Request for Proposal # 25AJB0118 Transportation and Disposal of Hazardous Waste

INSTRUCTIONS TO BIDDERS

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1. In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect until a binding contractual agreement exists with the selected Contractor and all other Bidders have been notified, or when the University rejects all proposals. Therefore, all communications regarding this procurement must be handled through the designated contacts only. Under no circumstances, may any Bidder or its representative, contact any employee or representative of the University regarding the RFP other than the designated contacts on this RFP. Strict adherence to this important procedural safeguard is required. Any violation of this condition may result in Bidder being considered non-compliant and ineligible for award.

2. Any bid received after the close date/time specified in this RFP will be considered a Late Bid. A Late Bid shall not be considered for award unless: (i) no timely bids meeting the requirements of this RFP are received; or (ii) in the case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award. Late Bids that are not considered will be held unopened, unless opened for identification, until after award and then retained with other unsuccessful bids. However, any bid bond or guarantee will be returned. Upon receipt of a Late Bid, the University will use the date and time stamp to document the Late Bid’s arrival.

3. SUBMISSION OF QUESTIONS: By submitting a proposal, the bidder agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information.

Written questions and requests for clarification must cite the RFP section, where applicable. Questions received after the deadline may not be answered by the University. A comprehensive list of questions and the official University response will be issued as an Addendum. The Addendum will not contain the identities of the bidders submitting the questions; those bidders will remain anonymous to the extent allowed by law.

All questions should be submitted via the Question & Answer Board in the University at Buffalo’s ShopBlue Sourcing system on the date indicated in this RFP. The Question & Answer Board is located on the left navigation bar, under Tools.

4. SUBMISSION OF PROPOSAL: To be deemed “responsive” to this RFP, a Bidder must meet all mandatory requirements and qualifications and its proposal must address all points and questions appearing in this RFP. In the event a Bidder’s proposal is determined by the University to be “non-responsive,” the University may disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award.

An authorized person must fully and properly execute the proposal. By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of this RFP terms and conditions, Exhibit A (State University of New York Standard Contract Clauses), Exhibit A-1; and (iii) that all information provided is complete, true and accurate.

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Proposals should be prepared in such a way as to provide straightforward, concise and specific information about the scope of services your company is able and willing to provide. Emphasis should be placed on responsiveness to the University’s desired services and goals.

Any additional information shall be submitted in a separate document in the Bidder Attachments located in the ShopBlue left navigation bar. Any Bidder terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only.

Proposals may be withdrawn or modified by written request from the bidder at any time prior to the Bid Close Date/Time.

The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of ninety (90) days from bid opening. After ninety (90) days, the proposal may remain in effect, subject to withdrawal communicated in writing signed by the Bidder.

The University reserves the right to request clarifications from Bidders for purposes of assuring a full understanding of responsiveness and further reserves the right to permit revisions from all Bidders determined to be susceptible to being selected for contract award, prior to award.

University reserves the right to reject separable portions of any offer, to negotiate terms and conditions consistent with the solicitation, and to make an award for any or all remaining portions.

University reserves the right to eliminate non-material requirements not met by all Bidders.

In the event of a discrepancy between the unit price and the extension, the unit price will govern. Prices must be extended in decimals, not fractions.

Bidder is responsible to bring to the University’s attention any deviations in the technical specifications and to make recommendations for any additional requirements deemed necessary as standard, or for work indicated in the specifications contained in this RFP. If the University, at its discretion, finds the deviations to be significant to require a change in the necessary specifications for the work, the University will notify all Bidders via an Addendum to the RFP. No deviations from the technical specifications provided herein shall be made without written approval of the University.

By submitting a proposal, Bidder agrees that it will not make any claims for, nor assert any right to damages because of any misinterpretation or misunderstanding of the specifications or because of any misinformation or lack of information.

Bidder may be requested to provide evidence that the award of a contract will not result in:

• a conflict of interest with regard to other work performed by Bidder

• a potential conflict of interest among Bidder’s staff

More than one (1) bid from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that a bidder is interested in more than one proposal for the same work will cause the rejection of all proposals in which such bidders are believed to be interested.

