RFP # Electronics Waste Recycling and Disposal RCW 39.26 Page 1 of 31

REQUEST FOR PROPOSAL

FOR

ELECTRONICS WASTE RECYCLING AND DISPOSAL SERVICES

Reference: RFP# 1255768-BK

Responses are due: 11/25/2026

Workday Strategic Sourcing Event Portal:

https://university-of-washington.public-portal.us.workdayspend.com/rfps

The University of Washington (“UW”) is seeking qualified contractors to provide comprehensive electronics recycling services, including the collection, transportation, processing, recycling, destruction, and disposal of surplus and end-of-life electronic equipment and related materials generated by UW operations. The Contractor shall provide services in compliance with all applicable federal, state, and local laws and regulations governing electronic waste handling, transportation, recycling, destruction, hazardous waste management, and environmental protection.

This solicitation is open to those vendors who satisfy the minimum qualifications stated herein and who are available for work in Washington State.

CONTENTS OF THIS SOLICITATION

Section 1: General Instructions

Section 2: Requirements

Section 3: Evaluation and Contract Award

Section 4: Attachments

a. Attachment A – Pricing Proposal

b. Exhibit A – UW Medicine Business Associate Agreement

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SECTION 1: GENERAL INSTRUCTIONS AND TERMS OF THE SOLICITATION

1.1 PURPOSE

This solicitation is issued by the University of Washington to identify qualified firms who can provide goods and/or services which meet the University’s requirements as outlined herein.

1.2 COMMUNICATIONS

The Solicitation Coordinator is the sole point of contact for this Procurement.

This is a public solicitation. Interested Parties must be registered in Workday Strategic Sourcing (“WSS”) and added to this Solicitation event to submit questions or communications through the WSS message portal.

Access to the WSS message portal is available only through a bidder login for the Solicitation event.

Interested Parties must click “Bid” in WSS to access the message portal. Clicking “Bid” does not obligate an Interested Party to submit a response to the solicitation, but it does provide access to the message portal for Solicitation-related communications.

Except for WSS access or login issues as expressly stated below, all questions, requests for information, requests for clarification, and other communications regarding this Solicitation must be submitted through the WSS message portal. This includes questions from Interested Parties and any University requests for clarification, supplemental information, or corrections related to submitted responses.

Solicitation Coordinator:

Bryan Kapski

Procurement Specialist btkap@uw.edu

Exception for WSS Access Issues: The Solicitation Coordinator may be contacted by email only for issues related to accessing or logging into WSS, including obtaining access to an existing supplier profile. If WSS indicates that a supplier profile already exists for the Interested Party’s firm, the Interested Party should not create a duplicate profile. Instead, the Interested Party must email the Solicitation Coordinator at the email address listed above for assistance with access to the existing profile. Include the solicitation number and title as the subject line of the email.

Communications sent outside of WSS, except for WSS access or login issues as described above, may not be reviewed or considered by the University.

1.3 DEFINITION OF TERMS

“Purchaser,” “University,” “UW” The University of Washington mailto:btkap@uw.edu

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“Solicitation Coordinator” Sole point of contact at the University of Washington Procurement Services for the duration of this solicitation

“Vendor,” “Contractor,” “Firm” “Supplier”, “Proposer,” “Bidder “Service Provider”

A person, firm, or corporation submitting a proposal, quote or response to the solicitation

“Request for Proposal”

A specific type of written solicitation document which identifies the UW’s need. Bidders are invited to submit proposals which outline their solution to the need, their qualifications and experience to provide the services, and their costs or fees.

1.4 SUBMISSION OF PROPOSAL

Bidders shall submit a proposal in PDF or Word format (PDF preferred), via the University’s Workday Strategic Sourcing website. Proposals must be submitted on or before the dates and times specified in the solicitation timetable. Any proposal received after that date and time may not be considered. All proposals shall be considered a valid offer for a minimum of 120 days following the Solicitation closing date.

IMPORTANT: Bidders who have not previously participated in a UW Solicitation on the Workday platform will be required to set up a profile. Ensure you have set your Workday profile to the correct time zone for your firm and have enabled emails for messages.

1.5 INQUIRIES

All questions requesting clarification of the requirements should be submitted in writing, via the University’s Workday Strategic Sourcing system’s messaging portal.

Important: All questions must cite the particular Solicitation section and paragraph number.

Depending upon the nature of the inquiry and the response, copies of the question and response may be distributed to all other potential vendors. The closing date for asking questions is given in the solicitation timetable. The University may exercise its option not to reply to Vendor inquiries; therefore, Vendors should be prepared to submit a proposal based on the information included in the Solicitation.

Unauthorized contact regarding this Solicitation with other University employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the University of Washington.

