9-5410-002 - 27-0627E5-008 - HAZARDOUS WASTE DISPOSAL.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

RFP 27-0627E5-008 - HAZARDOUS WASTE MANAGEMENT AND DISPOSAL

Offering Summary

SUMMARY:

The Buffalo Public Schools (BPS) is soliciting proposals from qualified firms to provide hazardous waste management and disposal services for approximately 70 schools and facilities. Hazardous waste management services include collection, inventory, storage, handling, packaging, documentation, transportation, transfer and disposal of hazardous waste. These hazardous wastes include but are not limited to, old paints, paint thinners, kerosene, fuel oil, printing inks and cleaners, boiler chemical treatment, lab chemicals including nitric acid, sulfuric acid and potassium hydroxide.

Disposal includes but is not limited to recycling, treatment, neutralization, processing, destruction and/or disposal in a hazardous waste landfill.

DESIGNATED CONTACTS:

Owner (Primary): Yvette Gordon, Director of Safety and Health Buyer (Copy To): Michael Moran, Buyer

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 03/18/2026 4:00 PM Advertise Dates:

Questions Due*: 03/30/2026 8:00 AM - Website/BONFIRE 03/18/2026 Answers Posted: 04/02/2026 4:00 PM - Buffalo News 03/04/2026 Offering Closed: 04/23/2026 4:00 PM - Contract Reporter 03/18/2026 Presentations: N/A - Rocket 03/19/2026 Tentative Award: 05/20/2026 - Criterion 03/21/206

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 3700044 BPS Commodity Code: 710 – Environmental Inspection, Testing and Remediation Prior Offering: 23-0624E2-078 Prior Awardee: NRC Prior Award Period: 3 Years Current Year Award: $50,000

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: 07/01/2026 – 06/30/2027 Extensions: Five (5) – Potential one year extension Maximum Term End: 06/30/2032

Offering Summary

OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best Value Minimum Score: 42/70 Award may be split among respondents: No Award may be consolidated: No Subcontractors may be used: No Insurance is required: Yes NYS DOL Prevailing Reference: PRC# 2026007008 Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

THIS PAGE RESERVED FOR OFFERING

SUMMARY

Offering Specification

1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

EPA – (Environmental Protection Agency) Environmental Protection Agency (EPA) protects human health and the environment by creating and enforcing environmental regulations, conducting scientific research, providing grants for environmental programs, and ensuring clean air, land, and water

NYSDOH ELAP – (New York State Department of Health Environmental Laboratory Approval Program is an laboratory approval program established by the NYS Department of Health under Section 502 of the Public Health Law and is responsible for the certification of laboratories performing environmental analyses on samples originating from New York State, thus ensuring the accuracy and reliability of these analyses.

Remediation – action(s) taken to respond to a hazardous material release or threat of a release that could affect human health and the environment

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

Offering Specification

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Vendor Information Form”; form provided.

b. “Disclosure Narrative”, any format.

c. “Debarment Narrative”, any format.

d. “Certifications” such as MBE/WBE/SDVOB

e. “Policy 5414 Compliance Narrative”, any format.

f. “Subcontractor Documentation”, any format.

g. “Anti-Lobbying Narrative”, any format.

9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

Identify or characterize and segregate all unknown materials and be responsible for safe and compliant packing and transport of those materials.

Inventory, segregate, pack, prepare and pick up hazardous wastes from each individual school or facility where waste is generated.

Prepare for shipment including labeling, manifesting as well as transport and disposal of hazardous waste material at school or facility where waste is generated.

Provide personnel trained in safe and proper handling of hazardous wastes and emergency response to remediation of hazardous spills.

For each location where disposal services are needed, the contractor will provide a proposal which includes a list of hazardous waste (name of material and amount) and itemized list of fees. The proposal must be submitted to the BPS Director of Safety and Health for approval.

Respond and properly contain and clean-up/remediation of spills, leaks, or material release (i.e fuel oil, glycol, or other chemicals) as required by all applicable federal, state and local regulations. Must be able to provide an adequate number of recovery drums and absorbent materials for onsite solidification.

Provide a spill prevention and emergency response plan for all services provided.

Emergency work may be required on an as needed basis. Contractor must be able to receive emergency calls 24 hours/7 days a week. Must be able to respond to BPS’s initial request for service within one hour of verbal notification for any emergency situation and have an on-site representative within two hours of the incident ready to proceed with work immediately.

Offering Specification

For non-emergency service request a representative should arrive within forty-eight (48) hours and be ready to provide a clean-up/remediation plan.

Contractor shall possess and provide documentation of current hazardous waste transportation permits and/or licenses for the states which may be traversed enroute to the transfer, storage and disposal facilities.

Hazardous wastes are to be transported off-site in vehicles permitted for such transportation, according to all applicable State and Federal regulations, by drivers properly trained and licensed to transport hazardous wastes. Proof of permits and registration must be provided prior to execution of the contract.

Disposal pick-ups will be scheduled at a mutually agreeable time between the BPS Director of Safety and Health, Plant Services Department and the contractor.

The contractor must submit, in the proposal, a list of permitted disposal facilities it plans to use for disposal, for approval by the BPS Director of Safety and Health. The BPS has the right to reject any of the listed facilities and request alternate disposal facilities.

