RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0275 Doc. Ref#: RFQt-03 Page 1 of 11

RFQt Title: Biomedical Waste and USDA Regulated Collection Services

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for an annual purchase agreement to provide biomedical waste and United States Department of Agriculture (USDA) regulated garbage collection, transportation, treatment, and disposal services for the Environmental Services Department. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

2.0 SCOPE OF WORK

The Vendor shall provide all labor, supervision, equipment, vehicles, containers, supplies, transportation, treatment, documentation, and disposal necessary for the collection, transportation, treatment, and disposal of:

2.1 Biomedical (Medical) Waste

2.2 Sharps Waste

2.3 Pharmaceutical Waste, including expired, unused, or collected prescription and over-the-counter medications, when authorized by the City

2.4 USDA Regulated Garbage generated from international aircraft Operations

3.0 GENERAL REQUIREMENTS—The Contractor shall:

3.1 Provide all labor, materials, equipment, containers, labels, manifests, permits, and transportation necessary to perform the services.

3.2 Maintain all federal, state, and local licenses required to transport and dispose of regulated waste. The transporter and disposal facility shall have all applicable licenses and permits necessary to perform the work required under this contract prior to award and make such facility licenses and permits available for inspection. At any time during the life of this contract when such licenses and permits are amended, renewed or replaced, Contractor shall provide a letter notifying Contract manager of such within ten (10) calendar days prior to that amendment, renewal, or replacement.

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

3.3 Perform all work in accordance with all applicable Occupational Safety and Health Administration (OSHA), U.S. Environmental Protection Agency (EPA), Texas Commission on Environmental Quality (TCEQ), Texas Department of State Health Services (DSHS), USDA, Customs and Border Protection (CBP), and Department of Homeland Security regulations.

3.4 Maintain all Treatment, Storage and Disposal Facility (TSDF) permits throughout the contract.

3.5 Notify the City within thirty (30) calendar days of any regulatory violation issued to any disposal or treatment facility used for City waste.

3.6 Maintain all licenses and permits; comply with OSHA, EPA, TCEQ, DSHS, USDA, CBP, DHS; maintain TSDF permits; notify City of regulatory actions; comply with future regulatory changes at no additional cost.

4.0 BIOMEDICAL WASTE SERVICES

The Contractor shall collect, transport, treat, and dispose of biomedical waste and pharmaceutical waste generated by City operations.

4.1 Biomedical waste container sizes should be a minimum of 18 gallons.

Biomedical waste includes, but is not limited to:

4.1.1 Sharps

4.1.2 Needles

4.1.3 Syringes

4.1.4 Lancets

4.1.5 Medical cultures

4.1.6 Laboratory waste

4.1.7 Blood-soaked materials

4.1.8 Animal tissue

4.1.9 Pathological waste

4.1.10 Regulated medical waste as defined by applicable federal and state regulations.

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

4.2 Medical waste includes but is not limited to:

4.2.1 Expired prescription medications

4.2.2 Unused prescription medications

4.2.3 Over-the-counter medications

4.2.4 Medication collected through City-sponsored medication

take-back programs

4.2.5 Pharmaceutical waste generated by City departments

4.2.6 Controlled substances, when accepted by the City and managed in accordance with applicable DEA, EPA, TCEQ, DSHS, OSHA, and other regulations.

Treatment shall comply with all applicable Texas Administrative Code requirements and OSHA Bloodborne Pathogen Standards. These requirements are consistent with the previous biomedical waste contract.

5.0 USDA REGULATED GARBAGE SERVICES

The Contractor shall provide collection, transportation, treatment, and disposal of USDA Regulated Garbage generated from international aircraft arriving at Fort Worth Meacham International Airport.

