REQUEST FOR QUOTATION

27-558-MM

RECYCLING SERVICES - REFRIGERANT FY27 10/01/2026 -

9/30/2027

Alachua County, Florida

County Administration Building

Gainesville, FL 32601

RELEASE DATE: August 6, 2026

DEADLINE FOR QUESTIONS: August 16, 2026

RESPONSE DEADLINE: August 26, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Alachua County, Florida

REQUEST FOR QUOTATION

Recycling Services - Refrigerant FY27 10/01/2026 - 9/30/2027

I. Introduction II. Project Details

III. Insurance Requirements IV. Submittals V. Request for Quotation Pricing Form

Request For Quotation #27-558-MM Title: Recycling Services - Refrigerant FY27 10/01/2026 - 9/30/2027

1. Introduction

1.1. Summary

Alachua County is requesting pricing for the following products or services on an as needed basis: 27-

558-MM Recycling Services - Refrigerant FY27 10/01/2026 - 9/30/2027.

The following apply to this Request for Quotation: Introduction, Insurance, Project Details, Attachments, Submittals, and Request for Quotation Pricing Form.

Services are to include all labor, materials, supplies and equipment in accordance with the specifications set forth within this informal solicitation.

Vendors must be fully capable of performing the required services while adhering to all laws, specifications, procedures, protocols, applicable guidance, and industry best practices.

1.2. Background

Location: Alachua County is located in North Central Florida. The County government seat is situated in

Gainesville. Gainesville is located 70 miles southwest of Jacksonville, 129 miles southeast of Tallahassee, 140 miles northeast of Tampa - St. Petersburg and 109 miles northwest of Orlando. Alachua County has a population of over 250,000 and a regional airport. The County itself consists of a total area of 969 square miles.

Form of Government: Alachua County is governed by a Board of five (5) elected County Commissioners and operates under the established County Manager Charter form of government. In addition to the five

County Commissioners, there are five elected Constitutional Officers: Supervisor of Elections, Sheriff, Clerk of the Court, Tax Collector, and the Property Appraiser. The Alachua County Attorney also reports to the Board.

1.3. Contact Information

Mandy Mullins

Procurement Agent I

Email: mmmullins@alachuacounty.us

Phone: (352) 384-3090

Department:

Solid Waste & Resource Recovery

1.4. Timeline

OpenGov Project Release Date August 6, 2026

Question Submission Deadline August 16, 2026, 12:00am https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined https://procurement.opengov.com/portal/alachuacounty/projects/289710/document?section=undefined mailto:mmmullins@alachuacounty.us tel:(352)384-3090

Submission Deadline August 26, 2026, 5:00pm

2. Project Details

2.1. Request for Quotation

Alachua County is accepting electronic quote submissions. This is not a formal solicitation. This is an

Informal Written Quote, for the provision of Recycling Services - Refrigerant FY27 10/01/2026 -

9/30/2027 on an as-needed basis.

It is Alachua County's intent to award a blanket purchase order for Fiscal Year 2027, which generally begins on October 1, 2026 and ends on September 30, 2027.

Respondents shall create a free account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit pricing.

The response must be received by 5:00 pm on Wednesday, August 26, 2026.

The Respondent’s submittal must be completed in the Public Portal prior to the 5:00 pm deadline.

THE COUNTY and the PUBLIC PORTAL PLATFORM WILL NOT ACCEPT LATE SUBMITTALS

The Respondents must state a definite time for delivery of supplies or performance of services.

The Respondents should retain a copy of all quote documents for future reference.

All quotes should be submitted with the firm name and by an officer or employee having authority to bind the company or firm.

2.2. Addendum and Notices - Question and Answers

No interpretation of the quote will be made to any interested Respondent orally. Every request for such interpretation shall be made in writing, via the question and answer tab. Any interpretation to a

Respondent will be made only by addendum; duly issued, and a copy of such addendum will be posted to the Public Portal. Oral answers will not be authoritative. Addenda, questions, and answers so issued shall become part of the quote documents.

Addenda Notification: Respondents are required to register for an account via the County's e-

Procurement Public Portal. Once Respondent has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each Respondent to periodically check the site for any addenda at https://secure.procurenow.com/portal/alachuacounty

2.3. Acceptance/Rejection of Submittal

The County reserves the right to reject any quote which may be considered irregular, show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind. Further, the County reserves the right to accept or reject any and all quotes in whole or in part and to waive any technicalities or informalities in any Quote.

https://procurement.opengov.com/signup https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/alachuacounty

Quote forms may be considered irregular and subject to rejection if they show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind.

The County reserves the right to accept or reject any or all quotes that best serves the interest of the

County.

2.4. Electronic Signatures

The Respondents agree that an electronic version of the submitted quote shall have the same legal effect and enforceability as a paper version. The Respondent further agree that the Electronic Submittal, regardless of whether in electronic or paper form, may be executed by use of electronic signatures.

Electronic signatures shall have the same legal effect and enforceability as manually written signatures.

The County shall determine the means and methods by which electronic signatures may be used to execute an Agreement with the awarded Respondent and shall provide the awarded Respondent with instructions on how to use said method. Delivery of this Agreement or any other document contemplated hereby bearing an manually written or electronic signature by facsimile transmission

(whether directly from one facsimile device to another by means of a dial-up connection or whether mediated by the worldwide web), by electronic mail in PDF format, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same effect as physical delivery of the paper document bearing an original or electronic signature.

2.5. Terms and Conditions

Alachua County Purchase Order Terms and Conditions can be found at:

https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx

2.6. Examination of Property

Before submitting the Quote, it shall be the Respondent's responsibility to visit the site of the proposed

Work and familiarize the Respondent with the nature and extent of the Work and any local conditions, either surface or subsurface, that may in any way affect the Work to be done and the equipment, materials and labor required.

