Household_Hazardous_Waste_Services_(Addendum_#1_Revision).pdf

CITY OF SANTA MONICA

HOUSEHOLD HAZARDOUS WASTE SERVICES

INVITATION TO BID

Project ID: 4515

Resource Recovery and Recycling

RELEASE DATE: March 12, 2026

DEADLINE FOR QUESTIONS: March 23, 2026

RESPONSE DEADLINE: April 7, 2026, 3:00 pm

CITY CONTACT:

Denise Mixon

City of Santa Monica

Invitation To Bid

Household Hazardous Waste Services

Table of Contents

1. Notice Inviting Bids

2. Introduction

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Terms

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Oaks Initiative

10. Living Wage Ordinance

11. Bid Form

12. Certification Regarding Debarment

13. Vendor Submission

14. Pricing Proposal

Attachments:

A - Environmental Services PSA Insurance

B - CSA Template

Request for Proposals

Household Hazardous Waste Services

1 Notice Inviting Bids

CITY OF SANTA MONICA ONLY ACCEPTS ELECTRONIC BID SUBMITTALS

1.1 NOTICE

Notice is hereby given that electronic proposals of Bid No.4515 shall be received to Household Hazardous Waste Services, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Tuesday, April 7, 2026 viewable on the CITY’S ONLINE VENDOR PORTAL.

1.2 VENDOR QUERIES DUE

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. Questions regarding this bid are due Monday, March 23, 2026 no later than 3:00 pm Pacific Time.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

1.3 ADDENDUM POSTED ONLINE

Responses to inquiries received will be posted online by Friday, March 27, 2026, 3:00 pm Pacific Time.

1.4 BID PACKAGE

Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR PORTAL. The website for this Notice Inviting Bids and related documents is: OpenGov.

All documents must be downloaded via the links within this bid document. Links or documents found outside the CITY'S ONLINE VENDOR PORTAL may not be accessible.

1.5 ELECTRONIC SUBMISSIONS

Submissions will only be accepted through the CITY'S ONLINE VENDOR PORTAL. They must be received by the specified date and bid opening time.

1.6 LIVING WAGE

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations. In the event the contractual services agreement issued as a result of this Notice Inviting Bids and is subject to the LWO, the Contractor shall pay its employees the Minimum Wage, as that term is defined by the City’s LWO.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Household Hazardous Waste Services

1.7 APPROVED FOR ADVERTISEMENT

Dated Thursday, March 12, 2026.

Teresa Villa

PROCUREMENT MANAGER

Published: SMDP

BID#4515

Request for Proposals

Household Hazardous Waste Services

2 Introduction

2.1 Summary

The City of Santa Monica’s Resource Recovery and Recycling (RRR) Division is seeking contractor(s) to manage hazardous waste services.

2.2 Background

The City of Santa Monica operates a hazardous waste facility (HW facility) located at 2500 Michigan Avenue, Santa Monica, CA 90404, to prevent the release of hazardous materials into the environment. The HW facility is open to City departments, Commercially Exempt Small Quantity Generators (CESQGs)and others to drop off hazardous waste during a pre-designated monthly date and time. In fiscal year 2024-25 (July 1 – June 30), the City collected approximately 17,580 pounds of hazardous waste from CESQGs and others at the HW facility.

The contractor’s role is to provide monthly pick-up and disposal of the waste at the HW facility and to provide a staff person to assist the City’s hazardous materials technician part-time throughout the week.

The City has the option to use a contractor to provide door-to-door household hazardous waste (HHW) pickup, transport, and disposal for residents if necessary. In fiscal year 2024-25, approximately 1,889 households participated in the program and 82,977 pounds of HHW were collected and properly disposed. The City also has the option to use a contractor to pick up, transport, and dispose of hazardous waste abandoned in public spaces if necessary. Door-to-door pickup services and abandoned waste are optional and not guaranteed and the inability to do either or both does not prevent a contractor from bidding on providing hazardous waste management, transportation, and disposal of waste collected at the City’s HW facility.

