Minuteman Household Haz Waste FINAL.pdf

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REQUEST FOR PROPOSAL

HOUSEHOLD HAZARDOUS WASTE

COLLECTION SERVICES

RFP #: 27-24

Proposals

Due:

Thursday, September 17, 2026 at 12:00 PM

Proposals

Delivered

To:

Lexington Town Offices- Purchasing

Department

1625 Massachusetts Ave.

Lexington, MA 02420

Contact Elizabeth Mancini, Purchasing Director v: 781.862.0500 x84628 f: 781.861.2794 emancini@lexingtonma.gov

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TABLE OF CONTENTS

TABLE OF CONTENTS 2

LEGAL NOTICE 3

GENERAL INFORMATION 4

1. Overview 4

2. Bid Documents Available 4

3. Pre-Bid Conference 4

4. Questions 4

5. Addenda 4

HOW TO SUBMIT A BID 4

6. Bid Submittal* 4

7. Compliance with RFP 5

8. Form of Bid 5

9. Required Bid Documents 5

10. Modifications to Bids 5

11. Proposal Delivery 6

AWARD AND CONTRACT 6

12. Rule of Award 6

13. Timeframe for Award 6

14. Reserved Rights 7

15. Contract 7

BIDDER PROPOSAL REQUIREMENTS 8

16. Performance Capabilities 8

PRODUCT AND PERFORMANCE TERMS 8

17. Method of Acquisition 8

18. Invoicing 8

19. Payment 8

APPENDIX A – PRODUCT SPECIFICATIONS 11

FORM A - GENERAL BID FORM 18

FORM B - STATEMENT OF COMPETENCY 19

FORM C - BID PRICE FORM 20

APPENDIX B – SAMPLE MASTER SERVICE AGREEMENT 21

APPENDIX C- SITE PHOTOS

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LEGAL NOTICE

REQUEST FOR PROPOSAL #27-24

HOUSEHOLD HAZARDOUS WASTE COLLECTION SERVICES

The Town of Lexington, acting through its Town Manager, is seeking proposals from qualified vendors to provide Household Hazardous Waste Collection Services.

Separate Price and Non-Price Proposals pursuant to M.G.L c.30B s.6 are required. Proposals must be in sealed envelopes plainly marked on the outside: “RFP #27-24 Household Hazardous Waste

Collection Services” and delivered to the Town of Lexington Purchasing Office at 1625

Massachusetts Avenue, Lexington, MA 02420, no later than 12:00 PM on Thursday, September 17, 2026.

RFP documents will be available online at www.lexingtonma.gov/bids on or after Thursday, August 27, 2026.

The Town of Lexington reserves the right to accept or reject any and all proposals, in part or in whole, should it be in the public interest to do so. This contract will be awarded to the responsible and responsive vendor offering the most advantageous proposal in accordance with Massachusetts

General Law c.30B s.6.

Advertisements placed as follows:

Newspaper Published: Thursday, August 27, 2026

Goods and Services Published: Monday, August 24, 2026

Town Posting Posted: Thursday, August 27, 2026

COMMBUYS: Posted: Thursday, August 27, 2026

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GENERAL INFORMATION

1. OVERVIEW

This is a Request for Proposals (RFP) issued by the Town of Lexington to secure the provision of goods and/or services pursuant to M.G.L. c. 30B, s. 6.

The Town of Lexington, 1625 Massachusetts Avenue, Lexington, MA 02420 seeks proposals to secure the services of a company to facilitate the collection and disposal of household hazardous waste materials at the Minuteman Household Hazardous Products Regional Facility located at 60 Hartwell Avenue, Lexington, MA.

2. RFP DOCUMENTS AVAILABLE

RFP documents will be made available through the following means:

1. By visiting the Town’s webpage at www.lexingtonma.gov/bids and downloading the documents.

3. PRE-BID CONFERENCE AND INTERVIEWS

There will be a voluntary Pre-Bid Site Visit held on Wednesday, September 2, 2026 at 10:00 AM.

Interviews may be offered if deemed necessary and will be offered to all respondents whose proposals meet the quality minimum criteria.

4. QUESTIONS

Direct all inquiries to Elizabeth Mancini via email-emancini@lexingtonma.gov. Please refer to the RFP timeline on page 18 for the deadline for questions and addenda. Responses to inquiries that affect all bidders will be issued as addenda. Non-bidding parties will not be issued addenda without a public records request for the addenda after the addenda is issued. Non-bidding parties should not distribute this for use as an official bid document, only the Town will issue official bid documents. Note: We do not distribute “official” documents to non-bidders nor do we advertise outside of the newspaper and Government Required Central Register/Goods and Service

Bulletins.

5. ADDENDA

Written addenda issued by the Town of Lexington will be e-mailed to all parties that the Town of

Lexington is aware have requested documents as necessary using the contact information provided to the Town of Lexington. Absence of “failure” messages electronically transmitted from addressee’s site will serve as confirmation of delivery of addenda. Bidders should contact

Elizabeth Mancini via e-mail or phone if they believe an addendum has not been received.

HOW TO SUBMIT A BID

6. PROPOSAL SUBMITTAL

Separate Price and Non-Price Proposals must be in sealed envelopes and clearly marked:

• “Household Hazardous Waste Collection Services #27-24 Price Proposal” and

• “Household Hazardous Waste Collection Services #27-24 Non-Price Proposal”.