Any or all proposals will be rejected if there is reason to believe that collusion exists between bidders.

Proposals in which the prices and quantities are obviously unbalanced will be rejected.

Bidder is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a proposal in response to this RFP.

University at Buffalo

Request for Proposal (RFP) # 25AJB0118 Transportation and Disposal of Hazardous Waste

DUE DATE AND TIME: October 09, 2026 @ 3:00 P.M. EASTERN TIME (ET).

Upon notice of award, the awarded bidder will be required to provide original, wet signatures for all applicable documents. The University and the awarded Bidder will coordinate logistics to facilitate this requirement.

A public bid opening will not be held, late bids will not be accepted.

DESIGNATED CAMPUS CONTACTS: These are the only people that Bidders may speak to until award of this bid. Email correspondence is preferred. The contractual contact must be included on all conversations regarding this bid.

CONTRACTUAL

Amanda Brandis Senior Sourcing Specialist University at Buffalo Purchasing 224 Crofts Hall Buffalo, NY 14260 Office: 716-645-4504 abrandis@buffalo.edu

RESTRICTED PERIOD: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the restricted period for this procurement is now in effect until a binding contractual agreement exists with the selected Contractor and all other Bidders have been notified, or when the University rejects all proposals. Therefore, all communications regarding this procurement must be handled through the above designated contacts only. Under no circumstances, may any Bidder or its representative contact any employee or representative of the University regarding the RFP other than as provided in this section.

Strict adherence to this important procedural safeguard is required. Any violation of this condition may result in Bidder being considered non-compliant and ineligible for award.

Definitions:

The following are interchangeable terms:

• Bidder = Contractor = Vendor = Offeror

• Bid = Proposal = Quote

• Contract = Agreement mailto:abrandis@buffalo.edu

SECTION 1: INTRODUCTION

1.1 SCOPE

Environment Health and Safety Services (EH&S) of the State University of New York at Buffalo (University), monitors and promotes health, safety and protection of the environment at all campuses and facilities of the University at Buffalo. EH&S is requesting proposals for the transportation and disposal of (non-radioactive) Resource Conservation and Recovery Act (RCRA) hazardous waste as specified in this Request for Proposal (RFP) and in accordance with all local, state and federal requirements. Certain non-RCRA hazardous wastes similarly generated will also be included under this request for proposal.

The University has three separate campuses, referred to as the North Campus, located in the Town of Amherst, N.Y., South Campus, located in the City of Buffalo, N.Y. and a Downtown Campus, also located within the City of Buffalo. The North and South campus locations are both considered RCRA large quantity generators, each with their own USEPA ID number and a RCRA hazardous waste central accumulation area (CAA). In the case of the downtown campus, there are several buildings, each with either a CAA or otherwise considered a Very Small Quantity Generator (VSQG). Each has its own USEPA ID number. In total, the University manages five large quantity RCRA generator properties and two VSQG.

For calendar year 2025, the University generated approximately 22 tons of RCRA hazardous and non-hazardous waste. Approximately 16 tons at the North Campus, 3 tons at the South Campus and 3 tons at the Downtown Campus. Other smaller satellite locations may generate smaller volumes.

1.2 BACKGROUND

The University at Buffalo (“University”) is the largest and most comprehensive campus in the 64-campus State University of New York system (“SUNY”). Founded in 1846, the University is a premier research-intensive public university dedicated to academic excellence. The University offers a wide range of academic programs including more than 100 undergraduate degrees, 205 master’s degrees and 94 doctoral and professional degrees. Currently there are more than 260,000 alumni taking leadership roles in communities and businesses throughout the United States, 135,000 in New York State, and in 148 countries around the world. Approximately 30,000 students attend the University. The University is a member in the prestigious Association of American Universities (“AAU”).

1.3 METHOD OF AWARD

Award Criteria:

Technical 70% Cost 30%

This RFP is part of a competitive procurement process designed to serve the best interests of the University, State University of New York and the People of the State of New York. It is also designed to provide all bidders with a fair opportunity to have their services considered. The University encourages free and open competition.

Whenever possible, terms, specifications, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the University’s needs.

