Bio-Hazardous_Waste_Disposal_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250054

BIO-HAZARDOUS WASTE DISPOSAL

Due Date: Thursday, January 30, 2025

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/125421

PUBLISH DATE: January 8, 2025 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250054

BUSINESS SERVICES DEPARTMENT Page 2 of 41 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Rolf Averill

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4193

Attachments:

A - Offer and Acceptance E - 250054 Pricing Table

BUSINESS SERVICES DEPARTMENT Page 3 of 41

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250054

TITLE: Bio-Hazardous Waste Disposal

SUBMITTAL DUE DATE: Thursday, January 30, 2025 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, January 15, 2025

TIME: 10:00 am LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2 /0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d Meeting ID: 282 304 195 502 Passcode: xv7mb6rT ________________________________________ Dial in by phone +1 213-293-2303,,405014435# United States, Los Angeles Find a local number Phone conference ID: 405 014 435#

QUESTIONS SHALL BE DIRECTED TO: Rolf Averill

(520) 837-4193 rolf.averill@tucsonaz.gov

Posted Date: Wednesday, January 8, 2025

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The City of Tucson seeks a qualified contractor to manage the safe and compliant collection, transportation, and disposal of bio-hazardous waste generated at various police and city facilities. The awarded contractor must adhere to all applicable federal, state, and local laws, including OSHA regulations and guidelines for bio-hazardous waste management, ensuring the safety of personnel and the public.

B.2. Contact Information

Rolf Averill Contract Officer Email: rolf.averill@tucsonaz.gov Phone: (520) 837-4193 Department:

Police Department

B.3. Timeline mailto:rolf.averill@tucsonaz.gov tel:(520)837-4193

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Release Project Date January 8, 2025

Pre-Proposal Meeting (Mandatory) January 15, 2025, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMy Zi00MjUxLTk1YTQtNmM4OTY1YTBkNTd m%40thread.v2/0?context=%7b%22Tid%2 2%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 2271798299-0efc-4d5f-9d2c- 304d671d4a14%22%7d Meeting ID: 282 304 195 502 Passcode: xv7mb6rT Dial in by phone +1 213-293-2303,,405014435# United States, Los Angeles Find a local number Phone conference ID: 405 014 435#

Question Submission Deadline January 17, 2025, 10:00am

Proposal Submission Deadline January 30, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmNhNjFkMzMtNDMyZi00MjUxLTk1YTQtNmM4OTY1YTBkNTdm%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2271798299-0efc-4d5f-9d2c-304d671d4a14%22%7d

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C. SCOPE OF WORK

C.1. Disposal of Bio-Hazardous Waste

Objective: The City of Tucson seeks a qualified contractor to manage the safe and compliant collection, transportation, and disposal of bio-hazardous waste generated at various police and city facilities. The awarded contractor must adhere to all applicable federal, state, and local laws, including OSHA regulations and guidelines for bio-hazardous waste management, ensuring the safety of personnel and the public.

2. Collection Sites and Frequency

The Contractor’s service schedule will be every other Tuesday between 0900 and 1600, with the exception of state and federal holidays. In the event of such a holiday, pick-up will be rescheduled with the designated Contract Representative. Drivers will be escorted through secure areas and shall provide necessary credentials when asked. Examples of acceptable credentials shall include, but be limited to, a valid State-issued Driver’s License, current vehicle registration, company-issued picture identification, etc. The contractor shall service the following locations at the prescribed frequencies:

A. Bi-weekly (Every Other Tuesday):

1. Evidence Property Identification Center (EPIC) 945 E. Ohio St. Tucson, Arizona 85714 Contact Phone #520-837-7361

2. Service time: 0800–1600, excluding holidays. Holidays require rescheduling in coordination with the Contract Representative.