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On the “Price Proposal Form” the bidder shall specify prices in both words and figures, in ink or typed. In case of discrepancy between the words and figures, the written words shall govern.

Price Proposal envelopes will remain sealed until the “Non-Price Proposal” has been evaluated.

The bidder shall submit one (1) copy of the Non-Price Proposal and Price Proposal and one (1) electronic copy of both Non-Price and Price Proposals (on a flashdrive or similar) of the non-price proposal. Emailed copies will not be accepted.

Proposals must be signed as follows:

• If the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner;

and

• If the bidder is a corporation, by the name of the corporation, followed by the signature of an authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation with the corporate seal affixed.

7. COMPLIANCE WITH RFP

Bidders must comply with all requirements of this RFP in order to be eligible for contract award.

Minor pricing informalities will be waived or the bidder will be allowed to correct them. If a mistake in pricing is evident and the intended bid is clear on the face of the Bid Price Form, the mistake will be corrected to reflect the intended correct bid price and the bidder will be notified in writing. The bidder may not withdraw such a bid. The Town of Lexington may reject or a bidder may withdraw a bid if a mistake is clearly evident on the face of the Bid Price Form, yet the intended correct bid is not similarly evident.

NOTE:

• Any proposal which fails to include the information or documentation specified in the proposal submission requirements will be considered nonresponsive, shall be rejected and shall not be evaluated further.

• Any proposal which includes information on the Non-Price Proposal forms that does not meet minimum specifications for the information required on the form will be considered non-responsible, shall be eliminated from the competition and shall not be evaluated further.

8. FORM OF BID

Pricing must be submitted on the Bid Price Forms provided and must contain all the required enclosures itemized in Section 9 below.

9. REQUIRED DOCUMENTS

All proposals are required to contain the following forms fully completed and signed:

❑ General Bid Form (Form A)

❑ Statement of Competency -- with list of references (Form B)

❑ Bid Price Form/Price Proposal (Form C)

❑ Non-Price Proposal (see Section D.1 for submission requirements)

❑ W9

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10. MODIFICATIONS TO PROPOSALS

A bidder may correct, modify, or withdraw a proposal by written notice received by the Town of

Lexington not later than the close of business on the day before the proposal deadline.

Modifications must be submitted in a sealed envelope clearly labeled "Modification No.__." Each modification must be numbered in sequence, must reference the original RFP and must be signed by the same person who signed the General Bid Form or a surrogate so authorized in writing.

After the proposal deadline, a bidder may not change any provision of the proposal in a manner prejudicial to the interests of the Town of Lexington or fair competition as determined by the

Town of Lexington.

11. PROPOSAL DELIVERY

Sealed proposals will be accepted at The Town Office Building, 1625 Massachusetts Ave., Lexington, MA 02420 until 12:00 pm on Thursday, September 17, 2026. Specific delivery instructions are as follows:

• Proposals sent via mail or courier should be addressed to Elizabeth Mancini, Purchasing

Director, 1625 Massachusetts Ave, Lexington, MA 02420.

• Proposals NOT sent via mail or courier should be hand-delivered to the Procurement

Lock-Box, top floor (outside the Comptroller’s Office) Town Office Building, 1625

Massachusetts Ave, Lexington, MA 02420. The Lock-Box will be checked for proposals at the specific due date and time.

Please allow ample time for delivery of your proposal. Late proposals will not be accepted under any circumstance. It is the sole responsibility of the bidder to ensure timely receipt of proposals to the location listed above.

Unforeseeable Deterrents - If at the time of the due date, the designated site is unavailable due to circumstances beyond the control of the Town of Lexington, the deadline will be automatically postponed (with or without notice to potential bidders) until 12:00PM at the same location on the next normal business day. In the event the same location cannot be used to accommodate a postponement, the deadline will be formally postponed with notification to all parties provided

RFP documents by the Town of Lexington. Proposals will be accepted until any postponement time.

AWARD AND CONTRACT

12. RULE OF AWARD

An award will be made as follows:

An award will be made to the responsive and responsible bidder offering the most advantageous proposal for the goods and/or services that are the subject of this RFP (subject to the Town’s budget appropriation).

An Evaluation Committee will review the non-price proposals. The non-price proposals will be evaluated without knowledge of prices.

13. TIMEFRAME FOR AWARD

All prices submitted in response to this RFP must remain firm for 60 (sixty) days following the receipt of proposals or until a contract is executed, whichever occurs first.

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14. RESERVED RIGHTS

The Town of Lexington reserves the right to:

1. Cancel this RFP at any time, with or without notice to prospective bidders. Reasonable efforts will be made to give timely notice.

2. Accept or reject, in whole or in part, any and all proposals as permitted by law.

3. Award contracts as it deems best serves the interests of the Town of Lexington.

4. Waive or adjust non-statutory bid requirements before or after proposals are opened in whatever ways it deems best serves the interests of the Town of Lexington, while also being non-prejudicial to the interests of fair competition.

15. CONTRACT

A signed contract will result from this RFP and will remain in effect for the contracted work period, including extension terms.

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BIDDER PROPOSAL REQUIREMENTS

16. PERFORMANCE CAPABILITIES

Bidders must be capable of providing the specified goods and services on schedule and provide any support services in a professional and workmanlike manner. Time of performance is critical to this RFP. Bidders must reassure the Town of Lexington of their capacity to perform within the timeframe set out in this RFP.

