Roanoke Valley Resource Authority IFB-HHW-2026-01 | Household Hazardous Waste Collection Services

ROANOKE VALLEY RESOURCE AUTHORITY

INVITATION FOR BIDS

HOUSEHOLD HAZARDOUS WASTE COLLECTION SERVICES

May 29, 2026 | IFB# IFB-HHW-2026-01

jgarrett@rvra.net | 1020 Hollins Road NE, Roanoke, VA 24012

I. General The Roanoke Valley Resource Authority (the "Authority" or "RVRA"), a public body organized under the laws of the Commonwealth of Virginia, invites sealed bids from qualified and experienced contractors to provide complete Household Hazardous Waste (HHW) Collection Services. Services shall be conducted monthly at the Authority's Tinker Creek Transfer Station, 1020 Hollins Road NE, Roanoke, VA 24012, on the third Saturday of each month beginning July 18, 2026, between the hours of 10:00 AM and 2:00 PM (or other mutually agreeable hours), and shall include all screening, collection, handling, packaging, transportation, and disposal of household hazardous wastes in accordance with all applicable federal, state, and local laws and regulations.

The events serve the citizens of the City of Roanoke, County of Roanoke, City of Salem, and the Town of Vinton. This Invitation for Bids ("IFB") is issued in accordance with the Virginia Public Procurement Act (Va. Code § 2.2-4300 et seq.) and the Roanoke Valley Resource Authority Procurement Regulations. The award will be made to the lowest responsive and responsible bidder.

All inquiries shall be directed in writing to:

Jeremy Garrett, Director of Operations – Technical Services Roanoke Valley Resource Authority | 1020 Hollins Road NE, Roanoke, VA 24012 Email: jgarrett@rvra.net No questions will be accepted after June 6, 2026. No oral inquiries will be accepted. All questions must be submitted in writing. All questions and official responses will be issued by written addendum and posted on the Authority's website and through eVA.

IF BIDS ARE SUBMITTED ELECTRONICALLY, SUBMIT THROUGH eVA; IF BIDS ARE MAILED, SEND DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE; IF BIDS ARE HAND DELIVERED, DELIVER TO:

Jeremy Garrett Roanoke Valley Resource Authority 1020 Hollins Road NE Roanoke, VA 24012 Bids will be accepted until Friday, June 12, 2026, at 2:00 PM Eastern Time, at which time bids will be publicly opened at the Tinker Creek Transfer Station Administrative Office. Bids received after this deadline will be returned unopened.

Please mark the sealed envelope: "Household Hazardous Waste Collection Services Bid – IFB-HHW-2026-01".

II. Scope of Work The successful bidder shall provide all labor, equipment, materials, permits, and expertise necessary to conduct monthly Household Hazardous Waste Collection Events at the Tinker Creek Transfer Station. The Contractor shall serve as the generator of record for all collected wastes and shall be responsible for regulatory compliance from collection through final disposal ("cradle to grave").

A. Preparation, Mobilization, and Emergency Planning

1. Designate an official point of contact between the Contractor and the Authority.

1. Assume all generator responsibilities under applicable state and federal regulations.

1. Obtain and be responsible for all required permits and regulatory approvals.

1. Provide an all-weather collection station (tents, tables, chairs, and shelter) sufficient to conduct all collection day activities regardless of weather conditions.

1. Conduct a pre-event emergency response briefing for all on-site personnel, including staff, volunteers, and any subcontractors.

1. Provide, at a minimum, an eyewash station, emergency shower, and ABC dry chemical fire extinguisher on site.

1. Prepare and review spill contingency plans in advance of each event.

1. Begin accepting wastes from participants no earlier than 10:00 AM. The collection event shall conclude at approximately 2:00 PM. The site shall be cleaned and vacated no later than 3:00 PM.

B. Collection of Materials The Contractor shall accept, at minimum, the following categories of household hazardous waste. The Authority reserves the right to remove specific categories with at least 15 days' written notice:

1. Household Cleaners: drain openers, toilet bowl cleaners, oven cleaners, disinfectants, aerosols

1. Paint Products: latex and oil-based paints, solvents, thinners, shellacs, varnishes, wood preservatives, sealers

1. Automotive Products: lead-acid batteries, used motor oil, antifreeze, brake fluid, transmission fluid

1. Light Bulbs: fluorescent and incandescent, all sizes

1. Pesticides: poisons, aerosols, weed killers, insecticides

1. Miscellaneous: acids, bases, kerosene, household batteries, photographic chemicals, pool chemicals, metallic mercury Unacceptable Materials (shall not be accepted): Asbestos, radioactive materials (including smoke detectors), biologically active or infectious materials, explosives (including ammunition), and cylinders larger than 8 lb. barbecue tanks. Contractor shall screen participants to prevent acceptance of excluded materials; if excluded materials are inadvertently accepted, they become the sole responsibility and property of the Contractor.