The bidder with the highest composite score to Section 5, Evaluation Criteria (separate attachment) will be awarded a contract, as long as they are responsible and responsive to this RFP. The University reserves the right to make awards within ninety (90) days after the date of the bid opening. During which period, bids shall not be withdrawn unless the bidder specifically states in the bid that acceptance thereof must be made within a shorter specific time.

Cost, although a consideration, shall not be the sole determining factor. The University desires to select the bidder who will provide the “best value” taking into consideration the most beneficial combination of qualifications, services, and cost. Only proposals judged to be responsive to the submission requirements set forth in this RFP will be evaluated. The Proposal must be expressly clear as to whether or not the Bidder can satisfy each point of the RFP specifications. The Bidder must describe how they will provide the services specified to satisfy the stated requirements or conditions.

Any other information that may be relevant, but does not fall in the above format, should be provided as an appendix. Minor irregularities in the proposals which are immaterial or inconsequential in nature may be waived, whenever it is determined to be in the best interest of the University. If Bidder company literature or other publications are included and intended to respond to a specific RFP requirement, the response should include reference to the document name and page.

1.3.1 An Evaluation Committee, consisting of staff from the University, will review each proposal and will make a recommendation for contract award using the evaluation criteria listed in Section 5, Evaluation Criteria (separate attachment) following the below review process.

1.3.1.1 Administrative Review: A review of each proposal, received by the due date and time, will be conducted to ensure that all mandatory requirements listed in the RFP are met, including Client References, which will be evaluated as pass/fail. Failure to meet any of the mandatory requirements will result in a proposal being considered non-responsive and the proposal will be eliminated from further evaluation.

1.3.1.2 Technical Review: Each proposal remaining after Administrative Review will advance for technical review. A review of Bidder’s Relevant Experience and Service Plan as provided in the Bidder’s proposal, will be conducted and evaluated.

1.3.1.3 Cost Review: Each proposal remaining after technical review will advance for cost review. The lowest cost proposal will receive full points. A percentage will be assigned in relation to the lowest Bidder’s costs in ascending order.

1.3.2 Final composite score for each Bidder will be the cumulative total of points received for the Technical and Cost scores. Bidder with the highest total composite score will be awarded the contract. See Section 5, Evaluation Criteria (separate attachment).

1.3.3 In the event of a tie in composite scores, the award shall go to bidder with the highest cost score (lowest cost). If Technical and Cost scores are both the same, the University will flip a coin to determine award.

1.4 ORDER OF PRECEDENCE

The following documents will be annexed to, and incorporated into, and made part of, the Agreement:

(a) Exhibit A, State University of New York Standard Contract Clause

(b) Exhibit A-1, State University of New York Affirmative Action Clauses

(c) Exhibit B, General Terms and Conditions

(d) The Agreement, including any attachments and schedules thereto

(e) SUNY’s Request for Proposal

(f) Successful Offeror’s Proposal

In the event of any inconsistency in, or conflict among, the document elements described above, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the order set forth above.

1.5 TERM OF AGREEMENT/CONTRACT TERM

The successful bidder will be required to enter into a formal written agreement with the University for a period of five (5) year(s). Award is contingent upon full execution of a contract by the parties and the approval of the State Office of the Attorney General (OAG) and Office of the State Comptroller (OSC), if applicable.

1.6 PRICING

All proposed pricing must be included in Items Tab to be considered. Any alternative price quote documents provided in response to this solicitation will not be considered. Prices quoted in Items Tab shall remain firm for the first (1st) full year of the Agreement, except in the event of price decreases which are permitted and encouraged at any time. Increases in annual costs for the second (2nd) through the fifth (5th) year shall not exceed inflation guidelines as established by the nationally accepted consumer price index (CPI) for each year, provided that no annual increase shall exceed five percent (5%). The specific inflation level will be based on the average CPI percentage for the (12) twelve month period ending ninety (90) days prior to each subsequent contract year.

The approval document for this contract will be: U.S. Department of Labor Consumer Price Index, Northeast Urban, All Items. Price increases requested from above CPI levels must be accompanied by support documentation for the increase and said increase must be acceptable to the University and subject to OSC prior approval. Newly negotiated labor agreements, manufacturer’s increases, and nationally accepted fuel cost adjustments are examples of increases, which could exceed CPI averages.