PRODUCT AND PERFORMANCE TERMS

17. METHOD OF ACQUISITION

All items and materials shall be included in the price of services.

18. INVOICING

Selected Vendors must direct all invoices to the Department of Public Works.

The Town of Lexington is tax-exempt. Sales taxes and finance charges will not be paid.

Invoices must contain, or be accompanied by, the following information:

The Town of Lexington Purchase Order number

The Town of Lexington Contract Number

Department that was Serviced

Contact that Ordered Service

Unit Price per Vendor’s bid

Extended Price

Total Price

Total Amount Payable

Record of Receiver’s Sign-off

19. PAYMENT

The goods and/or services procured through this RFP are funded by the Town of Lexington on an indirect payment basis. The Town of Lexington will make payment to Vendors upon receipt of funding from the Town Accountant, which normally occurs within 30 days of delivery of a payment request to the Town Accountant. The Town of Lexington will make all necessary efforts to expedite payment cycles. The Town of Lexington will not be liable for slow payment cycles.

ASSURANCES & DELIVERY

The Town of Lexington or a departmental representative shall inspect the work and give directions pertaining to the work. The vendor or subcontractor shall notify the Town Manager or his/her representative of the time of starting work, interruptions and delays.

The Vendor shall keep the work under their personal control and shall not assign by power of attorney or otherwise, or sublet the work or any part thereof without notice and clearance by the Town.

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All materials, methods of delivery, and staff involved with delivery must comply with all applicable laws, statutes, policies, and regulations. Ignorance of any law, regulation, policy, or statute is not an excuse for non-compliance with those laws, regulations, policies, or statutes. This includes but is not limited to prevailing wage, MGL 30B, MGL 30 39m, and MGL 149.

Accessories & Insurance

• Insurance

▪ Must provide the Town of Lexington with a copy of Insurance certificates documenting amounts of coverages for:

▪ Public Liability and Property Damage Liability Insurance,

▪ Comprehensive Vehicle Liability and Property Damage Insurance; and

▪ Statutory Workman’s Compensation Insurance.

▪ Evidence of existing workers’ compensation insurance policy must be provided in accordance with MGL Ch. 152, Section 25C and attached.

▪ Insurance Requirements are attached below.

• Copy of W9 is required and must be attached.

• Non-collusion and fraud certification are required, must be signed, and attached.

INSURANCE REQUIREMENTS

The Contractor shall carry and maintain, for the life of this contract, all insurance as specified below, and in such form as covered by this contract from all claims and liability for damages for personal injury, including accidental death, and for property damage which may arise from operations under this contract, whether such operations be by him/her self or by any person or anyone directly or indirectly employed by either of them. The coverage shall include the Town of Lexington as an additional insured and amounts of such insurance shall be as follows:

A: Workers Compensation

Statutory State, Massachusetts

Coverage Limit, $500,000 each employee

B. General Liability

1. Limits of Liability Combined Single Limit

Bodily Injury and Property Damage of $1,000,000 per occurrence/ $3,000,000 aggregate

2. Arrangement of Coverage

a. Premises Operations

b. Owners and Contractors Protective

c. Broad Form Comprehensive General Liability Endorsement or equivalent to include Broad Form Contractual, Personal Injury, Broad Form Property Damage.

Cross Liability

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Professional Liability, if applicable

Pollution Liability if applicable

C. Automobile

1. Limits of Liability

Combined Single Limit

Bodily Injury and Property Damage of $1,000,000

2. Arrangement of Coverage

a. Employer non-owned

b. Hired Car

c. All Owned or Leased Vehicles

D. Umbrella/Excess Liability: of at least $2,000,000 per occurrence with a $2,000,000 Annual

Aggregate.

Said policies shall be so written that the Town of Lexington will be notified of cancellation at least thirty (30) days prior to the effective date of such cancellation.

Certificates in duplicate from the insurance carrier stating the limits of liability and expiration date shall be filed with the Town of Lexington before operations are begun. Such certificates shall contain a statement referring specifically to this contract to the effect that all insurance coverage herein required has been provided. Certificates shall be filed before the award can be made. Signatures on all certificates and insurance forms must be original signatures.

Insurance under which the Town shall be named as in “Insured” or as “Additional Interest” shall be carried with an insurance company licensed to write such insurance in the Commonwealth of

Massachusetts.

The Contractor shall indemnify and save harmless the Town, and all of its officers, agents, and employees from all suits, actions or claims of any character.

END

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APPENDIX A – PRODUCT

SPECIFICATIONS

A. General Description and Project Background

History - The Minuteman Household Hazardous Waste Products Facility, the first permanent regional site in the Commonwealth, has been in operation in Lexington since 1998. A consortium of eight cities and towns, Arlington, Bedford, Belmont, Concord, Lexington, Lincoln, Waltham and Watertown partnered with a vendor to provide their residents with eight (8) household hazardous waste (HHW) events per year.

Since then, the group has partnered with two other vendors to provide safe, cost-efficient hazardous waste disposal services to tens of thousands of area residents. A few years ago, Winchester joined the group and more recently, the group began accepting water-based paints (e.g. latex) for recycling as part of the service.

Onsite Lexington staff, combined with representatives from participating towns, work collaboratively with the vendor to ensure a safe, efficient service is provided. Vendor input has helped Lexington make adjustments (e.g. storage equipment, traffic flow) to maximize safety and efficiency at the Minuteman site.

Resident pre-registration is required and helps with event preparation. Collection events can number anywhere between 300-500 vehicles.