The list must include the facility name, address, EPA Identification Number and type of treatment provided.

Any analytical laboratory used by the contractor must be certified in accordance with the National Environmental Laboratory Accreditation Program to perform analyses required by this contract. Contractor must provide documentation as proof of laboratory accreditation.

Comply with all applicable federal, state, regional and local laws and regulations governing the safe clean-up (remediation), storage, collection, identification, handling, packaging, documentation, transport, transfer, and disposal of hazardous waste, as well as the completion, and timely submission of all forms and reports required by all environmental regulatory agencies.

Provide all necessary qualified labor, technical expertise, materials, testing, vehicles and equipment for inventory, sorting and packaging hazardous waste. All anticipated fees should be included in this RFP.

Contractor must provide personal protective equipment for its personnel, as well as fire extinguishers, absorbents, floor coverings, and other necessary spill containment materials for their work area(s).

Contractor is solely responsible for the health and safety of its employees and is solely responsible for instructing its employees on appropriate work procedures and use of all personal protective equipment.

Contractor must have all required licenses and certifications required by all applicable federal, state, regional and local laws and regulations and ensure these are maintained throughout the duration of the contract. BPS must be immediately notified of any

Offering Specification changes to license or certification of company or its employees. Failure to do so will result in cancellation of the contract.

Contractor agrees to hold the BPS District harmless from any fines or penalties including the cost to defend penalties issued by any jurisdiction authorities as a result of actions of work procedure used by the contractor or its employees.

Contractor will review all requirements applicable to the scope of work of project(s) requiring its services and ensure compliance throughout the duration of the contract.

OFFERING SPECIFIC REQUIREMENTS:

a. PROJECT REQUIREMENTS Must have at least five (5) years of experience in spill cleanup, transport and disposal of hazardous waste.

Must have all current permits, licenses, and certifications and maintain for the duration of the contract.

Must package, label, handle and transport all material safely and in accordance with all applicable Federal, State, and Local laws, rules and regulations.

Furnish all necessary labor, material, tools, and equipment to complete the work as required.

Ensure compliance with all requirements applicable to the scope of the work throughout the duration of the contract.

Notify the District of any change in certification or license status. Failure to do so will result in cancellation of contract.

Emergency work will be required as needed. Proposing firm must make provisions to receive emergency calls 24 hours/7days a week. Must be able to respond within an hour after BPS request for service.

Agrees to hold the BPS harmless from any fines or penalties including the cost to defend penalties issued by any jurisdictional authorities as a result of actions of work procedures used by the firm or its employees.

Must provide documentary evidence that they have a minimum of five years experience in providing hazardous waste management and disposal services to elementary and high school districts, BOCES, or agencies of similar size and scope.

Executive summary on company letterhead summarizing the firms’ qualifications and relevant experience and the ability to meet the requirements of this RFP. It should clearly state the firm’s understanding of the requirements of the RFP.

Firm’s experience on similar projects, including BPS projects, and features that differentiate the firm from other competitors.

Three references for which the firm has performed similar work in the past five years. List of key personnel from the firm assigned to perform these services, including a brief description of their qualifications, job function, and role as it relates to this project.

A description of the training and certifications required for personnel used for this contract. Include current copies of licenses and training certificates.

Provide copies of certifications for any analytical laboratory used. Any laboratory used will be certified in accordance with National Environmental Laboratory Accreditation Program to perform chemical analyses required under this contract.

Documentation of current hazardous waste transportation permits and/or license for the states which may be traversed in route to the transfer, storage and disposal facilities.

A list of permitted disposal facilities that the firm plans to use for disposal, for approval by the Director of Safety and Health. The BPS has the right to reject any of the listed facilities and request alternate disposal facilities. The list must include the facility name, address, EPA Identification Number and type of treatment provided.

Firm must pay prevailing wage rate to its employees for the entire project, pursuant to Section 220 of the Labor Law of the State of New York.

A description of firms understanding of the scope of services and how work will be approached to ensure compliance throughout the duration of the contract and meet project schedules.

Copies of violations/citations for the past three years, including the status of current and pending citations, violations and/or fines. Failure to report violations/citations will result in immediate termination of the contract and debarment from future RFP/BIDS.

3) EVALUATION PROCEDURES

a. Review of Responses Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative.

b. Respondent’s Presentations Respondents may be required to present once, at the District’s discretion, which will include a question and answer session with the evaluation team. Questions and specific requests to be addressed during the presentation will be forwarded to the respondents.

c. Evaluation Criteria Responses will be evaluated on a 100 point scale as defined in the table below. Cost will be calculated proportionally compared to lowest cost response. Minimum non-cost score is 42/70.

CRITERIA VALUE

COST 30

Qualifications/Experience 20 Certifications/Licenses 20 Project Approach/Emergency Response 20 Compliance 10

d. Final Selection The Board of Education and its representatives will select a firm based upon the recommendations of the evaluation team. It is anticipated that a firm will be selected by the date listed in the offering summary. Following notification of the firm selected, it is expected that a contract will be executed between both parties. The selected firm must be prepared to begin work upon execution of the BPS contract. The contract will not necessarily be awarded to the response with the lowest cost projection.