1.7 LATE BID

Any bid received after the time specified in this RFP will be considered a Late Bid. A Late Bid shall not be considered for award unless: (i) no timely bids meeting the requirements of this RFP are received; or (ii) in the case of a multiple award, an insufficient number of timely bids were received to satisfy the multiple award. Upon receipt of a Late Bid, the University will use the ShopBlue (Jaggaer) date and time stamp to document the Late Bid’s arrival. Late Bids that are not considered will be held unopened, unless opened for identification, until after award and then retained with other unsuccessful bids. However, any bid bond or guarantee will be returned.

1.8 SUBMISSION OF QUESTIONS

By submitting a proposal, the bidder agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information. Questions should be submitted through the University’s eProcurement system, ShopBlue (Jaggaer), Question & Answer Board. See “Instructions to Bidders” attachment for details. Written questions and requests for clarification must cite the RFP section, where applicable. Questions received after the deadline may not be answered by the University. A comprehensive list of questions and the official University response will be issued as an Addendum to the RFP, and will be attached to Contract Reporter ad # 2138291 located at www.nyscr.ny.gov. The Addendum will not contain the identities of the bidders submitting the questions; those bidders will remain anonymous to the extent allowed by law.

SECTION 2: SPECIFICATIONS / SCOPE OF WORK

Each proposal shall be with the understanding that, at a minimum, the successful bidder will be required to provide the services identified below, observing all applicable federal, state and local laws relating to industry, labor, and employment in a manner consistent with U.S. standards of good practice. The University shall not be responsible for any services provided by the successful Bidder that are outside the scope of the contract awarded. The University shall not be responsible for any additional costs other than the costs for the services https://www.bls.gov/regions/mid-atlantic/news-release/consumerpriceindex_northeast.htm#:%7E:text=Over%20the%20last%2012%20months,smallest%20increase%20since%20December%202021.

https://www.bls.gov/regions/mid-atlantic/news-release/consumerpriceindex_northeast.htm#:%7E:text=Over%20the%20last%2012%20months,smallest%20increase%20since%20December%202021.

http://www.nyscr.ny.gov/ outlined in Items Tab herein, or for any work performed that has not been properly authorized in writing by the University.

2.1 Scope of Work

2.1.1 General Contractor Requirements

The Bidder/Contractor shall include in their response to this RFP a summary of its understanding of the Scope of Work under this contract.

2.1.1.1 Bidder/Contractor shall include in its response to this RFP a description of how the contractor will minimize the University’s liability from hazardous waste disposal.

2.1.1.2 Bidder/Contractor shall include in its response to this RFP a description of its quality assurance/quality control (QA/QC) procedures, processes and methods.

2.1.1.3 Bidder/Contractor shall include in its response to this RFP a summary of the level of training and expertise of all technical employees who may be servicing the University upon award of this contract.

2.1.1.4 Bidder/Contractor shall provide information and/or demonstrate how they will comply with requirements listed in Section II: 2, 3, 5, 7 f and g, 10 and 12.

2.1.2 Disposal Transporters

2.1.2.1 For each Hazardous Waste Transporter (HWT) proposed for use under this contract to manage and dispose of the hazardous waste types identified in Schedule A, the Contractor must provide a comprehensive summary of regulatory compliance in its proposal. This summary shall cover the period from January 1, 2010 to the present and address compliance with all applicable regulatory authorities, including but not limited to the U.S. Environmental Protection Agency (USEPA), Occupational Safety and Health Administration (OSHA), U.S. Department of Transportation (USDOT), and relevant state agencies.

2.1.2.1.1 At a minimum, the Contractor shall provide the following information for each proposed HWT:

• Legal and business address for the Hazardous Waste Transporter (HWT)

• USEPA Identification Number and New York State Identification Number

• Primary contract name and telephone number for the Hazardous Waste

Transporter (HWT)

• Total number of years in operation.

• Most recent inspection details including: Date of inspection, name of inspector, inspecting regulatory agency and agency address and contact phone number.

