RFQ 24-17-TS - Used Oil Recycling FINAL

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Agency:	County of Spotsylvania
State:	Virginia
Level of Government:	State & Local
Category:	89 - Subsistence (Food)
Opps ID:	NBD17647070263728870
Posted Date:	Mar 29, 2024
Due Date:	Apr 30, 2024
Solicitation No:	RFQ 24-17-TS
Source:	Members Only

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COUNTY OF SPOTSYLVANIA, VIRGINIA

REQUEST FOR QUOTES (RFQ) #24-17-TS

Used Oil Recycling

March 29, 2024

Name of Soliciting Public Body:

County of Spotsylvania, Procurement Division

P.O. Box 215

8800 Courthouse Road, 2nd Floor Room 414

Spotsylvania, VA 22553

REQUEST FOR QUOTES DUE DATE AND TIME:

Request for Quotes Will Be Received Until April 30, 2024 at 2:00 PM For Furnishing the Goods and

Services Described Herein.

Quotes Shall Be E-Mailed To:

Tanja Steele – tsteele@spotsylvania.va.us Responses will only be accepted via email.

All Inquiries For Information Should Be Directed To:

Tanja Steele, Procurement Officer I

Phone: (540) 507-7503

Email: tsteele@spotsylvania.va.us

QUESTIONS DUE DATE AND TIME:

Questions from Bidders must be received by noon, on April 12, 2024. The County is not responsible

for verbal clarification of information provided by parties other than staff of the Procurement Division.

All updates are posted on the Spotsylvania County web site at

http://www.spotsylvania.va.us/374/Solicitations

It is the responsibility of the vendor to check back for updates.

TABLE OF CONTENTS

PURPOSE

II. BASIS OF AWARD

III. INSTRUCTIONS FOR SUBMISSION OF QUOTE

IV. SCOPE OF WORK

V. TERMS AND CONDITIONS

ATTACHMENT A – QUOTE FORMS

RFQ 24-17-TS

Used Oil Recycling

PAGE 3

PAGE 4

PAGE 8

RFQ 24-17-TS

Used Oil Recycling

PURPOSE

The County of Spotsylvania, Virginia is seeking quotes for the disposal of used oil, antifreeze

and used oil filters in Spotsylvania County, Virginia. The project consists of furnishing all

labor, materials, tools, equipment and services necessary to complete the work as specified

herein.

Any contract resulting from this RFQ shall have a term limit of one year and may be renewable

for four additional one year terms at the option of Spotsylvania County.

II. BASIS OF AWARD

The award of a contract resulting from this Request For Quotes shall be based on the following

criteria submitted from the lowest (Lot 2) and highest (Lot 1) responsive and responsible

bidder(s). Spotsylvania County reserves the right to award to more than one bidder.

Price - The quotes will be evaluated and contract award(s) will be made to the highest

responsive and responsible bidder for Lot 1 and to the lowest responsive and responsible bidder

for Lot 2 on the Quote Form according to Spotsylvania County Procurement Policy.

The County reserves the right to reject any and all bids in whole or in part and to waive any

informality prior to making an award

III. INSTRUCTIONS FOR SUBMISSION OF QUOTE

A. This competitive Request for Quotes procurement shall be conducted in accordance with

the Spotsylvania County Procurement Policy. The Procurement Policy is available at

http://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.

B. Quotes must be made by utilizing, initialing and signing Attachment A - Quote Form. The

Quote Form (all pages) of this RFQ must be completed and returned for a bidder to be

considered responsive. The quote form shall be filled out in its entirety, if the Quote Form

is not filled out, the County may consider the bidder nonresponsive. Any specifications

incorporated into this Request for Quote should be followed accordingly.

C. The Response Statement of the Quote Form must be completed in a sufficient manner to

allow for a detailed comparison of the RFQ Specifications and the bidder’s proposed

services to ascertain adherence to the Specifications. The bidder must explain in the

Response Statement any deviations from the Specifications.

D. Questions must be e-mailed. All responses to inquiries will be in writing in the form of an

Addendum and will be posted on the Procurement Division website -

http://www.spotsylvania.va.us/374/Solicitations Questions from Bidders must be received

by the time stated on the front page of this Request for Quotes. The County is not

responsible for verbal clarification of information provided by parties other than staff of

the Procurement Division.

E. Bidders are responsible for familiarizing themselves with all of the requirements stated

herein and made part of.

RFQ 24-17-TS

Used Oil Recycling

F. Request for Quotes will be accepted until the date and time stated on the front page.

G. Late Quotes shall not be considered. Quotes will be returned to bidder unopened if received

by special carrier or not accepted if hand delivered by bidder. The time of receipt shall be

determined by the time clock stamp in the Procurement Division, Room 414.