1.6 COMPLAINT AND PROTEST PROCEDURE

In compliance with RCW 39.26.170 the University has established the following Complaint and Protest which shall apply to University solicitations posted to WEBS (Washington Electronic Business Solutions) http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.170

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COMPLAINT PROCEDURE:

The complaint process allows bidders to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow UW to correct a problem before bids are submitted and time expended on evaluations.

The procurement complaint process will meet the following minimum requirements:

1) Bidders will be given an opportunity to submit a complaint to the UW based on any of the following:

a) The solicitation unnecessarily restricts competition;

b) The solicitation evaluation or scoring process is unfair or flawed; or

c) The solicitation requirements are inadequate or insufficient to prepare a response.

2) Bidders will be allowed to submit complaints up to five business days prior to the bid response deadline. Complaints must meet the following requirements:

a) Must be in writing

b) Must be sent to the procurement coordinator, or designee

c) Should clearly articulate the basis for the complaint

d) Should include a proposed remedy

3) The procurement coordinator or their designee will respond to complaints in writing.

4) The response to complaints, including any changes to the solicitation, will be posted as an amendment in the Workday solicitation.

5) The Director of Procurement Services will be notified of all complaints and provided with a copy of the response.

6) The complaint may not be raised again during the protest period.

7) The complaint process does not include an appeal process.

PROTEST PROCEDURE:

The protest process occurs after the bids are submitted and evaluated. This allows bidders to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the solicitation or how the process was executed. This allows for evaluation process for errors and problems to be corrected before a contract is executed. The protest process will meet the following requirements:

1) After the announcement of the apparent successful bidder (ASB), bidders will be offered a debriefing upon written request.

2) Bidders will be given three business days after the ASB is announced to request a debriefing.

UW Complaint and Protest Policy 10.1 - rev 1-28-13 2

3) Bidders are required to participate in a debrief as a prerequisite for submitting a protest.

4) Bidders will be given five business days after their debriefing to file a written protest.

5) The protest process will allow bidders an opportunity to submit a protest based only on the following:

a) A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

b) Errors in computing the scores; or

c) Non-compliance with procedures described in the procurement document or UW protest process.

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6) Protests are to be submitted to the UW’s Director of Procurement Services (Director) and the procurement coordinator.

7) The Director will issue a written response within ten business days from receipt of the protest unless additional time is needed. The protesting bidder shall be notified if additional time is needed.

8) The Director’s protest decision is final. If a protesting bidder does not accept the protest response, the bidder may try to seek relief from superior court.

9) At the time that the protest response is issued, the Director of the Department Enterprise Services will be provided a copy of the original protest and the UW’s response.

1.7 INTERPRETATION OF THE SOLICITATION

Should Contractors discover any discrepancies in or omissions from the specifications of this Solicitation, or if there is doubt as to their meaning, the Contractor shall at once notify the Solicitation Coordinator, in writing.

Messages should be sent via the Workday Strategic Sourcing Message System for the Solicitation. The Solicitation Coordinator will send written instructions or addenda as required to all interested parties.

All addenda issued shall be incorporated into the contract. The Purchaser shall not be responsible for or bound by oral interpretations. Only questions answered by written addenda are binding. Questions received less than five (5) business days before the proposed due date for submission of proposals cannot be answered.

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1.8 REVISIONS TO THE SOLICITATION

The University reserves the right to change the acquisition schedule or cancel the Solicitation at any time.

The University reserves the right to make corrections or amendments due to errors identified in the solicitation by the University or a Contractor. Any changes will be dated and attached to, and made a part of, the solicitation. All changes must be coordinated in writing with, authorized by, and made by the Solicitation Coordinator. All Solicitation corrections and amendments will be posted to the public portal:

https://university-of-washington.public-portal.us.workdayspend.com/ Announcement of any updates will be made via the solicitation messaging portal. Potential respondents are responsible for checking the website for this information.

1.9 SIGNATURE REQUIREMENTS

Each proposal must be signed by the Contractor with the usual signature and dated. The name and title shall be typed or printed below each signature.

A. Proposals submitted by a proprietorship must be signed by the Owner.

B. Proposals submitted by a partnership must be signed with the partnership name by one of the partners, followed by the signature and designation of the partner signing.

C. Proposals by a corporation must be signed with the legal name of the corporation, followed by the name of an authorized officer.

1.10 COST OF PROPOSALS

Costs incurred in preparing and presenting the proposals or incurred in any other manner by the Contractor in responding to this solicitation are not reimbursable and may not be charged to the University.

1.11 WITHDRAWAL OR MODIFICATIONS OF PROPOSALS

Any Contractor may withdraw their proposal upon written request at any time prior to the scheduled due date for submission of proposals.