2.1.2.1.2 A detailed record of all regulatory violations issued since January 1, 2017, including:

• Identification of the issuing regulatory agency

• Classification of violations by severity, listed from most severe.

• Identification of any repeat violations.

• Description of corrective actions taken for each violation.

• Status of each corrective action.

2.1.2.2 Following contract award, all Hazardous Waste Transporter’s must receive prior written authorization from the University before they may be utilized by the Contractor. If Contractor proposes to use additional or replacement Hazardous Waste Transporter’s during the term of this contract, the Contractor must submit the same required information for each new Hazardous Waste Transporter and obtain written approval from the University prior to their use.

2.1.2.3 The University reserves the right, at its sole discretion, to conduct compliance audits of any proposed or approved Hazardous Waste Transporters to verify adherence to applicable environmental, health and safety regulations.

2.1.2.4 HWTs used under this contract must meet the following requirements in its response to this RFP. The Contractor shall only use RCRA HWTs that meet the requirements of 40 CFR Part 263 and 6 NYCRR Part 372.3. Each HWT shall transport the RCRA hazardous wastes in accordance with 49 CFR 177 and state regulations.

2.1.2.5 For loading RCRA hazardous waste at the University, the HWT vehicles must have a hydraulic lift tailgate, personnel to load the packed hazardous waste and a drum hand truck. The HWT shall be responsible for providing the necessary placards for each shipment of hazardous waste. Failure to use HWTs that conform to these requirements shall result in termination of this contract.

2.1.3 Disposal Sites

2.1.3.1 For each RCRA Treatment, Storage and Disposal Facility (TSDF) that the contractor proposes to use to dispose of University’s hazardous wastes (examples given in Schedule A), the contractor shall supply a summary of regulatory compliance (USEPA, OSHA and state) for each proposed TSDF since January 1, 2015 in its response to this RFP. This summary shall include the following for each of the contractor’s proposed TSDFs:

• Name and address of TSDF

• USEPA ID number

• TSDF site contact and phone number

• Years in business

• Last inspection date and inspector name, inspection regulatory agency, address and phone

• A copy of the RCRA TSDFs detailed cost estimate for closure of the facility as required by 40 CFR 264.142

• A copy of financial assurance for the closure of the facility as required under 40 CFR264.143

• A copy of financial assurance for post-closure care as required by 40 CFR 264.145

• A copy of financial responsibility for bodily injury and property damage to third parties caused by sudden accidental occurrences as required by 40 CFR 264.147

• A list of violation(s) since 2017:

o By agency o By severity (most severe first) o Designation of any violations as repeat violations o Corrective action(s) for each violation o Status of corrective action(s) for each violation

• Two industrial, government, or university references, including facility names, addresses, contact person with phone number and email address contacts.

2.1.3.2 Upon award of contract, all RCRA TSDFs must be approved in writing in advance by the University prior to use by the contractor. If the contractor chooses to use other TSDFs during the contract period than already approved by the University, the above information on each new TSDF must be provided and approved by the University in advance of use.

2.1.3.3 The University reserves the right to perform compliance audits of any or all TSDFs proposed by the contractor to ensure environmental and safety compliance.