A.1: Site Description - The vendor-friendly site is located on Hartwell Avenue, in Lexington, at the site of the former Lexington landfill and current composting and recycling facility. Pictures included in Appendix C show the area designated for the household hazardous waste related services. This includes a covered, paved area for registration, off-loading, packing and storage. There are three storage lockers, three compacting dumpsters, and significant space to store hard to manage items

(e.g. propane tanks). To help maximize safety, the Town provides traffic cones, staff, and equipment to work in partnership with the vendor.

B. Contract Term and Renewal Options

B.1: Contract Term - The contract term shall commence on January 1, 2027 and shall end on

December 31, 2029 with the possibility of two (2) one-year extensions at the Town’s sole discretion.

B.2: Extension Year # 1 – (January 1, 2030 – December 31, 2030).

B.3: Extension Year # 2 – (January 1, 2031 – December 31, 2031).

B.4: Contract Type – This is a unit price contract based on the unit prices provided on the Price Proposal

Form (Form C of the RFP). All proposers must complete the Price Proposal Form and provide in a separate sealed envelope in accordance with Section D of this RFP.

C. Scope of Services

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The Contractor shall provide all transportation, labor, management, materials, tools and equipment required to collect, transport and dispose of agreed upon hazardous waste materials on eight (8) different dates per year at the Facility. Dates shall be mutually agreed up on by the Contractor and Town. The focus of the labor should be customer service driven in order to unload the vehicles as safely and quickly as possible in order to reduce vehicle idling and provide a better experience for all participants. The lists of the current

Acceptable Materials and Unacceptable Materials that are promoted to the public (e.g. town websites) may be viewed on Lexington’s website- https://lexingtonma.gov/320/Acceptable-Unacceptable-Items. The

Contractor shall assume generator status from the point the hazardous waste is accepted. Title to all identified waste accepted by the Contractor from residents at the event for transport and disposal by the

Contractor shall pass directly from such residents to the Contractor at the time of its acceptance.

Additional services and contractor responsibilities include:

• Contractor staff shall be onsite no later than 8:00AM with events commencing at 9:00AM on the agreed-upon collection event dates.

• Contractor will provide staffing in adequate numbers to support the collection activities as required. Should wait times exceed 15 minutes for two consecutive events, the vendor will be required to add additional staff to support the targeted maximum wait time of 15 minutes.

• A contractor representative will attend monthly MHHP Committee meetings, as needed

• Used Motor Oil — a total quantity of 5 x 55 Gallon drums of used motor oil will be included at no charge per event. Only quantities exceeding 5 (Drums 6+) will be billed per the rate provided on Form C.

• The contractor shall collect all fluorescent bulbs and other mercury containing lighting and other devices at the completion of each collection and store in HHP container located on site.

• The contractor shall collect all 1 - 20 pound propane tanks and properly stockpile in designated area. All other sealed/pressurized cylinders and containers shall not be accepted or stored by the contractor.

• The Contractor shall collect all lead-acid batteries and properly stockpile on wooden pallets in designated area.

D. General Information and Proposal Submission Requirements https://lexingtonma.gov/320/Acceptable-Unacceptable-Items

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D.1: Non-Price Proposal Requirements - The Non-Price Proposal must contain a plan of services, describing the manner in which the firm proposes to provide the services outlined in this Request for Proposals. Discussion of the project approach must, at a minimum, cover the following general topics (a – d):

Staffing plan - Clearly identify the project management staff, including the job title, training, responsibilities, and contact information. The Site Manager and Lab Pack Chemist are two key personnel.

The Site Manager shall direct and coordinate all Contractor personnel and all operational and logistical and safety aspects of the collection event. At least one Qualified Lab Pack chemist must be on-site during all hours of operations at each collection event to identify unknowns, segregate collected materials, document and manifest all HHP materials. List the staff person who will be the primary point of contact to work with the Town and communities.

(a) If positions are combined, each bidder so combining positions must submit comment and/or explanation statement

Appropriate staffing for each event is a top priority. At each event, the priority is to safely unload the public’s vehicles in an efficient, friendly, and environmentally-responsible manner The goal is to have sufficient employees to keep a “wait-in-line-time” to less than fifteen minutes as a maximum.

(b) Subcontractors - Identify any subcontractors whose services will be used over the term of the contract. Temporary Staffing agencies and Secondary Hazardous Waste Transporters are considered subcontractors for the purposes of this contract. Include certificates of insurance and letters of agreement from the subcontractors to support the goals of the contract.

(c) Project Team - The proposal should include the following information on project team: names and roles of project team key personnel, project team organization chart, summary of key personnel roles and responsibilities including qualifications and capabilities, experience and history of the proposer. The Site Manager and Qualified Lab Pack Chemist(s) must be on-site during all hours of operations i.e., during all collection events.

(d) Information about Proposer.

1. Name and address of firm(s).

2. If joint venture proposal, provide information for all parties to joint venture.

Also indicate previous affiliations with the lead firm.

3. General background. Submit no more than three pages of firm's general promotional materials to indicate general qualification of the firm.

4. Number of years the firm and key personnel have been engaged in collection of household hazardous waste.

5. A description of resources and supplies available to support household hazardous waste collection services. Identify the office(s) where these specific resources and individuals are based to support the Facility. Provide a contingency plan in the event that additional staff and/or supplies are needed.

6. Provide a list of the approved disposal facilities from which it is expected that the material collected during the contract will be processed or received.