1.12 PUBLIC DISCLOSURE

The University is subject to RCW 42.56 (Public Records Act). All Contractor Responses and any subsequent Contract will be “public records” as defined in RCW 42.56.010.

The Contractor must clearly specify any specific information that it claims is confidential or proprietary.

Marking of the entire Response or entire sections as proprietary will not be honored. The University may not accept Responses where pricing is marked as proprietary.

All Responses received will remain confidential until the Contract, if any, resulting from this Solicitation is signed by the University and the Apparent Successful Contractor. Thereafter, the Responses will be deemed public records.

To the extent consistent with RCW 42.56, the University will maintain the confidentiality of all information marked confidential or proprietary. If a request is made to view the Contractor’s https://university-of-washington.public-portal.us.workdayspend.com/

RFP # Electronics Waste Recycling and Disposal RCW 39.26 Page 7 of 31 information, and the Contractor has a valid exemption from public disclosure, the University will notify the Contractor of the request and the date that such records will be released unless the Contractor obtains a court order enjoining that disclosure. The Contractor will have five (5) business days from receipt of notice to obtain the court order. If the Contractor fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified.

1.13 ACCEPTANCE PERIOD

Contractor’s proposal must provide 120 business days for acceptance by University from the due date for receipt of Proposals.

1.14 RESPONSIVENESS

The Solicitation Coordinator will review all Proposals to determine compliance with administrative requirements and instructions specified in this Solicitation. The Contractor is specifically notified that failure to comply with any part of the Solicitation may result in rejection of the Proposal as non-responsive.

1.15 SELECTION OF PROPOSALS

In determining the “apparent successful Contractor,” in addition to cost, the Contractor’s compliance with the requirements of this solicitation, and the items listed below, shall be given consideration.

• The ability, capacity, and skills of the Contractor to perform the contract or provide the service required.

• The character, integrity, reputation, judgment, experience, and efficiency of the Contractor.

• The quality of performance of the Contractor on previous contracts or for similar services.

• The previous and existing compliance by the Contractor with the laws relating to contract and services.

• Such other information as may be secured having a bearing on the decision to award the contract.

1.16 NO OBLIGATION TO CONTRACT

This Solicitation does not obligate the University of Washington to contract for the solicited services specified herein.

1.17 CONTRACT IN BEST INTEREST

The University reserves the right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to waive informalities or irregularities, and to contract in the best interests of the University.

1.18 PUBLICITY

Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a Contractor, stating the availability of its products or services to University employees is strictly prohibited unless the Contractor has obtained prior written authorization from the UW Procurement Services Department.

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1.19 NON-ENDORSEMENT

The successful Contractor agrees to make no reference to the University in any literature, promotional material, brochures, sales presentation or the like without express written consent of the University’s Trademarks and Licensing Office.

1.20 FUNDING

Any contract awarded as a result of this procurement is contingent upon the continued availability of state or federal agency funding.

1.21 STANDARD CONTRACTUAL PROVISIONS

The attached University General Terms and Conditions and associated riders will automatically be incorporated into any contract award as a result of this Solicitation. Refer to the Solicitation Attachments for complete list. Bidders will make a positive statement that they understand and accept these terms and conditions. Any exceptions taken must be noted and alternative language submitted. In no event is a Bidder to submit its own standard terms and conditions in response to this Solicitation. The University will review requested exceptions and accept or reject the same at its sole discretion

The Apparent Successful Bidder will be expected to enter into a Contract which is substantially the same as the UW General Terms and Conditions and applicable riders attached herein. In no event is a Vendor to submit its own standard contract terms and conditions in response to this Solicitation. The Vendor may submit exceptions as allowed in the Certifications and Assurances form, Attachment A to the Solicitation with their response. All exceptions to the contract terms and conditions must be submitted as an attachment to Certifications and Assurances form. UW will review requested exceptions and accept or reject the same at its sole discretion.

1.22 DATA-SECURITY AND PRIVACY

If, during the course of the performance, administration, or maintenance of this contract, or any extension or renewal thereof, Contractor acquires, uses, or otherwise obtains access to ‘University Data’ or ‘Confidential Data’ as those terms are defined in the UW Data Security Agreement, then the UW and Contractor agree that all of the terms and conditions of the UW’s Data Security Agreement (DPA), and any other applicable Information Technology Riders to the University of Washington General Terms and Conditions shall apply. All riders and terms are available here: https://finance.uw.edu/ps/suppliers

1.23 IN-STATE RECIPROCITY

The National Association of State Procurement Officials (NASPO) maintains a State Preference Repository identifying states that apply bidder preferences, reciprocal preferences, or other procurement advantages to in-state businesses. Proposals submitted by Consultants whose principal place of business is located in a state identified in the NASPO State Preference Repository may be evaluated in accordance with Washington State reciprocity requirements and any applicable University of Washington procurement policies.

https://www.naspo.org/research-and-innovation/state-preference-repository/ https://finance.uw.edu/ps/suppliers

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1.24 GRATUITIES

In accordance with RCW 42-52-150 and 160, Ethics in Public Service, no gifts, gratuities or any item of economic value may be accepted by University Employees. Contractors agree to offer no such items to any University employee.

