Re-Advertisement - RFP - Household Hazardous Waste Collection and Disposal Services

BRUNSWICK COUNTY
REQUEST FOR
PROPOSALS
RE-ADVERTISEMENT
Household Hazardous Waste
Collection and Disposal Services
ISSUE DATE: October 15, 2026
DUE DATE: October 29, 2026

1. PROJECT OVERVIEW
Brunswick County is soliciting proposals for household hazardous waste collection and
disposal services.
The purpose of the permanent household hazardous waste collection facility is to provide
an opportunity for residents of Brunswick County to dispose of or recycle ignitable,
corrosive, reactive, toxic, and universal waste. This will help prevent accidental spills,
physical hazards, poisonings, and exposure due to home storage, reduce municipal solid
waste landfill contamination, and curtail public wastewater or private septic system
disposal.
The facility is located at 172 Landfill Road NE, Bolivia, NC 28422. The facility is operated
and staffed by County personnel. County personnel are responsible for the identification,
collection, and placement of waste in the appropriate areas for temporary storage.
The County's collection will service all households within the County including residents
within city/town limits. Collection events are typically planned for the third Thursday of
each month but are subject to change in County's sole and absolute discretion.
2. SCOPE OF WORK
Brunswick County has established the following objectives for this project. Any changes
to the specifications or Scope of Work will be made in the form of an Addendum to this
Request for Proposals and will be supplied to all known prospective contractors and posted
on the Brunswick County website. Notwithstanding the foregoing, contractors will be
responsible for ensuring that they have all addenda. Brunswick County may negotiate and
refine the final Scope of Work with the selected contractor. Brunswick County reserves the
right to negotiate additional services with the selected contractor at any time after the initial
contract award.
A. The contractor shall provide collection, identification, segregating, packaging,
bulking by chemical compatibility, lab pack, recycle, treat, and transportation of all
the household hazardous waste ("HHW") collected at the Brunswick County site,
as more particularly set forth below.
B. In the unlikely event that unknown household generated chemical waste, restricted
to 5-gallon containers or less, is received, the contractor shall be financially
responsible for characterizing said waste or having it analyzed to the extent
necessary for packaging, transportation, and disposal according to all applicable
DOT and EPA requirements.
C. The contractor shall provide collection of all materials from the site within one (1)
week of the County's request.
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D. The contractor will provide full disposal or recycling of the hazardous waste
materials and transportation of same, ensuring that all practices and procedures are
in strict compliance with all applicable federal, state, and local laws, rules,
regulations, ordinances, and guidelines.
E. The contractor agrees to follow an integrated solid waste management process with
the following order of precedence:
* Recycle/reuse
* Neutralization (or other treatment)
* Fuel blending and incineration
* RCRA Subtitle C landfill disposal
F. The contractor shall submit to Brunswick County Solid Waste & Recycling a listing
of all wastes and quantities packaged for disposal or recycling prior to leaving the
landfill site.
G. The contractor shall provide completed copies of manifests to Brunswick County
once receipt at a disposal facility is complete, to include final disposition of
waste/recyclables collected during the mobilization. In addition, the contractor will
prepare a Household Hazardous Waste Collection Report and submit it the NCDEQ
Division of Waste Management within thirty (30) days of the collection date.
H. The contractor shall perform site remediation and cleanup of any hazardous
chemical during pickup, if necessary.
I. The contractor shall provide, without limitation: DOT shipping containers;
absorbents for spill control; shipping manifests; packing materials; labels and tools
for securing containers, boxes, and pallets; appropriate Personal Protection
Equipment ("PPE") for its employees; monitoring equipment; field waste
identification kits; and material handling equipment.
J. The contractor shall provide adequate personnel to perform the services.
K. The contractor shall comply with and be responsible for OSHA 29 DFR 1910 safety
standards as they apply to hazardous waste activities, PPE, toxic and hazardous
substances, and any other safety standards applicable to the services.
L. The contractor shall provide an eight (8) hour HAZWOPER annual refresher course
to County personnel.
