RFP 2024-047R Petroleum and Oil Filter Disposal

Request for Proposals No. 2026-047
Used Petroleum and Oil Filter Disposal
Due Date: Ma rch 31, 2026
Time: 11: 00 AM EST
Receipt Location: Union County Government Center
Procurement Department
610 Patton Avenue
Monroe, NC 28110
(Note: Electronic Submissions only. Follow the
submittal instructions listed in this document
electronically upload a proposal package)
Non-Mandatory Pre-Proposal Conference and Site Visit. March 17, 2026, at 10am,
EST at the Union Coun ty Government Solid Waste Management Facility (SWMF), 2125 Austin
Chaney Road, Wingate, NC 28174
Procurement Contact:
Kyle Hodge
Procurement Specialist
704.283.3631
Kyle.Hodge@unioncountync.gov

1 NOTICE OF ADVERTISEMENT ............................................................................................. 3
2 SUBMITTAL DETAILS .............................................................................................................. 4
2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS ..................................................... 4
2.2 PROPOSAL SUBMISSION REQUIREMENTS ........................................................................................... 4
2.3 PRE-PROPOSAL CONFERENCE AND SITE VISIT ................................................................................... 4
2.4 PROPOSAL QUESTIONS.............................................................................................................................. 5
2.5 PROPOSAL ADDENDUM ............................................................................................................................ 5
2.6 COMMUNICATION ...................................................................................................................................... 5
3 PURPOSE ................................................................................................................................... 5
3.1 COUNTY .......................................................................................................................................................... 5
3.2 INTRODUCTION ............................................................................................................................................ 5
3.3 INTRODUCTION ............................................................................................................................................ 6
3.4 DESCRIPTION OF SERVICES DESIRED..................................................................................................... 6
4 DETAILED SUBMITTAL REQUIREMENTS AND INSTRUCTIONS .................................. 7
4.1 TERMS OF SUBMISSION ............................................................................................................................. 7
4.2 DUPLICATE PROPOSALS............................................................................................................................. 8
4.3 PROPOSAL FORMAT .................................................................................................................................... 8
4.3.1 SECTION A - COVER LETTER ..................................................................................................................... 9
4.3.2 SECTION B - COMPANY BACKGROUND AND EXPERIENCE .......................................................... 10
4.3.3 Section C - Project Team ............................................................................................................................... 10
4.3.4 METHODOLOGY AND IMPLEMETATION PLAN ......................................................................................... 11
4.3.5 SECTION E - REFERENCES ........................................................................................................................ 11
4.3.6 SECTION F - PRICE FORM ........................................................................................................................ 11
4.3.7 SECTION G - REQUIRED FORMS ............................................................................................................ 11
4.4 SELECTION PARTICIPANTS ...................................................................................................................... 12
4.5 EVALUATION SELECTION PROCESS ...................................................................................................... 12
4.6 AWARD PROCEDURE................................................................................................................................. 13
4.7 CONFLICT CERTIFICATION ...................................................................................................................... 14
5 GENERAL CONDITIONS AND REQUIREMENTS ............................................................ 14
5.1 TERMS AND CONDITIONS ...................................................................................................................... 14
5.2 PRICE ADJUSTMENTS ................................................................................................................................ 14
5.3 CONTRACTUAL OBLIGATIONS ............................................................................................................... 14
5.4 SUB-CONTRACTOR/PARTNER DISCLOSURE ...................................................................................... 15
5.5 EXCEPTION TO THE PROPOSAL ............................................................................................................. 15
5.6 MODIFICATION OR WITHDRAWAL OF PROPOSAL .......................................................................... 15
5.7 EQUAL EMPLOYMENT OPPORTUNITY ................................................................................................. 15
5.8 MINORITY BUSINESSES (MBE) OR DISADVANTAGED BUSINESSES (DBE) ................................ 16
5.9 LICENSES ....................................................................................................................................................... 16
5.10 E-VERIFY ........................................................................................................................................................ 16
5.11 DRUG-FREE WORKPLACE ......................................................................................................................... 16
5.12 INSURANCE .................................................................................................................................................. 16
5.13 INDEMNIFICATION .................................................................................................................................... 19
6 APPENDIX A - PRICE FORM .............................................................................................. 20
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

7 APPENDIX B - PROPOSAL SUBMISSION ....................................................................... 21
8 APPENDIX C - ADDENDUM AND ANTI-COLLUSION ................................................. 22
9 APPENDIX E - TEMPLATE CONTRACT ............................................................................ 23
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