2.3 Contact Information

Denise Mixon Senior Buyer 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401 Email: denise.mixon@santamonica.gov Phone: (310) 458-2211

Department:

Resource Recovery and Recycling

Department Head:

mailto:denise.mixon@santamonica.gov tel:(310)458-2211

Request for Proposals

Household Hazardous Waste Services

2.4 Timeline

Release Project Date March 12, 2026

Question Submission Deadline March 23, 2026, 3:00pm

Question Response Deadline March 27, 2026, 3:00pm

Bid Submission Deadline April 7, 2026, 3:00pm

Request for Proposals

Household Hazardous Waste Services

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR

PORTAL.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Household Hazardous Waste Services

All documents must be downloaded via the OpenGov links.

3.4 Electronic Submissions

ELECTRONIC SUBMISSIONS will only be accepted through The CITY’S ONLINE VENDOR PORTAL. For instruction on how to submit an electronic bid please refer to the section titled #Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the CITY’S ONLINE

VENDOR PORTAL.

3.6 Bid Withdraw

Bids submitted may be withdrawn by written request received before the due date and time.

After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder’s responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the CITY’S ONLINE VENDOR PORTAL prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in the CITY’S ONLINE VENDOR PORTAL and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/223198/document?section=2104032 https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Household Hazardous Waste Services

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

3.12 Successful Bidder Required Documents (Services)

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.13 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.260 found here. Bidder may file a written protest with the Purchasing Agent (mail or deliver to: 1685 Main Street, Santa Monica, CA 90401 ) no more than seven calendar days following the posting of award recommendation on the CITY’S ONLINE

VENDOR PORTAL.

3.14 Receiving Time

The submit time and date will be the governing time for acceptance of bids. Bids will not be accepted by in person, telephone, email or facsimile machine. They must be received by the specified due date and time.

3.15 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement with their bid. The City may, in its sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement before the award is recommended.

https://ecode360.com/42719368

Request for Proposals

Household Hazardous Waste Services

4 Bid Specification/Scope of Work

Bidders shall review any plans/specifications prior to submitting a bid AND report any errors and omissions during the Q&A period.

4.1 BID DESCRIPTION

PROVIDE HOUSEHOLD HAZARDOUS WASTE SERVICES AS REQUIRED BY RESOURCE,

RECOVERY AND RECYCLING.

4.2 Scope of Work

The following requirements apply to both mandatory and optional services.

1. Hazardous Waste Material Collection Responsibilities

The contractor shall be responsible for the following duties related to hazardous waste material collection:

a. Shipments:

Monthly routine shipments are required. The contractor will manage the shipment of all hazardous waste collected at:

i. The City's Hazardous Waste (HW) facility

ii. City departments

iii. Conditionally Exempt Small Quantity Generators (CESQGs)

iv. Santa Monica residences (if the City elects to provide door-to-door residential collection)

v. Abandoned sites (if the City elects to provide abandoned waste collection)

b. Manifest Preparation:

All contractors selected will prepare all required manifests and bills of lading for shipments originating from the HW facility. This includes materials from City departments, CESQGs, residential collections, and abandoned waste (if applicable). Each manifest must include:

i. Generator’s address

ii. Detailed waste description and characteristics

iii. USDOT shipping description

iv. Special handling instructions

v. Designated receiving facility details

Request for Proposals

Household Hazardous Waste Services

c. Regulatory Compliance Requirements

The contractor shall perform all services outlined in the scope of work in full compliance with all applicable federal, state, and local laws, permits, and regulations governing hazardous waste collection, transportation, and disposal.

These include, but are not limited to:

i. Title 22 of the California Code of Regulations (CCR)

ii. Title 40 of the Code of Federal Regulations (CFR), Part 261.4

iii. City of Santa Monica Municipal Code and associated regulations

iv. Applicable sections of the California Health and Safety Code

v. CCR Title 8

vi. California Occupational Safety and Health Administration (Cal/OSHA) requirements

vii. Title 49 of the Code of Federal Regulations (DOT regulations)

d. The contractor is also responsible for complying with any additional regulatory City requirements that may apply to hazardous waste operations within the City of Santa Monica.

