ITB_40100-13766_Questions_and_Comments_final.pdf

ITB # 40100-13766 – Amendment # 1 Page 1 of 2

STATE OF TENNESSEE

DEPARTMENT OF TRANSPORTATION

INVITATION TO BID # 40100-13766

AMENDMENT # ONE

FOR USED MOTOR OIL

DATE: NOVEMBER 24, 2025

ITB # 40100-13766 IS AMENDED AS FOLLOWS:

1. State responses to questions and comments in the table below amend and clarify this ITB.

Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.

QUESTION / COMMENT STATE RESPONSE

1. Can the bid document be submitted via email? If so, are there any email submittal instructions?

No, emailed bids are not allowed.

2. The term “recycling” is not defined in the RFP.

Does TDOT consider waste-to-energy options for used motor oil as an acceptable form of recycling?

Waste-to-energy is a viable option as long as all environmental regulations are followed by the contractor and recycling process is documented.

3. Are there opportunities to negotiate a price increase year over year or is the unit rate locked in for 5 years?

Please see Terms and Conditions provision 6.2 for price changes.

4. What is TDOT’s approach to location servicing schedules and Contractor efficiencies?

Would TDOT allow the Contractor to service multiple TDOT facilities within the same region in one trip even though only 1 of those locations was identified for pickup?

TDOT will allow multiple facilities to be serviced on the same trip even if the service was not requested by each location.

TDOT would require coordination with each location prior to initiating service. See updated specifications section V.

Pickup Timing

5. The structure of the bid sheet creates a lot of risk for potential bidders because transportation costs are included in the motor oil unit rate line

TDOT is not willing to separate transportation cost as a separate charge. TDOT will only request used oil be picked up when the container is at least 80% full. TDOT also recommends setting up pickup schedules based on the successful bidders other work in the same area. See updated specifications section V. Pickup Timing

ITB # 40100-13766 – Amendment # 1 Page 2 of 2

QUESTION / COMMENT STATE RESPONSE

item in the bid sheet. For example, if TDOT requests the Contractor drain 100 gallons from 500, 600, or 1000 gallon tanks, the Contractor would not be able to cover their costs. Would TDOT consider separating out transportation with motor oil unit rate as separate line-item costs in the bid sheet?

6. If contaminated oil is present and the Contractor does not accept the out of spec fluid, what happens with the fluid? Does TDOT expect the Contractor to remove the fluids?

If the contractor does not accept the oil due to contamination the contractor will need to provide proof of the contamination and TDOT will use other means to dispose of the used oil.

See updated specifications section II.G.a.

7. Would TDOT provide the previous contract that provides unit rates and incumbent?

TDOT’s current contract for this service is contract # 68876 with Northstar Environmental.

Region I cost: .70 cents per gallon

Region II cost: .70 cents per gallon

Region III cost: .60 cents per gallon

Region IV cost: .74 cents per gallon

8. Could you clarify the source of the oil? Is it sourced directly from your sites, or does it come from citizen or customer drop-off locations?

The used oil is generated from the maintenance and repair of state-owned vehicles and equipment. TDOT does not accept used oil from outside sources.

9. For any of these sites to you have customer/ citizen drop off or is this all coming from your department vehicles?

The used oil is generated from the maintenance and repair of state-owned vehicles and equipment. TDOT does not accept used oil from outside sources.

2. Delete Used_Oil_Recycling_Specs_final.pdf, in its entirety, and replace it with Used_Oil_Recycling_Specs_final.pdf_VERSION2. Revisions of the original specifications document are emphasized within the new release. Any sentence or paragraph containing revised or new text is highlighted.

3. ITB Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.