Only Contractor employees or Authority-trained employees shall remove materials from participants' vehicles. Participants shall remain in their vehicles at all times. Contractor's employees shall conduct themselves in a professional and courteous manner at all times.

C. Waste Identification and Record Keeping

1. Identify and analyze all accepted waste materials on-site to obtain documentation sufficient for removal and disposal.

1. Make every effort to characterize unknown materials to allow removal from site.

1. Maintain accurate records of all materials received and complete all required documentation, including Uniform Hazardous Waste Manifests, Land Disposal Restrictions (LDRs), and Bills of Lading. Copies shall be provided to the Authority.

D. Packaging and Temporary Storage

1. Remove collected wastes from the collection area to a separate packaging area to prevent accumulation near participants.

1. Segregate wastes by compatible DOT hazard class and bulk where permitted. Package materials in state- and federally-approved containers.

1. Label and mark each container in accordance with all applicable regulations.

1. Contractor may leave partially filled containers at the Authority facility between collection events to maximize efficiency; Contractor remains responsible for all stored waste.

E. Transportation and Disposal

1. Transport all wastes off-site via fully permitted vehicles in compliance with all federal, state, and local transportation regulations within legally required storage timeframes.

1. Complete all manifests and shipping papers prior to leaving the site; provide clean, readable copies to Authority staff.

1. Evaluate all collected wastes for disposal using the following hierarchy: (1) Reduce/Eliminate at source; (2) Recover, Reuse, Recycle; (3) Fuel Blend; (4) Treat, Stabilize, Destroy; (5) Landfill.

1. Deliver all wastes to federally permitted RCRA Treatment, Storage, and Disposal Facilities (TSDFs) approved by the Authority.

1. Provide the Authority with evidence of receipt at the TSDF (signed manifests) within 45 calendar days of the collection event.

1. Submit recycling tonnage data to the Authority within 45 days of bulk shipment.

F. Schedule of Deliverables The following deliverables are required at the milestones indicated:

1. With Executed Contract: Certificates of Insurance naming all required additional insureds; copies of all required federal and state hazardous waste transporter permits and licenses; and fully executed Performance and Labor and Material Payment Bonds.

1. Seven (7) Days Before the First Event of Each Contract Year: A single Pre-Event Packet containing: (a) the Contractor's Operations Plan describing event setup, staffing, traffic/site layout, and waste processing procedures; (b) the Health and Safety Plan including the on-site safety briefing agenda; and (c) the Spill Contingency Plan. This packet shall be updated annually and submitted to the Authority prior to the first event of each renewal year.

1. Within 45 Calendar Days After Each Collection Event: Signed copies of all Uniform Hazardous Waste Manifests acknowledging receipt at the approved TSDF(s); completed Certifications of Proper Collection, Transportation, and Disposal (Attachments D-1 and D-2); and recycling tonnage data for all bulk shipments made during or following the event.

G. Authority-Provided Support The Authority will provide the following support at each collection event at no cost to the Contractor:

1. Traffic Control Staff and Signage: RVRA staff and/or authorized volunteers, along with appropriate directional signage, will be stationed on-site to coordinate and direct participant vehicle traffic to and through the collection area. The Contractor shall coordinate event site layout with Authority staff in advance to ensure an efficient and safe traffic flow plan.

1. Dedicated Collection Helper: The Authority will provide one (1) dedicated on-site helper to assist the Contractor at the point of collection (e.g., directing participants, assisting with unloading, maintaining queue flow). This individual will operate under the general direction of the Contractor's on-site supervisor and shall participate in the Contractor's pre-event safety briefing required under Section II.A; the Authority retains responsibility for ensuring the helper's attendance at that briefing. The Authority retains responsibility for this individual's employment and workers' compensation coverage.

III. Site Location Events shall be conducted at the primary site:

Tinker Creek Transfer Station 1020 Hollins Road NE Roanoke, VA 24012 Alternate Event Locations: The Authority reserves the right to designate an alternate collection site located within five (5) road miles of the Tinker Creek Transfer Station to support RVRA partner initiatives, community outreach, or special events. The Authority will provide the Contractor with a minimum of fourteen (14) calendar days' written notice prior to any event to be held at an alternate location. The Contractor shall be prepared to mobilize to any such alternate site under the same contract terms, conditions, and pricing as the primary site. Alternate site events shall not exceed four (4) events per contract year without mutual written agreement. The Authority assumes responsibility for confirming that any alternate site is accessible, suitable for event operations, and in compliance with applicable permit requirements.