The contractor shall fulfill all applicable state and regulatory reporting obligations for a period of up to one year following the termination of this contract. This requirement applies only to data compiled by the contractor during the final fiscal year or portion thereof in which the contract was active.

For example, the Form 303 Annual Report—due in October to CalRecycle—must reflect data from the preceding fiscal year and shall be prepared and submitted by the contractor.

All required reporting shall be delivered via electronic mail in a format approved by designated City staff.

e. Additional Materials May Be Added as Required

Beyond regularly scheduled pick-ups, the contractor shall provide collection, transportation, and disposal services for hazardous materials not listed in the original proposal at various locations within the City, including the City's Hazardous Waste Facility. These services will be requested by the City on an as-needed basis.

Please note there is no pricing table for unknown items. Upon encountering, the contractor must submit a quote that includes:

i. A comprehensive waste profile

ii. A detailed cost breakdown

iii. An all-inclusive price per pound covering collection, transportation, and disposal. Be prepared to submit your pricing methodology upon request.

iv. Prices must be consistent with future invoices.

v. The types of additional materials may include, but are not limited to:

Request for Proposals

Household Hazardous Waste Services

I. Compressed gases (nitrogen, ethanol, argon, oxygen, nitrous oxide, carbon dioxide, helium, acetylene, etc. of all characteristics, e.g.

flammables, corrosives, oxidizers, and toxic).

II. Compressed gas N.O.S

III. Gun powder

IV. Flares

V. Radioactive/illuminated signage (such as exit signs).

VI. Other materials not listed above

VII. Quantity and type(s) of any packaging used for shipment

VIII. Current types of packaging materials include:

I. Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

IX. Any minimum charges must be specified in advance and per invoice.

The below service is mandatory for all bidders.

1. Hazardous Waste Facility (HW Facility) Services:

The HW Facility is available to City departments, CESQGs, and other approved entities for hazardous waste drop-off during a designated monthly date and time.

Once collected and prepared, the contractor will provide monthly pick-up and disposal services.

The contractor must assign a staff member who:

A. Has a valid 40-hour HAZWOPER certification, including respirator training, as required by CCR Title 8, Section 5192.

B. Must maintain certification through an annual 8-hour refresher course and

C. Must possess a minimum of two (2) years of supervisory experience

Responsibilities Include:

Household battery collection at Citywide locations, as well as the classification, packing, storage, and handling of batteries and other hazardous waste at the City's Hazardous Waste (HW) facility. This role is expected to require approximately 20– 25 hours per week, with straight time Tuesday through Thursday from 7 am - 3:30

pm. Additional straight-time hours would be requested in advance by the City.

Monthly Reporting Requirements:

1. Date of request and pick-up

2. Department/division name, address

3. Type, quantity, and weight (in pounds) of each material collected and disposed

4. Disposal method used

Invoice Requirements for Hazardous Waste Facility (HW Facility)

Request for Proposals

Household Hazardous Waste Services

For all City departments who deliver hazardous waste materials to the HW facility to be disposed, the City requires that:

A. Separate accounts be established for each division (units of a City department)

B. Each invoice must include:

a. City division name

b. City division address

c. EPA ID number associated with City division

d. Quantity and type(s) of waste disposed

e. Price per pound of material collected and disposed

i. Current types of materials collected include:

I. Acids/bases, aerosols, batteries (alkaline and lithium), lamps, used oil filters, oil based paint, and latex paint

f. Format quotes for unlisted items as price per pound. Be prepared to submit your pricing methodology upon request.

g. Prices must be consistent with future invoices.

h. Quantity and type(s) of any packaging necessary for shipment

i. Current types of packaging materials include:

I. Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

i. Any minimum charges must be disclosed in advance and clearly itemized on each invoice.

The following services are OPTIONAL. Contractors may submit bids for one or more services; participation in one service does not preclude bidding on the others.

