RFI_Scope_of_Work_Pesticide_Takeback.docx

Request for Information DPR Pesticide Disposal Takeback Events Department of Pesticide Regulation

A. Introduction The California Department of Pesticide Regulations (DPR) is releasing this Request for Information (RFI) to obtain feedback on implementation requirements and coordination for proposed Pesticide Disposal Takeback Events. These events will occur throughout the State to provide locations for growers, farmers, and other agricultural businesses to safely dispose of banned, unregistered, or outdated pesticides in their counties. DPR is looking for information from qualified hazardous waste management companies on the extent of options and services available for organizing and running these collection events from start to finish, planning, permitting, location set-up, collection and disposal of pesticides, and fulfilling local and state reporting requirements. These pesticide takeback events are funded by DPR and hosted in partnership with the County Agricultural Commissioners (CAC) and are meant to free of charge to the participants.

B. Purpose The primary objective of this RFI is to obtain information from a hazardous waste management company on how they can be involved with the planning and implementation of a takeback event if provided State funding for their services. Information is needed regarding the requirements for organizing a county wide or multi-county takeback event including necessary permits, notifications, records, fees, and reporting requirements. Proposed events would take place in counties throughout the State on a regular schedule. Collective information provided by the vendor community is for informational and planning purposes to assist in developing a future request for proposals. The State understands that data provided in this RFI is not sufficient to enable detailed analysis and costing by vendors. Please provide your best advice based on your experience with events of this kind and the costs associated with collecting and disposing of pesticide hazardous waste, and any other expenses associated with coordinating a takeback event on this scale. The information obtained from this RFI may be used to develop and finalize requirements, analyze budgeting concerns, and assist DPR in identifying solutions and alternatives.

Completion of this RFI will be performed at no cost to the State in accordance with State Contract Manual Volume 2, Chapter 1400, Section 1402.2. The intent of this RFI is solely for information and planning purposes and does not constitute a solicitation. A contract will not be awarded based on this RFI. A response to the RFI is optional and not a requirement of any subsequent procurement. Responses may be used to structure a Request for Proposal (RFP) or Request for Bid (RFB) which may serve as the basis of a contract award. If DPR decides to issue a RFP or RFB, it will be distributed to all respondents to this RFI in addition to other public business opportunity postings.

C. Background DPR is one of six boards, departments, and offices within the California Environmental Protection Agency (CalEPA). At DPR we protect people and the environment through our regulation of pesticides and by fostering sustainable pest management. Our vision is pest management that is safe, effective, and sustainable for all Californians and our environment.

Our work includes:

· Continuously evaluating pesticides for potential risks, and impacts to people and the environment, and for efficacy.

· Mitigating risks to people and the environment.

· Protecting worker health and safety.

· Enforcing pesticide use laws and regulations.

· Advancing the availability and adoption of sustainable pest management.

Proper collection and disposal of obsolete, unwanted, or legacy pesticides is vital to protecting human health and the environment. Over time, changes in regulatory requirements and agricultural practices, crop production and farm ownership lead to the accumulation of unwanted or obsolete pesticides on farms, shops, sheds, or other storage areas. Over time, even with proper storage of pesticides, the degradation of pesticide containers can lead to unusable or unsafe containers for long term storage. Improper disposal or storage of pesticides may increase the likelihood of containers breaking down and leaking, this can lead to harming human health and the environment.

It is known to DPR and the CACs that individual growers and ranchers cannot afford or are not able to properly contract with hazardous waste disposal companies and so those products sit in storage where the risk of environmental contamination grows with every year that passes. To help growers safely and properly dispose of their unwanted pesticides, DPR sought appropriations to support CACs who would organize free pesticide disposal events for growers in their counties. Through a legislative compromise, DPR received limited funding in the amount of $1 million dollars in FY 21/22 and 22/23. Those funds were used to support 9 events.

With the success of the events, DPR sought ongoing funding to continue supporting county disposal events. Through a budget change proposal, DPR received ongoing funding in the amount of $1 million with a two-year encumbrance period for pesticide disposal takeback events.

D. Current System DPR currently provides limited funding to CAC offices to implement local pesticide disposal events. The CACs are responsible for arranging all aspects of the disposal event including obtaining a Hazardous Waste Identification Number from the Department of Toxic Substance Control (DTSC), securing contracts with vendors (i.e. hazardous waste management company, venue) and receiving approval from their county Board of Supervisors (BOS). The CACs also promote the event through industry publications, websites, flyers and agricultural offices, and survey growers in their counties to estimate the amount and type of product that could be turned in.

Securing a location has previously been a challenge for some counties due to the stigma around pesticides and who is liable in the case of an emergency. The location must have enough room for the ingress and egress of vehicles transporting chemicals and enough room for the disposal company to collect and organize chemicals. When required, the CAC managed the schedule and time blocks for attendees bringing material for disposal. Once the event is over, the CACs produce an invoice and summary report of the event to DPR for costs associated with hosting the event and submit required documentation to DTSC.

E. Concept of Projects The goal of the program is to work with a hazardous waste management company who can assist DPR with understanding and, if applicable, securing permits for events as required by the Environmental Protection Agency (EPA) and DTSC. This can include but is not limited to a Hazardous Waste Identification Number, Transportation of Hazardous Waste Permit, Permits required under Resource Conservation and Recovery Act (RCRA), and Temporary Household Hazardous Waste Collection Facility Permit by Rule Notification.

The contractor may assist DPR and the CACs with securing a location in counties to hold the event. Some requirements for a suitable location include:

· Driveways set up for efficient ingress and egress of vehicles typical of agricultural use. (Truck, vans, box vans, trailers) Taking into consideration there may be a line for checking in materials and not leaving vehicles waiting on the street.

