Household Hazardous Waste Collection_ Disposal _ Recycling.pdf

PROCUREMENT DIVISION

LUESA

Household Hazardous Waste Collection, Disposal, & Recycling RFP

#487-BR-LUE004023

June 12, 2026

This Solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to Mecklenburg County.

Solicitation Template Revised 11/17/2023 TM https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Procurement Division 700 East 4th Street, 4th Floor

Charlotte, North Carolina 28202

June 12, 2026

This serves as official notice that Mecklenburg County located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division is soliciting and will receive proposals for Hazardous Household Waste Collection and Disposal Services. Requirements are outlined in the following specifications. Please review them carefully.

A Non-Mandatory Pre-Proposal Conference for the purpose of reviewing the Solicitation will be held as noted in the Schedule of Events.

Questions regarding the Solicitation and all requirements or forms must be submitted by the date noted in the Schedule of Events.

• Email to Meckbids@mecklenburgcountync.gov.

• In the Subject Line include:

Attention: Household Hazardous Waste Collection, Disposal, & Recycling RFP - #487-BR-LUE004023 Brandon Reiff, Procurement Analyst

Proposals are to be submitted electronically in MECKProcure on the date notated in the Schedule of Events. Use the Checklist on the following page as a guide in preparing and submitting your response to the Solicitation.

• NIGP Code: 92645 - Hazardous Material and Waste Services (Including Emergency R

To submit a response to the Solicitation, vendors must create a profile in MECKProcure. To create a new vendor or sub-recipient account or to find and activate your existing vendor account already on file (click here).

Technical support to assist with completion of Business Diversity & Inclusion (BDI) Forms, vendor registration or submission of your Proposal response will be available up until the Proposal due date in the Schedule of Events. Please be advised, any request for assistance made after 1:00pm (EST) on the Proposal due date may not result in a successful Proposal submission.

• Contact for Technical Support:

Email: vendor.management@mecklenburgcountync.gov Division Telephone: 980-314-2400

All changes to the terms, conditions or specifications stated in this Solicitation will be documented in a written addendum, issued by the Procurement Analyst. The Addenda will be posted in MECKProcure and may be accessed at this website by searching the Solicitation Number.

Sincerely, Brandon Reiff Procurement Analyst mailto:Meckbids@mecklenburgcountync.gov https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 mailto:vendor.management@mecklenburgcountync.gov https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Checklist for Submitting A Proposal:

Instructions: This Checklist is to provide guidance in submitting a response to the Solicitation. The checklist must be followed. The County may consider Proposals non-responsive for any items or deadlines not met as listed below.

1. Read the document fully.

2. Submit Exhibit A. Proposal/Solicitation Participation Acknowledgement to

Meckbids@mecklenburgcountync.gov.

3. Refer to this Schedule of Events for dates, times, and locations specific to the Solicitation.

DATE Time (EST) LOCATION/Submittal Requirement EVENT

6/12/2026 N/A MECKProcure Issue Solicitation Notice

6/19/2026 Before 5:00 pm Meckbids@mecklenburgcountync.gov

Exhibit A. Proposal/Solicitation Participation Acknowledgement

Forms Due, Non-mandatory 6/24/2026 and 7/8/2026

2:00 – 4:00 pm Vendor Registration Form for Training Vendor Registration and Submittal

Training, Non-mandatory

6/26/2026 9:00 am

Teams Meeting: Join the meeting now Meeting ID: 270 352 569 522 469 Passcode: hG3AJ2f2 Phone Number: 704-672-5181 Phone Conference ID: 497 613 257#

Non-Mandatory Pre-Proposal Conference

7/10/2026 Before 2:00 pm Meckbids@mecklenburgcountync.gov Questions Due

7/17/2026 Before end of day MECKProcure Post County Response to Vendor

Questions

7/24/2026 Before 2:00 pm

All Proposals shall be submitted online via MECKProcure Proposals Due

TBD TBD TBD Interviews/Demonstrations, if requested

1/1/2027 12:01 am Mecklenburg County Contract Target Start Date

Note: Mecklenburg County reserves the right to adjust this schedule as it deems necessary.

4. Proposal Format - The following items must be submitted in the following order at the time of Proposal submission. Vendors are encouraged to check off each item as the required action is completed:

☐Section 3.1 - Letter of Transmittal ☐Section 3.2 - Executive Summary ☐Section 3.3 - Statement of Work ☐Section 3.4 - Insurance ☐Section 3.5 - Permits and/or Licenses, if applicable ☐Section 3.6 - Audited Financial Statement, if applicable ☐Exhibit B. Pricing Worksheet ☐Exhibit C. Contract Exceptions Form ☐Exhibit D. Addenda Receipt Confirmation ☐Exhibit E. Vendor Company Information - Background and Experience Form ☐Exhibit F. Vendor Reference ☐Business Diversity & Inclusion (BDI) Forms

☐Attachment 1: BDI Form A – Solicitation Coversheet ☐Attachment 2: BDI Form B – Identification of Subcontractor Participation ☐Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce ☐Attachment 4: BDI Form D – MWBE Inclusion Plan mailto:Meckbids@mecklenburgcountync.gov https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t https://teams.microsoft.com/meet/270352569522469?p=Pg1HmascTNUdzm1huS mailto:Meckbids@mecklenburgcountync.gov

Introduction

1.1. Objective

Mecklenburg County (“County”) located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division is soliciting and will receive proposals for Hazardous Household Waste Collection and Disposal Services.