2.1.4 Description of the University’s Hazardous Waste

2.1.4.1 Typical hazardous wastes covered under this Request for Proposal are found in Schedule A and may include:

2.1.2 Halogenated and non-halogenated (flammable) bulk solvents

2.1.3 Packaged lab chemicals (PLCs), including but not limited to:

2.1.3.1 Corrosive solids and liquids

2.1.3.2 Waste poison corrosive solids and liquids

2.1.3.3 Waste organics solids and liquids

2.1.3.4 Waste flammables (ethers, etc. and other flammable liquids that may not be suitable for bulking)

2.1.3.5 Waste oxidizer solids and liquids

2.1.3.6 Organic peroxides

2.1.3.7 Waste pesticides, poisons and carcinogens

2.1.3.8 Waste reactive chemicals such as sodium, lithium, etc.

2.1.3.9 Waste cyanides and sulfides

2.1.3.10 Waste air and water reactives, shock sensitive materials, compressed gas lecture bottles

2.1.3.11 Waste pump oil.

2.1.3.12 Mercury and mercury containing equipment, debris, salts, solutions

2.1.3.13 Chemical intermediates, most of which may not have an IUPAC name

2.1.4 Vehicle Repair Facility oil/water separator fluids a diesel/water mixture

2.1.5 Oxalate/permanganate from chemistry lab experiments

2.1.6 Formaldehyde solutions

2.1.7 Physical Plant hazardous wastes (may include heavy metal contaminated debris and soils)

2.1.8 Paint and paint related materials

2.1.9 PCB lamp ballasts, large and small capacitors

2.1.10 Alkaline batteries (to be recycled)

2.1.4.2 Schedule A (Attachment A) wastes are examples of wastes that have been generated by the University. The University reserves the right to add other hazardous waste streams as necessary and will negotiate any such additional costs with the awarded contractor at such time as it may become necessary.

2.1.4.3 The types and quantities given in Attachment A (Schedule A) are for proposal purposes only. The University makes no guarantees as to actual waste categories and quantities generated.

2.1.4.4 The University has provided the preferred hazardous waste disposal methods in

Attachment A (Schedule A). However, if the contractor must use alternate disposal methods or technologies, the contractor shall notify the University in writing with an explanation for the justification of the alternative disposal method. The University will reserve the right to accept or reject the alternative disposal method.

2.1.4.5 The hazardous wastes generally known as PLCs (Lab Packs) consist of outdated or waste chemicals from research laboratory work. These containers will be packaged be the University into open top USDOT-approved PLC drums, pails or boxes with vermiculite as a filler/absorbent. These PLC containers range in size from 1-gallon containers to 55-gallon steel drums or fiber boxes (depending on the nature of the waste and applicable USDOT requirements). The University prefers to ship PLCs in USDOT approved fiber boxes whenever possible. The approved TSDF must be able to accept this type of container.

2.1.4.6 Bulk waste halogenated and non-halogenated solvents as well as non-regulated pump oil are typically shipped in 55-gallon USDOT-approved steel or plastic drums.

2.1.4.7 The contractor shall provide final disposal/destruction certificates for waste disposal for all materials shipped.

2.1.5 Spill Response

2.1.5.1 Occasionally the University will experience a spill as a result of a one-time event or occurrence.

If the volume of spilled material and the amount of waste generated because of the incident exceeds the University’s capability to quickly clean up the spill, outside assistance may be needed. Contractor agrees to assist the University when needed and must be reachable via phone (office or cell) on a 24/7 basis if called upon to provide technical information and/or arrange for spill response actions. The contractor shall demonstrate and describe its ability to respond to such an event in a timely manner to provide both cleanup and disposal services.

2.1.5.2 The University will provide all supplies and materials necessary for packaging and shipment, including USDOT-approved containers, vermiculite, and associated packaging materials. The Contractor shall be responsible for supplying labels, tags, and any services necessary to ensure compliance with applicable USDOT shipping requirements. Therefore, pricing shall be limited to labor, travel, supervision, and related service costs.

2.1.6 Supplies and Equipment

2.1.6.1 The University will be responsible for all labor and materials necessary to package all hazardous waste containers prior to shipping. In addition, the University will be responsible for the labeling and marking of the containers in accordance with 40 CFR 262 and 49 CFR 172 prior to shipments. All containers for shipment will meet USDOT specifications. The contractor shall supply all necessary and correct container labels.

2.1.6.2 The contractor shall be responsible for all other supplies and equipment necessary to load, transport and dispose of the University’s hazardous waste.

2.1.7 Inventory, Waste Characterization, Manifests, Transportation, Preferred Disposal Methods and Recycling

2.1.7.1 The University will prepare inventories/packing slips for containers used to package hazardous waste or PLCs. A computer waste tracking system is used by the University for the generation of this paperwork. The contractor must agree to use the University’s packing slips for submission purposes to the TSDF(s). The contractor shall approve the contents of all containers and provide the University with the TSDF(s) approval(s) for waste acceptance prior to each shipment. A sample copy of a packing slip is available for review upon request.

