Q-RTSX2603_Pick_Up_Disposal_and_Recycling_of_Used_Oils_Etc.pdf

CITY OF GAINESVILLE

QUOTE REQUEST FORM

This quote is issued only through the OpenGov platform.

Quote Name: Pick Up, Disposal and Recycling of Used Oils, Etc.

Quote Number: Q-RTSX2603

OpenGov allows for questions/answers within the platform. Department representative will issue addenda to ensure bidders are aware of all questions received and City’s response.

NOTE: Quotes will only be accepted through the OpenGov platform. The platform does not accept late submittals; there are no exceptions.

1. INSTRUCTIONS TO BIDDERS:

To download quote/upload response the bidder must be registered with OpenGov (https://procurement.opengov.com/portal/cityofgainesville). There are no costs to do so.

2. SPECIFICATIONS: See Section A

3. PRICE FORMAT: See Section B - All quotes should include freight. Unless otherwise stated, the award will be to the lowest responsive, responsible bidder.

4. RESPONSE REQUIREMENTS: These requirements are MANDATORY for an award to be made:

MINIMUM REQUIREMENTS: Minimum of five (5) years’ experience of providing like service. (Provide documentation such as business licenses/permits showing firm has been in business for the last five years.)

All responses must include:

a. Response to Requirements, including evidence of meeting Minimum Requirements

b. Pricing Page - Section B

c. References/Prior Work – Section C Required Not Required

d. Signature Page – Section D

5. TERMS AND CONDITIONS:

The City of Gainesville Procurement Terms and Conditions can be found HERE.

a. e-VERIFY REQUIREMENT:

To view the e-Verify requirements, refer to City’s Terms and Conditions, Page 3, #18 found HERE

b. LIVING WAGE REQUIREMENT:

Living Wage requirements, Ordinance 020663, as amended in Ordinance 030168, and in Ordinance 180999, found HERE

Note, if “HERE” links throughout the document do not work, then type the following into your browser:

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do- Business-with-the-City https://procurement.opengov.com/portal/cityofgainesville https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

c. INSURANCE REQUIREMENTS:

Workers’ Compensation Insurance provide coverage in compliance with Florida Statutes

Professional Liability Insurance $N/A per occurrence combined single limit for bodily injury and property damage

Public Liability Insurance

(other than automobile) consisting of broad form comprehensive general liability insurance including contractual coverage

$1,000,000 per occurrence combined single limit for bodily injury and property damage

Automobile Liability Insurance $500,000 per occurrence combined single limit for bodily injury and property damage

SECTION A

SPECIFICATIONS

1.1 This quote is for Pick Up, Disposal, Recycling of Used Oil, Filters, Hazardous Materials, Etc. for the City’s

Regional Transit System (RTS) and Fleet Management Department on an as needed basis from October 1, 2025 through September 30, 2027.

1.2 The contractor shall have the capability to perform and complete the services in all respects in accordance with the bid documents.

1.3 Contractor shall pickup, transport and store waste products following all Federal, State and County rules, regulations and laws must be strictly observed.

1.4 The following products listed are estimated quantities generated by the Regional Transit System and Fleet

Management Department on an annual basis:

Products - RTS Quantities Used Motor Oil 7500 gl Per Stop Fee OR Per Trip Charge (see 1.9) 12 stops/trips Used Engine Coolant 1500 gl Used Oil Filters (Crushed or Uncrushed) 51 drums Absorbents 6 drums *Sludge 4000 gl Petroleum Contact Waters 7000 gl Waste Water (non Petroleum Contact Water) 4000

*NOTE: Estimated quantities of all sludge generated by RTS are included in the above total. RTS generates the bulk of the sludge from oil-water separator which requires vac-truck services, but also generates a small amount of sludge from our undercarriage bus wash which will be drummed.

Products - Fleet Quantities Used Motor Oil 4600 gl Per Stop Fee OR Per Trip Charge (see 1.9) 24 stops/trips Used Engine Coolant 266 gl Used Oil Filters 19 drums Absorbents 6 drums Sludge 500 gl Petroleum Contact Water 90 gl – 4 drums

1.5 Contractor shall provide drums, at no expense to City, to store and ship all products listed above.

1.6 Contractor shall provide spare drums, at no expense to City, to be used in the case of emergencies.

1.7 Analytical reports are on file at each site that generates ABS and Sludge.

1.8 Analytical testing must be provided by a NELAP certified Laboratory that is currently listed active by the FLDEP.

The oil water separator must have the sludge removed twice annually. This will be scheduled well in advance with the contractor by staff. Deviations to this schedule will not be permitted. In the event the contractor does not have the capacity to remove all drummed waste generated during the pickup cycle no additional trip charges are to be incurred by the City for the contractor to remove excess waste due the lack of capacity.

