Project Information

Bid Title

RFP: Clean Out of Airport Oil Water Separators

Issuing Agency

Birmingham Airport Authority

Location

Alabama

Published Date

Dec 2, 2025

Closing Date

Jan 12, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP: Clean Out of Airport Oil Water Separators (12/02/2025)

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Request for Proposal (RFP)

Clean Out of Airport Oil Water Separators

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Birmingham Airport Authority

Closing Date

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I. Introduction

A. Project Description

The Birmingham Airport Authority (“BAA” or “Authority”) is requesting proposals (RFP)

for cleaning out four (4) oil water separators at the Birmingham Shuttleworth

International Airport.

The goal of this procurement effort is to enter into a contract with the best-valued

Contractor to clean out four (4) oil water separators as described in this RFP.

B. Proposed Scope of Work

Perform a full assessment, cleaning and lawful disposal of solids and liquids from four

oil/water separators (2 spill-control type, 2 conventional). Provide full documentation,

photographs, waste manifests, and a written step-by-step procedure for each separator

cleaned. All work will be performed in accordance with Alabama Department of

Environmental Management (ADEM) regulations for used oil, hazardous/solid waste,

and manifest requirement. Make sure each oil/water separator is retuned back to

normal operation.

1. Onsite assessment (initial site visit)

o Visual inspection of each separator: type, access, inlet/outlet piping, sample

ports, filter pack configuration, sludge/float depth, trap/flowmeter, and

nearby drainage points.

o Collect field observations and representative liquid/solid grab samples (see

“Waste classification & sampling” below).

o Photograph each unit and note GPS / asset ID.

o Produce a written assessment that categorizes each separator condition as

High / Moderate / Low priority for cleaning and repairs.

2. Preparation for cleaning

o Lay out containment (secondary containment berms, drip pans,

absorbents).

o Provide traffic control and signage if units are adjacent to roadways or

operations.

o Establish decontamination and washdown collection points.

o Lockout/tagout and confined space procedures as required.

3. Cleaning & solids removal (per separator)

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o Isolate the separator and remove free oils and liquids by vacuum truck or

appropriate pump.

o Remove accumulated float (oil) and settled solids/sludge using vac services

and manual scraping if needed.

o Remove and bag filter packs/media for characterization and replacement

where required.

o Conduct low-pressure washdown only after solids & free oil are removed;

collect wash water to contained sums for treatment or transport.

o If needed, conduct an internal inspection and document internal structures,

baffles and invert elevations.

4. Filter pack replacement

o Replace filter packs/media as required (OEM or equivalent media).

Used/soiled media will be containerized and characterized for disposal.

5. Waste handling, characterization & disposal

o Field screening (visual, odor, PID if available) and lab analysis on

representative samples to determine if waste is hazardous or non-

hazardous used oil / solid waste. ADEM requires used oil sent for disposal

to be evaluated for hazardous characteristics. ADEM+1

o Generate chain-of-custody and lab reports. If waste is hazardous, handle per

Alabama hazardous waste regulations and manifesting rules; if non-

hazardous but not recyclable, handle per ADEM used oil/solid waste

disposal standards. Legal Information Institute+1

o The airport will need documentation of disposal and receipt of disposal.

o Provide required manifests (EPA Uniform Hazardous Waste Manifest or

transporter documentation) and submit copies to ADEM when required.

ADEM

o Document final legal off airport disposition: facility name, EPA ID (if

applicable), dates, quantities, and transporters. Provide receipts and

disposal certificates.

Please note, drawings of structural information are very limited.

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C. Term of Agreement

The term of the agreement resulting from this solicitation is three (3) months.

General Conditions

i. Terms and Conditions: Contractor agrees to abide by all the terms and conditions

contained in this RFP. Any exceptions to the requirements of this RFP, or the BAA’s

terms and conditions of this RFP, shall be noted in writing, with detailed explanation,

and included with the RFP submittal. The Contractor acknowledges that taking

exceptions to this RFP may subject the response submittal to be rejected.

ii. Discussions and Questions: All questions must be submitted in writing and directed

to the Birmingham Airport Authority (BAA) Purchasing Department at

eseoane@flybhm.com in order to be considered. The Contractor shall not attempt to

discuss any aspects of the request with any other party except for the email address

described in this RFP. No verbal agreements will be considered during the proposal

process. BAA reserves the right to reject the proposal of any Contractor violating this

provision.

iii. Completeness: All requested information and required forms must be completed,

signed, and submitted with this document to constitute a proper proposal. The entire

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package must be complete with all required forms, signature, and information. Failure

to complete or comply with any part of the specifications or requirements in this RFP

may constitute a basis of rejection. It is within the right of the BAA to reject any RFP

submittal in this solicitation document.

iv. Errors: Contractors or their authorized representatives are expected to fully inform

themselves as to the conditions, requirements, and specifications before submitting

proposals. Contractors are cautioned not to obliterate, erase, or strike‐over any

printed material as set forth in this RFP. In quoting prices, wherever Contractor has

made an error and has corrected, all such corrections should be initialed by the person

signing this RFP. If errors occur in the extension of prices in the RFP, the unit prices

shall govern. Failure to comply with this provision may result in rejection of

Contractor’s submittal. All documents submitted must be legible.

v. Changes/Modifications: No changes or modifications shall be made to any BAA forms

without the approval of the BAA. If changes or modifications are made without the

approval of BAA, the proposal submitted by the Contractor may be rejected.

vi. Compliance with Laws: The Contractor shall obtain and maintain all licenses,

permits, liability insurance, and workman’s compensation insurance, and maintain

compliance with any other federal, state, or local requirements during the term of the

contract with BAA and in submitting a proposal.

vii. Specifications: Whenever mention is made of any article, material, or workmanship

to be in accordance with any laws, ordinances, codes, regulations, etc., these

requirements shall be construed to be the minimum requirements of these

specifications.

viii. Quality: All materials used for the manufacture or construction of any supplies,

materials, equipment, or service shall be new unless otherwise specified. All materials

shall be of the best quality, and to the highest grade of workmanship that meet the

specifications in this document. Materials or service must comply with all applicable

Federal, State, or OSHA requirements.

ix. Acceptance of Material: The materials delivered shall remain the property of the

Contractor pending physical inspection and acceptance to the satisfaction of the

BAA. In the event the material supplied to BAA is found to be defective or does not

conform to specifications, the BAA reserves the right to cancel the order upon written

notice to the Contractor and return the product(s) to the Contractor at the

Contractor’s expense, and to invoke the provisions of the section titled “Default”.

x. Default: Any contract made between BAA and the Contractor can be cancelled by the

BAA in whole or in part via written notice, upon the Contractor’s non‐performance or

violation of contract terms. The Contractor will be given 15 days to rectify the non-

performance or violation. An award may be made to the lowest quoting Contractor

for material or services specified, and purchases may be made on the open

market. The defaulting Contractor shall be liable for costs to the BAA in excess of the

defaulted contract prices. The Contractor shall continue the performance of the

contract to the extent any part is not terminated under the provisions of this clause.

xi. Termination of Agreement: In addition to any other rights and remedies allowed by

law, BAA may terminate this Agreement at any time for any reason, or no reason, with

or without cause, without penalty or expense to BAA of any kind whatsoever, by giving

(15) days written notice to Contractor of such termination and specifying the effective

date of the termination. Termination of this agreement as provided in section Xi shall

release BAA from any further fees to be paid to contractor after the date of

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 562211Hazardous Waste Treatment and Disposal
• NAICS 562910Remediation Services
• NAICS 562998All Other Miscellaneous Waste Management Services

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