2.1.7.2 Waste characterization. The contractor will assist the University with characterization of its hazardous waste. This includes but is not limited to assignment of USEPA waste codes and USDOT proper shipping names. Sufficient information is to be supplied by the University to aid in this process.

2.1.7.3 The University will provide the contractor with approximately 15 to 20 business days of notice of when the hazardous waste on hand must be removed and disposed of, in accordance with the University’s 90-day RCRA storage limit. This will allow the contractor time to obtain TSDF approvals for proper hazardous waste disposal and prepare manifests.

2.1.7.4 For each shipment of the University’s hazardous chemical waste, the contractor shall prepare a separate manifest and LDR form for each TSDF, which designates the destination of each shipment. The University will sign all manifests and LDR forms for shipments of the University’s hazardous waste. The prepared manifest shall be made available for review by the University at least 3 days prior to the actual shipment date.

2.1.7.5 When the University gives the contractor notice of the 90-day RCRA storage limit date for shipment, the contractor shall remove ALL waste from the University’s premises on or before the expiration of said 90-day limit. Each shipment collected from the University shall be transported directly to the final TSDF with no hazardous waste diverted to an intermediate facility for any reason. Shipment to a permitted 10-day storage facility may be permissible but requires University approval beforehand. Depacking, repacking, blending; or co-mingling with other wastes not owned by the University is not permitted.

Unless there is a prior arrangement with the University, all waste must be transported from each campus CAA within the same day.

2.1.7.6 The Contractor shall provide a qualified individual to assist with the loading of hazardous waste transport vehicles. This individual must be knowledgeable in applicable USDOT regulations, including proper segregation of hazard classes. The Bidder shall describe in its proposal how this service will be provided, including staffing, qualifications, and procedures.

2.1.7.7 The Contractor shall designate and maintain 24/7 availability as the University’s emergency response contact in accordance with 49 CFR 172.604. The Contractor must be reachable by direct phone access and capable of providing immediate technical assistance in the event of a spill or release during transport. The Bidder shall describe how this requirement will be met, including response procedures and availability.

2.1.7.8 The preferred hazardous waste disposal methods for typical hazardous waste generated at the University are given in Schedule A. Where possible, the contactor shall maximize the recycling of any of the University’s hazardous waste to reduce the University’s liability and waste generation fees.

2.1.7.9 The USEPA has recently codified updated RCRA regulations. However, as of the date of this contract proposal, the New York State Department of Environmental Conservation has not implemented the updated regulations. This may impact the way the University manages, characterizes and disposes of our hazardous waste. Once the NYSDEC adopts the new regulations, the vendor agrees to work with the University to assist with a smooth transition to the new rules.

2.1.8 Contractors Responsibilities

2.1.8.1 All activities encompassed in the loading, transportation and disposal of the University’s packed hazardous waste in this Request for Proposal shall be accomplished in accordance with all local, state and federal laws, regulations and ordinances. Failure to comply with any and all such laws, regulations and ordinances shall be cause for the cancellation of the contract with the contractor.

2.1.8.2 The contractor and its subcontractors shall not sell or convey any of the University’s hazardous waste, in any manner, to any other party, except properly licensed and permitted HWTs and TSDFs that are pre-approved in writing by the University. The contractor shall not offer any of the University’s hazardous waste for resale, any manner, to another party.

2.1.8.3 Any of the University’s waste materials that can be recycled are not hazardous waste, according to USEPA regulations and can be conveyed and sold to other parties for reuse in accordance with all local, state and federal laws and regulations.

2.1.8.4 The Contractor shall provide a written estimate within two (2) business days after manifests are finalized. The Contractor must provide the University with a written estimate for review and approval. No pickup or related services shall be performed without prior written approval of the estimate by the University.

2.1.8.5 The Contractor shall submit complete and accurate invoices no later than thirty (30) calendar days following each hazardous waste pickup. Each invoice must be fully supported with all required documentation.

2.1.9 Off Specs

2.1.9.1 Occasionally, wastes generated by the University will be considered off spec once they are received by the TSDF. Often this discrepancy can be resolved quickly and without any additional cost. However, if an off-spec waste stream results in additional costs, which must be borne by UB, the contractor must submit sufficient documentation before additional funds are paid. This documentation may include but is not limited to; a description of the off spec and the reasoning for its determination, analytical data to support the determination and the exact amount of the extra costs. The University will then determine if the off spec and any subsequent charges are valid. Failure to provide this documentation will result in the University refusal to pay any additional costs associated with the off-spec determination.