2. Citywide Door-to-Door Household Hazardous Waste Pick-Up, Transport, and Disposal The contractor must offer both phone and online scheduling options for residents requesting HHW collection. Services must be completed within five business days of the request.

a. Monthly Reporting Requirements:

1. Date of request and pick-up

2. Resident name, address, and phone number

3. Type, quantity, and weight (in pounds) of each material collected and disposed

4. Disposal method used

Request for Proposals

Household Hazardous Waste Services

b. Invoice Requirements for Door-to-Door Hazardous Waste Pick-up

For all door-to-door hazardous waste collection, each invoice must include the following details:

A. Resident name

B. Resident address

C. Quantity and type(s) of material disposed

D. Price per pound for each material type

1. Current types of materials collected include:

a. Aerosols, batteries (alkaline and lithium), lamps, used oil filters, oil based paint, and latex paint, e-waste, sharps

2. Format quotes for unlisted items as price per pound. Be prepared to submit your pricing methodology upon request.

3. Prices must be consistent with future invoices.

E. Quantity and type(s) of any packaging necessary for shipment

1. Current types of packaging materials include:

a. Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

F. Any minimum charges must be specified in advance and per invoice

3. Abandoned Hazardous Waste Pick-Up from Public Spaces

Upon request and approval by RRR, the contractor will collect hazardous waste abandoned in parks, alleys, and other public areas within five business days.

a. Program Requirements:

i. Provide a waste profile and cost per pound for collection and disposal

ii. Submit pricing methodology upon request

iii. Report any items that cannot be accepted or shipped, including reasons

Note: Due to the variable nature of abandoned materials, there is no pricing table to bid on.

b. Monthly Reporting Requirements:

i. Location and date of each collection

ii. Type, quantity, and weight (in pounds) of materials collected and disposed

iii. Disposal method used

c. Invoice Requirements for Abandoned Hazardous Waste Pick-up

For all abandoned hazardous waste collections, the contractor must do the following on a monthly basis:

Request for Proposals

Household Hazardous Waste Services

i. List each location separately

ii. Each invoice must include:

I. Specific address where the abandoned waste was collected

II. Date abandoned waste collected

III. Quantity and type(s) of abandoned waste disposed

IV. Waste profile of abandoned waste

V. Price per pound of material collected and disposed

VI. Current types of materials collected can include items such as paint, light bulbs, and oil

VII. Quantity and type(s) of any packaging used for shipment

VIII. Current types of packaging materials include:

I. Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

IX. Any minimum charges must be specified in advance and per invoice.

4.3 Vendor Requirements

Contractors must meet the following qualifications to be eligible for award consideration.

1. Industry Experience

A. Minimum of five (5) years of continuous experience in hazardous waste transportation and disposal

B. Experience should be comparable to the size and complexity of the City's requirements. This can include private sector/entity experience.

C. This experience must be clearly stated or demonstrated in the bid response.

2. Qualified Personnel

A. Must employ trained staff capable of:

1. collecting, sorting, identifying, packaging, manifest creation, and arranging the transport, treatment, recycling, incineration, and/or disposal of hazardous waste.

B. Training must include, but is not limited to:

1. Use of personal protective equipment (PPE)

2. Spill response procedures

3. General health and safety protocols

4. On-site traffic control

Request for Proposals

Household Hazardous Waste Services

5. Identification and handling of toxic packaging

6. Compliance with applicable state and federal regulations

3. Use of PPE

A. All staff must utilize PPE and clothing in accordance with City, state, and federal requirements and procedures.

4.Compliance

A. Personnel Training Compliance

i. All personnel handling Household Hazardous Waste (HHW) or Conditionally Exempt Small Quantity Generator (CESQG) waste must meet training requirements outlined in:

ii. Title 8 of the California Code of Regulations (CCR), Section 5192

iii. 29 CFR 1910.120 (OSHA regulations)

B. PaintCare Program Compliance

i. Contractor must have and maintain an active, executed contract with PaintCare as a registered collector.

ii. Must act as a PaintCare collector on behalf of the City for the HW facility and one-day events.

iii. All PaintCare-eligible waste must be collected, packaged, transported, and disposed of at no cost to the City

iv. Contractor must remain in good standing with PaintCare throughout the contract term.