Include contract information, EPA ID Numbers, and type of disposal and treatment processes typically practiced at these facilities.

7. Outline the hazardous waste transportation plan for this contract. It is anticipated that at the conclusion of the HHP collection event, the majority of

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HHP will be transported off-site the same day. Provide a list of hazardous waste state permits for each state the collected HHP will travel enroute to the primary TSDF. Include a general summary of the “DOT Security Plan” for the primary hazardous waste transporter and secondary hazardous waste transporter.

8. Provide a description for how water-based paints will be collected from residents. Include information about the weight and volume of paint collected and recycled and any sub-contractors used. Describe past experience collecting water-based paint during collection events. While recent practice has been to accept water-based paint during collection events, the MHHP Committee continues to evaluate this practice and requests the information and pricing (on

Form C) to determine if it wishes to continue the practice in the future.

9. Provide a description of how the Contractor will track and report the quantities of waste collected at each event. The Contractor shall be responsible for reporting to the Town the types and quantities of waste collected and provide

Manifests and other related information in a timely manner.

D.2: Price Proposal Requirements - Each proposing firm shall also submit to the Town of Lexington in a separate, sealed envelope the proposed cost of providing the services described in the Scope of

Services. Attention to details may be required for an accurate response to the bid. This sealed envelope will not be opened until after the non-price proposals and qualifications of all firms have been evaluated and ranked. The Price Proposal (Form C of the RFP) shall be used to identify any and all terms, conditions, and limitations associated with the Scope of Services.

D.3: Use of Prescribed Forms - All proposals shall be submitted on the prescribed forms and shall be subject to all the requirements stipulated in the specifications. All blank spaces for proposal prices should be filled in, in both words and figures. In the event that there is a discrepancy between the prices written in words and figures, the prices written in words will govern.

E. Selection Criteria

E.1: Qualifications - Proposers must provide all of the services described in Section C of this RFP

(“Scope of Services”) and comply with all Proposal Submission Requirements listed in Section D of this RFP.

E.2: Minimum Criteria - To be considered responsive and responsible the following additional minimum criteria must be met:

(a) Proposers must provide all of the services described herein themselves, or as part of a joint effort with others, and must comply with the Proposal Submission Requirements listed in Section

D of this RFP.

(b) The proposal is well organized, clear and concise, the proposed plan of services provides sufficient detail and documentation, and the proposal demonstrates that the proposer has the necessary resources to perform the scope of work set forth in this RFP.

E.3: Comparative Criteria – All proposals which meet or exceed the minimum criteria will be evaluated on the following comparative criteria:

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(b) Site Manager is the same person for all eight collection events.

Highly Advantageous Commitment to having same Site Manager at all eight collection events

Advantageous Commitment to having same Site Manager at five (5) - seven (7) collection events.

Not Advantageous Commitment to having same Site Manager at four (4) or less collection events.

Unacceptable Not having same Site Manager at each collection event

(c) Years of experience with one-day events that Site Manager will have

Highly Advantageous Site Manager will have > 5 years experience

Advantageous Site Manager will have 4-5 years experience

Not Advantageous Site Manager will have –2-3 years experience

Unacceptable Site Manager will have < 1 year experience

(f) The plan of services proposal submitted by the vendor

Highly Advantageous Plan is detailed, comprehensive, addresses all aspects of the requested services and identifies efficiencies and safety protocols for all stakeholders involved in the events.

Advantageous Plan provides a general overview of the service plan but does not identify efficiencies or safety protocols for all stakeholders involved in the events.

Not Advantageous Plan provide scant details about the requested services and does not speak to efficiencies or safety protocols.

Unacceptable Plan is not submitted with proposal.

(g) Quality of References

Highly Advantageous Proposer provides more than three municipal references for successfully conducting events for more than 200 vehicles and all references provide positive feedback.

Advantageous Proposer provides two references for conducting events for more than 200 vehicles and feedback is generally positive.

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Not Advantageous Proposer provides one reference for conducting events for more than 200 vehicles and feedback is generally positive or mixed.

Unacceptable Proposer does not provide references or receives one or more negative feedbacks from past clients.

F. References

Proposers must submit a list of communities or clients where they have performed household hazardous waste collection services for collections where the vehicle count has met or exceeded 200 vehicles. Include the community’s contact name, phone number, the number of vehicles served, and the number of paid staff at each event. The Town of Lexington may act as its own reference.

G. Rule for Award

G.1: Proposal Quality – Proposals meeting all minimum criteria will be evaluated and rated according to the comparative criteria in the RFP and evaluators will assign a composite rating to each non-price proposal. References of the qualified firms will also be checked. It is anticipated that the proposals will be evaluated by members of the Minuteman Hazardous Products Facility Committee and Lexington staff. Interviews may be offered to all vendors meeting the minimum criteria after the evaluation of non-price proposals, should it be deemed necessary.

G.2: Proposal Price - After the evaluation committee assigns a composite rating to each non-price proposal, cost proposals will be opened and evaluated. These must be placed in separate sealed envelopes.

G.3: Proposal Selection – The Lexington Procurement Officer and the committee will select the most advantageous proposal from a responsible and responsive proposer, taking into consideration all of the evaluation criteria set forth in this RFP including cost.

(a) The contract award shall be conditional upon successful negotiation of a final plan of services.

If unsuccessful, the second highest-ranking firm will be invited to enter into negotiations with the

Town of Lexington.