1 NOTICE OF ADVERTISEMENT
Union County, North Carolina
Request for Proposals No. 2026-047
Used Petroleum and Oil Filter Disposal
Electronic proposals will be received by the Union County's Procurement Department at 610
Patton Avenue, Monroe, NC 28110 until 11:00 AM EST on March 31, 2026. Late submittals will
not be accepted.
Union County, North Carolina, through the Union County Solid Waste Department is soliciting
proposals from experienced and qualified firms to provide Used Petroleum and Oil Filter
Collection, Transport, & Recycling Services.
Non-Mandatory Pre-Proposal Conference and Site Visit: This is a non-mandatory meeting that
will take place on March 17, 2026, at 10:00am at the Union County Government Solid Waste
Management Facility (SWMF), 2125 Austin Chaney Road, Wingate, NC 28174.
Copies of the solicitation may be obtained from the locations listed below:
1. Download the Proposal Documents from the Union County website:
https://www.unioncountync.gov/departments/bids-procurement/current-bids
2. Download the Solicitation Documents from the State of North Carolina website: (Bid by
Departments, search County of Union). https://evp.nc.gov/solicitations/
Union County reserves the right to reject any or all proposals, to waive technicalities and to make
such selection deemed in its best interest.
Union County reserves the right to award to multiple vendors.
Offerors are required to comply with the non-collusion requirements set forth in the Solicitation
Documents.
Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and
Small Businesses.
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

2 SUBMITTAL DETAILS
2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS
All Proposal Submittals are to be received by the Union County Procurement Department
no later than 11:00 AM EST on March 31, 2026, per the instructions below. Any
submittals received after this date and time shall be rejected without exception.
2.2 PROPOSAL SUBMISSION REQUIREMENTS
The proposal must be submitted electronically using the following link:
https://lfportal.unioncountync.gov/Forms/procurementsubmit. Select the Solicitation
drop down arrow and choose this RFP from the list. Complete the form, upload your
proposal, and select submit. An email will be sent to the address listed on the form as your
confirmation of receipt.
The proposal package must be signed by a person who is authorized to bind the
proposing Company. Instructions for preparing the proposal are provided herein.
Paper submissions will not be accepted.
There is no expressed or implied obligation for Union County to reimburse Offerors for
any expenses incurred in preparing proposals in response to this request.
Union County reserves the right to:
* Reject any or all proposals, to waive technicalities and to make such selection
deemed in its best interest.
* Cancel this solicitation; and
* Award to multiple vendors.
2.3 PRE-PROPOSAL CONFERENCE AND SITE VISIT
A Non-Mandatory Pre-Proposal Conference will be held on March 17, 2026, at 10:00 AM
at the following location. A Union County Solid Waste staff representative and Union
County Procurement representative will be present to give a brief overview of the project
and give access to the Union County Solid Waste Management Facility.
Union County Solid Waste Management Facility (SWMF)
2125 Austin Chaney Road
Wingate, NC 28174
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

2.4 PROPOSAL QUESTIONS
Proposal questions will be due on or before March 20, 2026, at 5:00 PM EST. The primary
purpose is to provide participating Offerors with the opportunity to ask questions, in
writing, related to the RFP.
Submit questions in a Word Document or in the body of an email and send to Kyle Hodge
at kyle.hodge@unioncountync.gov by the deadline shown above. Questions sent in graph
or Excel sheet format will not be accepted. The email subject line should identify the
proposal number and project title. All questions and answers may be posted as addenda
on www.unioncountync.gov and/or https://evp.nc.gov/solicitations
2.5 PROPOSAL ADDENDUM
Union County may modify the RFP prior to the date fixed for submission of proposals by
the issuance of an addendum.
Should an Offeror find discrepancies or omissions in this RFP or any other documents provided
by Union County, the Offeror should immediately notify the County of such potential
discrepancy in writing via email as noted above.
Any addenda to these documents shall be issued in writing. No oral statements,
explanations, or commitments by anyone shall be of effect unless incorporated in the
written addenda. Receipt of Addenda shall be acknowledged by the Offeror on Appendix
C - Addendum and Anti-Collusion form.
2.6 COMMUNICATION
All communications, any modifications, clarifications, amendments, questions, responses
or any other matters related to this Request for Proposals must be made only through the
Procurement Contact noted on the cover of this RFP. A violation of this provision is cause
for the County to reject a Company's proposal. No contact regarding this document with
other County employees is permitted and may be grounds for disqualification.
3 PURPOSE
3.1 COUNTY
The County (estimated population 263,386) is located in the central, southern piedmont.
The County provides its citizens with a full array of services that include public safety,
water/wastewater utilities and sanitation, human services, cultural and recreational
activities, and general government administration.
3.2 INTRODUCTION
Union County (hereafter the "County"), through Union County Solid Waste Department,
is soliciting proposals from qualified vendors for Used Petroleum and Oil Filter
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