Types of Waste/Recyclables:
The following items may be collected at the permanent household hazardous waste collection
facility:
* Oil-based paints, varnishes, and deck stains
* Organic thinners
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* Aerosol paints, products, and lubricants
* Solvents, strippers, and degreasers (halogenated and non-halogenated)
* Solvent based adhesives (uncured)
* Furniture polishes and waxes
* Swimming pool chemicals and oxidizers
* Cleaners: bathroom, kitchen, window, drain, and general purpose
* Automotive fluids: brake, transmission, gear oil, and windshield washer fluid
* Fuels: lighter fluid and propane tanks
* Oxygen tanks
* Refrigerant Tanks (R410 only)
* Helium Tanks
* Concrete cleaners
* Household batteries: alkaline, nickel-cadmium, nickel-metal hydride, and lithium
* Other typical household chemicals
* Fire extinguishers
* Pesticides waste: herbicides, insecticides, fungicides, and rodenticides. These will be
handled by the North Carolina Department of Agriculture & Consumer Service's Pesticide
Disposal Assistance Program ("PDAP") when available. Whenever the PDAP program is
not available for any reason, the contractor shall be responsible for disposal of the
aforementioned pesticides waste.
The following items are not collected at the permanent household hazardous waste facility.
Notwithstanding, the items may be collected at the landfill or other County sites but are currently
handled by other contractors. Such items should not be included in contractor's submitted
proposal.
* Latex paint
* Polychlorinated biphenyl ("PCB") waste
* Radioactive materials
* Medical, biological, infectious, or septic wastes
* Explosive waste such as shock sensitive chemicals
* Ammunition
* Used cooking oil or grease
* Commercial, institutional, or industrial chemicals of any type
* Pharmaceutical wastes
* Asbestos containing materials
* Lead-acid batteries
* Electronic waste of any type
3. PROPOSAL DEADLINE AND SUBMISSION REQUIREMENTS
3.1 All proposals must be received by Brunswick County no later than October 29,
2026, at 10:00 am ET.
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3.2 All proposals must include the following:
The proposal title and due date and time.
A cover letter/letter of intent on contractor's letterhead, signed by an authorized
representative of contractor, expressly agreeing to Brunswick County's terms
and conditions contained in this Request for Proposals and its attachments.
The contractor's or company's full legal name, address, and telephone number.
For companies, the North Carolina Secretary of State identification number
(SOSID) for the company's organization or qualification to transact business in
the State of North Carolina.
The name, address, and telephone number of company representatives with the
authority to answer questions or provide clarification regarding the proposal's
contents.
A list of key personnel to be assigned to perform the services and each person's
qualifications. Personnel should possess relevant and diverse knowledge and
expertise in their respective fields.
The names of any and all subcontractors expected to perform services in
connection with the project and their qualifications. Include the estimated
percentage of work that each subcontractor is expected to perform. Brunswick
County reserves the right to accept or reject any proposed subcontractor.
A detailed Form of Proposal in substantially the form attached hereto and
incorporated herein by reference.
A full description of services and processes that will be implemented and
ongoing to complete the project in the most efficient, timely and comprehensive
manner. The description should include a detailed implementation plan and
project schedule outlining the primary tasks, estimated hours, responsibility,
major deliverables, and timing, including an estimated start date.
Any assistance requirements from Brunswick County.
A detailed company description and history, including the areas of expertise
related to the project.
A reference list of at least three (3) references.
Certificate of Insurance as evidence that contractor meets the County's
Minimum Insurance Requirements attached hereto.
Contractors shall provide documentation sufficient to clearly demonstrate that their firm
meets or exceeds the requirements set forth in this Request for Proposals. Failure to
provide such documentation may result in the proposal being deemed non-responsive.
In addition to the foregoing, Brunswick County reserves the right to request financial
information for any contractor, in order to support the viability of the contractor.
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Those interested should submit one (1) hard copy and/or one (1) electronic copy of the
proposal. Proposals may be mailed, hand delivered, or emailed to the following:
Mail: Brunswick County Operation Services
Attn: Donna Donahue
P.O. Box 249
Bolivia, NC 28422
Hand Delivery: Brunswick County Operation Services
Attn: Donna Donahue
179 March 9, 1764 Drive
Bolivia, NC 28422
Email: donna.donahue@brunswickcountync.gov
Proposals must be received no later than 10:00 am ET on October 29, 2026.
Brunswick County will not be responsible for the failure of any mail or delivery
service to deliver a proposal prior to the stated date and time. Regardless of the
manner of submission, any proposal received after the stated date and time will not
be considered. Incomplete proposals or proposals inconsistent with the required
format may be disqualified from consideration.
4. EXPENSES
Brunswick County will not be responsible for any costs or expenses incurred by the
contractor in submitting a proposal or for any other activities associated with this
procurement. Further, Brunswick County reserves the right to cancel the work described
herein prior to issuance and acceptance of any contractual agreement even if the Board of
Commissioners has formally accepted the recommendation.