The Respondent is also required to carefully examine the specifications to inform themselves regarding any and all conditions and requirements that may in any manner affect the work to be performed.

Failure to do so will not relieve the Respondent of complete performance.

2.7. Manufacturer's Certification

The County reserves the right to request from Respondents a separate manufacturer certification of all statements made in the Quote. Failure to provide such certification may result in rejection of quote or default termination of contract for which the Respondent must bear full liability.

2.8. Escalation Clause

This clause is designed to accommodate changes in market conditions, inflation rates, and other economic factors over the duration of the contract. The annual price escalation percentage will be determined based on reliable economic indicators and industry trends and not exceed 3%. The purpose https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx of this clause is to ensure fair and equitable pricing throughout the contract term. Bidders are required to provide clear information on how price adjustment requests were provided to the County. Bidders are advised that price escalation request are required 120 days prior to the start of a new term or renewal. The County reserves the right to accept or reject any escalation request, regardless of when it was received.

2.9. Scope of Work

Certified Refrigerant Recovery

• Perform certified recovery and proper documentation of refrigerants from white goods

(appliances) containing CFCs, HCFCs, HFCs, or other regulated substances, all applicable state and federal laws.

• Tag each appliance with a visible sticker or label indicating that the refrigerant has been removed, including the date of recovery and technician certification information.

• Maintain detailed logs of refrigerant recovery, including type, quantity, and destination for disposal or recycling. Logs shall be made available to the County upon request.

Location:

• Leveda Brown Environmental Park & Transfer Station

• 5115 NE 63rd Ave.

• Gainesville, FL 32609

2.10. Examination of Property

Before submitting the Quote, it shall be the Respondent's responsibility to visit the site of the proposed

Work and familiarize the Respondent with the nature and extent of the Work and any local conditions, either surface or subsurface, that may in any way affect the Work to be done and the equipment, materials and labor required.

The Respondent is also required to carefully examine the specifications to inform themselves regarding any and all conditions and requirements that may in any manner affect the work to be performed.

Failure to do so will not relieve the Respondent of complete performance.

3. Insurance Requirements

3.1. TYPE C INSURANCE REQUIREMENTS: Pollution and Hazardous Waste

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the contractor, his agents, representatives, employees or subcontractors.

I. COMMERCIAL GENERAL LIABILITY.

Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000

General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and

Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000

Medical Expense.

II. AUTOMOBILE LIABILITY.

Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.

III. WORKERS COMPENSATION AND EMPLOYER’S LIABILITY.

A. Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.

B. Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and $100,000 disease each employee must be included.

IV. POLLUTION LIABILITY.

A. Pollution Liability must be afforded for Bodily Injury and Property Damage of not less than

$1,000,000 each claim.

B. When this contract includes the pick-up, transportation or disposal of hazardous wastes as governed under title 40 or 49 of the Code of Federal Regulations, the transporter’s Automobile

Insurance shall be endorsed to include the ICC Form MSC90 (Motor Carrier Act of 1980) and the

ISO Form CA 9948 (Pollution Liability-Broadened Coverage for Covered Autos-Business Autos and

Truckers coverage Forms)

V. CYBER LIABILITY COVERAGE (when applicable)

Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

Technology/Professional Liability: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

VI. OTHER INSURANCE PROVISIONS The policies are to contain, or be endorsed to contain, the following provisions:

A. Commercial General Liability and Automobile Liability Coverages

1. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor.

2. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of

Contractor’s insurance and shall be non-contributory.

B. All Coverages

The Contractor shall provide a Certificate of Insurance to the County with a notice of cancellation.

The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form.

If any cover is provided under a claim made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.

VII. SUBCONTRACTORS

Contractors shall include all subcontractors as insured under its policies. All subcontractors shall be subject to the requirements stated herein.

CERTIFICATE HOLDER: Alachua County Board of County Commissioners

Email certificate to : Solid Waste & Resource Recovery - abetz@alachuacounty.us

The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a

Certificate stating that “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the

Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the

“additional insured.”

4. Submittals

4.1. Submittal Confirmation*

As confirmed, the Bidder, hereby declares that they has carefully read and examined the specifications and with full knowledge of all conditions, under which the equipment and services herein contemplated must be furnished, hereby proposes and agrees to furnish the equipment and services according to the requirements as set out in the specifications for said equipment and service.

☐ Please confirm

*Response required

4.2. Taxpayer Identification Form*

Upload your W-9 form.

*Response required

4.3. State Complaince*

All corporations, LLCs, limited and general partnerships, LLPs and LLLPs wishing to do business within the

County must register with the Florida Department of State at the following web site:

http://www.sunbiz.org/ or within the state that the vendor submitting is registered to do business in.

This registration is renewed annually.

Failure to register with the Florida Department of State or the state that the vendors is registered in may result in the quote being determined as non-responsive.

Upload your registered documents below.

*Response required

4.4. Vendor Eligibility*

Confirm that the submitting entity or affiliate has not been placed on any of the list's below:

Convicted Vendor List

Suspended Vendor List

Discriminatory Vendor List

Scrutinized List of Prohibited Companies

Federal Excluded Parties List

☐ Please confirm

*Response required

4.5. Did you review and complete the Request for Quotation Pricing Form?* ☐ Yes

☐ No

*Response required

5. Request for Quotation Pricing Form

RECYCLING SERVICES - REFRIGERANT

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Discharge and recycling of refrigerant waste, remove freon; per unit 1 ea

TOTAL

5. Request for Quotation Pricing Form