1.25 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION

In accordance with chapter 39.19 RCW, the University of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE).

Participation may be either on a direct basis in response to this Solicitation or on a subcontractor basis.

However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulation or statutes included or referenced in the contract documents will apply.

The established annual procurement participation goals for this Solicitation are MBE 6% and WBE 4%. For information on certified firms, Contractors may contact OMWBE at 360-753-9693 or http://www.omwbe.wa.gov.”

1.26 U.S. SMALL BUSINESS PARTICIPATION

Participation in contracts for goods and services is encouraged by firms which qualify under definitions by the U.S. Small Business Administration as small business (SB), or small disadvantaged business (SDB), or small women owned business (WOB). The percentage listed below is voluntary. No preference will be included in the evaluation of bids/proposals. Participation in University contracts may be either direct as the Contractor in response to this solicitation, or as a subcontractor to a Contractor.

Voluntary U.S. Small Business goals for this solicitation are 15% SB/SDB/WOB

1.27 PRICING AND PREVAILING WAGE

Contractor shall warrant that all Prices shall be based on Washington State Prevailing Wage Rates for any applicable trades and occupations required in the performance of the resulting Contract, as established by the Washington State Department of Labor and Industry in accordance with RCW 39.12.010 and .015.

Contractor agrees all the prices, terms, warranties, and benefits provided in the resulting Contract are comparable to or better than the terms presently being offered by Contractor to any other governmental entity purchasing the same quantity under similar terms. If during the term of the resultant agreement, Contractor shall enter into contracts with any other governmental entity providing greater benefits or more favorable terms than those provided by any awarded contract, Contractor shall be obligated to provide the same to University for subsequent purchases.

1.28 USE OF SUBCONTRACTORS

If the Contractor enters into subcontracts with third parties for performance of any part of the Contractor's duties or obligations, in no event shall the existence of a subcontractor operate to release or reduce the liability of the Contractor to the Purchaser for any breach in the performance of the http://www.omwbe.wa.gov/

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Contractor's duties. The Contractor agrees that all subcontractors shall be agents of the Contractor, and the Contractor agrees to hold the Purchaser harmless hereunder for any loss or damage of any kind occasioned by the acts or omissions of the Contractor's subcontractors, their agents or employees.

Moreover, the Contractor must inform UW departmental client of assignment of work to a subcontractor. If the subcontractor has also contracted with the UW to be part a vendor pool, the work will then be awarded to the subcontractor, who will work with UW hiring client, per their submitted and agreed upon contractual obligations and bill rates.

1.29 SUBCONTRACTORS PAYMENT REPORTING REQUIREMENTS

All Agreements resulting from this Solicitation will be subject to compliance tracking using the State’s business diversity management system, Access Equity (B2Gnow). Access Equity is web-based and can be accessed at the Office of Minority and Women’s Business Enterprises at https://omwbe.diversitycompliance.com/. The Contractor and all Subcontractors shall report and confirm receipt of payments made to the Contractor and each Subcontractor through Access Equity.

The University of Washington (UW) reserves the right to withhold payments from the Contractor for non-compliance with this section. For purposes of this section, Subcontractor means any Subcontractor working on the Agreement, at any tier, and regardless of status as certified WMBE or Non-WMBE.

Compliance requires that the Contractor shall:

a. Register and enter all required Subcontractor information into Access Equity no later than 15 days after the UW creates the Agreement Record.

b. Report the amount and date of all payments (i) received from the UW, and (ii) paid to Subcontractor, no later than 15 calendar days after receipt of payment by UW and payment made to Subcontractor, issuance of each payment made by the UW to the Consultant, unless otherwise specified in writing by the UW, except that the Consultant shall mark as “Final” and report the final Subcontractor payments) into Access Equity no later than thirty (30) days after the final payment is due the Subcontractor(s) under the Agreement, with all payment information entered no later than sixty (60) days after end of fiscal year.

c. Monitor contract payments and respond promptly to any requests or instructions from the UW or system-generated messages to check or provide information in Access Equity.

d. Coordinate with Subcontractor, or UW, when necessary, to resolve promptly any discrepancies between reported and received payments.

e. Respond to reasonable requests from UW for additional information to be provided electronically through Access Equity.