1.9 Schedule of Services

Contractor shall contact the appropriate City representative for each location while scheduling to determine the quantities of drummed waste generated during the cycle.

The frequency of pickups will be no less than stated in this section unless otherwise directed by the City’s project manager. This is a firm requirement and must be reflected in bidder pricing. Non-compliance to this requirement will be handled according to 1.19. City’s Right to Terminate.

Regional Transit System:

• Needs to be on a 21-day cycle with three (3) containers each for ABS and Used Filters on both the Heavy Duty Side and Light Duty Side of garage (12 total). Each side has its own antifreeze and used oil containment area. Driver is to check in and out with the support staff at parts counter.

Fleet Management Department:

• Centralized Garage – Needs to be on a 21-day cycle with three (3) containers each for ABS and Used

Filters on both the Heavy Duty Side and Light Duty Side of garage (12 total). Each side has its own antifreeze and used oil containment area. Driver is to check in and out with the support staff at parts counter.

• Springhill Garage - Needs to be on a 45-day cycle with two (2) containers each for ABS and Used Filters, there is currently a 35 gallon drum for antifreeze and a separate used oil containment area. Driver is to check in and out with technicians.

1.10 Compliance with Environmental Laws and Regulations

The Contractor shall submit documentation of regulatory compliance for the storage, disposal and transportation of hazardous waste.

1.11 Ancillary Services

Bidder may provide the description and cost of services your company offers in addition to those listed in section

1.4 above.

1.12 Service Request

Services can only be requested by authorized personnel. The City desires service within twenty four (24) hours of notification.

1.13 Order Placement and Invoicing

Only orders placed with a purchase order number will be considered authorized. The vendor shall be responsible for invoicing the City after providing service. Each invoice must be numbered differently. Any invoices submitted with a duplicate number will not be processed for payment. *Note: Any payment to the City for waste oils is to appear as a credit on the invoice.

1.14 Payment

Payment will be due to the vendor in accordance with the Local Government Prompt Payment Act, Section 218.70,

et. seq. Florida Statutes, upon receipt of a proper invoice. City will make payment electronically as an electronic fund transfer (EFT).

The City would like to do Statement Billing with payment due once a month. Payment may be withheld by the City due to failure by the vendor to comply with these Specifications. The City shall notify the vendor of any unsatisfactory performance as soon as practicable so that it can be corrected without delaying payment if possible.

1.15 Monthly Statements and Invoices

Contractor shall furnish a monthly statement (to include the purchase order number, invoice number, and net purchase amount) and invoices shall be mailed or emailed as follows:

For RTS: City of Gainesville Regional Transit System Attn: Ronda Carney P.O. Box 490, Mail Station 5 Gainesville, Florida 32627 Email: carneyrl@cityofgainesville.org and RTSAP@cityofgainesville.org

For Fleet: City of Gainesville Fleet Management Department Attn: Barbara Beck P.O. Box 490, Station 54 Gainesville, Florida 32627

Email: beckbj@cityofgainesville.org and fm_invoices@cityofgainesville.org mailto:carneyrl@cityofgainesville.org mailto:RTSAP@cityofgainesville.org mailto:beckbj@cityofgainesville.org

1.16 Pick Up of Waste

For RTS: Pickup: 34 SE 13th Road Monday–Friday, 8am-4pm Gainesville, Florida 32601

For Fleet: Pickup: Centralized Garage Tuesday–Thursday, 7am-5pm 6317 NW 16th Street Gainesville, FL 32653

Pickup: Springhill Garage Tuesday-Thursday, 7am-5pm 3805 NW 97th Blvd Gainesville, FL 32605

Contractor is requested to email a copy of the invoice to the respective department’s contact(s) listed in 1.15 above as well.

1.17 Spillage

While performing work under this contract, the Contractor shall be responsible for completing cleanup for any spills or accidental release to the environment at no cost to the City.

1.18 City’s Right to Terminate

The City shall retain the right to terminate this agreement without cause upon 60 day written notice and with cause upon 30 written notice at any time during the contract term.

SECTION B

PRICING SUMMARY

Bidders must respond to each service with a price or no charge. All services must be provided. Any service that cannot be provided will result in disqualification.