Award of a Contract will be made to one (1) vendor on a competitive basis following the process, terms, and conditions as described in this Solicitation.

Contract will be for an initial term of four (4) years, with the County having an option to renew for two (2) additional, consecutive one (1) year terms thereafter unless earlier terminated pursuant to the terms and conditions of the Contract.

Vendors shall provide pricing based on the requirements and terms set forth in this RFP.

1.2. Business Diversity & Inclusion (BDI) Program

It is the practice of the Mecklenburg County’s Business Diversity and Inclusion Program (the “BDI Program”), in conjunction with the County Procurement Division, to foster greater competition, increase opportunities for participation by all segments of the business community, and maximize value for the taxpayers’ dollars through efficient use of public funds.

The BDI Program accordingly is intended to promote full and equal business opportunities for all businesses contracting with Mecklenburg County by increasing the opportunity for purchase of goods and services from minority-owned and women-owned enterprises.

The BDI Program Provisions Guide details requires Vendors, also referred to as Contractors, and Subcontractors to take all reasonably necessary steps to ensure maximum inclusion opportunity for the participation of Minority-owned, Women-owned, and Small Business Enterprises (collectively “MWSBE”), herein referred to as MBE, WBE or MWBE firms as well as other responsible vendors with fair and reasonable opportunity to participate in conducting business with Mecklenburg County.

1.3. Mecklenburg County Rights and Options

• County may, in its discretion, require one or more vendors to make presentations to the evaluation team or appear before management and/or its representatives for an interview.

• During such interview, the vendors may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as deemed appropriate.

• Vendors will be notified in advance of the time and format of such meetings. Since Mecklenburg County may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall define the vendors best offer for performing the services described in this Solicitation.

• The commencement of such discussions, however, does not signify a commitment by County to execute a Contract or to continue discussions. County may terminate discussions at any time and for any reason.

• County will decide which Proposal best meets the criteria outlined in the Solicitation.

• County reserves the right to waive any minor informalities or irregularities, which do not go to the heart of the Proposal or prejudice other offers, or to reject, for good and compelling reasons, any and all Proposals submitted.

• Should vendors find discrepancies or omissions in this Solicitation, or any other documents provided by Mecklenburg County, the vendors should immediately notify the County of such potential discrepancy in writing via email as noted above, and a written addendum will be made available, if the County determines clarification necessary.

• Vendors are encouraged to make a good faith effort to include environmental considerations supporting waste reduction, recycling and buy-recycled products supporting markets for recycled and other environmentally preferable products whenever practical.

https://oed.mecknc.gov/bdi/resources

• County has Solicitation Terms & Conditions posted on the internet site which speaks to non-discrimination and equal opportunity. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by County programs. The County affirmatively works to encourage utilization of minority business enterprise in procurement activities and provides equal opportunity for all businesses and does not discriminate against any vendor regardless of race, color, religion, age, sex, and national origin or disability.

• County reserves the right to reject any and/or all Proposals in connection with this project, and to waive formalities in the Proposal during any step of the procurement or awarding process (even after negotiations have begun).

• Final award of Contract is contingent upon availability of funds from Federal, State and/or local governing bodies.

2. Solicitation Process

2.1. Pre-Proposal Conference

• A Non-Mandatory Pre-Proposal Conference will be conducted according to the Schedule of Events. While attendance at the Pre-Proposal Conference is non-mandatory, all interested vendors are encouraged to attend.

• If special accommodations are required for attendance, please notify the County representative indicated herein in advance of the date and time above and identify the special accommodation(s) required.

2.2. Submission of Responses

• Responses must be submitted electronically via MECKProcure.

• Responses sent by fax, email or flash drive will not be accepted.

2.3. Proposal Opening

• As required by North Carolina General Statute 143 – 131 according to type of Solicitation:

o Procurement staff will open the Proposals received after the Due Date.

o Proposals will not be read aloud or made available to inspect or copy until any trade secret issues/proprietary and/or confidential information has been resolved and a Contract has been awarded.

o Public Bid Opening required for Federally funded projects.

https://mecknc.widencollective.com/c/ngotm46h

2.4. Evaluation

The standard of award will be based on the most comprehensive, competitive, and best value solution for the County based on 100-point scale for the following criteria/weights, the County reserves the right to modify the evaluation criteria or waive portions thereof:

• Qualifications, Experience and Approach. 25% o Vendors will be evaluated based upon their understanding, experience and qualifications in performing the same or substantially similar services, as reflected by its experience in performing such services and approach for the provision of the services. The evaluation will include references regarding work for organizations with needs similar to the County’s, and the feasibility of the Vendor’s approach for the provision of the services.

• Cost Effectiveness and Value. 30% o Under this criterion, proposals will be compared in terms of most reasonable and/or most effective pricing options. The evaluation committee will also take into consideration indirect costs associated with the services and administration of the contract and opportunities for rebates.