f. Require each Subcontractor to: (i) register in Access Equity and complete the required user training; (ii) verify the amount and date of receipt of each payment from the Consultant or a higher tier Subcontractor, if applicable, through Access Equity; (iii) report payments made to any lower tier Subcontractor, if any, in the same manner as specified herein; (iv) respond promptly to any requests or instructions from the Consultant or system-generated messages to check or provide information in Access Equity; and (v) coordinate with Consultant, or UW when necessary, to resolve promptly any discrepancies between reported and received payments.

https://omwbe.diversitycompliance.com/

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SECTION 2: REQUIREMENTS

2.1 BACKGROUND

The University of Washington, “UW” is an institution of higher education and an agency of the State of Washington. UW Facilities (UWF) is a department of the University of Washington that supports work on the Seattle, Bothell, and Tacoma campuses. UW Facilities manages the University’s buildings, infrastructure, and land, with more than 1,100 employees in a variety of fields, both full-time and part-time. UWF units manage construction, maintenance and operations, real estate, utilities, campus transportation, sustainability, and more. Our workforce is extremely diverse, composed of tradespeople, engineers, building and grounds staff, administrative staff, and more. Details about our organization are available at https://facilities.uw.edu/units.

This solicitation is in support of UW Recycling, which manages waste operations for the UW’s Seattle campus. We are specifically seeking qualified vendors to provide comprehensive recycling services for end-of-life electronic equipment, including collection, transportation, processing, recycling, destruction, and disposal. These materials—generated across housing, medical, laboratory, administrative, athletic, and academic facilities—represent a significant and ongoing waste stream requiring environmentally responsible handling, regulatory compliance, and robust data security measures.

2.2 TIMETABLE

The anticipated vendor selection schedule is indicated below. The UW reserves the right to adjust the timetable. Changes to the schedule will be published in the University’s Workday Strategic Sourcing Platform. All dates and time are US, Seattle (Pacific) time zone

Activity Date

Solicitation Released 10/23/2026 Pre-submittal Meeting 11/6/2026 Question Period Closes 11/11/2026 Addenda Published, if necessary, on or before

11/16/2026

Responses Due 11/25/2026

Proposals Scored Anticipated week of 11/30/2026

Announcement of Apparent Successful Bidder

Anticipated week of 12/14/2026

Anticipated Contract Execution Anticipated 12/21/2026 https://facilities.uw.edu/units

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Pre-submittal Meeting:

Topic: RFP 1255768 Electronic Waste Recycling and Disposal Services Pre-Submittal Meeting Time: Nov 6, 2026 11:00 AM Pacific Time (US and Canada)

Join Zoom Meeting https://washington.zoom.us/j/98025687340

Meeting ID: 980 2568 7340

One tap mobile +12063379723,,98025687340# US (Seattle) +12532158782,,98025687340# US (Tacoma)

Join by SIP

• 98025687340@zoomcrc.com

Join instructions https://washington.zoom.us/meetings/98025687340/invitations?signature=YI3od9HdyNJB1s93lZxtMvJ381P DCfE83hhNQPSunXs

2.3 PERIOD OF SERVICE

The initial term of the agreement shall be for a period of one (1) year with the option to extend the agreement by mutual written agreement for up to nine (9) one-year terms for a total of a maximum of ten (10) contract years. The University reserves the right to extend the agreement on a month-by-month basis, at the then prices, following the end of any contract term to facilitate a new Solicitation.

Rates established in this contract shall remain in effect for the initial one-year term of this contract.

Rates may be adjusted after the initial one-year term upon the consultant’s request, thereof, but no more often than one (1) time every year. The rate of adjustment shall be in alignment with the Producer Price Index (PPI) published by U. S. Bureau of Labor Statistics, during the month of review prior to such adjustment, as compared with the PPI at the time of the settlement of the agreement, and new rates, if approved, shall be authorized by an amendment to this contract.

2.4 PROJECT OVERVIEW

The selected contractor shall provide comprehensive electronics recycling services for the University of Washington. Services include regular and on-call collection, transportation, processing, recycling, and

RFP # Electronics Waste Recycling and Disposal RCW 39.26 Page 14 of 31 secure destruction of end-of-life electronic equipment, along with detailed documentation, reporting, and invoicing. All work must comply with applicable environmental regulations, data security requirements, and University coordination standards, ensuring responsible handling and full traceability of materials from collection through final disposition.

For informational and proposal preparation purposes, UW currently anticipates service at one (1) primary collection location, with approximately one (1) to two (2) on-call collections per month and an estimated annual amount of 100 tons of material. A typical collection is expected to include approximately 10 to 15 pallets or Gaylords of electronic materials. UW also anticipates a separately managed collection of boxed, weighed, tracked, and documented cell phones and tablets approximately once every three months. These figures are estimates only; actual quantities and service frequencies may vary throughout the contract term, and UW does not guarantee any minimum service volume under this solicitation.