v. Failure to maintain a valid PaintCare contract may result in termination of the City’s agreement or reassignment of PaintCare services to another provider.

vi. For all PaintCare-eligible products, the contractor must provide, at minimum, the following at no cost to the City:

vii. Appropriate packaging, transportation, and disposal of covered products in compliant containers

viii. Labor, or equivalent labor credit, for consolidation (bulk handling) of PaintCare products, including packaging, transportation, and disposal

5. DOT and EPA Training

A. Supervisors and personnel responsible for transporting hazardous waste must be trained in:

i. DOT hazardous materials transportation regulations (HM-126F and HM-181)

ii. 40 CFR Parts 260–265 and 271

6. Certifications, Licensing, and Credentials

Request for Proposals

Household Hazardous Waste Services

A. HAZWOPER Certification

B. Licensing and Credentials

1. Contractor must possess and maintain all necessary permits, licenses, and professional credentials to perform the services specified in this bid.

Request for Proposals

Household Hazardous Waste Services

5 General Terms

5.1 COMPLIANCE OR DEVIATION TO SPECIFICATIONS

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications”submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception. Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

5.2 DETERMINATION OF SUBSTITUTIONS

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City.

Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5.3 DELIVERY TIME

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.4 ESCALATION & DE-ESCALATION OF BID PRICE

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein.

Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

Request for Proposals

Household Hazardous Waste Services

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

5.5 MANUFACTURER’S WARRANTY

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

5.6 MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.7 NEW AND UNUSED

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.8 REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

5.9 SANTA MONICA NAME

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.10 VENDOR WARRANTY

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City. While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

Request for Proposals

Household Hazardous Waste Services

6 Terms and Conditions

6.1 Adherence to All Local, State, and Federal Laws

Contractor must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

6.2 Cancellation and Termination

The City reserves the right to cancel any portion of this Purchase at any time prior to the delivery of Goods. The City has the option, at its sole discretion and without cause, of terminating this Purchase by giving ten days’ written notice to Vendor.

6.3 Changes

The City has the right, by written notice, to change the quantity or specifications of the Goods ordered and the terms of, shipment or packaging of Goods.

6.4 Delivery & Completion Date

The Goods must be shipped and must arrive at the destination specified on the Purchase Order as “Ship/Bill To” by or before the request date specified therein (“Required Delivery Date”).

Work must be completed by the date specified.

6.5 Delivery Risk of Loss

All orders will be F.O.B. destination if not otherwise specified. Risk of loss or damage to the Goods shall remain with the Vendor until the Goods have been delivered to and accepted by the City. The City may reject any Goods that do not conform to the terms and conditions of the Bid Documents. Any Goods rejected may be returned to the Vendor at the Vendor’s risk and expense.

6.6 Discounts

The date used as the basis for discount calculation shall be computed from the date of receipt of invoice or Goods, whichever is later.

6.7 Discrimination

The Vendor may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and must comply fully with City’s nondiscrimination policy as set forth in the City’s Bid Documents.

Request for Proposals

Household Hazardous Waste Services

6.8 Governing Law, Jurisdiciton

This Purchase shall be construed in accordance with and governed by the laws of the State of California. The purchase of Goods shall take place in Santa Monica, California.

6.9 Integration; Amendment

This Purchase represents the entire understanding of the City and the Vendor as to those matters contained herein. No prior oral or written understanding will be of any force or effect with respect to the terms of this Order. The Order may not be modified except in writing through an amended Order.

6.10 Invoices

An invoice must be mailed to the City at the address specified in the Request for Quotation as “Ship/Bill To” no later than the 5th day after shipment is made. Individual invoices must be issued for each shipment against each Purchase.

Invoices must contain the description of Goods, unit price, quantities billed, extended totals, and applicable taxes.

6.11 Nontransferability

The Vendor may not transfer or assign the PURCHASE ORDER, without the prior written approval of the Purchasing Agent, which may be withheld in his/her sole discretion.

