposal facilities licensed and in compliance with all applicable regulations?

2. Please list the disposal method you will use for the following waste streams:

1. Flammables

2. Corrosives

3. Reactive wastes

4. Toxic wastes

5. EPA-listed wastes.

3. Dane County's waste shall not be mixed with the waste from any other facility at any time during transportation. Is your organization able to comply with this requirement?

4. Is your organization able to provide transportation services for waste disposal within one week of the request being submitted by Dane County?

3. Waste Characterization

1. Is your organization able to accept for disposal chemicals including (but not limited to):

pesticides, flammable liquids, flammable gases, compressed gas cylinders, acids, alkalines, poisons, oxidizers, flammable solids, organic peroxides, metallic mercury, mercury compounds, mercury containing devices, mercury amalgam, reactives, dangerous-when-wet lab packs, spontaneously combustible lab packs, and dioxin forming wastes (2,4,5-T, & pentachlorophenol)?

2. Is your organization able to provide annual orientation/training for Dane County to instruct staff on the Contractor’s procedures for waste segregation, packaging, bulking, labeling, site safety, and emergency evacuation procedures?

3. Does your organization require waste characterization or testing other than the generator’s knowledge of the contents of the packages for disposal?

4. Company Profile

1. Where is your organization's home office located? What is the location of the office that will be servicing this contract?

2. Where are your organization’s transportation services located?

3. How many years has your organization been in business as a Contractor?

4. How many years has your organization been in business under its present name?

5. Has your organization ever failed to complete any work awarded to it?

1. If yes, please attach details.

6. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers?

1. If yes please attach details, such as what the claim or judgment was for and how much was actually paid.

7. Has your organization ever been in business under another name?

1. If yes, please answer the following:

Points Based 10

(9.5% of Total)

1. How many years was your organization in business under its previous name?

2. Did your previous organization ever fail to complete any work awarded to it? (if yes please attach details)

3. Were there any judgments, claims, arbitration proceedings or suits pending or outstanding against your previous organization or its officers? (if yes please attach details, such as what the claim or judgment was for and how much was actually paid)

4. Waste materials to be packed will consist of at least the following categories: pesticides, flammable liquids, flammable gas, acids, alkalines, poisons, oxidizers, flammable solids, organic peroxides,…