5. RIGHT TO SUBMITTED PROPOSALS AND SUPPORTING DOCUMENTS
All written correspondence, proposals and supporting documents received by Brunswick
County in connection with this Request for Proposals will become the property of
Brunswick County. Brunswick County reserves the right to use any ideas in a proposal or
supporting documents regardless of whether the proposal is selected.
6. QUESTIONS/ADDENDA
Questions or requests for further information regarding this Request for Proposals shall be
submitted in writing to the attention of Donna Donahue at
donna.donahue@brunswickcountync.gov no later than 10:00 am ET on October 22, 2026.
A copy of all questions, further clarifications and answers will be made in the form of an
Addendum to this Request for Proposals and will be provided to all known contractors and
posted on the County's website. Notwithstanding the foregoing, contractors will be
responsible for ensuring that they have all addenda.
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Contractors are expressly prohibited from contacting any Brunswick County official
or employee regarding this Request for Proposals, except in the manner noted herein.
A violation of this provision is grounds for the immediate disqualification of the
contractor.
7. FORM OF AGREEMENT
In addition to the terms and conditions contained in this Request for Proposals, by
submitting a proposal, contractor, if selected, agrees to enter into and be bound by the
provisions of a Services Agreement in substantially the form attached hereto and
incorporated herein by reference. To the extent that any of the terms of this Request for
Proposals and the terms of the Services Agreement conflict, the terms of the Services
Agreement shall prevail. No work shall commence until an agreement has been fully
executed by the parties. Unless otherwise approved by Brunswick County, the contractor
must begin performing services within thirty (30) days after an agreement is signed.
8. INSURANCE
Contractor, and any of its approved subcontractors, must procure and maintain in full force
and effect during the term of any agreement with Brunswick County, or the renewal of any
agreement with Brunswick County, the insurance coverage set forth in the Minimum
Insurance Requirements attached hereto and incorporated herein by reference.
In the event contractor, or any of its approved subcontractors, fails to maintain insurance
as outlined herein, Brunswick County may, at its option, obtain the required insurance at
the expense of the contractor.
9. PROPOSAL CONDITIONS
9.1 Submission of a proposal indicates explicit acceptance by the contractor of the
terms and conditions contained in this Request for Proposals and any attachments
hereto. Brunswick County reserves the right to reject, without prejudice or
explanation, any, or all proposals. Brunswick County reserves the right to waive
informalities or to amend the specifications of this Request for Proposals and
request new proposals at any time prior to the award of a contract. All decisions of
Brunswick County shall be final and binding.
9.2 The contractor shall supply the following:
A single point of contact through proposal acceptance. Brunswick County will
communicate solely through this contact regarding all issues relating to the
proposal through acceptance.
A single Project Manager, after acceptance, dedicated and available for the
entire duration of the project. The Project Manager may only be replaced upon
approval by, or at the request of Brunswick County. At a minimum, the
contractor's Project Manager shall be responsible for oversight and
management of the Scope of Work as outlined above.
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10. CONSIDERATION OF WITHDRAWAL AND/OR REJECTION OF PROPOSAL
10.1 Withdrawal
After submission, no proposal may be withdrawn by the contractor for a period of
ninety (90) days following the opening date. Until that time, the proposal will
remain firm and irrevocable and any required bond will be forfeited.
10.2 Rejection
A proposal may be rejected if the contractor fails to:
Submit the proposal in the format specified.
Supply the minimum information requested.
Submit all addenda, addenda responses and templates.
Submit the proposal by the date and time required.
Submit a cost proposal with unbundled, detailed, and itemized pricing.
Provide truthful and accurate information in the proposal.
10.3 No Acceptance
Brunswick County reserves the exclusive right to reject any or all proposals, to
waive any informalities or technical defects in proposals, and to accept any proposal
deemed most favorable to Brunswick County.
10.4 Competency of Contractor
Brunswick County shall make such investigation as it deems necessary to determine
the ability of the contractor to perform the work, and/or provide the services
required by this Request for Proposals. Upon request by Brunswick County, the
contractor shall furnish satisfactory evidence that it has the necessary facilities,
ability, and financial resources to fulfill the specifications and conditions of the
proposal.
11. AWARD
Brunswick County reserves the right to award a contract, based on initial proposals
received from contractors, without discussion and without conducting further negotiations.
Brunswick County may also, in its sole discretion, initiate further discussions with
contractors that it deems to fall within a competitive range. Award shall be made to the
lowest responsive, responsible bidder unless otherwise specified. Brunswick County shall
not be deemed to have finally selected a contractor until a contract has been successfully
negotiated and signed by both parties. The contract, if awarded, shall be for an initial term
of one (1) year with two (2) successive options to renew for one (1) year each. Each option
to renew shall be exercised automatically unless either party gives notice of its intent not
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to renew pursuant to the terms of the final executed contract. Pricing must be firm for the
duration of the awarded contract, including the initial term and all renewal terms, as
applicable.
