This is a service / maintenance or supply contract in Newport News, Virginia. Contact the soliciting agency for additional information.

Question Submission Deadline: April 7, 2023, 1:00pm. The services required under this solicitation are in anticipation of a variety of hazardous waste scenarios that may exceed the City's in-house capacity to manage, ranging from common petroleum spills to waste generated from illegal drug production sites, such as a clandestine methamphetamine laboratory. The list of materials provided under the Scope of Work section identifies a variety of substances that may require clean-up, disposal and and/or recycling services. This Contract may be used by multiple City departments, including, but not limited to Waterworks, Fire, Development, Engineering and Public Works, for any hazardous waste clean-up needs that may arise. The incumbent City contractor for these services is Hepaco, LLC. Note that regulated medical waste (RMW) disposal and recycling services, as well as household hazardous waste collection services are not required under this solicitation. Proposals will be evaluated according to the established evaluation criteria identified herein. The City will select two (2) or more Offeror proposals that are deemed to be fully qualified and best suited to provide the required services contained in the Scope of Work. The City may initiate discussions/interviews and may conduct negotiations with each of the selected Offerors. During negotiations, proposals may be revised by the Offeror and the City may obtain best and final offers. Once negotiations are completed, the City may again make a determination as to whether the Offeror has the capability, integrity or reliability to provide the required services. Only proposals from responsible Offerors that are seen as reasonably susceptible of being selected for award, based on information contained in the proposal, will be evaluated by the City. Should the City determine that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified than others, a contract may be negotiated and subsequently awarded to that Offeror if the City finds that such a selection is in the best interest of the City. A. Contractor shall furnish all labor, supervision, equipment, and other materials, as necessary to provide hazardous waste clean-up, disposal and recycling services for the City on an "as needed" basis, in accordance with the terms of this Contract and all appropriate Federal, State and municipal/laws and regulations. B. The services under the Contract to be established from this solicitation include, but are not limited to clean-up, disposal and recycling services for hazardous waste and regulated waste, as well as waste that is not categorized as hazardous or regulated, but which the City determines that it in its best interest to dispose of under the terms of this Contract. C. For the purposes of this Contract, the term "hazardous waste" includes materials regulated by the Virginia Hazardous Waste Management Regulations and U.S. EPA Title 40 of the CFR, Part 261, and may be used to include any of the above-mentioned types of waste. D. Offeror must have the capability to at the minimum provide disposal services for the hazardous waste and/or materials identified below: Asbestos. Explosives (inert materials rendered safe). Flammable gas. Non-flammable gas. Flammable liquids. Petroleum products. Flammable liquids. Petroleum products. Flammable Solids. Oxidizers and Organic Peroxides. Toxic Materials and Infections Substances. Corrosive Materials. Miscellaneous Hazardous Materials. Polychlorinated Biphenyls (PCBs). Miscellaneous regulated materials. Miscellaneous non-regulated materials. Peroxide forming chemicals during non-routine waste pick-ups. Fluorescent tubes/bulbs. Paints. In addition, any material that becomes classified as a regulated or hazardous waste, or household hazardous and regulated waste, by an agency of the Federal government, Commonwealth of Virginia or of the City of Newport News, VA, authorized to establish such classifications, shall be recognized by the contractor as included in any Contract that results from this solicitation. The City and the contractor may mutually agree to add waste that is not categorized as hazardous or regulated to this Contract by mutual Agreement, in writing. E. Contractor shall have the capability to provide on-site hazardous waste disposal and recycling operations training to City personnel and those working on behalf of the City, including: Emergency Response; Bulking Operations; Characterizing Unknown Substances; Labpacking; and Cylinder Handling. F. Contractor shall possess all permits required by Federal, State, local and other regulatory authorities to accomplish hazardous waste disposal and recycling services. Contractor shall have a current EPA ID number, US DOT Hazardous Materials Registration (if applicable) and a Virginia Hazardous Waste Transporter Permit Number. The City reserves the right to approve and/or audit the contractor's transporters and/or final disposal locations. Audit information or publicly available compliance information may lead the City to determine that a contractor's transporter or disposal location is not in the best interest of the City. If this is the case, a mutually agreeable alternative transporter and/or disposal location shall be selected and the contract documentation amended. G. Contractor must be willing and able to dispose/recycle all types of hazardous wastes as described herein, as may be requested by the City. This includes difficult-to-treat wastes, wastes that are problematic due to recycling, treatment, storage or disposal facility (RTSDF) permit restrictions, hard-to-handle waste streams, etc. Contractor shall not selectively "cherry pick" the easy and profitable hazardous waste and leave the hard-to-handle waste streams. H. Contractor shall maintain records establishing a legal chain of custody and be prepared to testify in legal proceedings as to laboratory analysis and disposition of any waste or sample accepted under this Contract. City will notify contractor when this requirement