Bidders are strongly encouraged to conduct a site visit to the primary site prior to submitting their bid. Site visits may be arranged by contacting Jeremy Garrett at jgarrett@rvra.net. The decision not to conduct a site visit does not relieve the Bidder of any obligation to familiarize itself with the site and operational conditions.

IV. Submittal Requirements Each bid package shall include all of the following:

1. Attachment 1 – Bidder's Data Sheet (company information and references).

1. Attachment 2 – Bid Price Sheet (completed and signed).

1. Attachment 3 – Company Qualifications Statement, including years of HHW experience and description of similar programs managed.

1. Attachment 4 – References: at least three (3) current or recent accounts for comparable HHW collection services, completed within the last five years.

1. Attachment 5 – Evidence of Workers' Compensation Coverage.

1. Attachment 6 – Authority to Transact Business in Virginia (SCC Identification).

1. Proof of Insurance – Certificate of insurance confirming insurability at required coverage levels.

1. Proposed Operations Plan Summary – Describe proposed event operations including staffing, equipment, traffic/site layout, and waste management approach.

1. List of proposed disposal sites and recycling markets.

V. Basis for Contract Award The Contract, if awarded, will be awarded to the lowest responsive and responsible bidder based upon the pricing submitted in the Bid Price Sheet (Attachment 2), subject to the Authority's right to reject any and all bids and to waive informalities and irregularities in bids and bidding.

In determining responsiveness and responsibility, the Authority shall consider, among other factors: compliance with IFB requirements; prior HHW program experience; qualifications of key personnel; adequacy of proposed equipment; proposed disposal methods; demonstrated regulatory compliance; and financial ability to perform.

In the event the bid submitted by the lowest responsive and responsible bidder exceeds available funds, the Authority may negotiate with the apparent low bidder to obtain a contract price within available funds, pursuant to Virginia Code § 2.2-4318.

VI. Instructions for Submitting Bids A. Submission of Bids

1. The Authority will not accept oral bids or bids received by telephone, e-mail (unless through eVA), FAX, or telegraph.

1. All erasures, interpolations, and other changes in the bid shall be signed or initialed by the Bidder.

1. The bid must be signed to be considered. If the Bidder is a firm or corporation, the name and title of the individual executing the bid must be printed.

1. Bids shall be enclosed in a sealed opaque envelope marked in the lower left-hand corner with the IFB number, title, and due date.

1. The time bids are received shall be determined by stamp in the AUTHORITY office. Bidders are responsible for ensuring that their bids are stamped by Authority office personnel by the deadline.

B. Bidder's Representation By submitting a bid, the Bidder represents that it has read and understands the specifications and requirements and has familiarized itself with all federal, state, and local laws, ordinances, rules, and regulations that may affect the cost, progress, or performance of the contract. Failure to examine any form, instrument, addendum, or other document shall not relieve any Bidder from obligations under the contract.

C. Trade Secrets/Proprietary Information Trade secrets or proprietary information submitted by Bidders shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Bidder must invoke the protection of this section prior to or upon submission and must identify the data to be protected and state the reasons why protection is necessary (Section 2.2-4342(D) of the Code of Virginia).

CONTRACT PROVISIONS

VII. Anti-Discrimination By submitting a bid, Bidders certify that they will conform to the provisions of the Federal Civil Rights Act of 1964, the Virginia Fair Employment Contracting Act of 1975, the Virginia With Disabilities Act, the Americans With Disabilities Act, and Virginia Code § 2.2-4311. Contractors will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or disability. Contractors will include these provisions in every subcontract or purchase order over $10,000.

VIII. Drug-Free Workplace Pursuant to Virginia Code § 2.2-4312, by submitting a bid, the Bidder certifies it will provide a drug-free workplace and will include this requirement in all subcontracts or purchase orders over $10,000.

IX. Ethics in Public Contracting By submitting a bid, the Bidder certifies that its bid is made without collusion or fraud and that it has not offered or received any kickbacks or inducements in connection with this bid, pursuant to Virginia Code § 2.2-4367.

X. Cooperative Procurement The Authority may participate in, sponsor, conduct, or administer a cooperative procurement agreement with one or more other public bodies or agencies of the United States for the purpose of combining requirements to increase efficiency or reduce administrative expenses.

