Invitation for Bid Household Hazardous Waste Drive-Thru Event C-2026-0465

The Woodlands Township Environmental Services
2801 Technology Forest Blvd.
The Woodlands, TX 77381
Invitation for Bid
Household Hazardous Waste Drive-Thru Event
Contract Number: C-2026-0465
PURPOSE
The Woodlands Township is requesting bids for certified disposal of assorted household hazardous
waste for the Household Hazardous Waste Drive-Thru event on Saturday, November 21, 2026 from 9
a.m. to 1 p.m. The selected contractor shall be present throughout the event to collect waste from the
public. The selected contractor shall dispose of or recycle collected waste in an environmentally
responsible manner and in full compliance with all applicable regulations. The contract will be for a
term of 12 months beginning November 1, 2026 and ending October 31, 2027.
Deadline for Written Questions at 5:00 p.m. CST
Attn: Grace DeCarlo gdecarlo@thewoodlandstownship- August 7, 2026
tx.gov
Bids Due by 5:00 p.m. CST at 2801 Technology Forest Blvd,
The Woodlands, TX 77381 August 21, 2026
Attn: Grace DeCarlo, Environmental Education Coordinator
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Bidder shall complete every space in the bidder proposal column with either signed initials to indicate
the item being bid is exactly as specified or a description to indicate any deviation of item being bid from
the specifications. Bidder may submit additional information explaining any proposed deviation.
1 GENERAL Bidders
Initials
1.1 The contract for these services, if awarded, shall be for twelve (12) months (November 1, 2026 -
October 31, 2027). Any and all financial obligations of The Woodlands Township under a proposed
contract are conditional as they relate to a yearly appropriation during the annual budget process.
1.2 Within (90) days before the expiration of the Initial Term (August 2, 2027), The Woodlands Township
may give written notice to Contractor of its desire to extend the Agreement (the "Renewal Notice") for
an additional period of time. (the "Renewal Term"). If The Woodlands Township delivers the Renewal
Notice, the Parties shall within thirty (30) days from the date of receipt of the Renewal Notice, use
good faith efforts to negotiate the terms and conditions of the Renewal Term. Any agreed upon
Renewal Terms shall be in writing and executed as a Modification of the Agreement. In the event the
Parties are unable to agree upon the terms and conditions for the Renewal Term, then the Agreement
shall expire upon the expiration of the current Term or otherwise terminate pursuant to the terms of
the Agreement. Renewal Terms will be limited to a maximum of two (2), one (1) year renewal periods.
1.3 The Woodlands Township reserves the right to reject any or all bids, including without limitation the
rights to reject any or all nonconforming, non-responsive, unbalanced or conditional bids and to reject
the bid of any bidder if The Woodlands Township believes that it would not be in the best interest of the
project to make an award to that bidder, whether because the bid is not responsive or the bidder is
unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria
established by The Woodlands Township.
1.4 The Woodlands Township also reserves the right to waive all informalities and defects in the bids and
the bidding process not involving price, time of submittal or changes in the work and to negotiate
contract terms with the successful bidder. Discrepancies between the multiplication of units of work
and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of
any column of figures and the correct sum thereof will be resolved in favor of the correct sum.
Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or
lack of clarity in stating the prices in the bid, The Woodlands Township reserves the right to consider
the most advantageous bid thereof or to reject the bid.
1.5 Prospective Bidders may obtain a bid package including specifications and bidding documents from The
Woodlands Township website, online at www.thewoodlandstownship-tx.gov/bids.
1.6 Bidders should carefully examine the bid documents, specifications and other documents, visit the sites
of the work, field verify quantities and fully inform themselves as to all conditions and matters which
can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions
from specifications, or other documents, or be in doubt as to their meaning, he should at once notify
The Township and obtain clarification prior to submitting a bid.
1.7 Addenda to the specifications shall be considered part of the contract documents. Bidder shall
acknowledge receipt of addenda on the Bid Proposal Form. Oral and other interpretations or
clarifications will be without legal effect.
1.8 Any qualification or exception submitted by the contractor pertaining to the specifications and bid
items may be cause for rejection of bid. (A conditional bid may be cause for rejection.)