3. Items to be provided: (16) Containers w/lids; (2) Glass Disposal Containers; (18) Sets of Casters

4. Average: 8-10 containers will be picked per visit

B. Monthly (Every Month):

1. Tucson Police Crime Laboratory 1310 W. Miracle Mile Tucson Arizona 85705 #520-791-

a. Items to be provided: (10) Containers w/lids (10) Sets of Casters

b. Average: 6 containers per pick-up

2. Downtown Division: 270 S Stone Ave. Tucson, Arizona 85701 Contact Phone #520-791-

a. Items to be provided: (1) Container w/lid; (1) Set of Casters

b. Average: 1 container per pick-up

3. Southside Substation: 4410 S. Park Ave. Tucson Arizona 85714 Contact Phone # 520- 791-4949

a. Items to be provided: (1) Container w/lid; (1) Set of Casters

b. Average: 1 container per pick-up tel:0800–1600 tel:520-791-4949 tel:520-791-4949

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4. Westside Substation: 1310 W. Miracle Mile Tucson, Arizona 857 Contact Phone # 520-

791-4467

a. Items to be provided: (1) Container w/lid; (1) Set of Casters

b. Average: 1 container per pick-up

5. Eastside Substation: 9670 E. golf Links Tucson, Arizona 85730 Contact Phone # 520-791-

a. Items to be provided: (1) Container w/lid; (1) Set of Casters

b. Average: 1 container per pick-up

6. Midtown Substation: 1100 S., Alvernon Way Tucson, Arizona 85713 Contact Phone # 520- 791-4806

a. Items to be provided: (1) Container w/lid; (1) Set of Casters

b. Average: 1 container per pick-up

C. Bi-annual (Every Six Months): The Contractor shall pick-up bio-hazardous waste a minimum of every sixth month (bi-yearly) from the following buildings:

1. Thomas O. Price Service Center 4004 S. Park Ave, Building 6 Tucson, Arizona Eastside of Building Department of Transportation (DTM) Tool Room

2. Parks & Rec 900 S. Randolph Way Tucson Arizona

3. Tucson Water Plant 1 501 W. 18th St Tucson Arizona

3. Pick-Up Schedule and Requirements All pick-ups will be performed between 0900–1600 (except EPIC, which is 0800-1600). In case of state and federal holidays, the contractor must reschedule pick-ups with at least 48 hours' notice and with prior agreement from the designated City representative.

The contractor must provide drivers with necessary credentials (e.g., state-issued driver's license, company-issued ID) to enter secure facilities.

4. Emergency Response In the event of unexpected overflow or containment issues, the contractor must provide emergency response services within 24 hours of notification. This service is critical in maintaining the safety of personnel and adherence to containment regulations.

5. Supplies and Equipment The contractor will be responsible for supplying the following at each location:

1. OSHA-compliant 44-gallon containers with casters and lids for bio-hazardous waste disposal, color-coded and clearly marked "BIOHAZARD".

2. Separate containers for glass waste (where required), color-coded and labeled “FOR

GLASS ONLY.”

3. A regular supply of containment bags, ties, and other necessary items for proper waste storage between pick-ups.

4. All containers must be thoroughly cleaned, sterilized, and maintained during each delivery.

6. Waste Types The contractor shall collect, transport, and destroy bio-hazardous waste, including but not limited to:

tel:520-791-4467 tel:520-791-4467 tel:520-791-5700 tel:520-791-5700 tel:520-791-4806 tel:520-791-4806 tel:0900–1600 tel:0800-1600

BUSINESS SERVICES DEPARTMENT Page 8 of 41

1. Blood, bodily fluids, and related items

2. Syringes, needles, and sharps

3. Contaminated medical waste (e.g., gloves, aprons, protective clothing)

4. Samples exposed to potential viruses or infectious materials

5. Broken glass or sharp objects exposed to bio-hazards

7. Disposal of Waste The contractor shall comply with all Federal, State and municipal regulations governing the transportation and disposal of bio-hazardous waste. This includes using only licensed and certified facilities for final disposal. A detailed log and manifest of waste collected and disposed of shall be submitted to the City monthly, ensuring transparency and regulatory compliance.