1. Operational Requirements The contractor must provide reliable, timely, and consistent service across all designated University locations. Regular and on-call collections must be performed with minimal disruption to campus operations and in coordination with UW Recycling. The contractor’s approach should demonstrate efficiency, flexibility in scheduling, and the ability to meet varying service demands throughout the year.

All services shall be performed by properly trained staff wearing identifiable uniforms and badges.

2. Environmental and Data Security Requirements All materials collected under this contract must be managed, processed, and recycled in accordance with applicable federal, state, and local environmental laws and regulations. The contractor shall ensure that all electronic materials are all responsibly recycled and destroyed, and that all data-containing devices are rendered non-recoverable. The contractor shall support the University’s sustainability and waste diversion goals by maximizing material recovery, properly handling hazardous components, maintaining full transparency of downstream processing, and providing accurate reporting of weights, material types, and final disposition.

3. Logistical Requirements The contractor shall maintain adequate equipment, transportation, facilities, and staffing to ensure safe, secure, and compliant handling of electronic materials. All items must be tracked through an auditable chain-of-custody system from collection through final disposition, including documentation by weight and material type. The contractor shall coordinate with UW Recycling for service requests, including scheduling, site access, container exchange (e.g., Gaylords), and confirmation of material volumes to ensure efficient and continuous operations.

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2.5 FIRM MINIMUM QUALIFICATIONS

In order to qualify as a responsive proposer, the proposer needs to meet the minimum qualifications below.

Responses affirming minimum qualifications are required in the Solicitation Portal Required Questions Section and include:

1. Ability to work or provide services in the state of Washington.

2. Proposer must not have an active SAM.gov exclusion.

a) These requirements apply to the proposer and any parent company, affiliate, or subcontractor performing services under the contract.

3. Ability to provide relevant references and share contact information or testimonies of universities or similar campus settings currently using their services.

4. Proof of Recycling License as per Seattle Municipal Code Chapter 6.250.

5. Contractor shall execute a UW Medicine Business Associate Agreement required by UW or applicable regulations. More info can be found here: depts.washington.edu/comply/privacy-policies/

6. Contractor must perform background checks on all employees who are assigned to the UW. UW requires that the Service Provider’s personnel providing these services have passed a criminal history check as described below.

Washington State Patrol Check with no history of crimes covered by the Child and Adult Abuse Law (CAAL) will suffice. The following is an excerpt from CAAL, RCW 43.43.825. The other areas of CAAL that include financial exploitation and/or fraud would not apply.

"Conviction record" means "conviction record" information as defined in RCW 10.97.030 and RCW 10.97.050 relating to a crime committed by either an adult or a juvenile. It does not include a conviction for an offense that has been the subject of an expungement, pardon, annulment, certificate of rehabilitation, or other equivalent procedure based on a finding of the rehabilitation of the person convicted, or a conviction that has been the subject of a pardon, annulment, or other equivalent procedure based on a finding of innocence. It does include convictions for offenses for which the defendant received a deferred or suspended sentence, unless the record has been expunged according to law.

RCW 43.43.830 (7) "Crime against children or other persons" means a conviction of any of the following offenses: Aggravated murder; first or second degree murder; first or second degree kidnapping; first, second, or third degree assault; first, second, or third degree assault of a child; first, second, or third degree rape; first, second, or third degree rape of a child; first or second degree robbery; first degree arson; first degree burglary; first or second degree manslaughter; first or second degree extortion; indecent liberties; incest; vehicular homicide;

first degree promoting prostitution; communication with a minor; unlawful imprisonment;

simple assault; sexual exploitation of minors; first or second degree criminal mistreatment;

endangerment with a controlled substance; child abuse or neglect as defined in RCW 26.44.020; first or second degree custodial interference; first or second degree custodial sexual misconduct; malicious harassment; first, second, or third degree child molestation;

first or second degree sexual misconduct with a minor; commercial sexual abuse of a minor;

child abandonment; promoting pornography; selling or distributing erotic material to a minor; custodial assault; violation of child abuse restraining order; child buying or selling;

https://depts.washington.edu/comply/privacy-policies/

RFP # Electronics Waste Recycling and Disposal RCW 39.26 Page 16 of 31 prostitution; felony indecent exposure; criminal abandonment; or any of these crimes as they may be renamed in the future

2.6 SCOPE OF WORK

CORE SERVICES AND REQUIREMENTS

1. Collection and Service

a. Primary service location: 4515 25th Ave NE, Seattle, WA 98105, standard height loading dock, accessible 8:30AM - 3:00PM Mondays, Wednesdays, Thursdays and Fridays.

b. Regular or on-call collection of electronic waste and related materials.

c. Collection, transportation, recycling, destruction, and disposal of electronic materials generated by UW.

d. Collection of separately boxed, weighed, tracked, and documented cell phones and tablets.

e. Coordination with UW Recycling by email for all service scheduling.