6.12 Packing and Shipping

All deliveries must be shipped F.O.B. destination. Deliveries must be made as specified, without charge, for boxing, crating or storage unless otherwise specified. Shipments for two or more destinations when so directed by the City will be shipped in separate boxes or containers for each destination, at no charge.

6.13 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase.

6.14 Warranty

The Vendor warrants that all Goods will conform to applicable specifications, drawings, description, and samples, and will be merchantable, of good workmanship in material, and free from defect. Unless manufactured pursuant to detailed design furnished by the City, the Vendor assumes design responsibility and warrants the Goods to be free from design defect and suitable for the purposes intended by the City, and that such Goods shall conform to applicable specifications. The Vendor’s warranties, together with its service guarantees, must run to the City and its customers or users of the Goods and must not be deemed exclusive. The City’s

Request for Proposals

Household Hazardous Waste Services inspection, approval, acceptance, use of, and payment for all or any part of the Goods must in no way affect its warranty rights whether or not a breach of warranty had become evident in time.

6.15 Cooperation Between Contractors

When separate contracts are let within the limits of any one project, each contractor shall conduct his, her or its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other. Each contractor involved shall assume all liability, financial or otherwise, in connection with his, her or its contract and shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him or her.

6.16 Damage

Contractor shall be held responsible for any breakage, loss of City’s equipment or supplies through negligence of the contractor or his, her or its employee while working on the City’s premises. Contractor shall be responsible for restoring/replacing any equipment, facilities, etc.

so damaged. Contractor shall immediately report to the City any damages to the premises resulting from services performed under a contract awarded pursuant to this Notice Inviting Bids.

6.17 Force Majeure (Acts of God)

In the event performance under a contract is be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the successful bidder, the successful bidder shall notify the City, in writing, within twenty-four (24) hours, after the commencement of the delay. Such causes may include, but are not limited to, Acts of God, war, or acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.18 Independent Parties

City and the Vendor will be acting in an independent capacity and not as agents, employees, partners, or joint ventures of one another. Neither the City nor its officers or employees will have any control over the conduct of Vendor or any of Vendor’s agents, employees, nor subcontractors.

6.19 Indemnity

Vendor agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Vendor, or Vendor’s employees, agents, officers, Request for Proposals

Household Hazardous Waste Services and subcontractors. Vendor’s responsibilities under this section include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Vendor, its employees, agents or officers, or subcontractors; provided, however, that Vendor’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Vendor’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Vendor, if City chooses to do so. Vendor agrees to pay any and all costs the City incurs enforcing the indemnity, defense, and hold harmless provisions set forth this section.

6.20 Licenses, Permits and Certificates

The Vendor, at its sole expense, must obtain, and maintain all required business and professional permits, licenses and certificates.

6.21 Nuisance

The Vendor may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of Services under the PURCHASE ORDER.

6.22 Protection of Public

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by contractor to give advised and reasonable protection, safety and warning to persons and vehicular traffic concerned in the area.

6.23 Purchase of Services

The City agrees to purchase from Vendor, and Vendor agrees to provide the services set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”) (“Services”). The Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid.

There shall be no substitution

6.24 Safety

Items covered by a contractual services agreement issued in connection with this Notice Inviting Bids must conform to the Safety Orders of the State of California, Division of Industrial Safety.

6.25 Subcontractors

If the Vendor proposes to have any subcontractor perform any part of the Services other than those disclosed in Vendor’s Bid Documents, Vendor must submit a request to the Purchasing

Request for Proposals

Household Hazardous Waste Services

Agent for approval in writing. The City, in its sole discretion, may grant or deny the request. The Vendor will be responsible for the quality of any subcontractor’s work. Every subcontract of any kind entered into between the Vendor and any subcontractor (or between any subcontractor and others) shall be consistent with the terms and conditions.

6.26 Taxes

The Vendor must separately state on all invoices any taxes imposed by the local, state or federal state government applicable to furnishing of Goods and Services; provided, however, where a tax exemption is available, the tax must be subtracted from the total price and identified.