must be met. I. Contractor shall furnish qualified personnel, transportation, tools, materials, equipment, labels and warning signs required for adequate protection of materials during the packaging, transportation and disposal/recycling activities, in compliance with EPA, US DOT and other regulatory requirements. J. Contractor shall package, pick-up and transport hazardous waste materials to an appropriate treatment, storage, recycling or disposal facility, and provide lab packing, waste identification/characterization and other hazardous waste disposal services to the City on an "as needed" basis. These actions shall be accomplished in compliance with all Federal (including U.S. EPA, US DOT and OSHA), State (including Commonwealth of Virginia, Department of Environmental Quality Hazardous Waste Management Regulations), and local regulatory requirements. K. Services shall include manifest preparation and management, labeling for transportation, management of disposal certificates and providing test results conducted by contractor or recycling/disposal firms for materials recovered from tanks and contained within drums and containers. L. Contractor shall recycle, dispose, process and/or destroy materials only at a facility authorized to process such materials by the State in which the facility is located. At all times, where/when feasible, the City's preferred method for waste management is recycling. Waste shall not be processed and/or disposed of in States that do not regulate the processing of hazardous waste materials. All waste shall only be transported, accumulated, stored, recycled, destroyed or disposed of within the United States. If there are no management options in the United States for a specific waste stream and the contractor wants to ship the stream outside the United States for management, the contractor shall obtain waste generator's written approval prior to shipping this stream from the waste generator's site. The contractor shall ensure that the items shall be processed and/or disposed of in a manner consistent with the applicable facility's permit(s). The contractor shall remit certificate(s) of disposal to the City within thirty (30) days of final waste recycling or disposal. M. Contractor is solely responsible for any and all spills or leaks that occur/arise from the actions and/or inaction of its agents, employees, or subcontractors during the performance of services under this Contract. The contractor agrees to clean such spills or leaks to the satisfaction of the City and in a manner that complies with applicable Federal, State and local laws, statutes, regulations and requirements. Such cleanup/remediation shall be carried out at no additional cost to the City. The Contractor shall report all such spills or leaks meeting the reportable quantity thresholds within the US DOT regulations to the City, immediately upon the discovery. A written follow-up report shall be submitted to the City no later than two business days after the initial notification. N. Contractor shall respond to requests for covered services within four (4) hours of initial contact, in an emergency situation, and shall, as soon as practicable, but no later than one (1) day after initial contact, pick-up all materials to be disposed/recycled. Any extension to this requirement must be requested from and approved by the City. All efforts must be made to expedite clean-up and recovery so as to ensure adequate public and environmental safety. The City may require contractor to expedite recovery, if in the sole discretion of the City, failure to do so will place the public and/or environment at risk. O. All contractor personnel performing services under this Contract (e.g. field supervisors/lead chemists, field chemists, field technicians, etc.) shall be knowledgeable in the handling of hazardous materials, and shall submit evidence of all required Federal, State and locality training, upon request by the City. Contractor shall utilize a lead individual who has experience in providing labpack services. P. Services requested by the City may include "sampling" for materials found in tanks, drums, containers, etc. to include, but not be limited to identification of petroleum products, hazardous/contaminated materials, constituents or wastes. Sample analysis, when required, shall be performed by a laboratory that maintains a Quality Assurance (QA) and Quality Control (QC) program accepted by State and Federal agencies for constituents analyzed. Q. All packaging and handling of the materials shall be accomplished in a professional manner in conformance with EPA, US DOT and other regulatory standards. Contractor shall use appropriately sized containers to minimize cost. Segregation and packaging procedures required of the City by the contractor shall not be substantially more restrictive than those required by Artcles 40 and 49 of the CFR or VA DEQ, other than segregation required for use of different disposal technologies. All materials shall be removed from the City immediately after completion of the packaging and preparation of the manifest, unless an alternate removal timeframe is mutually agreed to by the City and the contractor. The City reserves the right to stop the packaging and/or movement of the materials when the work is not being accomplished in accordance with the Contract. R. The City will identify authorized entities/officials who can contact contractor to request for services. Requests for emergency response will not require preauthorization, but will require contractor to contact the City's Office of Purchasing within one (1) business day to provide cost estimates. The contractor shall invoice the City within 30 days of completion of work. S. The City will identify or characterize hazardous waste materials at its own expense or may request the contractor to conduct tests and pay the contractor a predetermined fee for this service. Any additional waste characterization testing required by the contractor shall be at the contractor's expense. The City may request other testing services beyond the scope of waste characterization at predetermined fees.