2. Equipment and Support

a. UW Provides

i. Staging area for materials pending pick up.

ii. Palletization and preparation of materials for collection, unless otherwise agreed. Certain oversized items may not be palletized if loading directly into truck is safer and/or more efficient.

iii. Separately boxed and identified cell phones and tablets.

iv. UW Recycling will generally provide approximately three (3) business days’ notice prior to scheduled collection service to confirm:

1. Quantity of materials available for collection.

2. Number of replacement Gaylords or collection containers required.

3. Site access and scheduling coordination.

b. Contractor Provides

i. Collection, transportation, recycling, destruction, and disposal services for all covered materials.

ii. Replacement Gaylords or equivalent collection containers on a one-for-one exchange basis at time of collection. Any Gaylords provided or exchanged by the Contractor must be constructed of triple-wall corrugated material.

iii. Trained personnel and equipment necessary to safely load, transport, process, and recycle materials, including pallet jack. Due to size and access to primary collection location loading dock, contractor vehicle cannot be a tractor-trailer;

the optimal vehicle is a 26-foot box truck.

iv. Certified scales and weight tracking systems for documenting material quantities.

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v. Electronic copies of invoices, weight totals, Certificates of Recycling, and Certificates of Destruction.

vi. Separate documentation and tracking for cell phones and tablets.

vii. Safe, secure, and code-compliant facilities for material handling and processing.

1. Contractor shall maintain sufficient facility, equipment, staffing, storage, and processing capacity to accommodate UW’s anticipated service volume.

2. Contractor shall notify UW before changing the facility that receives or initially processes UW materials.

viii. Data destruction processes that render all data bearing devices non-recoverable.

ix. Documentation identifying downstream vendors, processing facilities, and final material disposition locations.

3. Material Handling and Recycling Standards

a. General Requirements. All UW electronic equipment, components, commodities, and processing residuals (collectively, “UW materials”) must be recycled and destroyed and shall not be reused, refurbished, donated, or sold for reuse. These requirements apply regardless of whether the materials bear UW branding, labels, or other identifying marks. UW materials must remain within the United States through final recycling, recovery, treatment, or disposal. Processing within the Pacific Northwest (Washington, Oregon, and Idaho) is preferred. All handling, processing, and final disposition must comply with applicable federal, state, and local regulations.

b. Acceptable Materials. Acceptable materials include, but are not limited to:

i. Televisions and electronic displays, including CRT televisions and monitors

ii. Computers, designated laptops, servers, and mainframe equipment

iii. Computer peripherals, cables, and accessories

iv. Printers, copiers, scanners, and fax machines

v. Cell phones and tablets

vi. Circuit boards, hard drives, memory devices, and related components

vii. Batteries contained within electronic equipment where removal by UW is not feasible

viii. Miscellaneous electronic equipment with embedded digital electronic components, such as solar panels, ellipticals, and other non-hazardous items

4. Unacceptable or Improperly Prepared Materials. The Proposer shall identify in its proposal any materials it will not accept under this contract. If the Contractor discovers a prohibited, unacceptable, or improperly prepared material in a UW collection, the Contractor must promptly notify UW Recycling at recycle@uw.edu. The notice must identify the material, collection date, location, quantity, reason the material cannot be accepted, and any mailto:recycle@uw.edu

RFP # Electronics Waste Recycling and Disposal RCW 39.26 Page 18 of 31 recommended corrective action. The Contractor shall not reject, return, dispose of, or assess an additional charge for the material without first coordinating with UW Recycling, except when immediate action is required to protect health, safety, property, or the environment.

5. Processing and Destruction. The Contractor shall:

a. Keep UW materials separate from materials intended for reuse, refurbishment, resale, donation, or redeployment.

b. Disassemble, segregate, and process UW materials to maximize recycling and material recovery.

c. Remove and properly manage hazardous components, including batteries, mercury-containing lamps, CRT glass, and glycol-based coolants.

d. Destroy data-bearing devices and media or render them permanently non-recoverable before final recycling or disposal.

6. Tracking and Downstream Management. The Contractor shall maintain auditable records tracking UW materials from collection through final disposition and demonstrating that they were recycled and destroyed as required. The Contractor shall:

a. Identify every broker, consolidator, transfer facility, intermediate processor, downstream processor, recycling facility, disposal facility, and ultimate destination used for UW materials.

b. Notify UW before changing a downstream processor, facility, or final-disposition method.

c. Document its process for approving, monitoring, and periodically reviewing downstream vendors.