(b) No award will be made to any proposer who cannot satisfy the Town of Lexington that the proposer has sufficient ability and experience in this work and sufficient resources to enable the proposer to complete the work successfully within the time allowed. The Town’s decision or judgment on these matters will be final, conclusive and binding.

(c) The Town of Lexington may make such investigations as the Town deems necessary and the proposer shall furnish to the Town all such information and data for this purpose as the Town may request.

(d) The contract will be awarded within sixty (60) days after the proposal opening unless the time for award is extended by mutual consent of the parties.

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G.4: Lexington’s Right to Reject Proposals - The Town of Lexington reserves the right to reject any or all proposals, if it is in the public interest to do so. The Town may consider informal any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informality or reject any and all proposals, should the Town deem it to be in the public interest.

The Town may reject proposals which in its sole judgment are either incomplete, conditional, obscure or not responsive or which contain additions not called for, erasures not properly initialed, alterations or similar irregularities, or the Town may waive such omissions, conditions or irregularities.

H. Anticipated Schedule

Date Item

Thursday, August 27, 2026 RFP available

Wednesday, September 2, 2026 Pre-bid site visit at 10:00 AM

Friday, September 4, 2026 Questions due by 4:00 PM

Wednesday, September 9, 2026 Addenda issued

September 17, 2026 Proposals Due

Week of September 28th Interviews (if needed)

Early October 2026 Award Notice to Selected vendor

Mid October 2026 Contract Negotiations (if needed)

Mid/Late October 2026 Signed Contract

January 1, 2027 New contract takes effect

April 2027 First collection event

The above schedule (other than due date) is subject to change if the Town of Lexington deems it necessary.

The Town reserves 60 days from the proposal deadline to make the award.

A contractual agreement will be entered into between the Town and the firm to perform the services, including a list of rates at which the services of specific classes of the firm’s employees will be billed to the

Town with specific upset limits for services. Usual payment terms include payment within 30 days of submittal of invoice and necessary documentation at end of each month.

I. Additional Contract Terms and Conditions

I.1: “Uniform Procurement Act" (Massachusetts General Laws Chapter 30B GL (Ter. Ed.) and all acts in amendment of or supplementary to said Chapter 30B are a part of this contract and are incorporated herein as fully as if here set forth.

I.2: Contracting Firm Records - The Contracting firm shall comply with the provisions of MGL Chapter

30 Section 39R concerning contracting firm records.

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FORM A - GENERAL BID FORM

The accompanying Statement of Competency and Bid Price Form are hereby submitted in response to the

RFP cited above. All information, statements and prices are true, accurate and binding representations of its intentions and commitments in responding to this RFP.

This bid applies to the category(s) of goods and/or services marked with an “X” below.

❑ # 27-24 HOUSEHOLD HAZARDOUS WASTE SERVICES

Vendor

Name:

Street:

City: State: Zip:

Phone: e-mail:

Web Address:

Non-Collusion Statement

The undersigned certifies under penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Taxes Paid Certification

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am/my company is in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and VENDORs, and withholding and remitting child support.

For the Bidder:

X

Name:

Title: Date:

Attach certificate of corporate vote (if required by Section 7)

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FORM B - STATEMENT OF COMPETENCY

I hereby certify that the Bidder meets or exceeds the competency criteria set out in this RFP.

I further attest to the following assertions:

1. Bidder is an authorized dealer of a HOUSEHOLD HAZARDOUS WASTE SERVICES.

2. Provision of the items specified in this RFP is consistent with the Bidder’s normal lines of business.

3. The Bidder is incorporated, and if required licensed, to do business in Massachusetts.

4. The Bidder will receive favorable ratings from the following references, please attach a reference sheet as well per the “Reference” requirements.

❑ ______________________________________ of ___________________________________, MA

❑ ______________________________________ of ___________________________________, MA

❑ ______________________________________ of ___________________________________, MA

❑ ______________________________________ of ___________________________________, MA

❑ ______________________________________ of ___________________________________, MA

❑ ______________________________________ of ___________________________________, ___

❑ ______________________________________ of ___________________________________, ___

❑ ______________________________________ of ___________________________________, ___

❑ ______________________________________ of ___________________________________, ___

❑ ______________________________________ of ___________________________________, ___

For the Bidder:

X

Name:

Title:

Date:

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FORM C - BID PRICE FORM1

MHHPC FACILITY PRICE PROPOSAL

Contract #27-24

□ Set-Up Fee

□ Collection and Disposal Pricing is per full car load, per half car load and per small car load;

□ 5 Hours Open to Public each Collection event;

□ All costs below include set-up fee, labor, travel time, containers, packaging material, labels, placards, paperwork, transportation, disposal of HHP materials and safety and spill control equipment required to transport the material in accordance with Federal and State laws and regulations.

• SET-UP FEE (per event): _________________________________

• COST PER VEHICLE*:

• FULL CAR LOAD (up to 50 lbs. or 25 gal.):

• HALF CAR LOAD (up to 20 lbs. or 10 gal.):

• SMALL CAR LOAD (up to 6 lbs. or 3 gal.):

• USED MOTOR OIL** (per 55 gallon drum):

• COST ASSOCIATED WITH

WATER-BASED PAINT RECYCLING***: $

*Vehicles bringing in more wastes than a “full car load” will be assigned an incremental equivalent volume (e.g., 1.25, 1.5,2.0 etc.). The assignment decision is made by the contracted firm representative and verified by the sponsoring representative from the Committee present at the event.