1.9 The Contractor's bid shall include unit prices as outlined in the Bid Tabulation Form.
Quantities required and listed are substantially correct, but The Woodlands Township reserves the
right to increase and/or decrease the amount of work to be done by any amount at the same unit cost
bid.
1.10 There will be no public bid opening; however, bid tabulations and related bid documents will be
released once the appropriate staff has reviewed and approved them.
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1.11 ANY ALTERATIONS, ADDITIONS OR DELETIONS, TO EITHER THE INSTRUCTIONS TO BIDDERS, OR THE
PROPOSAL FORM SHALL CONSTITUTE THE BID(S) AS UNACCEPTABLE.
1.12 It is understood, that in addition to the items outlined in this bid package, The Woodlands Township's
facilities, offices, terminals, parks, pools and sports fields are continually growing and the successful
contractor must be capable of handling contract additions throughout the term of the contract to the
same standards, frequencies and expectations outlined herein.
1.13 Contractor shall be capable of receiving communication by email, or via phone call/message/app.
1.14 Contractor shall provide all equipment, labor, trucks, and material necessary to perform the required
service. No equipment, material or personnel shall be provided by The Township to Contractor unless
agreed upon in advance in writing by the Township.
1.15 Upon each site visit, contractor shall remove all rubbish, waste and discarded material that is a result
of their services provided to the Township. Contractor is solely responsible for cleanup and removal of
all hazardous materials and related spills or contamination related to this event. Vendor will have a
documented safety plan for all types of hazards. If Contractor fails to comply with this obligation, and
the Township is required to remedy, the Contractor agrees to reimburse the Township for all expenses
incurred for the remedy.
1.16 Each employee will be identified by a company uniform (shirt, pants or cap) and vehicles will be clean,
and all marked with company name.
1.17 Contractor shall behave and operate in an environmentally sound and professional way, as to not
create damage or cause exposure by virtue of negligence or omission.
1.18 Equipment must be well maintained and in good condition.
1.19 Transportation of staff and equipment shall be done only in vehicles marked with contractor's
company logo unless agreed in writing by Township staff.
1.20 Safety of residents and visitors is of the utmost importance. It will be the contractor's responsibility to
secure areas in and around where the work is taking place.
1.21 Service can only be requested by authorized Township personnel in the Environmental Services
Department with contractor-required certifications to complete shipping documentation, which may
include but not be limited to 49 CFR Certification.
1.22 Contractors shall understand that one of the main emphases of this community is the preservation of
the natural existing environment which includes the trees, bushes, wildflowers and wildlife, and to
enhance it by additional landscaping and the development of the lakes and open space. No trees,
shrubs or vegetation should be unnecessarily removed or damaged. No trash, lumber, etc. can be
dumped in the woods. No vehicles, etc. can be parked except in handicapped spaces or park reserves.
1.23 Any measurements contained herein should only be used as an estimate. Contractor is responsible for
accurate measurement of all items. All potential bidders should examine areas included in this bid to
ensure accurate measurements and price quotes.
1.24 Contractor is responsible for obtaining such supplies, materials and parts if not provided directly by the
Township. Such supplies, materials and parts shall be of good quality and the cost of such shall be
billed as reflected in the proposal from the Contractor.
1.25 Service location is public and extremely sensitive to disruption. Contractor must ensure the general
public and user's safety when performing services in and around all locations.
1.26 Contractor shall not employ any subcontractor to fulfill any of the Contractor's obligations, in whole or
in part, without the prior express written approval of The Woodlands Township and shall fully
indemnify and defend the Township for any acts or omissions of any such sub-contractor.
1.27 All maintenance operations shall be performed by the approved contractor or sub-contractor. A list of
sub-contractors shall be submitted with the bid.
1.28 Contractor is responsible for damage to persons and property caused during the performance of
contracted work.
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1.29 The Contractor will be held responsible for any damages to trees, plants, shrubs, fences, walls, brick,
pavers, bollards, glass, etc. that is caused by the Contractors errors or their failure to comply with the
requirements of these specifications and will be assessed a fee. Values will be based on The Township's
assessment and/or appraisal in accordance to Council of Tree and Landscape Appraisers or other
mutually agreeable source.