• Collection and Recycling Criteria. 30% o Under this criterion, Vendors will be evaluated based on the adequacy and availability of physical, technological, and human resources necessary to perform the required services. This includes, but is not limited to, equipment, facilities, staffing levels, and infrastructure that demonstrate the vendor’s ability to meet project demands efficiently and reliably.

o The objective of the County is to determine the best option for Household Hazardous Waste and used motor oil & antifreeze collection and recycling/disposal services. To this end, the County shall also consider all relevant factors including but not limited to;

Vendor’s qualifications and safety record, Process capability and capacity of the Vendor, Access to markets for all materials collected from the County and a plan in place to safely manage materials through market interruptions, Ability to provide detailed record keeping reports to the County, References from existing or prior clients

• MWBSDE Achievement Goals. 15% o Under this criterion, Proposals will be compared in terms of supplies and/or services to be provided by MBE and WBE Subcontractors to meet the achievement goals for the project as listed on Attachment 1: BDI Form A – Solicitation Coversheet.

• Acceptance of the Terms of the Contract.

o The County will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this Solicitation including the Sample County Contract referenced in Section

2.5. Contract listed below. Vendors shall provide pricing based on the requirements and terms set forth herein.

• Interviews/Demonstrations.

o Interviews/Demonstrations may be conducted with vendors at the sole discretion of the County. Any costs associated with interviews/demonstrations are the sole responsibility of the vendor.

2.5. Contract

• Should there be exceptions to the Contract, list them in Exhibit C. Contract Exception.

• Please refer to the Sample County Contract attached as a document to the RFP in MECKProcure.

o If your legal counsel needs to review the Sample County Contract for potential issues, the review must be completed prior to submitting a Proposal.

3. Proposal Content and Format

3.1. Letter of Transmittal

The Proposal must include a cover letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents on behalf of the vendor.

• The cover letter shall provide the name, address, telephone and facsimile numbers of the vendor along with the name, title, address, telephone and facsimile numbers of the executive that has the authority to Contract with County.

• Each vendor shall make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its Proposal: “The information contained in this Proposal or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to County, is true, accurate, and complete. This Proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead County as to any material facts.”

• The cover letter must include any trade secret issues/proprietary and/or confidential information.

3.2. Executive Summary

A summary describing the vendor’s understanding of the County’s requirements/specifications and the proposed solution.

• A proposed total cost for the project.

• A brief summary of the proposed total cost.

• A summary of the approach to be undertaken to perform the services.

• Highlights any superior or unique aspects of the Proposal.

• If applicable, identification of the proposed project team (including responsibilities).

• If you wish to add supplemental information, please be sure the additional attachment(s) is labeled

“Supplemental Information.”

3.3. Statement of Work

Vendors must submit a Statement of Work to demonstrate competency in performing services as defined in this Solicitation.

• Include detailed description of the services to be completed along with sufficient information for the County to determine if the vendor meets each requirement.

• The County has identified the requirements for this Solicitation in the Scope of Work.

• Format for submission:

o File size not to exceed 2MB o Single-spaced pages o One-inch margins o Font Times New Roman, size 12

3.4. Pricing

• Pricing will include all aspects of the project.

• Pricing will include travel at the IRS Per Diem rates for Charlotte NC.

• Any costs incurred in the process of preparing and/or submitting a Proposal shall be borne by the proposer.

https://www.gsa.gov/travel/plan-book/per-diem-rates

3.5. Insurance

• Evidence of adequate insurance or ability to obtain insurance must be included in the Proposal/response.

• Provide one of the following documents for the required insurance minimums marked below:

o A Certificate of Insurance.

o A signed and dated letter from your insurance provider on their company letterhead stating your ability to obtain coverage.

o Mecklenburg County must be listed as Certificate Holder on the accord.

Commercial General Liability

• Minimum $1,000,000 per occurrence/$2,000,000 aggregate

• Mecklenburg County must be listed as additionally insured.

Automobile Liability

• Minimum $1,000,000 per occurrence/$2,000,000 aggregate

Workers Compensation and Vendors’/Employers’ Liability

• State of North Carolina statutory requirements

• If less than three (3) employees (including the owner(s), provide signed statement on business letterhead that Worker’s Compensation is not required and state the number of full-time and part-time employees including owner(s)

Pollution Legal Liability

• Insurance of not less than $10,000,000 per occurrence or claim, including third party bodily injury, third party property damage-including loss of use, natural resources damages, cleanup coverage for pollution migration, and legal defense costs

Professional Errors & Omissions

• Minimum $1,000,000 per claim occurrence as shall protect the Vendor and the

Vendor’s employees for negligent acts in performing the professional services under this contract

3.6. Permits and/or Licenses

Must procure all necessary permits and licenses and abide by all applicable laws, regulations, and ordinances of all Federal, State, and local governments in which work under any resulting Contract is performed.

3.7. Audited Financial Statement – if requested

• Audited Financial Statement must meet the definition as outlined in the Audited Financial Statement

Requirements

• Must be prepared by an independent Certified Public Accountant.

• The year-end date for the financial statement must be within the past twelve (12) months.

• Submit Audited Financial Statement along with Proposal response.

• If Audited Financial Statement is not submitted with Proposal response:

o Your CPA must submit a letter stating the Audited Financial Statement will be finalized and submitted within thirty (30) calendar days after the Proposal due date as identified on the Schedule of Events.

o Letter must be signed and on CPA letterhead.