** First 5 x 55 gallon drums included in event costs. Pricing above is for drums in excess of that amount

Please Initial Here That This Price Proposal Is Correct and Understood: ________

Please List Any Addenda Here as Acknowledgement of Receipt:_______________

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Appendix B

SAMPLE MASTER SERVICE AGREEMENT

Minuteman Regional Household Hazardous Product Facility

2027-2031 HHW Collection Days

This Agreement is entered into as of the day of _____ 2026 (the “Agreement”) by and between THE CONTRACTOR (the “CONTRACTOR”) and the Town of Lexington, Massachusetts acting as the lead agency on behalf of the Minuteman Regional Household

Hazardous Product Facility (hereinafter “CUSTOMER”);

1. Purposes and Term of Agreement

This Agreement sets forth the terms and conditions under which CONTRACTOR shall provide

Household Hazardous Waste Collection Day Service or Services (as hereinafter defined). The term of this Agreement shall be in effect from January 1, 2027 through December 31, 2029, including extension terms, (as defined in Attachment A).

2. Services

a. Services Offered. This Agreement provides for the expedited and simplified contracting and performance of Services by CONTRACTOR for CUSTOMER as provided in any Work Order

Authorization (as hereinafter described) issued under this Agreement and accepted by

CONTRACTOR, subject to the terms and conditions governing such Services as set forth in this

Agreement, Attachments A – Contract and Attachment B - Pricing for Household Hazardous

Waste Collection Services or a Work Order Authorization. CONTRACTOR agrees to provide said

Services for CUSTOMER at a household hazardous waste collection events with dates between

January 1, 2027 through December 31, 2029 and extension terms, if applicable.

b. Work Order Authorization. CUSTOMER shall issue to CONTRACTOR, in writing, a purchase order, work authorization, notice to proceed, (hereinafter “Work Order Authorization”).

In the event of any conflict between this Agreement (including any Attachment thereto) or a Work

Order Authorization, this Agreement shall control. To the extent not inconsistent with this

Agreement, the terms of the Attachment shall control over those of a Work Authorization.

3. Fees and Billing

a. Amount. CUSTOMER agrees to pay CONTRACTOR for the performance of the Services hereunder at the fees or rates set forth in the Attachment B — Proposal for Household Hazardous

Waste Collection Services or in a Work Order Authorization issued, at CONTRACTOR'S fees or rates for such Services as set forth in Attachment B.

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b. Invoices. Unless otherwise specified in writing signed by CONTRACTOR, CONTRACTOR shall invoice CUSTOMER on a monthly basis and CUSTOMER shall pay such invoice within thirty (30) days after the date of the invoice. In the event CUSTOMER has a good-faith objection to an invoice, CUSTOMER shall pay the undisputed amount pursuant to the terms of this Agreement and notify CONTRACTOR of said objections. To the extent CUSTOMER has paid CONTRACTOR for any of the Services, CONTRACTOR shall not create any lien or encumbrance on the CUSTOMER'S property relating to such Services.

c. Late Payment. For any payment received by CONTRACTOR after thirty (30) days from the date of invoice, CONTRACTOR may charge CUSTOMER an additional service charge of 1.5 percent per month of the amount of the invoice or the maximum percentage allowed by law, whichever is less. CUSTOMER shall pay all reasonable costs of collection including attorney’s fees and expenses, incurred by CONTRACTOR in the collection of payment of invoices which are not paid or timely paid by CUSTOMER.

d. Non-Payment of Invoices. Except for invoices or portions thereof with respect to which

CUSTOMER has timely notified CONTRACTOR of a good-faith objection, if payment of

CONTRACTOR invoices is not maintained on a 30-day current basis, CONTRACTOR may suspend further performance of any or all Services and/or withhold any and all materials, labor, work or data from CUSTOMER until full payment is made.

e. Change in Fees or Rates. Fees or rates for Services as set forth in the Contract & Pricing for Household Hazardous Waste Collection Services shall remain in effect for the scheduled events between January 1, 2027 through December 31, 2029 and extension terms, if applicable, provided however, CUSTOMER shall pay for any additional charges incurred by CONTRACTOR for fees, taxes, tariffs, surcharges, costs, or other charges related to the Services imposed by laws or regulations which become effective after CUSTOMER issues the Work Order Authorization.

4. Warranties, Representations, and Standard of Care

CONTRACTOR warrants and represents that (i) it possesses the business, professional, and technical expertise to perform the Services, (ii) it possesses the equipment, facilities, and employees to perform the Services, (iii) it shall perform the Services, within the limits prescribed by CUSTOMER, in a safe and workmanlike manner consistent with the care and skill ordinarily exercised for such services by other companies providing similar services under similar circumstances and conditions at the same time and in the same locality, (iv) it shall perform the Services in material compliance with all valid and applicable laws and regulations, and (v) its facilities have been issued, as of the date of this Agreement, all material permits, licenses, certificates, or approvals required by applicable statutes, ordinances, orders, rules and regulations necessary to perform the Services (hereinafter the “Standard of Care”).