8. Environmental and Safety Compliance The contractor must prioritize eco-friendly disposal methods where applicable and meet all relevant environmental standards, including:

1. Adhering to sustainability practices in waste management (e.g., minimizing landfill use, using energy-efficient disposal technologies).

2. Supporting the City's environmental objectives, such as minimizing carbon emissions during transport.

9. Certifications and Licenses The contractor must provide proof of all necessary permits, licenses, and zoning approvals required to handle bio-hazardous waste. These certifications must remain valid for the duration of the contract and be updated annually. The contractor must also comply with OSHA and DOT regulations regarding hazardous material transportation.

10. Optional Services The City is interested in the following value-added services:

1. Annual Mock OSHA Inspections: To ensure ongoing compliance, the contractor will conduct annual mock OSHA audits for EPIC and the Crime Lab, with detailed recommendations provided.

2. OSHA Training: Annual bloodborne pathogen and safety training for relevant personnel to maintain workplace safety and compliance.

3. Signage and Posters: Contractor to provide updated, clear signage for all drop-off locations, ensuring proper waste segregation and disposal education.

11. Reporting and Documentation The contractor will provide comprehensive reports that include:

1. Monthly waste disposal logs, including weight and types of materials collected.

2. Certification of proper disposal per regulatory requirements.

3. Training attendance certificates and OSHA inspection reports.

BUSINESS SERVICES DEPARTMENT Page 9 of 41

D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Qualifications & Experience

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 16 of 41

E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

A. Regulatory Compliance:

o Describe your approach to ensuring full compliance with all federal, state, and local regulations, including OSHA, DOT, and any environmental standards. How will your company ensure ongoing adherence throughout the contract period?

B. Service Plan & Schedule:

o Provide a detailed service plan that outlines how your company will meet the required pick-up frequencies (bi-weekly, monthly, bi-annual) at the specified locations.

How will you handle scheduling around holidays and coordination with the designated City representative?

o Provide a service pick-up and delivery schedule.

o Describe how the offeror intends to retrieve bio-hazardous waste?

o Describe how the offeror intends to

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 19 of 41 transport bio-hazardous waste?

o What is your process for handling rescheduled pick-ups, and how will you provide adequate notice to the City for these changes?

C. Emergency Response:

o Describe your company’s ability to respond to emergency situations within 24 hours. What resources and protocols do you have in place to ensure prompt and effective emergency services in the event of bio-hazardous waste overflows or containment issues?

D. Supplies and Equipment:

o What OSHA-compliant containers and supplies will your company provide?

Include details on the types of containers, their capacity, and how they will be maintained, sterilized, and replaced during the contract period.

o Provide photographs and product literature for any containers, signage and supplies that will be used during the life of the

BUSINESS SERVICES DEPARTMENT Page 20 of 41 contract. (The City reserves the right to request samples of the actual items during the proposal evaluation process. All requested samples must be provided at no cost to the City.)

o How will your company ensure an adequate supply of containers, lids, casters, containment bags, ties, and other necessary equipment at each location?

E. Waste Disposal Methods and Environmental Practices:

o Describe your company’s waste disposal methods, particularly how you ensure compliance with environmental regulations. What eco-friendly practices does your company use to minimize landfill use and reduce carbon emissions?

o Describe how the offeror intends to dispose of bio-hazardous waste?

o How do your disposal methods align with the City’s sustainability goals?

BUSINESS SERVICES DEPARTMENT Page 21 of 41 o The offeror should describe their retrieval process, detailing procedures to ensure staff safety, regulatory compliance, and waste segregation during retrieval. This should include any specialized equipment, protocols, and training provided to personnel to manage various bio-waste types efficiently.

F. Reporting and Documentation:

o Outline your process for maintaining and submitting monthly waste disposal logs, manifests, and certification of proper disposal. How will you ensure transparency and accuracy in your reporting?

