9-5410-002 - RFP 27-0627E5-005 - ASBESTOS ABATEMENT.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

RFP 27-0627E5-005 ASBESTOS ABATEMENT

Offering Summary

DOC: 5410-002 1 of 10

REV: 20240126 OFFERING REV: 02262026

SUMMARY:

The Buffalo Public Schools (BPS) is soliciting proposals from certified firms to provide asbestos abatement and disposal services for District-wide planned projects as well as emergency abatement work. The District consists of over 70 schools and facilities. Planned projects will be dictated by the current AHERA Management Plan. Emergency work will be on as needed basis. Required abatement includes, but is not limited to, pipe insulation removal and clean-up of insulation debris, repair of damaged pipe fittings, and removal of damaged asbestos floor tile and damaged fire doors.

DESIGNATED CONTACTS:

Owner (Primary): Yvette Gordon, Director of Safety and Health ygordon@buffaloschools.org Buyer (Copy To): Michael Moran

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

TIMELINE:

Release Date: 03/02/2026 4:00 PM Advertise Dates:

Questions Due*: 03/16/2026 8:00 AM - Website/BONFIRE 03/02/2026 Answers Posted: 03/20/2026 4:00 PM - Buffalo News 03/08/2026 Offering Closed: 04/02/2026 4:00 PM - Contract Reporter 03/03/2026 Presentations: TBD - Rocket 03/05/2026 Tentative Award: 5/20/2026 - Criterion 03/07/2026

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

PROCUREMENT DATA:

Requisition: 370XXXX BPS Commodity Code: 710 – Environmental Inspection Testing and Repair Prior Offering: 23-0624E2-073 Prior Awardee: Stohl Remediation Prior Award Period: 3 Years Current Year Award: $100,000

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 Extensions Maximum Term End: 06/30/2032

Offering Summary

DOC: 5410-002 2 of 10

OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best value Minimum Allowable Score 40/70 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# 2026005271 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

DOC: 5410-002 3 of 10

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.

Abatement - Any portion of an asbestos project that includes procedures to control fiber release from asbestos containing material. This includes removal, encapsulation, enclosure, repair, or handling of asbestos material that may result in the release of asbestos fiber.

Alternative Work Method - Alternative Work Practices (AWP) under AHERA (Asbestos Hazard Emergency Response Act) and related EPA/OSHA standards allow for deviation from the methods when standard procedures are infeasible. These methods must still provide equivalent worker protection from exposure to fiber release and contamination of spaces outside of the regulated work area. It is certified in writing by a certified industrial hygienist or licensed professional engineer who is also qualified as a project designer

Asbestos Abatement Contractor - An asbestos contractor who performs abatement during an asbestos project or employs persons performing such abatement.

Competent person - one who is capable of identifying existing asbestos hazards in the workplace and selecting the appropriate control strategy for asbestos exposure, who has the authority to take prompt corrective measures to eliminate them.

Final Clearance - procedure for asbestos projects that ensures the area is safe for re-occupancy after abatement by requiring a strict, independent, AHERA-certified visual inspection and, if required, air sampling

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

DOC: 5410-002 4 of 10 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.

Project Designer - Any certified person who plans the scope, timing, phasing and remediation methods to be utilized on any asbestos project

Project Monitor - Any certified person other than the asbestos abatement contractor’s supervisor, who oversees the scope, timing, phasing and/or remediation methods to be utilized on and the completeness of any asbestos project

Safety Data Sheets – (SDS) Safety data sheet (SDS) means written or printed material containing information about a chemical's hazards, safe handling, storage, emergency measures (first aid, firefighting, spills), physical/chemical properties, and exposure controls, presented in a standardized 16-section format for easy access and understanding by workers

Variance (Applicable) (AV) - Blanket relief in accordance with Section 30 of the Labor Law from specific sections of Industrial Code Rule 56 for a particular type of project.

Waste shipment record - the shipping document, required to be originated and signed by the waste generator, used to track and substantiate the disposition of asbestos-containing waste material.

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:

DOC: 5410-002 5 of 10

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.

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. “Disclosure Narrative”, any format.

b. “Debarment Narrative”, any format.

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

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

e. “Subcontractor Documentation”, any format.

f. “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 Buffalo Public Schools (BPS) is soliciting proposals from certified firms to provide asbestos abatement and disposal services for District-wide planned projects as well as emergency abatement work. The District consists of over 70 schools and facilities. Planned projects will be dictated by the current AHERA Management Plan. Emergency work will be on as needed basis.

Required abatement includes, but is not limited to, pipe insulation removal and clean-up of insulation debris, repair of damaged pipe fittings, and removal of damaged asbestos floor tile and damaged fire doors.

The Asbestos Abatement Firm shall assume full responsibility and liability for compliance with all applicable Federal, State and Local regulations pertaining to work practices, hauling, disposal, worker protection, visitors on the site and persons occupying area adjacent to the site.

DOC: 5410-002 6 of 10

The Asbestos Abatement Firm shall provide all labor, materials, equipment, insurances, permits, and transportation required for removal and disposal of asbestos containing material (ACM).

The Asbestos Abatement Firm is solely responsible for the health and safety of its own employees and is solely responsible for instruction of employees on appropriate work procedures and use of all personal protective equipment.

The Asbestos Abatement Firm agrees to hold the BPS District harmless from any fines or penalties including the cost to defend penalties issued by any jurisdictional authorities as a result of actions to work procedures used by the abatement firm or its employees.