· Space to collect and manage a large volume of chemicals received in various containers. (Everything from hand spray bottles to large drums of chemicals)

· Proximity to buildings or spaces that could be directly affected in the event of an emergency involving pesticides while collecting and transporting. Fairgrounds have been utilized previously.

The contractor will be experienced in handling large amounts of hazardous waste received in potentially cracked, leaking or otherwise compromised containers. Contractor will need to inform DPR of what equipment it can provide versus what DPR or the CACs will need to provide for takeback events.

The contractor with be experienced in the transportation of hazardous waste and have the required licenses and permit to transport and dispose of hazardous waste.

The contractor will maintain a manifest for the transportation of hazardous waste.

F. Key Action Dates Listed below are the Key Action Dates and Times by which actions shall be taken or completed. If DPR finds it necessary to change any of these dates, an Addendum to this RFI will be provided to the on the State’s Cal eProcure site: https://caleprocure.ca.gov/pages/index.aspx

Request for Information (RFI) released – June 12th , 2025 Last day for Respondents to submit questions – June 26th, 2025 Release State response to questions – July 3st, 2025 Deadline for response to RFI – July 14th , 2025

G. RFI Response Format and Content

Responses to this RFI are due by the date and time stated in the KEY ACTION DATES section. Responses shall be submitted via e-mail to the State’s contact identified in the Contact Information section.

A respondent’s response shall contain the following:

1. A cover letter that includes the following elements:

· Respondent name, address, telephone number, and e-mail address; and,

· Contact information including the name, title, address, phone number, and e-mail address of the respondent’s primary contact person for this RFI.

· Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients.

· Identify any parent corporation and/or subsidiaries, if applicable.

2. Responses to Attachment I: Requirements. This is a listing of initially defined mid-level requirements and does not reflect the level or completeness of requirements should DPR proceed with the issuance of a Request for Proposal.

3. Responses to Attachment III: Vendor Questionnaire. Responses should be concise and straightforward. Respondents should provide narrative, diagrams, screenshots, pictures, and any other available means to convey their comments or answer to each specification or question, and any additional recommendations that the respondent might find relevant to this RFI. Respondents are encouraged to provide sample screenshots as often as possible when responding to questions.

4. Proposed Cost Estimate is nonbinding budgetary pricing information for each proposed solution. Pricing is only for planning purposes. Any pricing provided in a response to this RFI will not be considered a proposal/bid on the part of a respondent.

5. Any additional information not specifically requested that the respondent might find relevant to the RFI.

6. DPR recognizes that not all respondents may be able or willing to respond to all issues addressed in the attachments. Please respond to issues which are applicable to your company’s scope of work and indicate N/A where necessary. While not required, respondents are encouraged to answer all questions.

7. Identify any products or services in your RFI response available on a Federal GSA or State of CALPA. Please identify the contract type, name and number.

8. Electronic format responses must be Microsoft Word or PDF.

H. Disclaimer

1. This RFI is issued for information and planning purposes only and does not constitute a solicitation. A response to this RFI is not an offer and cannot be accepted by DPR to form a binding contract.

2. Respondents are solely responsible for all expenses associated with responding to this RFI.

3. Participants are advised that the responses to this RFI may be subject to the Public Records Act. Please do not include any proprietary information in response to this RFI.

4. Responding to this RFI creates no obligation on the part of any respondent to DPR. Conversely, issuing this RFI and considering the responses creates no obligation on the part of DPR to any respondent.

5. Submitting a response to this RFI will not enhance the review of that respondent’s proposal(s) to any future solicitations. Not submitting a response to this RFI will not prohibit a response to any future solicitation, nor disadvantage the evaluation of a response to any future solicitation. By submitting a response to this RFI a respondent is implicitly agreeing with these conditions.

6. At its discretion, DPR may contact respondents to seek clarification of any inquiry received. DPR may respond to questions directly to the respondent or if deemed necessary, release an addendum or updated RFI.

7. DPR asks respondents to share non-binding budgetary pricing information for each proposed solution. Pricing is only for planning purposes. Any pricing provided in a response to this RFI will not be considered a proposal/bid on the part of a respondent.

I. Questions Respondents requiring clarification of the intent or content of this RFI and applicable documents or on procedural matters regarding the process may request clarification by submitting questions to the Contact Official listed below. To ensure a response, questions must be received in writing by the scheduled dates given in the Key Action Dates section above. Questions and answers sets will be provided to all Respondents without identifying the submitters. At the sole discretion of the state, questions may be paraphrased by the state for clarity. Responses to questions will be posted to the State’s Cal eProcure site at https://caleprocure.ca.gov/pages/index.aspx What to include in an inquiry:

1. Include in the subject line of the E-mail: RFI DPR Pesticide Disposal Takeback Events

2. Vendor name and contact, telephone number, E-mail address.

3. A description of the subject, or issue in question, or discrepancy found.

4. RFI Section, page number, or other information useful in identifying the specific problem or issue stated in the question.

J. Contact Official Administrative Contact Department of Pesticide Regulation Business Services Office Attn: Samuel Martinez 1001 I Street Sacramento, CA 95814 Phone: 916-445-3103 Email: samuel.martinez@cdpr.ca.gov

Technical Contact Department of Pesticide Regulation Enforcement Headquarters Branch Attn: Amanda Gregory 1001 I Street Sacramento, CA 95814 Phone: 916-603-7775 Email: amanda.gregory@cdpr.ca.gov

Attachment I: Requirements Attachment II: Example Data of Chemicals Collected from Previous Events Attachment III: Vendor Questionnaire