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2. Qualifications & Experience

A. Company Experience:

o Provide an overview of your company’s experience managing bio-hazardous waste collection, transportation, and disposal. Include examples of similar contracts, especially with public sector clients, police departments, or similar organizations.

o How long has your company been providing bio-hazardous waste management services, and how many contracts of similar scope have you successfully completed?

B. Certifications and Licenses:

o List all relevant permits, certifications, and licenses that qualify your company to handle bio-hazardous waste.

Please provide proof of these certifications and confirm their validity for the duration of the contract.

o How does your company ensure ongoing compliance with OSHA, DOT, and

BUSINESS SERVICES DEPARTMENT Page 23 of 41 other relevant regulatory bodies?

C. Staff Expertise and Training:

o Describe the qualifications of your personnel, especially those responsible for bio-hazardous waste handling. What specific training and certifications do your employees have in bio-hazardous waste management and OSHA compliance?

D. Emergency Response Experience:

o Describe past situations where your company has provided emergency response services for bio-hazardous waste.

How did you manage the response, and what was the outcome?

o Provide examples of how your company has successfully handled emergency containment or overflow issues in the past.

E. References and Past Performance:

o Provide at least three references from clients for whom you have performed similar bio-hazardous waste management

BUSINESS SERVICES DEPARTMENT Page 24 of 41 services. Include the scope of the work, dates of service, and a point of contact.

o What measures does your company take to ensure high performance and contract compliance?

Please share any performance metrics or feedback from previous clients.

3. Price Provide complete 250054 Pricing Table in the attachment section - Attachment E.

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G. SPECIAL TERMS AND CONDITIONS

G.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

G.2. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

G.3. FOB DESTINATION FREIGHT PREPAID

Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall retain title and control of all goods until they are delivered and the Contract of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Contractor.

All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the Contractor in arranging for inspection.

G.4. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

G.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of One (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

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H. INSURANCE REQUIREMENTS

H.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

H.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

H.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

H.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

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H.5. Professional Liability (Errors & Omissions)

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

H.6. Environmental & Hazardous Waste

Each Claim: $3,000,000

Annual Aggregate: $5,000,000

H.7. Policy Change Notice

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

H.8. Additional Insured

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

H.9. Claims-Made Coverage

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

H.10. Additional Requirements

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

A. A waiver of subrogation endorsement in favor of the City, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed under the indemnification provisions of this Contract.

D. The insurer will provide written notice to the City at least ten (10) calendar days before the policy is terminated or cancelled or the coverage is reduced.

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H.11. Verification of Coverage

A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by the City), signed by an authorized representative of the insurer, showing that the Contractor has all the insurance required by this Contract.

B. Contractor must deliver the certificates directly to the Procurement Division of the City’s Business Services Department before the Contractor commences work under this Contract.

C. The certificates must contain the City project/contract number and project description.

D. The City reserves the right to require complete copies of all insurance policies required by this Contract at any time.

H.12. Subcontractors

Contractors’ insurance certificate(s) must include all subcontractors as insureds under its policies or Contractor must give the City separate certificates and endorsements for each subcontractor showing that each subcontractor has the insurance coverage described above.

H.13. Public Entities

If Contractor or any sub-contractor is a public entity that self-insures as permitted by law, then the insurance requirements in this Section 8 will not apply to that entity and that entity must instead provide a Certificate of Self- Insurance.

H.14. Sufficiency of Coverage

The City in no way warrants that the required minimum insurer rating in this Contract is sufficient to protect the Contractor from potential insurer insolvency, nor that the required liability limits are sufficient to protect Contractor.

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I. STANDARD TERMS AND CONDITIONS

I.1. ADVERTISING

Contractor will not advertise or publish information concerning this Contract without prior written consent of the City’s Business Services Director.

I.2. COMPLIANCE WITH LAWS

The parties will comply with all federal, state and local laws, rules, regulations, standards and Executive Orders including, without limitation, the following:

A. Americans with Disabilities Act. Contractor will comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101 -- 12213) and applicable Federal regulations under the Act, including 28 CFR Parts 35 and 36.