Collection, Transport, & Recycling from the Union County Solid Waste Management
Facility (SWMF), five (5) Solid Waste Convenience Sites, and the Union County Garage.
SCOPE OF SERVICES
3.3 INTRODUCTION
Union County (the County) is requesting proposals for a qualified vendor to provide used
petroleum and oil filter collection and recycling services at the Union County SWMF, and
five (5) Solid Waste Convenience Sites located throughout the county, and the Union
County Garage. The vendor shall provide sufficient leak-proof oil filter collection
containers at each collection site (currently 55-gallon drums). The County shall provide
used petroleum collection tanks, at each collection site, and an anti-freeze collection tank,
at the SWMF site, to be emptied by the vendor.
The address of each site, with the current used oil tank sizes and number of filter
containers, are listed below.
* Union County SWMF: 2125 Austin Chaney Road, Wingate NC 28174, two (2) 385-
gallon tanks petroleum, one (1) 385-gallon tank anti-freeze, one (1) 5-yard filter
container.
* White Store Convenience Site: 4517 White Store Road, Marshville NC 28174, one
(1) 385-gallon tank, two (2) 55-gallon filter drums.
* Piedmont Convenience Site: 3005 Love Mill Road, Monroe NC 28110, one (1) 385-
gallon tank, three (3) 55-gallon filter drums.
* Parkwood Convenience Site: 3214 Parkwood School Road, Monroe NC 28112, one
(1) 385-gallon tank, four (4) 55-gallon filter drums.
* Armfield Mill Convenience Site: 5109 Armfield Mill Road, Monroe NC 28112, one
(1) 385-gallon tank, two (2) 55-gallon filter drums.
* Goldmine Convenience Site:4600 Goldmine Road, Monroe NC 28110, one (1) 385-
gallon One (1) 5-yard container.
* Union County Garage: 610-A Patton Avenue, Monroe NC 28110, one (1) 500-gallon
tank, five (5) 55-gallon filter drums.
3.4 DESCRIPTION OF SERVICES DESIRED
1. Once notified by Union County the contractor shall collect, transport, and properly
recycle- contents of County-owned used petroleum tanks located at the Union
County SWMF, Solid Waste Convenience Sites, and the Union County Garage
including used engine oil/motor oil, transmission fluid, lubricating oil, fuel oil,
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

kerosene, heating oil, gear oil, diesel fuel, anti-freeze, and power steering fluid. Each
site has at least one 385-gallon tank which would need to be emptied. The contractor
shall respond to collect contents within (7) seven days of notification by Union
County. Quantities collected shall be reported immediately to the on-site attendant
and a monthly report identifying all quantities collected at each location shall be
reported to the Designated Union County -Dept. of Solid Waste Business Office
representative. During last fiscal year the current vendor reported 18,401 gallons of
petroleum products and 430 gallons of anti-freeze and 13 drums of used oil filters
were collected at the convenience sites and SWMF site.
(NOTE: Historical data is provided for illustrative purposes only and is in no
way meant to imply or guarantee minimum quantities).
2. Contractor shall provide leak-proof containers for the collection of used oil filters at
the Union County SWMF and the Solid Waste Convenience Sites. Once notified by
County that container(s) is full of filters, contractor will collect, transport, and
properly recycle the used oil filters. The contractor will leave an empty container(s)
to replace each container removed from a site. Contractor will collect full
container(s) and replace with an empty container(s) within (7) seven days of
notification by Union County.
3. Contractor should identify in his/her proposal revenue (per gallon) to be paid to
Union County by contractor for quantities of used petroleum collected from
locations listed in the Background Section. Contractor should identify any
proposed fees to Union County for servicing the used petroleum tanks and filter
drums as part of his/her proposal. Payments to Union County for used petroleum
collected should be made quarterly.
4. Contractor may choose to remove all contents from tanks and change drums on
scheduled service intervals. Any proposed schedule should be submitted and
approved by Union County. The contractor would still need to respond to any site
within 7 days upon notification by Union County.
4 DETAILED SUBMITTAL REQUIREMENTS AND INSTRUCTIONS
4.1 TERMS OF SUBMISSION
All material received from a person or company ("Respondent") in response to this
solicitation shall become the property of Union County and will not be returned to the
Respondent. Any and all costs incurred by a Respondent in preparing, submitting, or
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