• The Audited Financial Statement and all correspondence related to the requirement must be sent to

Veronica.Uche@mecklenburgcountync.gov.

o Do not upload in MeckProcure.

3.8. BDI Program Forms

Vendors are expected to review the entire BDI Program Provisions Guide BDI Solicitation Coversheet as they are planning to submit the following BDI forms with their Bid/Proposal.

• Attachment 1: BDI Form A – Solicitation Coversheet

• Attachment 2: BDI Form B – Identification of Subcontractor Participation

• Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

• Attachment 4: BDI Form D – MWBSDE Inclusion Plan with Bid/Proposal

The BDI forms are referenced as “Attachments” to this solicitation and are required forms.

https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf mailto:Veronica.Uche@mecklenburgcountync.gov https://oed.mecknc.gov/bdi/resources

4. Digital Accessibility Compliance Mecklenburg County has a Digital Accessibility Policy related to all public-facing digital communications initiatives. The policy supports Mecklenburg County’s goal of providing equal access to all members of the public and complying with all applicable digital accessibility laws. Mecklenburg County has obligations under laws including (but not limited to):

The Americans with Disabilities Act of 1990 (or “ADA”, 28 CFR Parts 35 and 36), Section 508 of the Rehabilitation Act of 1973 (or “Section 508”, 36 CFR 1194).

This policy should be used when procuring third-party products, components or services related to the “public-facing digital communications” that are considered to be in scope for accessibility compliance and defined as:

• Mobile Websites and Applications: Mobile optimized websites and native applications (e.g. iOS®, Android®) that can be used by the public to interact with any services offered by Mecklenburg County.

• Websites & Social Media: Websites and digital content (HTML or non-HTML) that can be accessed by the public via internet browser or social media platform (e.g. Facebook, etc.).

• Other Public Facing Websites: Other Mecklenburg County public-facing sites such as: E-Parks, EastwayRec.com, and other department websites.

• Any other digital communications effort towards public recipients.

To ensure compliance with this policy, a Voluntary Product Accessibility Template (VPAT) must be submitted to Public Information’s Web Services Manager prior to any product public implementations.

5. Vendor Support

5.1. Vendor Registration and Training

Must be completed prior to response submission but is not required to access the Solicitation documents.

• See MECKProcure to:

o Register as a vendor, click on Register located on the left side of the page.

o To access RFP documents, click on Public Access located on the left side of the page.

• Training regarding Vendor Registration and Electronic Bid/Proposal Submission will be provided by the Vendor Management Program Office. The training will assist with registration and electronic Bid/Proposal submission.

o To participate in the training, you must Register for training.

o Confirmation of the scheduled training along with details will be forwarded to the registrant.

5.2. National Institute of Governmental Purchasing Codes (NIGP)

• NIGP Code is a universal taxonomy for identifying commodities and services in procurement systems.

• Define the code for the requested good/service.

https://mecktech.sharepoint.com/sites/Forms-and-Policies/PIDPolicies/Voluntary%20Product%20Accessibility%20Template%20(VPAT)%20for%20WCAG.docx https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t

6. Scope of Work

Mecklenburg County (“County”) located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division offers residential Household Hazardous Waste (HHW) disposal at five Full-Service Recycling Centers (Table 1). Additional sites will offer this service in the future. The County is requesting proposals for a qualified service provider to work with the County to provide regularly scheduled removal for disposal and, when possible, recycling of this HHW material.

As part of this solicitation, the County is also seeking proposals for the pickup of used motor oil, antifreeze and used oil filters collected at five separate County Facilities (Table 2), with two pickup areas located at Compost Central.

A Vendor may submit proposals for both parts of this Solicitation or may submit for only HHW services or only motor oil, antifreeze, and oil filters services.

1. PROGRAM RESPONSIBILITIES OF BOTH PARTIES

COUNTY RESPONSIBILITIES

Provide a Project Manager who will manage the programmatic area of the contract The Project manager will:

a. Be the primary point of contact for the vendor

b. Field managers at each Recycling Center will work with the Service Provider to schedule pickups as needed.

c. Maintain communication with Vendor and Procurement Analyst

d. Keep Vendor and Procurement Analyst informed of any policy changes

e. Monitor the contract. Monitoring includes but is not limited to review of progress reports forwarded by provider or Project Manager, review of quarterly expenditures, random sampling of invoices and payments, may randomly conduct announced or unannounced site visits, annual monitoring to include review of customer records, eligibility, attendance/participation, expenditures and review of contract procedures.

f. Attend scheduled meetings with Procurement Analyst and Vendor to discuss Contract Programmatic and/or administrative measures.