B. Workers’ Rights Laws. Contractor will comply with all applicable provisions of Federal and State Child Labor and Workers’ Rights laws and agrees if called upon to affirm in writing that they and any subcontractors working under this Contract are in compliance.

C. Affirmative Action. Contractor will comply with Chapter 28, Article XII of the Tucson City Code Chapter 28.

I.3. GOVERNING LAW AND VENUE

This Contract is governed by the laws of the State of Arizona and the City and Contractor will have all remedies afforded to each by the Tucson Procurement Code and the laws of the State of Arizona. Any lawsuits regarding this Contract must be brought in a court of competent jurisdiction in Pima County, Arizona.

I.4. ARBITRATION

Notwithstanding any other provision in this Contract, no agreement by the City to arbitrate a dispute is binding unless given expressly and in writing after execution of this Contract. However, if both parties agree, disputes may be resolved through arbitration following the process in A.R.S. § 12-1501, et seq.

Contractor must continue to perform under this Contract without interruption, notwithstanding the provisions of this section.

I.5. ASSIGNMENT

Contractor may not assign its rights or obligations under this Contract without the prior written permission of the City's Business Services Director. The City will not unreasonably withhold approval for a requested assignment.

I.6. SUBCONTRACTS

Contractor may not enter into any subcontracts for work under this Contract without the advance written approval of the City's Business Services Director. All subcontracts will incorporate all the terms and

BUSINESS SERVICES DEPARTMENT Page 30 of 41 conditions of this Contract. Contractor is responsible for contract compliance and quality of work of any subcontractors used.

I.7. PROTECTION OF CITY PROPERTY

If this Contract requires Contractor to perform any work on City-owned property, Contractor will use reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on the property. Contractor will replace or repair any damage caused by Contractor or any employee, agent, or subcontractor of Contractor, at no expense to the City. If Contractor fails or refuses to make such repair or replacement, the City will estimate the cost of repair and, upon receiving an invoice from the City for that estimated cost, Contractor will pay the City the invoiced amount. City may, at its discretion, instead deduct the amount from any payments due Contractor under this or any other City contract.

Contractor will, during the course of its work on City property, keep the work area, including any storage areas used by the Contractor, free from accumulation of waste material or rubbish. Upon completion of the work, Contractor will leave the work area in a clean and neat condition, free of any debris, and will remove any non-City-owned materials or equipment or other personal property that it has caused to be located on the City property.

I.8. COMMENCEMENT OF WORK

Contractor will not commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order or is otherwise directed to do so, in writing, by the City.

I.9. CONFIDENTIALITY OF RECORDS

Contractor will establish and maintain procedures to ensure that no information contained in its records or obtained from the City or from others in carrying out its functions under this Contract is used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform its duties under the Contract, and will take appropriate measures to protect any personal identifying information of any individuals.

I.10. CONTRACT ADDENDA; ADDITIONAL WORK

This Contract may only be amended by a written agreement signed by the parties. The City’s Business Services Director or their designee may, on behalf of the City (1) approve and execute any addenda, change orders, or supplemental written agreements; and (2) grant time extensions or contract renewals. Except in the case of a documented emergency, Contractor will not perform any work under this Contract that exceeds the scope of work or contract amount unless a formal addendum or change order has first been approved and executed by the City.

I.11. ENTIRE CONTRACT; INTERPRETATION

This Contract, which includes all the conditions and requirements set forth in the Solicitation and all addenda to the Solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Contractor as finally negotiated and accepted by the City, BUSINESS SERVICES DEPARTMENT Page 31 of 41 constitutes the entire agreement of the parties regarding the services described in the Scope of Work and will prevail over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or master agreements in any form.

No course of prior dealings between the parties and no usage of the trade will be deemed to supplement or explain any term used in the Contract.

I.12. SEVERABILITY

The provisions of this Contract are severable. If any provision or application of a provision of this Contract is held to be invalid, that will not affect the validity of any other provision or application of a provision that can remain…