12. NON-DISCLOSURE OF INFORMATION
Contractor and its agents shall treat all data and information associated with this Request
for Proposals, including, without limitation, the Request for Proposals, all reports,
recommendations, specifications, and other data as confidential. Contractor and its agents
shall not disclose or communicate any information to a third party or use such information
in advertising, propaganda and/or in another job or jobs, unless prior written consent is
obtained from Brunswick County.
13. NORTH CAROLINA PUBLIC RECORDS
All proposals received by Brunswick County shall be considered public information
subject to lawful disclosure under North Carolina Public Records Law. Any proposal
material deemed by the contractor to constitute either proprietary or trade secret material
shall be designated as such, and each page or section of a page containing such material
shall be so marked by the contractor. In addition, it shall be the sole responsibility of the
contractor to demonstrate to a court of competent jurisdiction that their designation is
proper. Brunswick County shall not make public any material determined by a court of
competent jurisdiction to be proprietary or trade secret. Contractor hereby agrees to
indemnify and hold Brunswick County harmless from any and all claims, suits, damages,
penalties, or expenses arising out of contractor's proprietary or trade secret designation.
14. AMENDMENTS/CHANGE ORDERS
After a project is awarded to a contractor and the parties enter into a formal agreement, a
written amendment or change order will be required for any changes to the scope of the
project.
15. ADDITIONAL SERVICES
Brunswick County reserves the right to negotiate additional services with contractor at any
time after the initial contract award.
16. CERTIFICATION
Contractor hereby certifies that it has carefully examined this Request for Proposals
and all attachments hereto, including, without limitation, the Form of Agreement.
Contractor further certifies that it understands and accepts all terms and conditions
contained in the Request for Proposals, including, without limitation, the Form of
Agreement, and the scope of work, and that it has knowledge and expertise to
complete the project. By submitting a proposal, contractor further certifies that its
proposal is fair in all respects and without collusion or fraud.
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FORM OF AGREEMENT
NORTH CAROLINA
SERVICES AGREEMENT
BRUNSWICK COUNTY
THIS SERVICES AGREEMENT (hereinafter referred to as the "Agreement") is made
and entered into by and between Brunswick County, a body politic and corporate of the State of
North Carolina, (hereinafter referred to as the "County"), party of the first part, and {Vendor
Name}, (hereinafter referred to as the "Provider"), party of the second part.
WITNESSETH:
1. SERVICES; FEES
The services to be performed under this Agreement (hereinafter referred to collectively as
"Services") and the agreed upon fees for said Services are set forth on Exhibit "A" attached hereto.
Any exhibits or attachments referenced herein are hereby incorporated by reference and
made a part of this Agreement. Any conflict between the language in an exhibit or attachment and
the main body of this Agreement shall be resolved in favor of the main body of this Agreement.
2. TERM OF AGREEMENT; TERMINATION
(1) Term. The initial term of this Agreement begins on {Effective Date} (the "Effective
Date") and continues in effect for one (1) year until {Expiration Date} (the "Initial
Term"), unless sooner terminated as provided herein. The Initial Term shall be
followed by two (2) successive options to renew for one (1) year each (each a "Renewal
Term"). Each Renewal Term shall be exercised automatically unless either party gives
notice of its intent not to renew at least sixty (60) days prior to the expiration of the
then-current term. The Initial Term and any Renewal Term are referred to collectively
herein as the "Term." No work may commence under this Agreement until the
Agreement has been fully executed by both parties.
(2) Termination. The County may terminate this Agreement at any time without cause by
giving sixty (60) days' written notice to the Provider. As soon as practicable after
receipt of a written notice of termination without cause, the Provider shall submit a
statement to the County showing in detail the work performed under this Agreement
through the effective date of termination. The County may terminate this Agreement
for cause by giving written notice of a breach of the Agreement. The Provider shall
have fifteen (15) days to cure the breach following receipt of the notification. Failure
to cure the breach within the fifteen (15) days shall result in the immediate termination
of the Agreement. Notwithstanding the foregoing, the County may terminate this
Agreement immediately and without notice to the Provider if the Provider becomes
insolvent, makes or has made an assignment for the benefit of creditors, is the subject
of proceedings in voluntary or involuntary bankruptcy instituted on behalf of or against
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