VENDOR RESPONSIBILITIES

a. Make a good faith effort to include environmental considerations supporting waste reduction and recycling, as well as purchase recycled, and other environmentally preferable products whenever practical.

b. Employees and/or volunteers of Vendor performing services under this contract must undergo a criminal background check and may be required to submit to drug screening at time of employment and/or random drug screening.

c. Comply with the Mecklenburg County Tobacco Use Policy, which prohibits County contractors and others performing services for the County, including Vendor, from smoking, using smokeless tobacco (chew, dip, snuff) and/or electronic or other nicotine delivery devices (electronic cigarettes, cigars, hookahs, pipes, etc.) in

County, City and Town Buildings, County, City and Town Grounds; County, City and Town vehicles; the County Park System; and buildings located within the County Park System.

d. The Vendor shall be responsible for providing transportation, recycling and/or disposal services necessary to properly collect, process and transport all the household hazardous waste collected at the County’s Full-Service Recycling Centers:

e. The Service Provider shall collect and haul HHW from Recycling Centers on a regularly scheduled frequency, about every 2 to 3 weeks. The Service Provider will work with Recycling Center(s) employee(s) to schedule timing and quantities of pickups.

f. Motor oil and antifreeze collection tanks are required to be serviced every week. The used motor oil and antifreeze are combined in 125 to 500 gallons, depending on location, above ground tanks. Vendor shall pump directly from the County’s oil collection tanks into the vendor’s tanker truck. Historically across all sites, the County averages about 46,250 gallons and 140 pickups per year.

g. Used oil filters are accumulated in steel 55-gallon drums with lids. The vendor shall remove the drum with oil filters and leave a replacement steel 55-gallon drum with lid. Used oil filters shall be collected on an on-call basis, when drums are full.

Historically across all sites, the County averages about 61 drums per year.

h. The Vendor must transport HHW off-site as needed in vehicles permitted for such transportation, according to State and Federal regulation by drivers properly trained and licensed to transport hazardous wastes. Unless otherwise directed by the County, the Vendor shall dispose of HHW through treatment, recycling, and/or through incineration, with landfilling as a last resort. Materials sent for secure landfilling must be managed at a permitted waste disposal site.

i. Some County Recycling Centers accumulate and store cans of paint in a vendor provided, tarp covered, 30 cubic-yard roll-off dumpster. A roll-off truck will be required to haul these containers and return to the originating County Facility after offloading.

j. The vendor shall provide blank manifests, required labels, classification stickers, overpack drums, specialized shipping labels, and battery bags.

k. Vendor must hold all NCDOT permits required for hauling used motor oil.

2. Historical Weights Below are the historical HHW weights received in pounds during the past three fiscal years.

Proposers should treat all quantity data as historical information and not a representation of future quantities.

Paint Other HHW Material

July 2022 – June 2023 900,009 227,251 July 2023 – June 2024 1,015,769 273,966 July 2024 – June 2025 1,072,365 301,622

Below are the historical used oil, Antifreeze and oil filters weights received during the past three fiscal years. Proposers should treat all quantity data as historical information and not a representation of future quantities.

Used Oil & Antifreeze

(gallons) Used Oil Filters

(55-gallon drums) July 2022 – June 2023 45,207 80 July 2023 – June 2024 45,557 65 July 2024 – June 2025 47,985 38

3. Equipment / Bulking Drums and Training

Upon the request of the County, the vendor may supply the County with equipment such as bulking drums, overpack drums, and other specialized equipment that may be needed for operating a HHW collection/processing program. The Vendor may also supply training to County staff in order for staff to remain knowledgeable about processing requirements from the Vendor or others to ensure compliance.

4. Reporting and Documentation

The Vendor shall turn over to the County a copy of a manifest listing of all wastes packed for disposal prior to leaving the collection site after each collection. The Vendor shall finalize and/or complete all manifest and shipping papers upon receipt of waste at the Vendors Treatment, Storage, or Disposal facility, and shall provide a completed copy of the manifest to the County. The Vendor shall provide a certificate of disposal document attesting that all waste received from the County's program has been properly disposed of. This certificate must list any applicable waste identification numbers, date of disposal, location of ultimate disposal, and the disposal method. Certificate of Disposal must be received by the County at least every six (6) months.

5. Temporary Storage

Storage time and restrictions will be determined by Federal, State, and local regulations safety considerations, space demands and expense to the County for frequent pick-up and disposal by the Vendor. The County is currently permitted by the State to allow for ninety-day (90) storage of hazardous materials, so the Vendor may leave partially filled containers in the County's facilities between collection events in order to maximize program efficiency.

The Vendor will be responsible for all waste stored in County facilities. The County certifies that County facilities are secure and equipped with adequate fire suppression system and alarm.

6. Very Small Quantity Generator Events

The County periodically holds disposal events for "conditionally exempt" small quantity generators of business hazardous waste. These occur periodically, generally done four times annually (quarterly) at the County’s Metal & Tire Facility, but are not limited to any specific occurrence. The Vendor shall provide any required permitting, labor, equipment, transportation, and disposal of the materials collected during the County's VSQG Event for

Small Business hazardous materials. These events are by appointment only, which the Vendor shall manage, and the participants using the service will pay the Vendor directly. A pricing worksheet is provided to assist you. The County shall mutually work with the Vendor when scheduling such events

7. Invoicing

Invoices shall be transmitted to the County electronically by the 15th each month for the previous month’s charges. Electronic submittals shall be sent as pdf to LUESA.Invoices@MecklenburgCountyNC.gov and solidwasteinvoice@mecknc.gov. The County will attempt to pay undisputed, properly submitted invoices within thirty (30) calendar days after the receipt.

8. Security Requirements

The Vendor must define and demonstrate security procedures that are in place. The County requires that security measures be taken - both physical security and network security, in that the County's information and other documents and data are made available only to the Vendor and parties that the County approves. Describe your security procedures to include physical plant, electronic data, hard copy information, and employee security. Explain your point of accountability for all components of the security process. Describe the results of any third party security audits in the last five years.