THE EXPRESS WARRANTIES SET FORTH IN THIS PARAGRAPH ARE EXCLUSIVE,

AND ALL OTHER WARRATITES OF ANY KIND, WHETHER WRITTEN, ORAL,

EXPRESS, STATUTORY, OR IMPLIED (WHETHER ARISING UNDER LAW OR

EQUITY OR CUSTOM OF USAGE), INCLUDING, WITHOUT LIMITATION, IMPLIED

WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR

PURPOSE, ARE DISCLAIMED AND ARE EXPRESSLY EXCLUDED FROM THIS

AGREEMENT AND FROM ALL ATTACHMENTS AND WORK AUTHORIZATIONS

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RELATED HERETO.

5. Notice of Non-Compliance with Law

CONTRACTOR shall notify CUSTOMER in the event its permits, licenses, certificates, or approvals to perform the Services or to operate a facility are modified, revoked, suspended, surrendered, transferred or otherwise changes such that there is a material adverse effect upon the Services.

6. Audits

CUSTOMER or its duly authorized representative may request and shall be granted reasonable access, at reasonable times, to facilities of CONTRACTOR being used or proposed to be used for the Services and to applicable permits, permit applications and documentation required by all applicable federal, state or local authorities for such facilities and for the Services to be performed hereunder. Any information obtained through such access and audits shall be subject to the confidentiality provisions in Paragraph 9 below.

7. Ownership of the waste

CONTRACTOR. will accept ownership of the waste.

8. Insurance

CONTRACTOR shall procure and maintain, at its expense, during the term of this Agreement, applicable insurance amounts as listed in the RFP #27-24.

CONTRACTOR shall give CUSTOMER thirty (30) days' notice of cancellation or material alteration of such insurance coverage. CONTRACTOR agrees to furnish to CUSTOMER insurance certificates upon request showing compliance with the above requirements. In no event shall CONTRACTOR’s liability under this Agreement, including the indemnity obligations contained herein, exceed the amount of the above-referenced coverage.

9. Ownership and Maintenance of Documents

a. Documents. As the proper generator of all hazardous wastes collected at the household hazardous waste collection events scheduled for January 1, 2027 through December 31, 2029 all shipping papers for such wastes including manifests and land disposal restriction notification forms (collectively “Documents”) prepared or maintained by CONTRACTOR are and shall remain the property of CONTRACTOR. CONTRACTOR shall provide copies of these

Documents to CUSTOMER at the conclusion of the event.

b. Maintenance of Documents. CONTRACTOR shall maintain for CUSTOMER all such

Documents as originals or copies or electronically for a period of no less than two (2) years after completion of the Services. CUSTOMER shall specify in advance, in writing, and shall be charged for all arrangements for special or extended storage or maintenance of such Documents by

CONTRACTOR.

10. CUSTOMER Site Access

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On the day of each scheduled event, a representative from the Town of Lexington shall provide access to CUSTOMER's property at 201 Bedford Street, Lexington MA and/or worksite during regular business hours as necessary to perform Services hereunder.

CUSTOMER shall provide CONTRACTOR, its employees and subcontractors a safe working environment for any Services performed. CONTRACTOR, its employees and subcontractors shall comply with Customer's safety procedures, provided such procedures are conspicuously and legibly posted in the working area or have been delivered, in writing, to CONTRACTOR prior to the commencement of Services. CUSTOMER grants to

CONTRACTOR and warrants (if the project site is not owned by CUSTOMER) that permission has been granted by all persons necessary for CONTRACTOR, its employees, agents and subcontractors to enter the property on which the Services are to be performed for the purposes of performing the Services.

11. Independent Contractor

The relationship between CONTRACTOR and CUSTOMER under this Agreement shall be that of independent contractors. Each party shall exercise its own discretion in the method and manner of performing its duties, and neither party shall exercise control over the other except insofar as may be necessary to ensure performance and compliance with this Agreement.

Employees, methods, equipment and facilities used by a party shall at all times be under its exclusive direction and control. Nothing in this Agreement shall be construed to designate either party, or any of its employees, as employees, agents, joint ventures or partners of the other party.

12. Inspection and Reports

The CUSTOMER shall have the right at any time to inspect the work of the CONTRACTOR, including the right to enter upon any property owned or occupied by CONTRACTOR, whether situated within or beyond the limits of the CUSTOMER. Whenever requested, CONTRACTOR shall furnish to the CUSTOMER full and complete written reports of this operation this Contract in such detail and with such information as the CUSTOMER may request.

13. Force Majeure

Except for the obligation to pay for Services, any delay or failure of either party to perform its obligations hereunder shall be excused if, and to the extent, caused by acts of God, action of a governmental authority (including, but not limited to, revocation of permits and changes in applicable laws, regulations, rules or administrative practices of any governmental authority), fire, flood, windstorm, explosion, riot, war, sabotage, labor problems (including lockouts, strikes, and slowdowns) court injunction or order, pandemics or other such causes that are beyond the reasonable control of the affected party and without its fault or negligence; provided, that prompt notice of such delay shall be given by the affected party to the other party. Each of the parties hereto shall be diligent in attempting to remove such cause or causes but shall not be under any obligation to settle strikes by its employees.

14. Termination

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14.1 Either the CUSTOMER or the CONTRACTOR may terminate this Agreement for cause upon written notice given by the non-defaulting party. For the purpose of this provision, “cause” shall include the failure of a party to fulfill its material duties hereunder in a timely and proper manner.

14.2 The CUSTOMER shall have the right to terminate this agreement for convenience upon ten (10) days written notice.

14.3 Following the termination of this Agreement, the parties shall be relieved of all further obligations hereunder except that:

14.4 CUSTOMER shall remain liable for…