1.30 If through inspection and verification, in The Woodlands Township opinion, work as defined by the
specifications has been carried out to an insufficient standard, the work shall be carried out again by the
Contractor without creating a backlog to other maintenance scheduled and at the expense of the
Contractor.
1.31 **In the event the Contractor fails to accomplish any task under this scope of work, The Woodlands
Township will provide reasonable written notice to take corrective action. If the Contractor does not
perform the service, The Woodlands Township may, at its option, cause the non-performed tasks to be
accomplished through another source and deduct the cost of such from the amount normally due to the
contractor for that monthly period based on the Supplemental Unit Prices
2 LAWS, REGULATIONS, AND INSURANCE Bidders
Initials
2.1 Please be advised that in accordance with State of Texas Local Government Code Chapter 176, Bidder
must submit Form CIQ
2.2 In compliance with State of Texas Government Code, Section 2252.908, the successful business entity
awarded a contract by the Board of Directors of The Woodlands Township must complete Form 1295 -
"Certificate of Interested Parties" - and must provide a signed and notarized printed copy of the form
and a separate certification of filing. The form can be found at www.ethics.state.tx.us
2.3 At Contractor's own cost and expense, Contractor shall comply with all laws, ordinances, rules, and
regulations of the federal, state and local and OSHA authorities and departments relating to or
affecting the work hereunder, and shall secure and obtain any and all permits, licenses and consents as
may be necessary in connection therewith.
2.4 Traffic control, where and when needed, must meet the requirements of all state and local laws and
regulations shall be included as part of the unit cost.
2.5 All work, repairs, preventative maintenance and installations shall be made in compliance with the
appropriate Certifications, Laws, and Codes as adopted by the State of Texas.
2.6 Contractor shall provide The Woodlands Township acceptable proof of insurance and endorsement
forms which meets the requirements as identified herein. Proof of Insurance must be provided before
any work is to begin.
2.7 In addition to the Insurance Requirements in Exhibit G, contractor shall procure and maintain for the
duration of this agreement Contractor's Pollution Liability (CPL) insurance with limits of not less than
$1,000,000 each occurrence.
3 INSTRUCTIONS Bidders
Initials
3.1 Contractors should, if reasonably able, visit the event location in their own time in order to best
determine scope and expectations: The Woodlands Township strongly encourages all bidders to
familiarize themselves with facilities and locations.
3.2 INTERPRETATIONS AND ADDENDA- All questions about the meaning or intent of the Bidding
Documents and the Contract Documents shall be submitted in writing to Grace DeCarlo, Environmental
Education Coordinator at gdecarlo@thewoodlandstownship-tx.gov. Interpretations, questions, or
clarifications will be considered by the Township and if necessary be responded to by issuance of an
Addendum. All questions are to be received no later than Friday, August 7, 2026 at 5:00 p.m. CST.
Only answers issued by Addenda will be binding. All addendums will be posted on The Woodlands
Township website http://www.thewoodlandstownship-tx.gov/bids
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3.3 Sealed bids, addressed to The Woodlands Township, 2801 Technology Forest Blvd, The Woodlands,
Texas 77381, Attention: Grace DeCarlo, Environmental Education Coordinator, must be received at the
above address no later than Friday, August 21, 2026 at 5:00 p.m. CST for furnishing all labor, materials,
supplies, equipment, licensing, supervision and performing all work necessary to provide The
Woodlands Township based on the bid documents in The Woodlands Township, Montgomery and
Harris Counties, Texas. Bids shall be submitted in sealed envelopes using the blank Proposal forms
furnished with this bid package.
3.4 Each sealed envelope containing the bid(s) must be clearly marked on the outside BID for Household
Hazardous Waste Drive-Thru Event
Contract Number: C-2026-0465
and the envelope should bear on the outside the name of the bidder and company their address.
3.5 All companies bidding on this project must include the information outlined in the ITEMS TO BE
INCLUDED IN BID SUBMITTAL such as bid checklist, bid bond, statement of qualifications, list of
subcontractors, list of equipment, references, list of proposed equipment, licenses, insurance
requirements, and other items requested in this bid document.
3.6 All Bids must be made on the required BID TABULATION FORM. All blanks spaces for BID prices must be
filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted.