XI. Insurance Requirements By signing and submitting a bid, the Bidder certifies that if awarded the contract, it will have and maintain the following insurance coverage during the entire term of the contract. All policies shall be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. The Roanoke Valley Resource Authority, City of Roanoke, County of Roanoke, City of Salem, and the Town of Vinton, and their respective officers, agents, and employees shall be named as additional insureds on all applicable policies.

All insurance shall be primary and non-contributory. Contractor shall provide waiver of subrogation in favor of all additional insureds. Certificate of Insurance must be submitted with the executed contract.

XII. Attachments

1. Attachment 1 – Bidder's Data Sheet

1. Attachment 2 – Bid Price Sheet

1. Attachment 3 – Company Qualifications Statement

1. Attachment 4 – References

1. Attachment 5 – Evidence of Workers' Compensation Coverage

1. Attachment 6 – Authority to Transact Business in Virginia

1. Attachment D-1 – Certification of Proper Collection and Transportation of Waste

1. Attachment D-2 – Certification of Proper Disposal of Waste By submitting a bid, the Bidder certifies compliance with all terms and conditions outlined in this IFB.

Attachment 1

BIDDER'S DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid non-responsive.

1. Qualification: The Bidder must have the capability and capacity in all respects to satisfy fully all of the contractual requirements for HHW Collection Services.

2. Bidder's Primary Contact:

Company Name: ____________________________________ Phone: _______________________ Address: _______________________________________________________________________________ Contact Name: ____________________________________ Phone: _______________________ Email: _______________________________________________

3. Years in Business: Indicate the length of time you have been providing HHW collection services:

________ Years ________ Months

4. Bidder's Tax Information:

FIN or FEI Number: _______________________ (If Company, Corporation, or Partnership) Social Security Number: _______________________ (If Individual)

5. References: Provide at least three (3) current or recent accounts for comparable HHW collection or hazardous waste management services, completed within the last five years:

Reference 1:

Company Name: ______________________________________ Contact: ______________________ Phone: ____________________________ Email: ______________________________ Project / Program Description: ___________________________________________________________ Dates of Service: ____________________________ Annual Contract Value: _________________

Reference 2:

Company Name: ______________________________________ Contact: ______________________ Phone: ____________________________ Email: ______________________________ Project / Program Description: ___________________________________________________________ Dates of Service: ____________________________ Annual Contract Value: _________________

Reference 3:

Company Name: ______________________________________ Contact: ______________________ Phone: ____________________________ Email: ______________________________ Project / Program Description: ___________________________________________________________ Dates of Service: ____________________________ Annual Contract Value: _________________

I certify the accuracy of this information.

Printed Name Signature Title: ___________________________ Date: ___________________________

Attachment 2

BID PRICE SHEET

Household Hazardous Waste Collection Services | IFB-HHW-2026-01 Company Name: _____________________________________________ Address: ___________________________________________________ City, State, ZIP: ____________________________________________ Contact Name: ______________________________________________ Phone: _____________________ Email: _________________________

Part A – Mobilization / Event Fee The Mobilization Fee covers all costs associated with staging, setup, on-site staffing, equipment, and demobilization per collection event. This fee is charged once per event regardless of volume.

Part B – Unit Pricing by Waste Category Provide unit pricing for each waste category below. Pricing shall include all costs associated with collection, packaging, transportation, and disposal. The Authority will pay actual quantities collected at the stated unit prices.

Part C – Estimated Annual Contract Value For budgeting purposes, provide an estimated total annual contract value based on the Authority's historical program (approximately 12 events per year). This estimate is non-binding.

Estimated Mobilization Total (12 events): $_____________________

Estimated Unit-Price Waste Disposal Total: $___________________

ESTIMATED ANNUAL TOTAL: $___________________

Bidder Certification: The undersigned certifies that the above pricing is firm for the initial contract term and any renewal years, subject only to CPI-based price adjustment requests submitted in accordance with the contract terms.

Authorized Signature: _______________________________________ Date: ___________________

Printed Name: _____________________________________________ Title: ___________________

Attachment 3

COMPANY QUALIFICATIONS STATEMENT

1. Company Overview: Provide a brief description of your company, its history, and its primary business activities.

2. HHW Experience: List all HHW programs managed within the last 5 years, including program size (events/year, approximate volume).

3. Key Personnel: Identify the personnel who will be responsible for this contract and their qualifications.

4. Equipment: Describe the equipment and vehicles to be used for collection events, including all permits and certifications.