9. Operations Manual

Prior to beginning services, the Vendor shall be required to have an Operations Manual specifically directed towards the Mecklenburg County permanent facility and NCDENR Rules referencing HHW. The Vendor shall submit a copy of their current complete operations manual to be kept at each Mecklenburg County full-service recycling facilities at all times.

This operations manual shall contain, at a minimum, general procedures for the following operations:

A) Off-loading B) Secondary Containment C) Unknown Waste D) Unacceptable Waste E) Segregation and Packaging of materials F) Storage Container Standards G) Abandoned Containers H) Bulking and Blending I) Empty Containers J) Storage K) Preparedness and Prevention L) Emergencies M) Personnel Training N) Record Keeping O) Container Labeling P) Safe Transportation mailto:LUESA.Invoices@MecklenburgCountyNC.gov mailto:solidwasteinvoice@mecknc.gov

Prior to beginning services, the Vendor must have a contingency plan specifically directed towards Mecklenburg County permanent facilities and NCDENR Rules referencing HHW. A copy of this contingency plan shall be kept at each Mecklenburg County full-recycling facilities at all times.

10. NC Hazardous Waste Management Permit

The Vendor shall provide the following regarding their North Carolina Hazardous Waste Management Permit:

a. Names, locations, and pertinent State and Federal license/permit information for transporter(s), processor(s) and recycle or disposal facilities

b. The safety record and a listing of all warning notifications, violations, and/or citations, including explanation details, from any Federal and or NC State regulatory agencies for the past five years should be included for the Proposer, transporter, storage facility, recycle, and disposal location

c. Any past or pending litigation, directly related to hazardous waste collection, processing, transportation, storage, recycling or disposal must also be included

11. Disaster Recovery

The Vendor must have the capability to recover from natural, human-caused, and electronic disasters (including security compromises) that could interrupt service to the County and the County's customers. The Vendor will detail their solution to include:

a. Procedures for off-site storage of information

b. Capabilities and availability of alternate processing, communications. And operations facilities

c. Plans for maintaining business processes, including communications with the

County, the Count’s customers, and the suppliers of goods and services

d. Estimated time to recover from disaster events, and service level expectations for business continuity following a disaster

e. Cost to the County, if any, for disaster recovery services.

f. A documented disaster recovery and business continuity plan, including dates of disaster recovery tests and schedule for future tests

12. Environmental Purchasing Requirements

• Biodegradable

Products must be capable of decomposing under natural conditions. Please state whether each Product offered in your proposal is biodegradable.

• Ecosystem Impacts Please State any adverse impacts your product or service may have on the ecosystem. For example, endangered species, wetlands loss, fragile ecosystems, and erosion

• Energy Consumption Please include the total amount of energy consumed for product or service manufacture, use and disposal. Different sources of energy are associated with different environmental impacts.

• Energy Efficiency Products must meet or exceed the Department of Energy (DOE)/Federal Energy Management Program’s product energy efficiency recommendations which identify the top 25% of energy efficiency for all similar products, or that meet the energy efficiency criteria of the Environmental Protection Agency (EPA)/DOE Energy Star program

• Pollution Prevention Please State your company’s policy on “source reduction”. The Pollution Prevention Act defines source reduction to mean any practice that: (1) Reduces the hazardous substance, pollutant or contaminant entering any waste stream or otherwise released into the environment (including fugitive emissions) prior to recycling, treatment or disposal, and (2) Reduces the hazards to public health and the environment associated with the release of such substances, pollutants or contaminants. The term includes equipment or technology modifications, process or procedure modifications, reformulation or redesign of products, substitution of raw materials, and improvements in housekeeping, maintenance, training or inventory control.

• Reusability Please state how many times your product may be reused. (Since reusable products generally require more upfront costs than disposable products, they are often subjected to a cost/benefit analysis in order to determine the life cycle cost).

• Take-Back Please state whether the manufacturer will accept the product after end of life.

• Waste Prevention Please state any design, manufacturing, purchase or use of materials or products (including packaging) associated with your product that reduces the amount or toxicity before the product becomes municipal solid waste.

13. Performance Standards

Performance standards are a set of expectations that Land Use & Environmental Services Agency has for Vendors. The purpose of performance standards is to state what results are expected for performance to be considered satisfactory. These are expectations that Land Use & Environmental Services Agency has for Vendor in addition to the description of services agreed to by the Vendor in each Contract. The additional expectations include tracking outcomes, monitoring progress and presenting evidence to demonstrate that services are efficient and effective, and they are delivered using the County's Customer Service Standards which include: Service Quality, Timeliness, Courtesy and Respect, Clear Communication and Ethical Integrity.

Land Use & Environmental Services Agency is committed to providing technical assistance to Vendors for the achievement of continuous quality improvement. By agreeing to the terms and conditions of the Contract, Vendors are required to accept this assistance when it is offered and implement systems that target ongoing quality improvement. It is the intention of Land Use & Environmental Services Agency to give Vendors sufficient opportunity to improve performance as it relates to the following Performance Standards and avoid the need to impose the consequences in each contract.