The Asbestos Abatement Firm is responsible for all notification fees and any variance applications that need to be obtained by the appropriate governmental regulatory agencies.

All variances and alternative work procedures must be discussed with and approved by the BPS Director of Safety and Health prior to the start of abatement.

The majority of the work will be performed Monday – Friday after 4:00 PM and on weekends.

Emergency work will be required on an as needed basis.

The Asbestos Abatement Firm must make provisions to receive emergency calls 24 hours/7days a week. For emergency projects, firm must be on-site and capable of proceeding with the work within one (1) hour of notice.

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

No sub-contracting is allowed for any asbestos containing removal work under this contract.

Asbestos Abatement Firm representative must make a site visit prior to the beginning of each project to verify the location and amount of asbestos containing material to be abated.

Asbestos Abatement firm must meet with the BPS Director of Safety and Health to discuss scope of work for each project.

Prior to start of the project, asbestos abatement firm must submit a proposal which includes the proposed work plan (based on the project design), proposed schedule for completion of work, and the cost of the job. The firm must be able to complete the abatement in a timely manner that will be determined by the BPS Director of Safety and Health.

Asbestos Abatement Firm must submit copies of Safety Data Sheets for all products used on the projects prior to the start of the project. The firm must not use any products containing asbestos on any projects. If used, firm must abate all products at their expense.

The BPS Director of Safety and Health’s appointed representative (Project Monitor) will provide project oversight for abatement projects to ensure the abatement firm’s compliance with all rules and regulations, and according to the assigned scope of work.

If there is any unidentified, suspected, asbestos containing material discovered during abatement, the abatement firm will immediately stop working and report it to the BPS Director of Safety and Health or the Project Monitor. The BPS Director of Safety and Health or the Project Monitor will take samples and have asbestos analysis done. Work will not

DOC: 5410-002 7 of 10 continue until test results are received and the BPS Director of Health and Safety or Project Monitor gives approval to proceed.

Upon completion of the removal process, the Project Monitor will conduct a visual inspection prior to final clearance, to ensure all work has been completed satisfactorily, according to scope and per all applicable rules and regulations. If any material designated for removal, including loose debris, is observed, the abatement firm will be required to re-clean that specific area. The abatement firm is responsible for any additional costs for re-cleaning of failed work areas (clearance air sampling test results failure).

The Asbestos Abatement Firm shall take special care, as necessary, to ensure that the remaining building components, not specified for removal, are protected from damage and asbestos contamination during abatement activities. Any damages caused by the asbestos firm during the performance of abatement activities shall be repaired or corrected by the firm to the satisfaction of the BPS Director of Safety and Health at no additional expense to the District.

The Asbestos Abatement Firm is responsible for restoring all auxiliary areas used during the abatement activities to a clean and acceptable condition.

At the completion of all site work the Abatement Firm shall submit all pertinent documents pertaining to the project. Submittals should include, but not be limited to if applicable, project notification and amended notifications, contractor submittals, supervisor logs, containment entry/exit logs, and final project documentation, current asbestos worker certificates, asbestos contractor project job diary, and asbestos waste manifests.

Waste disposal records/manifests must be maintained and provided to the BPS as required per local, state or federal regulations regarding hazardous waste material disposal and transportation.

Copies of signed waste shipment records (disposal manifests) shall be generated and be submitted to the BPS Director of Safety and Health per all applicable federal, state, and local laws, guidelines, rules and regulations.

OFFERING SPECIFIC REQUIREMENTS:

o Must be qualified and maintain the required licenses and certifications for the entire contract.

o Must be completely independent of all asbestos project monitoring firms involved with each of the individual projects.

o Furnish all necessary labor, materials, tools, and equipment to complete the work described. Any anticipated fees should be included in this RFP.

o Ensure compliance with all requirements applicable to the scope of work of project(s) throughout the duration of the contract.

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

DOC: 5410-002 8 of 10 o Be 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.

o Emergency work will be required on as needed basis. Asbestos Abatement Firm must take provisions to receive emergency calls 24 hours/7 days a week. Firm must respond to BPS’s initial request for service within one hour of verbal notification for any emergency situation and 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.

o Agree to hold the BPS District 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.

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

a. PROJECT REQUIREMENTS

Provide documentary evidence of having a minimum of five (5) years’ experience in providing asbestos abatement services for elementary and high school districts, BOCES, or agencies of similar size and scope, prior to beginning these services with the Buffalo Public Schools (BPS)

Proposal must contain the following in addition to standard requirements:

Qualifications/Experience o An Executive summary on company letterhead summarizing the proposing firm’s qualifications and relevant experience and the ability to meet the requirements of this RFP. It should clearly state the proposing firm's understanding of the requirements of the RFP.

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

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

Certifications, Licenses, and Submittals o Copies of current license for the firm, training certificates (DOH 2832) and certifications for all personnel that will provide this service.

o Confirmation of capability to respond to emergencies and meeting project schedules.

DOC: 5410-002 9 of 10 o A summary of the firm’s written respiratory protection program and a statement indicating the firm has an established medical surveillance program. The statement should also include documentation that all personnel participate in the medical surveillance program.

Project Approach and Project Schedule

Compliance o Copies of any violations, fines, indictments, or convictions levied against the firm, its parent company and 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.

Cost – See Fee sheet in files

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 40/70.

CRITERIA VALUE

COST 30

Qualifications/Experience 20 Certifications, Licenses, and Submittals 20 Project Approach and Project Schedule 20 Compliance 10

DOC: 5410-002 10 of 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.