presenting submissions are the Respondent's sole responsibility and Union County shall
not reimburse the Respondent. All responses to this solicitation will be considered a public
record and subject to disclosure under applicable public records law.
Any material in a response which the Respondent considers a trade secret and exempt
from disclosure as a public record under applicable law, including N.C.G.S. 132-1.2 and
66-152, must be properly designated as a trade secret. In order to properly designate
such material, the Respondent must: (i) submit any trade secret materials in a separate
envelope, or file, from all other submitted material, being clearly marked as "Trade Secret
- Confidential and Proprietary Information," and (ii) stamp the same trade
secret/confidentiality designation on each page of the materials therein which contain
trade secrets.
To the extent consistent with public records law, Union County will make reasonable efforts
to maintain the confidential nature of trade secrets, as determined by Union County and
subject to the conditions set forth herein. Respondent understands and agrees by
submitting a response to this solicitation, that if a request is made to review or produce a
copy of any information in the Respondent's materials which was properly labeled by the
Respondent as a trade secret, Union County will notify the Respondent of the request and
the date that such materials will be released to the requestor unless the Respondent
obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court
order enjoining disclosure prior to that date, Respondent understands and agrees that
Union County will release the requested information to the requestor on that date.
Furthermore, the Respondent also agrees to indemnify and hold harmless Union County
and each of its officers, employees, and agents from all costs, damages, and expenses
incurred in connection with refusing to disclose any material that has been designated as
a trade secret by Respondent.
4.2 DUPLICATE PROPOSALS
No more than one (1) proposal from any Offeror will be considered by the County. In the
event that multiple proposals are submitted in violation of this provision, the County will
have the right to determine which proposal will be considered, or at its sole option,
reject all such multiple proposals.
4.3 PROPOSAL FORMAT
The County desires all responses to be identical in format in order to facilitate
comparison. While the County's format may represent a departure from the vendor's
preference, the County requests adherence to the format. All responses are to be in the
format described below.
Offerors should prepare their proposals in accordance with the instructions outlined in this
section. Each Offeror is required to submit the proposal electronically - Refer to page 3,
item 2.2. Each section should be identified as described below. Proposals should be
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal

prepared as simply as possible and provide a straightforward, concise description of the
proposer's capabilities to satisfy the requirements of the RFP.
The County may award a contract based on initial offers received without discussion of
such offers. A proposer's initial offer should, therefore, be based on the most favorable
terms available. The County reserves the right to contact proposers regarding cost and
scope clarification at any time throughout the selection process.
The successful Offeror's proposal must include all responses to the requirements
contained within this RFP and all appendices (if applicable) must be completed in their
entirety.
By submitting a proposal, the successful Offeror's Offeror agrees to all applicable
provisions, terms and conditions associated with this RFP. This solicitation, the successful
bidder's submitted proposal, all appendices and attachments (if applicable), and stated
terms and conditions may become part of the resulting contract.
Utmost attention should be given to accuracy, completeness, and clarity of content. All
parts, pages, figures, or tables should be numbered and clearly labeled. Response
information should be limited to pertinent information only. Marketing and sales type
information is not to be included.
Omissions and incomplete answers may be deemed unresponsive. Please initial any
corrections.
The proposal should be organized and identified by section as follows:
* Section A - Cover Letter
* Section B - Company Background and Experience
* Section C - Project Team
* Section D - Methodology and Implementation Plan
* Section E - References
* Section F - Proposed Pricing
Appendix A - Price Form (completed); submit with proposal
* Section G - Required Forms
Appendix B - Proposal Submission (signed)
Appendix C - Addenda Receipt and Anti-Collusion (signed)
4.3.1 SECTION A - COVER LETTER
Provide the following information about your company. Respond to each item and
provide supporting documentation and/or exhibits as requested or desired.
1. Legal Company Name and DBA (if applicable)
Address
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Union County, North Carolina
RFP 2026-047 Used Petroleum and Oil Filter Disposal