5.1 USDA Regulated Garbage includes all food waste, food packaging, galley waste, passenger refuse, crew refuse, and other regulated waste as defined under:

5.1.1 9 CFR Part 94

5.1.2 7 CFR Part 330

5.1.3 USDA and Customs and Border Protection regulations.

5.2 Services shall include:

5.2.1 Collection

5.2.2 Containerization

5.2.3 Labeling

5.2.4 Transportation

5.2.5 Disposal by approved methods

5.2.6 Required USDA and CBP reporting

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

6.0 CONTAINERS

The Contractor shall furnish all containers required to safely perform the services, including but not limited to:

6.1 Sharps containers

6.2 Medical waste boxes

6.3 Burn boxes

6.4 Reusable collection containers

6.5 USDA regulated garbage containers

6.6 Shipping containers

Replacement containers shall be exchanged on a one-for-one basis during scheduled pickups and furnished on an as-needed basis within ten (10) business days upon request. Provide OSHA-compliant, leak resistant, labeled containers; replace damaged containers; exchange one-for-one; maintain sanitary condition.

7.0 PICKUP REQUIREMENTS

The Contractor shall:

7.1 Respond to routine pickup requests within three (3) business days.

7.2 If a request is received after 12:00 p.m., the response time begins the following business day.

7.3 Complete all requested services within ten (10) business days unless otherwise directed by the City.

7.4 Provide emergency pickups when requested by the City.

8.0 TRANSPORTATION AND DISPOSAL

8.1 Properly load all regulated waste.

8.2 Transport waste using licensed vehicles.

8.3 Dispose of waste at licensed treatment facilities.

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

8.4 Dispose of USDA Regulated Garbage through approved incineration or steam sterilization.

8.5 Treat biomedical waste using methods approved by State and Federal regulations.

9.0 DOCUMENTS AND REPORTING

The Contractor shall provide:

9.1 Waste manifests

9.2 Shipping papers

9.3 Certificates of Destruction

9.4 Weight tickets

9.5 Chain-of-custody documentation

9.6 Monthly disposal summaries

9.7 USDA/CBP notifications

9.8 Itemized invoices identifying:

9.8.1 Pickup location

9.8.2 Manifest number

9.8.3 Date of service

9.8.4 Weight

9.8.5 Quantity

9.8.6 Disposal method

Completed Waste Manifests shall be provided within thirty-five (35) days of pickup.

Certificates of Destruction shall be provided within sixty (60) days.

Monthly disposal reports shall be submitted within five (5) calendar days after the close of each month. These reporting requirements are included in both existing contracts.

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

10. STAFFING

The Contractor shall:

10.1 Provide one technician for shipments containing fewer than fifty (50) containers.

10.2 Provide two technicians for shipments containing fifty (50) or more containers.

10.3 Designate a single point of contact for scheduling and issue resolution.

10.4 Designate a single point of contact for scheduling and issue resolution.

10.5 Ensure all personnel are properly trained and, where applicable, approved by Customs and Border Protection for handling USDA Regulated Garbage.

11.0 PERFORMANCE STANDARDS

11.1 Maintain a minimum of two (2) years of experience performing similar services.

11.2 Maintain all required permits throughout the contract.

11.3 Perform services safely and professionally.

11.4 Correct service deficiencies immediately upon notification.

11.5 Maintain compliance with all applicable laws and regulations

11.6 Have the ability to respond in an emergency within one (1) hour of receiving calls.

12.0 LOCATION

Services may be required at, but are not limited to:

12.1 Fort Worth Meacham International Airport

12.1.1 Location: 201 American Concourse, Fort Worth, TX, 76106

Phone: 817-994-0653 Open: Monday-Sunday, 6:00 AM – 11:00 PM

12.2 FWFD – EMS Central Operations (Old Medstar)

12.2.1 Location: 2900 Alta Mere Drive, Fort Worth, TX 76116

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

Phone: 817-632-0537 Open: Monday-Sunday, 7:00 AM – 5:00 PM

12.3 Henry’s Animal Campus, Fort Worth Animal Care and Control

12.3.1 Location: 351 Hillshire Drive, Fort Worth, TX 76052

Phone: 817-392-1234 Open: Sunday-Tuesday, Thursday-Saturday, 8:00 AM – 5:00 PM Closed on All City Observed Holidays.