3.7 Bidder is required to submit three (3) references of previous projects of similar or like nature
size/value.
3.8 Contractor shall demonstrate, with the submittal of their bid, valid and current third-party certification
to the following standards:
- OSHA Hazardous Waste Operations and Emergency Response (HAZWOPER) Certification
- Environmental Protection Agency Identification Number
4 INVOICING AND PAYMENT Bidders
Initials
4.1 Unit prices shall remain in effect for the length of this agreement (November 1, 2026 - October 31,
2027). Unit prices shall be inclusive of all charges (staff time, application equipment, disposal, truck
charges, environmental charges, traffic control, etc.)
4.2 Evaluation of bid takes into account the following considerations: price, references, familiarization with
The Woodlands, etc.
4.3 THIS IS A TAX-EXEMPT CONTRACT. A TAX EXEMPTION CERTIFICATE WILL BE SUPPLIED TO THE
CONTRACTOR WHO MAY THEN ISSUE A RESALE CERTIFICATE TO SUPPLIERS AND SUBCONTRACTORS.
4.4 All invoices shall include or be accompanied by the following information:
- Documentation confirming all collected materials were transported and disposed of in
compliance with the Resources Conservation and Recovery Act, the Occupational Safety and
Health Administration, and all applicable regulatory standards and requirements
- Type and units of all hazardous waste transported and disposed
- All freight shipping costs and applicable waste disposal charges
- Units of hazardous waste should be reflected as accurately as possible
4.5 The Township will remit payment for each invoice to Contractor within 30 days of receipt of an
approved Invoice, unless the Township disputes any portion of the Invoice, and the Contractor is not in
default under the provisions of this contract.
4.6 Contract payment will be per service, based on a detailed invoice provided to The Township from the
selected Contractor. The billing of services is per service as requested, within 14 days of the provided
service.
5 SCOPE OF WORK Bidders
Initials
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5.1 Details for 2026 Household Hazardous Waste Drive-Thru event:
- Date: Saturday, November 21, 2026
- Location: Sterling Ridge Park & Ride - 8001 McBeth Way, The Woodlands, Texas 77381
- Event Time: 9 a.m. to 1 p.m.
- Contractor shall be set up and event ready by 8:30 a.m.
- Contractor shall depart from event location no later than 2 p.m.
5.2 Per The Woodlands Township's Event/Program Cancellation Standard Operating Procedure (SOP), this
event may be cancelled or postponed. Notice will be provided by 6 a.m. on November 21, 2026. If
rescheduled, the selected bidder shall provide all services on the alternate date of Saturday, December
5, 2026, at the original bid pricing.
5.3 Township staff shall provide contractor with a site map and any relevant event information no later
than seventy-two (72) hours prior to the event date.
5.4 All work conducted by contractor staff in the service of this event shall be performed in compliance
with the Resources Conservation and Recovery Act, Title 40 of the Code of Federal Regulations (40
CFR), the Occupational Safety and Health Administration, and all applicable local and federal regulatory
standards and requirements.
5.5 Township staff, police officers and volunteers shall manage the flow of vehicle traffic to the waste
collection point and maintain accurate count of event patron vehicles.
5.6 Throughout the event's duration, contractor staff shall:
- Unload waste materials from event patron vehicles
- Safely deposit all collected waste in the contractor provided vehicle or designated receptacle
- Take immediate action to contain and clean up any hazardous waste discharge so that it no
longer presents a hazard to human health or the environment
- Maintain an accurate manifest of all materials including information on material type, total
units collected and estimated disposal cost (all applicable fees and shipping included)
- Report accurate manifest details to Township staff upon request
- Immediately stop collection upon notification from authorized Environmental Services
- Department personnel that capacity has been reached.
5.7 Contractor shall provide collection and disposal services for the following waste types:
- Aerosols (Including Spray Foam)
- Antifreeze
- Corrosives
- Fire Extinguishers
- Flammables (Solid and Liquid, including Arsenic)
- Fluorescent Bulbs
- HID Bulbs
- Latex Paint
- Mercury
- Motor Oil
- Oil-Based Paint
- Oil Filters
- Oxidizers
- Poisons (Solid and Liquid)
- Propane (1 lb. and 20 lb.)