6.27 Termination

The City reserves the right to cancel any portion of this Purchase Order at any time prior to the delivery of Services. The City has the option, at its sole discretion and without cause, of terminating this Purchase Order by giving ten days’ written notice to Vendor. If Vendor fails or refuses to perform any of the provisions of this Purchase Order, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate Purchase Order by written notice to Vendor. Upon termination of this Purchase Order, City will pay Vendor any compensations earned and unpaid up to the effective date of termination.

6.28 Work Product, Reports

Any work product prepared or caused to be prepared by the Vendor or any subcontractor will be the exclusive property of the City. No work product given to or prepared by the Vendor or any subcontractor may be made available to any individual or organization by the Vendor without prior written approval by the City.

6.29 Venue and Jurisdiction

The City and Vendor agree that the Services will take place in Los Angeles County. Any litigation arising out of this Purchase Order may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Purchase Order.

6.30 Unknown Obstructions

Should any unknown obstruction be encountered during the course of any contract, such obstruction(s) shall be immediately brought to the attention of the City. Contractor shall be responsible for the protection of all existing equipment, facilities, furniture or utilities encountered within the work area.

Request for Proposals

Household Hazardous Waste Services

6.31 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase Order.

Request for Proposals

Household Hazardous Waste Services

7 Insurance Requirements

The insurance documentation is only required from the successful bidder

7.1 Insurance Requirements for Vendors

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

7.2 Minimum Scope and Limits of Insurance

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Vendor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).

If the Vendor maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.

7.3 Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

A. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Vendor including materials, parts, or equipment furnished in connection with such work or operations.

CGL coverage can be provided in the form of an endorsement to the Vendor’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37).

Request for Proposals

Household Hazardous Waste Services

B. Primary Coverage: For any claims related to this Agreement, the Vendor’s insurance shall be primary coverage at least as broad as Insurance Services Office Form CG 20 01 04 13 as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Vendor’s insurance and shall not contribute with it.

C. Notice of Cancellation: Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.

D. Waiver of Subrogation: Vendor hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Vendor may acquire against the City of Santa Monica by virtue of payment of any loss. Vendor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by the Contractor, its employees, agents and subcontractors.

7.4 Self-Insured Retentions

Self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Vendor to purchase coverage with a lower retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the name insured or the City of Santa Monica.

7.5 Acceptability of Insurers

Insurance is to be placed with insurers authorized to conduct business in California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

7.6 Verification of Coverage

Vendor shall furnish the City of Santa Monica with original certificates and amendatory endorsements (or copies of the applicable policy language effecting coverage provided by this clause). All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Vendor’s obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

Request for Proposals

Household Hazardous Waste Services

7.7 Failure to Maintain Insurance Coverage

If Vendor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Vendor resulting from said breach.

7.8 Subcontractors

Vendor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

7.9 Footnotes

# 1:Workers’ Compensation insurance coverage is not required if the Vendor does not have employees. The Vendor must, however, execute the City’s Workers’ Compensation Coverage Exemption Declaration Form.

Request for Proposals

Household Hazardous Waste Services

8 Non-Discrimination Policy

8.1 City of Santa Monica Non-Discrimination Policy

Acknowledgment

A. Discrimination.

Discrimination in the provision of services may include, but not be limited to the following:

(a) Denying any person any service, or benefit or the availability of a facility.

(b) Providing any service, or benefit to any person which is not equivalent, or in a non-equivalent manner or at a non-equivalent time, from that provided to others.

(c) Subjecting any persons to segregation or separate treatment in any manner related to the receipt of any service.

(d) Restricting any person in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any service or benefit.

(e) Treating any person differently from others in determining admission, enrollment, quota, eligibility, membership, or any other requirement or condition which persons must meet in order to be provided any service or benefit.

(1) Contractor shall take affirmative action to ensure that intended beneficiaries of this Agreement are provided services without regard to race, color, religion, national origin, ancestry, sex, age, gender, gender identification, gender expression, sexual orientation, marital status, AIDS or disability.

(2) Contractor shall further establish and maintain written procedures under which any person applying for or receiving services hereunder, may seek resolution from Contractor of a complaint with respect to any alleged discrimination in the provision of services by…