H. Inclement weather: In the event that Spotsylvania County is closed during the scheduled

time to receive the quotes, the quotes will be due the next business day that Spotsylvania

County is open at the appropriate times as stated in the RFQ. No exceptions will be made

in this situation. Please contact the procurement officer as stated in the RFQ for

information pertaining to this procurement.

I. Specifications incorporated into this Request for Quotes should be followed accordingly.

Quotes must be made by utilizing and signing the Quote Forms. The quote form must

include the total cost per background check and exceptions to the specification (if any), to

be considered responsive. The Quote Form in its entirety must be completed and returned

for a bidder to be considered responsive.

J. Any vendor transacting business with Spotsylvania County may be asked to provide proof

of registration with the State Corporation Commission (SCC), as required by Sections 13.1

or Title 50 of the Code of Virginia.

IV. SCOPE OF SERVICES

Contractor shall provide labor, materials, tools, equipment and services necessary to

provide disposal services of used oil, antifreeze and used oil filters. The County does not

guarantee the amount or condition of the used oil or antifreeze.

A. Oil Filter/Used Oil/Anti-Freeze Disposal

The County of Spotsylvania is requesting bids for the Disposal of Used Oil and

Anti-freeze per the specifications listed below. Services will be in full effect within

30 days of contract award.

Minimum Specifications:

All bidders must comply with all Federal, State, Local and Environmental rules and

regulations concerning Used Oil transportation and disposal.

LICENSING REQUIREMENTS (include with bid submittal)

Copy of Transport License

Copy of Environmental Protection Agency Identification Number

Copy of Certificate of Insurance – naming County of Spotsylvania as additional

insured

B. Schedule

When called to provide pickup services, the Vendor must respond and complete

pickup within 48 hours after notification, unless other arrangements are made with

and are acceptable to the County of Spotsylvania.

RFQ 24-17-TS

Used Oil Recycling

Emergency pickups will be scheduled with the Vendor and require pickup within

24 hours. The successful vendor shall give at least 24 hours advance notice to the

County of Spotsylvania prior to each pickup.

Pickups will only be made between the hours of 7:00 am and 3:30 pm Monday

through Friday, unless other arrangements are made and are acceptable to the

County of Spotsylvania. It will be necessary for a County of Spotsylvania

Representative to be present when the material is picked up. No pickups will be

made on Saturdays, Sundays or observed holidays.

https://www.spotsylvania.va.us/

C. Disposal Requirements

The vendor shall recycle and/or dispose of the used oil removed from any Spotsylvania

County Facility in accordance with applicable local, state and federal laws/requirements.

Spotsylvania County’s ownership and responsibility for the used oil picked up by the

Vendor will end once the material leaves the Spotsylvania County facility it originated

from. The Vendor shall pump used oil out of the Spotsylvania County barrels and bulk

storage container tanks. The Vendor must transport used oil removed from Spotsylvania

County in a manner compliant with all applicable local, state and federal

laws/requirements. Upon request, the Vendor shall notify Spotsylvania County of the

recycle center and/or disposal center, if any, to be used.

D. Recording

The pump ticket verifying the gallons picked up shall be provided and signed by the

Vendor’s representative and a Spotsylvania County representative from the originating

facility. The gallons listed on the pump ticket must be verified by a definable method of

measurement (no estimating), either by use of a certified pump meter or by the use of a

measuring stick (“Sticking” the tank before and after pumping operations to determine the

gallons picked up). One copy of the pump ticket shall be left with the Spotsylvania County

representative at the facility and a second copy should be included with the payment for

the used oil.

The Vendor will have 10 calendar days, following the close of each calendar month to

present a check to Spotsylvania County. Checks must be made payable to the Treasurer,

Spotsylvania County and submitted to the Public Works Division, 5917 Harrison Road,

Fredericksburg, VA 22407. The Vendor must supply additional copies of pickup tickets

upon request.

E. General Requirements

The Vendor shall obtain any permits and licenses required by law incidental to the work.

The Vendor shall comply with any local laws involving safety in the performance of the

work. The Vendor shall perform all deliveries to facilities in a safe and professional

manner. The Vendor’s equipment shall be in good working order and all personnel shall

be trained in safety measures to prevent accidents from occurring. The Vendor will be

responsible for the complete cleanup of any spills occurring in accordance with state and

federal environmental regulations and cost incurred during pickup, transfer or transport

operations. The Vendor must provide systems necessary to prevent spill and overfills from

occurring during the product transfer. The Vendor must prevent spills from reaching

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