- Reactives
5.8 Contractor shall divert from disposal any materials collected under this Contract that are suitable for
recycling, recovery, reclamation, reuse, or other beneficial reuse. Disposal shall be used only for
materials that cannot be safely or lawfully recycled or otherwise diverted.
5.9 It will be the contractor's responsibility to ensure the safety of its employees throughout the event,
set-up and tear-down included.
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5.10 At the event's conclusion, all material collected by the contractor shall be immediately transported to
the designated hazardous waste disposal/recycling facility.
5.11 Contractor shall ensure all collected waste materials are disposed or recycled in accordance with
industry best practices and regulatory standards. All disposal and recycling operations must comply
with EPA Universal Waste regulations, state environmental requirements and accepted industry
standards for hazardous waste disposal.
5.12 The Township may, at its sole discretion, request one (1) additional service date during the initial term
of the Contract. Any such additional service date must be mutually agreed upon in writing via a formal
contract amendment. If approved, the Contractor shall perform all services under the terms,
conditions and unit pricing established in the original Contract. The Township does not guarantee that
an additional service day will be requested.
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Bid Tabulation Form
Bidder shall complete each section of the Bid Tabulation Form with a specified cost per item listed. Bid
Prices shall be firm for 90 days from bid opening. Please note The Woodlands Township may refer to this
list when requesting services for each event as needed.
Pricing Matrix Estimated 2026 Quantities* Price** Notes
Aerosols 5 cubic yards
Aerosols-Spray Foam 55 gallons
Antifreeze 110 gallons
Corrosives 660 gallons
Fire Extinguishers 22 fire extinguishers
Flammables (liquid) 550 gallons
Flammables (solid) 5 cubic yards
Flammables (solid with arsenic
D004 designation) 5 gallons
Fluorescent Bulbs 250 pounds
HID Bulbs 50 pounds
Latex Paint 125 cubic yards
Mercury 10 gallons
Motor Oil 825 gallons
Oil-Based Paint 22 cubic yards
Oil Filters 55 gallons
Oxidizers 275 gallons
Poison solids 2 cubic yards
Poison liquids 1,980 gallons
Propane (1 lb.) 74 cylinders/tanks
Propane (20 lb.) 32 cylinders/tanks
Reactives 15 gallons
*Estimated figures above based on past similar events and cannot be guaranteed
**Quoted prices shall be for recycling of specified waste type where applicable. Bidder shall indicate if quoted
prices are for alternative processing method (incineration, treatment, landfill, etc.)
Combined cost for 4-hour collection event (estimated 800 vehicles in attendance) Total Cost
Supplies
Staffing/Personnel
Mobilization & Truck Fees (including fuel charges)
Other applicable costs (please specify)
Total Event Cost =
Total Event Cost = Estimated quantities + Supplies + Staffing + Mobilization + Other
Please provide your Environmental Protection Agency identification number below.
Environmental Protection Agency Identification Number:
Please provide proof of OSHA Hazardous Waste Operations and Emergency Response
(HAZWOPER) Certification with this form
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Exhibit A - Bid Certification
I, _________________________________________, certify that this bid, including the listed unit price
in the bid tabulation, is made without prior understanding, agreement or connection with any
corporation, firm, or person submitting a bid for the same materials, supplies or equipment and is in all
respects fair and without collusion of fraud. I agree to honor the unit prices as submitted throughout the
term of the Household Hazardous Waste Drive-Thru Event contract.
Contract Numbers: C-2026-0465
and abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.
__________________________________
Date
____________________________________ ____________________________________
Signature Name (please print)
____________________________________ ____________________________________
Title Company Name
____________________________________ ____________________________________
Address Phone Number
____________________________________ ____________________________________
E-mail address Cell Phone Number
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Exhibit B - Addendum Acknowledgement
Please acknowledge by signing and dating that you have seen the addenda posted with the bid on
http://www.thewoodlandstownship-tx.gov/bids.
Addenda #1 _______________________________________ Date Received ________/_______/ 2026
MM DD
Addenda #2 _______________________________________ Date Received________/_______/ 2026
MM DD
Addenda #3 _______________________________________ Date Received ________/_______/ 2026
MM DD
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