14. Issue Tracking and Escalation

Noncompliance issues are problems identified in evaluations that reflect a lack of adherence to applicable duties, responsibilities, performance standards, and/or terms and conditions of this contract. In the event of noncompliance issues, resolution shall be sought in accordance with the following escalation mechanisms to ensure the appropriate level of management can resolve the issue:

1. Project Manager should attempt to resolve the problem by working with the Vendor’s onsite Supervisor/lowest possible management level.

2. Project Manager should attempt to resolve the problem by working with the Vendor’s next level manager.

3. Vendor submits a corrective action.

4. If the issues still persist, the contract shall be terminated based on the termination language above.

Table 1

(HHW)

Facility Address Hours of Operation

Foxhole Recycling Center

17131 Lancaster Hwy.

Charlotte, NC 28277 7 a.m. – 4 p.m. Monday- Saturday

Hickory Grove Recycling Center

8007 Pence Road Charlotte, NC 28215 7 a.m. – 4 p.m. Monday- Saturday

Compost Central Recycling Center

140 Valleydale Road Charlotte, NC 28214 7 a.m. – 4 p.m. Monday- Saturday

North Mecklenburg Recycling Center

12300 N. Statesville Road Huntersville, NC

28078 7 a.m. – 4 p.m. Monday- Saturday

Monroe Road Recycling Center

5715 Monroe Road Charlotte, NC 28212 7 a.m. – 4 p.m. Monday- Saturday

Metal & Tire Facility (VSQG Events)

5740 Rozzelles Ferry Road Charlotte, NC

28214 7 a.m. – 3 p.m. Monday-Friday

Table 2

(Used Motor Oil, Antifreeze & Oil Filters)

Facility Address Above Ground Tank Size

Hours of Operation

Foxhole Recycling

Center

17131 Lancaster Hwy. Charlotte, NC 28277

385 gallons 7 a.m. – 4 p.m. Monday-

Saturday

Hickory Grove Recycling

Center

8007 Pence Road Charlotte, NC

28215 385 gallons 7 a.m. – 4 p.m. Monday-

Saturday

Compost Central

Recycling Center and

Maintenance Shop

140 Valleydale Road Charlotte, NC 28214

385 gallons (Recycling Center)

500 gallons

(Maintenance Shop)

7 a.m. – 4 p.m. Monday- Saturday

North Mecklenburg

Recycling Center

12300 N.

Statesville Road Huntersville, NC

28078

385 gallons 7 a.m. – 4 p.m. Monday- Saturday

William R. Davie

4635 Pineville- Matthews Road Charlotte, NC

28226

125 gallons

9 a.m. – 5 p.m.

Monday and Tuesday

Thursday through

Saturday

Exhibit A. Proposal/Solicitation Participation Acknowledgement This form is to acknowledge that you are interested in participating in this project and that you have read/reviewed the County Sample Contract that will be used upon award. Failure to submit this form by the designated date as identified on the Schedule of Events shall not preclude the Company from submitting a Proposal.

• Please complete and submit this form to the email address: Meckbids@mecklenburgcountync.gov.

• In the Subject Line include: Attention: Enter Project Title Enter Solicitation # Enter Name, Procurement Analyst

AGENCY CONTACT INFORMATION

Name: Phone:

Fax: Email:

AGENCY INFORMATION

Agency Name:

Name: Title:

Address:

City: State: Zip Code:

Business Designation (check One)

Individual [ ] Sole Proprietorship [ ] Public Service Corp [ ] Partnership [ ]

Corporation [ ] Government/ Nonprofit [ ] LLC [ ]

Please check the appropriate box and provide the requested information:

• Yes ☐ No ☐ Will attend the Pre-Proposal Conference and will submit a Proposal

Number of attendees: In-Person Via Teleconference

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference; however, intend on submitting a Proposal

Reason:

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference nor submit a Proposal

Reason:

Exhibit B. Pricing Worksheet

HHW Price Sheet and Additional Products/Services

1. General Pricing

Pricing shall be indicated per pound. Collection, disposal, transportation, and labor shall be included in the total per pound cost.

Price per pound $

2. Pricing for Unknown or Unlisted Items

Vendor shall provide pricing for materials not listed below in the Waste Materials list which are accepted by the Vendor and approved by the County. Items in the list that are not included in the General Pricing cost may be listed here also. Such items shall be itemized and invoiced at a per pound rate.

Material/Item Price per pound

3. Very Small Quantity Generator Events

Vendor shall provide the pricing for a one-day events including labor, equipment, transportation and disposal of HHW based on the following scenario:

Location: Mecklenburg County Recycling Center

Participation: Approximately 100 citizens with HHW to dispose of

A. Supplies needed:

• Five 55-gallon open-headed drums

• One 5-gallon plastic pail

• One 1-cubic-yard box from NCDOT

• One 1-cubic yard box liners from NCDOT

• One 1-cubic yard box not from NCDOT

• One 1-cubic yard box liners not from NCDOT

• Two Absorbent (loose absorbent similar to Oil Dri)

• Five 4-mil drum liners

• One tent

Total Supplies Cost $

B. Transportation Needs:

• One NCDOT waste hauling vehicle

• One Van, truck or automobile

Total Transportation Cost $

C. Labor Required:

• One supervisor for 10 hours

• Two employees for 10 hours

• One chemist for 10 hours

Total Labor Cost $

4. Additional Supplies

55-Gallon Steel Drum with Liner & Lid $_______ per drum

55-Gallon Poly Drum with Liner & Lid $_______ per drum

30-Gallon Poly Drum with Liner & Lid $_______ per drum

5-Gallon Buckets with Lid $_______per bucket

4 ft Light Bulb Boxes $_______per box

8 ft Light Bulb Boxes $_______per box

Identification of End-Markets for Materials, Components and Products

Household Hazardous Waste Materials List

The following chart lists the HHW materials currently accepted by the County Vendors shall indicate the facility, facility address, applicable facility qualifications (i.e. certifications, licenses, etc.), and disposal method (i.e. recycle, reuse, refurbish, etc.) used by the facility utilized for each type of material.

