9-5410-002 - 27-0627E5-009 - HAZARDOUS MATERIAL TESTING.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

RFP 27-0626E5-009 – HAZARDOUS MATERIALS TESTING

Offering Summary

SUMMARY:

The Buffalo Public Schools (BPS) is seeking proposals from qualified firms to provide on demand hazardous materials assessment and testing services district wide. The District consists of over 70 schools and facilities. The anticipated services may include, but are not limited to, investigations, inspections, sampling, testing, hazardous materials reporting and work plans, bidding assistance, and consulting services. The qualified firm must be licensed and have properly trained and certified personnel to inspect and sample various hazardous materials including, but not limited to asbestos, lead, PCBs, and mold. Investigations will be conducted on an as needed basis, both by non-invasive visual and selective destructive methods, to comprehensively evaluate the buildings for the presence of hazardous materials and provide recommendations for the abatement or mitigation of those materials.

DESIGNATED CONTACTS:

Owner (Primary): Yvette Gordon, Director Safety and Health ygordon@buffaloschools.org

Buyer (Copy To): Michael Moran, Buyer

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

TIMELINE:

Release Date: 03/19/2026 12:00 PM Advertise Dates:

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

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

PROCUREMENT DATA:

Requisition: 3700045 BPS Commodity Code: 710 - Environmental Inspection, Testing and Remediation Prior Offering: 23-0624E2-077 Prior Awardee: Stohl Environmental Prior Award Period: 3 Years Current Year Award: $160,000.00

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

OTHER OFFERING PARAMETERS:

Type of Offering: RFP

Offering Summary Basis of Award: Best value

Award may be split among respondents: No Award may be consolidated: No Minimum score 42/70 Subcontractors may be used: No Insurance is required: Yes NYS DOL Prevailing Reference: PRC # 2026006999 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:

AHERA - The Asbestos Hazard Emergency Response Act (AHERA), passed in 1986, is an EPA regulation under the Toxic Substances Control Act (TSCA) Title II that mandates public and non-profit private K-12 schools to inspect for asbestos-containing building materials (ACBM), develop asbestos management plans, and implement response actions to prevent or reduce asbestos hazards.

AIHA - (American Industrial Hygiene Association) - an organization dedicated to occupational and environmental health and safety. It serves professionals who anticipate, recognize, evaluate, and control environmental stressors in the workplace to prevent injury and illness.

Chain of Custody - documented process of tracking the handling, storage, and transfer of samples or data throughout their lifecycle. It ensures sample integrity, traceability, and accountability.

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.

NVLAP – (National Voluntary Laboratory Accreditation Program) Accreditation, issued by NIST (National Institute of Standards and Technology) that provides third-party accreditation to testing and calibration laboratories.

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:

Offering Specification

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.

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

The selected firm shall be responsible for providing professional environmental consulting, inspection, sampling, testing and laboratory services under this contract. Environmental services may include but are not limited to the following:

Asbestos testing Mold, moisture and bacteria testing Lead testing PCB testing Hazardous materials and waste testing Indoor air quality testing

Conduct all testing, inspections and analysis of conditions, as required by regulatory agencies and the BPS.

Services for each assignment will be tailored to meet project specific needs.

Provide inspections to identify all suspect material per the required project or activity per regulations and under the direction of the BPS Director of Safety and Health.

Prior to the start of each project, conduct building investigations and inspections to identify suspected hazardous materials that may be impacted by renovation, demolition, and repair

Offering Specification activities. Inspections and investigations must be conducted by properly trained and certified personnel and according to all applicable rules, regulations and protocols.

Inspections may be performed during school hours or regular business operations as long as samples are not collected in pupil/staff occupied spaces during that time.

Selected firm will collect samples to support investigation findings. Material collection shall be per established sampling plan and conducted by properly trained and certified personnel.

A sufficient number of samples shall be analyzed to cover all suspect hazardous materials.

Sampling plans, including sample locations and number of samples taken must be pre-approved by the BPS Director of Safety and Health before work begins.

