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Collection of Waste Oil and Related Tasks

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Bid Information

Bid Alert No: 00000533982

Bid Title: Collection of Waste Oil and Related Tasks

Agency Bid No. Title: EN-2016-7727

Received Date: 04/06/2016

Close Date: 04/22/2016

Purchase Type: Not Stated

Delivery Point: Various Locations, Wisconsin

Delivery Date: Not Stated

Special Notices: Questions Due By 04/11/2016


Specifications include, but are not limited to: General Information - The City of Madison is looking for a vendor to pick up and properly disposalof; waste oil, antifreeze, contaminated fuel & water (water/fuel mixtures), waste oil filters (crushedand uncrushed) and miscellaneous waste. Proper disposal of waste oil is recycling. Waste oil,antifreeze and, at some locations, contaminated fuel/water will be pumped from City storagetanks in bulk. Bulk product shall be priced by the gallon, either as a cost to pick up (antifreeze,waste filters & contaminated fuel/water, etc.) or as a price paid to the City per gallon picked up(waste oil).Filters and, at some locations, contaminated fuel/water will be picked up in drums supplied by thevendor. The cost/price for drum lots shall be prorated per drum. The successful vendor must beable to pick up partial drums at a prorated cost/price. Partial pickup may be done for efficiencyand must be done when it prevents containers from becoming overfilled between visits. Thesuccessful vendor is expected to exercise their best judgment but the City reserves the right tomake final determination. The prorated cost is proportional to the fill level. For example:The vendor picks up a half full 55-gallon drum of filters. The cost to the City is $40/drum.Therefore, the City will pay $20/half drum. The City would pay $30 for three-quarters full and $10for one-quarters full.In no circumstances does the cost/price per unit change for partial pick-up. The only acceptablemeasurements of partially full drums are 3/4, 2/3, 1/2, 1/3 and 1/4 (rounded up). Otherincrements complicate payments and therefore are not allowed. Note: Depending on thelocation, contaminated water/fuel is either stored in bulk or drum. Dumpsters may be substitutedfor drums at the Public drop-off sites for oil filter collection. However, disposal quantities shouldstill be recorded in drum units.The successful vendor must recycle waste oil, properly dispose of waste and produce adequatedocumentation of both as requested by the City.REQUEST FOR PROPOSALS RFP # 8532-0-2016-KS8532-0-2016-KS Waste Oil Disposal and Recycling.doc Page 72. Removal Under normal conditions the successful vendor must remove the waste at least oncea month. However, the City also reserves the right to request removal. Within three workingdays of request by an authorized City representative waste must be taken away. Materials shallbe removed between the hours of 8:00am and 4:00pm Monday through Friday excludingholidays.3. Emergencies During an emergency the successful vendor must remove all waste within 24hours after request by authorized City personnel. The City representative will coordinate a pickup time for emergencies. In the event of an emergency, such as a spill caused by the successfulvendor, either when transferring waste from collection tanks to transport vehicle(s), or failure torespond within the allotted times set forth above, the vendor shall be responsible for cleanup ofany spill, documentation to all appropriate agencies and all costs associated.4. Unknown Materials Occasionally, unknown materials are dropped at City sites. This most oftenoccurs at the public disposal sites. The successful vendor must provide the service of identifyingthese unknown materials for the City. For cases that require it, the City will pay for samples andtesting it has authorized. Make sure to indicate on your returned proposal if you cannot providethis service.5. Miscellaneous Waste From time to time the City also produces miscellaneous waste, such aspaint waste. This waste may be hazardous. Usually, the quantities of these materials are smallin proportion to the waste oil, antifreeze, filters and contaminated fuels. It is expected thesuccessful vendor will assist with the disposal of miscellaneous waste. Make sure to indicate onyour returned proposal if you cannot provide this service.6. Site Cleaning The successful vendor must be able to provide site cleaning at public locations.This includes vacuum service to pump containment vaults at applicable sites. Excess leaves,sand, sludge and other debris must be removed. The cleaning is typically performed once duringthe spring, after thaw, and once in the fall before the first freeze. The City will participate insetting a cleaning schedule with the successful vendor. No unauthorized cleaning may beperformed. The cleaning shall be performed as to minimize interference with normal operations.7. Public Drop off site Tank cleaning Once annually the Contractor shall pressure wash the tankinteriors using approved cleaning agents. The Contractor shall collect all sludge and cleaningwaste generated during cleaning, into 55-gallon drums and dispose of per state regulations. Thisshall also be performed on new split tanks once they are installed.8. Transfer of Material and Title At the time the vendor commences pickup of waste oil, antifreeze,contaminated fuels & water, waste filters and/or any other waste at the pickup point, title, risk ofloss, and responsibility for the material shall transfer from the City and vest in the vendor.9. Drum Replacement The successful vendor shall supply all drums. It is not uncommon for drumssupplied by vendors to be stolen from City sites. In this case, as part of the service, the vendorshall supply new barrels free of charge.10. Missed Pickups Missed pick-ups cause various problems for the City including overflows,interrupted operations and reduced public service. Therefore, the City expressly reserves theright to terminate agreements resulting from this quote for the reason of negligence in wasteremoval. Furthermore, any contamination, spillage or related damage caused by a missedpickup(s) shall be cleaned up, communicated to all appropriate agencies and paid for in full by thevendor.11. In order to prevent downstream mixing of potentially contaminated oil, the City requiresthe Contractor to complete the following procedures prior to emptying the oil storagetanks at the Citys four public used oil collection sites:REQUEST FOR PROPOSALS RFP # 8532-0-2016-KS8532-0-2016-KS Waste Oil Disposal and Recycling.doc Page 8Every 2 weeks, or on an as needed basis, the Contractor shall collect the oil at the 4 Citycollection sites. All sites shall be collected on the same day, except the Monona site may receiveadditional scheduled pickups if needed. Prior to collection, the Contractor shall obtain a sample of oil from each site in the morning anduse a zip tie to lock out the site from further use, along with posting a sign stating the site isclosed for testing and shall re-open within 24 hours, and not to leave product at the site. Eachsample shall be analyzed and tested for polychlorinated biphenyls (PCBs) and total halogens. Asplit of the sample shall be provided to the City for testing at their discretion. Once the respectivesamples have cleared testing, the oil shall be collected by the Contractor. This may occur in theafternoon of the same day of lock out and shall occur no later than the end of the followingbusiness day. If for any reason the lock out shall extend beyond the end of the followingbusiness day, the Contractor shall contact the City of Madison, and shall provide 55 gallon drumsas needed for temporary collection. Special Consideration: the respective sites shall not belocked out on a Friday or a week day preceding a Holiday. If contaminated oil is collected or mixed by the Contractor without following the aboveprotocol, the Citys liability shall be limited to the volume of the contaminated oil collected from theCitys tank and the cost to remediate the Citys contaminated tank. The Contractor and the City of Madison understand and agree that the above protocol shall besimplified once the City completes installation of split tanks at the respective collection sites

Bid Related Documents

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Product Code: 92645

Agency Information

Issuing Agency: City of Madison

State: Wisconsin

Agency Type: State and Local

Contact: Kathy Schwenn, Purchasing Services Purchasing Services, 210 Martin Luther King Jr. Blvd., Room 407, Madison, Wisconsin, 53703

Phone: 608-267-4969

Fax: 608-266-5948




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