Material Facility Name Facility Address Facility Qualifications Disposal Method

Oil Based Paints

Latex Based Paints

Aerosols

Flammable Liquids

Oil & Auto Products

Non-Hazardous Tars & Resins

Tar with Asbestos

Asbestos Debris

Pesticides and Herbicides

Pool Chemicals

Alkaline Materials

Acidic Materials

Mercury- Containing Material

Alkaline, Lead, Lithium, Nickel Cadmium Batteries

Lithium-ion

Damaged Lithium

Vape Pens with

Lithium Iron Phosphate batteries

Other mixed-chemistry rechargeable batteries

Fluorescent Light Bulbs

PCB Ballast

Compressed Gases

Flammable Solids

Oxidizing Materials

Poisonous Materials

Corrosive Materials

Mixed Solvents/Other Flammables

Lab Pack

Non-Regulated Material

Non-Hazardous

Note: When describing the disposal method, the Vendor shall indicate the entire downstream process of disposal including and reuse, recycling, etc. The Vendor shall conduct periodic (minimum of once per year) audits with their downstream vendors to measure performance in terms of environmental compliance.

Permit Index

Permit Description Permit Number Issue Date Expiration Date

Used Motor Oil, Antifreeze & Oil Filters Price Sheet Please list any and all associated costs in the pricing sheet below that will apply to these services, including any oil recovery fee. Please list any other fees which may be charged in the spaces provided. Please specify if there is a Fee (charge to the County) or Payment (payment to the County) for the commodity “Used Oil/Antifreeze pumped from tank” in the applicable space.

Service or Commodity Facility

Foxhole Hickory Grove

Compost Central and Maintenance

Shop

North Mecklenburg

William R.

Davie

Flat Rate per Service Visit

/Visit

/Visit

/Visit

/Visit

/Visit

55-gallon Drum of Oil Filters

/Drum

/Drum

/Drum

/Drum

/Drum

Used Oil/Antifreeze Pumped from Tank (pricing must include oil recovery fee)

/Gallon

Fee

/Gallon

Fee

/Gallon

Fee

/Gallon

Fee

/Gallon

Fee

/Gallon Payment

/Gallon

Payment

/Gallon

Payment

/Gallon

Payment

/Gallon

Payment

Price Adjustment

The prices stated in the contract shall not increase for the initial term. The Vendor shall provide the County with 60 days prior written notice of the revised price(s), if any, for subsequent contract periods for which the County may elect to renew beyond the initial term.

If the County agrees to the revised price(s), such changes will become effective the first day of the new applicable term and be reflected in a new line-item budget provided by the vendor, which will replace the existing line-item budget for the successor term.

Price increases shall only be allowed when justified in the County’s sole discretion based on legitimate, bona fide increases in the cost of providing the products and/or services covered under the contract. No adjustment shall be made to compensate the Vendor for inefficiency in operation, increase in labor costs or for additional profit.

Exhibit C. Contract Exception

Instructions: Please acknowledge exception status to the County Sample Contract.

Exceptions to the County Sample Contract* No Exceptions to the County Sample Contract

All exceptions must be listed below. Exceptions not listed may not be considered during contract negotiation.

Page # Section Specification/Requirement Exception

Exhibit D. Addenda Receipt Confirmation Instructions: Please acknowledge receipt of all addenda posted to MECKProcure by including this form with your Proposal.

ADDENDUM #: DATE REVIEWED:

I certify that this Proposal complies with the General and Specific Specifications and conditions issued by Mecklenburg County except as clearly marked in the attached copy.

(Please Print Name) Date

Authorized Signature

Title

Company Name https://www.meckprocure.com/webapp/VSSPROD/AltSelfService

Exhibit E. Vendor Company Information - Background and Experience Vendor Background

Question Response

Vendor Identification Legal Vendor Name:

Vendor Assumed or DBA Name:

Vendor Address:

Vendor Contact Information:

Corporate Notes Ownership:

State company ownership status

• Business

• Sole Proprietor

• Partnership

• Corporation

• Limited Liability Corporation (LLC)

• Other

State what city and state the company was legally formed.

State the date the company was formed.

Certified Partnerships:

Identify certifications held for implementing another firm’s products. Include how long the partnership or certification has been effect.

Organization Size:

Describe organization, including any parent companies, subsidiaries, affiliates, and other related entities.

• If a Subsidiary o # Of employees of proposing company/division o Identify revenues of proposing company/division

Vendor Experience Customer Base:

# Of public sector clients.

# Of clients that are municipalities/counties

# Of clients served similar in size to the County

Termina…