Prices to remain firm from October 1, 2025 through September 30, 2027.

PICKUP AND DISPOSAL/RECYCLING OF:

ITEM COST PER UNIT UNIT OF MEASURE

Used Motor Oil $ gl

Per Stop Fee OR Per Trip Charge (may charge one but not both) $ Per stop/trip

Used Engine Coolant $ 55 gl drum

Used Oil Filters (Crushed or Uncrushed) $ 55 gl drum

Used Fuel Filters (Gas & Diesel) $ 55 gl drum

Absorbents $ 55 gl drum

Sump Sludge, Fats, Oils, Greases and Solids* (see note on 1.4) $ gl

Petroleum Contact Waters $ gl

Waste Water (non Petroleum Contact Water) $ gl

Pads, Rags, Booms $

Contaminated Fuels (Diesel, Gasoline, Bio-Diesel) $

ADDITIONAL CHARGES:

ITEM COST PER UNIT UNIT OF MEASURE

Analytical Test TCLP (RCRA metals and volatiles) EPA methods $

Vac Truck Rate $

Response time to unscheduled request for services:

Please note any additional charges for manifest, tanker services, etc.:

Only the services/pricing included on this Price Summary page are authorized expenses under this quote.

Award will be made based upon multiplying the item Cost Per Unit amount by the quantities stated in 1.4 under Section A, then adding them together.

NOTE: City will request copies of intended bidder’s Spill Prevention, Control and Countermeasure (SPCC) Plan, USDOT Hazardous Materials Certificate of Registration, FDEP Registration (including Storage Tank Registration Placard) and county and/or city registrations after the quote deadline. Failure to provide the information within 24 business hours of request will be grounds for disqualification of the intended bidder and the City will make intended award to the next lowest bidder.

SECTION C

REFERENCES/PRIOR WORK

This form is REQUIRED is NOT REQUIRED to be included in the submittal.

Provide verifiable, current information for 3 references of similar scope performed within the past 5 years.

Company Name of Respondent: _________________________________________________________

#1 Years services were provided (i.e. 2020-2022) ___________________

Customer’s Company Name: ___________________________________________________________

Address: ___________________________________________________________________________

City, State Zip: ______________________________________________________________________

Contact Name: ______________________________________________________________________

Phone Number: _____________________________________________________________________

Email Address: ______________________________________________________________________

#2 Years services were provided (i.e. 2020-2022) ___________________

Address: ___________________________________________________________________________

City, State Zip: ______________________________________________________________________

Contact Name: ______________________________________________________________________

#3 Years services were provided (i.e. 2020-2022) ___________________

Address: ___________________________________________________________________________

City, State Zip: ______________________________________________________________________

Contact Name: ______________________________________________________________________

SECTION D

SIGNATURE PAGE

BIDDER’S DECLARATION AND UNDERSTANDING

Check each box below to indicate understanding of each Declaration

The undersigned, hereinafter called the Bidder, declares that:

Only person or parties interested in this Quote are those named herein. This Quote is, in all respects, fair and without fraud, it is made without collusion with any official of the City. This Quote is made without any connection or collusion with any person submitting a separate Quote for this contract.

No City Commissioner, other City officer, or City employee directly or indirectly owns more than five percent of the total assets or capital stock of the bidding entity and will not directly or indirectly benefit by more than five percent from the profits or emoluments of a contract. (For purposes of this paragraph, indirect ownership or benefit does not include ownership or benefit by a spouse or minor child.)

Bidder has carefully examined the Specifications, and this Quote is made according to the provisions of the Specifications. Bidder declares that any deviation from the specifications is explained in a separate paragraph, labeled Clarifications and Exceptions included in the Quote.

Bidder has carefully examined and agrees to the Procurement Terms and Conditions which can be found HERE.

Signature acknowledges that: (check ONLY one):

Quote is in full compliance with the Specifications.

Quote is in full compliance with specifications except as specifically stated and attached hereto.

Authorized signature: __________________________________________ Date: ______________

Name of Signatory: ________________________________________________________________

Title of Signatory: _________________________________________________________________

Legal Name of Company (as registered with the IRS): ___________________________________

Company Alias/DBA: ______________________________________________________________

Address (Street/City/State/Zip – No PO Boxes): ________________________________________

Phone: __________________________________________________________________________

Email: ___________________________________________________________________________

Web Address: ____________________________________________________________________ https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City