2.1.10 Lab Cleanout and Energetics/High Haz Deactivation Services

2.1.10.1 On occasion, campus labs may require old, outdated or otherwise unwanted chemicals be cleaned out and removed for proper disposal. When that occurs, the University may request the waste vendor to perform lab packing services on site. Additionally, there may be instances where deactivation of energetics/high haz materials may also be required. Refer to the Items Tab in eProcurement System Jagger and complete as indicated. Note: For these cleanouts, the University will provide all supplies to include DOT approved packaging, vermiculite and any/all materials exclusive of labels and tags.

When bidding, vendor will only provide costs associated with labor and travel costs. The contractor/bidder shall demonstrate and describe its ability to provide these services in a timely manner.

2.1.11 Permits

2.1.11.1 Prior to commencement of this contract, the contractor shall supply the University with proof of contractor and subcontractor HWTs and TSDFs operating permits, as applicable.

Forward to the attention of:

Kevin Cudney, Hazardous Waste Manager Environment, Health and Safety 220 Winspear Avenue Buffalo, NY 14215-1034

2.1.12 Reporting Support

2.1.12.1 To assist the University in its preparation of quarterly and annual hazardous waste generator reports, the contractor will provide information on the University’s hazardous waste shipments, including the actual weights or gallons (without densities) of hazardous waste shipped and other applicable information in a format convenient to the University. The contractor shall propose information content and format that is compatible with Microsoft Excel, Access or other data formats suitable to the University.

This information will be updated by the contractor quarterly and provided 30 days prior to the due date of each of the University’s reports to regulators in an electronic format to Kevin Cudney, Hazardous Materials Manager.

SECTION 3: BIDDER QUALIFICATONS & REQUIREMENTS

One (1) contract will be awarded to a responsive and responsible Bidder, qualified by experience and in a financial position to do the work specified. The University is not interested in receiving standard marketing materials. The Bidder must provide the following information so that the University can evaluate the Bidder’s stability and ability to support the commitments set forth in response to this RFP. The University reserves the right to require a Bidder provide additional documentation to support and/or clarify their response. In order to facilitate prompt award of the bid, the Bidder shall attest to the following, labeling response to each section as indicated:

3.1 RELEVANT EXPERIENCE

The Bidder must provide a narrative demonstrating in detail relevant experience and success with services of similar magnitude and scope so that the University can evaluate the Bidder’s stability and ability to support the commitments set forth in response to this RFP. Provide a narrative confirming the below requirements information.

3.2 SERVICE PLAN

The Bidder must provide the following information to demonstrate how bidder will provide all services and meet all requirements of the RFP.

3.2.1 A clear and concise description of the array of services and assets that Bidder will provide, a detailed work plan, enumerating priorities by specific requirement, and including specific tasks that the University will be responsible for completing. Itemize all project and asset deliverables and provide examples of each.

3.2.2 Provide a detailed description of the methods, strategies, and tools that will be used to ensure that the services are delivered on time and within the requirements of the RFP.

3.2.3 Bidder shall describe their approach to providing technical support for vehicle loading operations and maintaining emergency response contact availability, including staffing, qualifications, and response times.

3.3 REFERENCES

The Bidder must provide at least three (3) client references in Questions Tab of eProcurement System Jagger (ShopBlue) work performed of a similar scope and nature for similarly sized institutions in higher education sector. References must include institution name, contact person name/title, address, telephone number, email address, and a description of the work performed. References will be checked in order to determine if the services were of similar size and nature, verifying components similar to the requirements of this RFP; work was performed in a satisfactory and timely manner; that all terms and conditions of the contract were met; that Bidder’s staff had the appropriate skills to perform required tasks and problem resolution; and that the work files were maintainable. The Bidder is encouraged to confirm the accuracy of client reference information prior to including in their bid response. References will be evaluated as pass/fail, as stated in Section 1.3.1.1.