12.4 Environmental Resource Center

12.4.1 Location: 5000 Martin Luther King Freeway, Fort Worth, TX 76119

Phone: 817-392-5456 Hours: Monday-Friday, 8:00 AM – 5:00 PM Closed on All City Observed Holidays.

12.5 Bob Bolen Public Safety Complex Fort Worth Fire Department

12.5.1 Location: 505 W. Felix St., Fort Worth, TX 76115

Phone: 817-392-6800 Hours: Monday-Friday, 8:00 AM – 4:00 PM

Closed on All City Observed Holidays.

12.6 City Observed Holidays, include but are not limited to:

12.6.1 New Year’s Day

12.6.2 Martin Luther King Jr. Day

12.6.3 Memorial Day

12.6.4 Juneteenth

12.6.5 July 4th

12.6.6 Labor Day

12.6.7 Thanksgiving Thursday and the following Friday

12.6.8 Christmas Day

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

13.0 AGREEMENT TERM

The initial term of the agreement shall be one (1) year. Upon the expiration of the initial term, the agreement shall renew under the same terms and conditions for up to four (4) one-year renewal periods, unless City or Supplier provides the other party with notice of non-renewal at least 90 days before the expiration of the initial term or renewal periods. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and the contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated.

14.0 METHOD OF AWARD

14.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

14.1.1 A responsive bidder is defined to be one who submits a completed quote packet within the stated time deadline and in accordance with the specification.

14.1.2 A responsible bidder is defined to be one who demonstrates via responses to the selection criteria his/her ability to successfully deliver the supplies, equipment, or services being procured.

14.2 In order for the City to receive adequate coverage on its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

14.3 The City reserves the right to accept or reject in whole or in part any or all bids received and to make an award on the basis of individual item, combination of items, or overall bid, as it is deemed in the best interest of the City. The City also reserves the right to reject the bid of a bidder

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services who has previously failed to perform properly or complete on time agreements of a similar nature.

14.4 The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

15.0 PRICE ADJUSTMENTS

15.1 Vendors that require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

15.1.1 The Vendor must submit its price adjustment request, in writing, at least 90 days before the requested effective period. The Vendor shall provide written proof of cost increases with the price adjustment request and updated pricing per line item.

15.1.2 If the City concludes that the rate increase being requested is unacceptable, the City reserves the right to adjust the rate request, or reject the rate request in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to exercise the renewal option, the Purchasing Division reserves the right to issue a new solicitation or procure the goods or services by any other allowable means.

15.1.3 Prices shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated in writing and agreed to by City.

15.1.4 Upon expiration of the contract term, the successful Vendor agrees to hold over under the same terms and conditions of the contract for a reasonable period of time to allow the city to resolicitate an agreement, not to exceed ninety (90) days.

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

15.1.5 The provision of goods and/or services shall not be suspended by the Vendor except as expressly allowed by the contract’s terms and conditions.

16.0 QUANTITIES - The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

17.0 SMALL BUSINESS PROGRAM - This solicitation is subject to the Small Business Program, Ordinance No. 27832-08-2025 under Chapter 21 of the Code of the City of Fort Worth. More information on the program can be found on the city’s website at:

https://www.fortworthtexas.gov/news/2025/7/sbdp

18.0 INVOICES AND PAYMENTS

18.1 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register

18.2 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.

18.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov Please include the following on the subject line of your email: Supplier name, Invoice number, and PO number, separated by an underscore (ex:

Example, Inc._123456_FW013-0000001234) This email address is not monitored so please do not send correspondence to this email. If Vendor has any invoice questions, please contact the City Department ordering the goods/services or Central Accounts Payable at 817-392-2451 or by email at:

https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register https://www.fortworthtexas.gov/departments/finance/purchasing/register

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RFQt Title: Biomedical Waste and USDA Regulated Collection Services

Zz_FIN_AccountsPayable@fortworthtexas.gov

19.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s discretion, if the bid submittal fails to comply with the following instructions.

19.1 Bidder shall submit the following items:

19.1.1 Completed RFQt-01 Forms

19.1.2 Completed Bid Table

19.1.3 Small Business Enterprise Certificate, if applicable.