5. Disposal Facilities: List the TSDFs, recyclers, and other facilities proposed for final disposal or recycling of collected wastes.

6. Licenses and Permits: Confirm that your firm holds all required federal and state hazardous waste transporter permits, and list them below.

Authorized Signature: _______________________________________ Date: ___________________

Attachment 4

REFERENCES

Provide at least three (3) references for comparable HHW or hazardous waste collection programs completed within the past five years.

Reference 1 Company / Organization Name: __________________________________________________ Contact Person: ________________________________ Title: ________________________ Phone: ____________________________ Email: ______________________________________ Program/Project Description: ________________________________________________________ Contract Period: ________________________ Annual Value: ___________________________

Reference 2 Company / Organization Name: __________________________________________________ Contact Person: ________________________________ Title: ________________________ Phone: ____________________________ Email: ______________________________________ Program/Project Description: ________________________________________________________ Contract Period: ________________________ Annual Value: ___________________________

Reference 3 Company / Organization Name: __________________________________________________ Contact Person: ________________________________ Title: ________________________ Phone: ____________________________ Email: ______________________________________ Program/Project Description: ________________________________________________________ Contract Period: ________________________ Annual Value: ___________________________

Attachment 5

EVIDENCE OF WORKERS' COMPENSATION COVERAGE

Section 2.2-4332, Code of Virginia, requires Contractors to obtain and maintain workers' compensation insurance while performing work on behalf of local governments. Evidence of coverage must be provided prior to commencement of work.

The undersigned organization stipulates that it:

A. Has Workers' Compensation Insurance and is in compliance with Virginia Workers' Compensation statutes: _____ Yes _____ No Insurance Company: _______________________________________________________ Policy Expiration Date: _______________________

OR

B. Is self-insured for Workers' Compensation: _____ Yes _____ No Signed by: _____________________________________________ Date: _________________ Title: _________________________________________________ Firm Name: _____________________________________________ Address: ______________________________________________

Attachment 6

AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

Pursuant to Virginia Code Section 2.2-4311.2, all Bidders organized or authorized to transact business in Virginia are required to include their Virginia State Corporation Commission (SCC) Identification Number. Bidders not required to be authorized under Title 13.1 or Title 50 of the Code of Virginia must include a statement explaining why.

Please complete the following:

A. _____ Bidder is a Virginia business entity and SCC Identification Number is: __________________

B. _____ Bidder is an out-of-state (foreign) business entity authorized to transact business in Virginia and SCC Identification Number is: ______________________

C. _____ Bidder does not have an SCC Identification Number and is not required to be authorized in Virginia for the following reason(s):

Attachment D-1

CERTIFICATION OF PROPER COLLECTION AND TRANSPORTATION OF WASTE

PROJECT: HOUSEHOLD HAZARDOUS WASTE COLLECTION SERVICES | IFB-HHW-2026-01

Contractor: ___________________________________

Collection Event Date: _________________________

The undersigned hereby covenants, agrees, and certifies on behalf of the Contractor that all household hazardous wastes collected and transported during the above-referenced event have been properly collected and transported in accordance with all applicable federal, state, and local laws and regulations, including without limitation, all U.S. Department of Transportation (DOT) regulations, the Resource Conservation and Recovery Act (RCRA), and all applicable Virginia Department of Environmental Quality (DEQ) requirements. All manifests and shipping documents required by law have been completed and copies have been provided to the Authority.

Authorized Signature: _______________________________________ Date: ___________________

Company: _______________________________________________________

Attachment D-2

CERTIFICATION OF PROPER DISPOSAL OF WASTE

PROJECT: HOUSEHOLD HAZARDOUS WASTE COLLECTION SERVICES | IFB-HHW-2026-01

Contractor: ___________________________________

Collection Event Date(s): _________________________

Disposal / TSDF Facility: ___________________________________________________

The undersigned hereby covenants, agrees, and certifies on behalf of the Contractor that all household hazardous wastes collected and transported from the above-referenced event(s) have been properly disposed of at a federally permitted RCRA Treatment, Storage, and Disposal Facility (TSDF) approved by the Authority, in accordance with all applicable federal, state, and local laws and regulations. Signed copies of all manifests confirming receipt by the TSDF are attached.

Authorized Signature: _______________________________________ Date: ___________________

Printed Name: _____________________________________________ Title: ___________________

Company: _______________________________________________________ 1020 Hollins Road NE, Roanoke, VA 24012 | jgarrett@rvra.net Page 1 of 2