Inspection/sampling plans and reports shall contrain floor plan sketches of the buildings and rooms, showing where samples were taken and a narrative on methodology of survey.

The inspection/sampling must be conducted in a manner that assures the health and safety of all build components. Sampling sites must be patched and encapsulated.

All materials must be sampled under chain of custody protocols and submitted to a suitable accredited laboratory for analysis.

Laboratories used for sample analysis must have required certifications per all applicable Federal, State and local laws and regulations, including but not limited to ELAP, NVLAP, and AIHA Certifications.

All laboratory data will be reviewed, evaluated, and interpreted and written reports will be provided by the selected firm, documenting field investigation methods, observations, results and recommendations, as required, based on scope of work for each specific project.

Provide professional consulting services, including recommendations and evaluations, regarding the feasibility and acceptability of proposed hazardous material removal methods.

Provide reports summarizing the findings of the inspection, samples and testing.

The hazardous material report shall include the following minimum information:

o A description of the field activities, observations, and sampling protocols o Written description of locations, type, friability, and the physical condition of the assessed, hazardous materials o A map indicating building materials sample locations and estimates of hazardous material quantities o Result of the sampling and analysis o A discussion of applicable Federal, State and local laws and regulations o Procedures for proper and legal abatement or mitigation options (enclosure, encapsulation, etc.) of any hazardous materials that are discovered.

Offering Specification

May be required to provide periodic asbestos monitoring and reinspection services, in accordance with AHERA (Asbestos Hazard Emergency Response Act) protocols.

May be required to evaluate the performance of hazardous material removal contractors to confirm compliance with the project documents and applicable governmental standards, regulations and codes.

OFFERING SPECIFIC REQUIREMENTS:

a. PROJECT REQUIREMENTS Provide documentary evidence that they have a minimum of five (5) years’ experience in providing environment consulting and testing services for the listed testing to elementary and high schools districts, BOCES, or agencies of similar size and scope.

Provide three (3) references for similar work performed within the past (3) years.

Must be qualified and maintain the required licenses and certifications for the Environmental Consulting and Testing performed.

Must be completely independent of all remediation vendors involved with each of the individual projects.

Must furnish all necessary labor, materials, hardware, software, tools, testing, and equipment to complete the work as described. Any anticipated fees should be included in the RFP.

Must review requirements applicable to the scope of work of project(s) requiring its services and ensure that compliance is maintained throughout the duration of the contract.

Immediately inform the BPS District of any change in certification or license status.

Failure to do so will result in cancellation of the contract.

Proposing Firm 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.

Proposing 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.

Emergency work will be required on an as needed basis. Provisions must be made to receive emergency calls 24 hours/7 days a week. Response to BPS’s initial request for service must be within one hour of verbal notification for any emergency situation and

Offering Specification must be capable of having an on-site representative within two hours of the incident.

Response to planned projects will be based on availability of the firm.

Proposing firm 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 proposing firm or its employees.

The BPS District makes no guarantee to minimum or maximum amount of work awarded and projects may range from relatively small to large scale.

Proposals must contain the following in addition to standard requirements:

o An Executive Summary on company letterhead summarizing the firm’s 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.

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

o List of firm’s key personnel assigned to this project, including a brief description of their qualifications, job function, and role as it relates to this project.

o Copies of firm’s current license, training certificates (DOH 2832) and certifications for all personnel that will provide services.

o Copies of any violations, fines, indictments, or convictions levied against the firm, its parent company and any of its officers or employees for the past five (5) years. Dates, names, charges, amounts and final disposition must be included as well as current and pending violations and/or fines. Failure to report violations/citations will result in immediate termination of the contract and debarment from future RFPs/BIDs. If no such violations, fines, indictments, or convictions were received indicate this within the proposal.

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

Offering Specification

COST (must be largest component) 30 Qualifications/Experience 20 Certifications/Licenses 20 Project Approach/Project Schedule 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.