7. Noncompliance and Corrective Action. The Contractor must immediately notify UW if any UW materials are lost, diverted, or otherwise handled contrary to the contract requirements. Any such occurrence constitutes a material breach of contract.

At UW’s direction, the Contractor shall investigate the occurrence, recover the affected materials when possible, take corrective action at no additional cost to UW, and provide a written incident and corrective-action report. UW may exercise any remedies available under the contract, including termination for breach or default.

DELIVERABLES

1. Operational Deliverables

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a. Regular or on-call collection services for electronic waste and related materials as requested.

b. Pick up and exchange of triple-wall Gaylords.

c. Pick up, transportation, recycling, destruction, and disposal of covered electronic materials.

d. Separate weighing, tracking, and documentation for cell phones and tablets.

e. Weighing and material tracking documentation for each pickup or load.

f. Secure handling, transportation, and processing of data bearing devices and media.

g. Safe, secure, and compliant recycling facility operations.

h. Processing, recycling, recovery, treatment, and disposal of all materials within the

United States. Processing within Washington, Oregon, or Idaho is preferred.

Environmentally compliant handling and disposal of hazardous components including batteries, CRT glass, mercury containing lamps, and glycol-based coolants.

i. Maintenance of auditable records tracking materials from collection through final disposition.

j. UW reserves the right to conduct site visits and facility audits of contractor and downstream processing facilities upon reasonable notice.

2. Reporting Deliverables

a. Monthly Invoice and Report (due by the 15th of the following month) including:

i. Service dates and locations.

ii. Separate line items by material type with estimated or actual weight, and quantity collected.

iii. Separated details for cell phones and tablets.

iv. Applicable service or processing charges.

v. Total tons diverted from landfill.

vi. UW-supplied Purchase Order number.

vii. Certificate of Recycling and Destruction for each pick up including:

1. Pick up date.

2. Description of materials collected.

3. Verification that materials were recycled and destroyed.

4. Verification that data bearing devices were rendered non-recoverable.

b. Material Tracking Report providing an auditable record of material flow through recycling and final disposition.

c. End Destination Report identifying, for each material or resulting commodity:

i. Waste classification

ii. Contractor processing facility

iii. Each broker, transfer facility, or intermediate processor

iv. Ultimate destination

v. Facility address and country

vi. Final recycling, recovery, treatment, or disposal method

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vii. Applicable regulatory identification numbers

viii. Relevant certifications

ix. Date the information was last reviewed and verified

d. Contractor shall review and update the End Destination Report at least annually and whenever a downstream facility, country, or disposition method changes

e. Contractor shall notify UW before adding or changing a transfer site, intermediate processor, downstream processor, ultimate destination, or final disposition method used for UW materials.

f. Documentation of current certifications, permits, and regulatory compliance upon request.

2.7 PRICING AND FEE REQUIREMENTS

Proposing firms must provide comprehensive pricing details for all electronics recycling, transportation, processing, destruction, and disposal services offered under this solicitation. Pricing must include costs associated with regular and on-call collection services, transportation, processing, recycling, destruction, disposal, documentation, reporting and invoicing covered under this contract.

If no fee applies to any service, Proposers must indicate the rate as $0 on the pricing proposal. If a rebate applies, proposers must indicate it with a negative dollar amount.

Supplier shall not assess any fees, including dry-run or service charges, for conditions outside the University’s control, such as temporary vehicle blockages, pedestrian traffic, or other access-related obstacles that do not prevent collection with reasonable effort. All missed service events shall be remedied at no additional cost to the University. Proposers shall clearly identify any materials, conditions, or waste streams subject to additional fees.

Pricing shall include, at a minimum:

1. Regular and on-call collection services, including all labor, truck and transportation costs.

2. Exchanging triple wall gaylords.

3. Processing and handling of covered materials.

4. Data destruction and media destruction services for data bearing devices.

5. Recycling and disposal of covered materials and specialty disposal, including but not limited to CRT glass, lithium batteries, damaged batteries, mercury-containing devices, or other regulated materials.

6. Reporting, Certificates of Recycling, Certificates of Destruction, and material tracking documentation.

7. Separate weighing, tracking, and documentation for cell phones and tablets.

8. Any environmental, fuel, container, or regulatory surcharges.

9. Any minimum service fees

Proposers shall clearly identify whether pricing is based on:

1. Per collection.

2. Per pound.

3. Per item.

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4. Specific material type.

5. Specific conditions.

Although pricing will be a scored component of the evaluation, the University will place strong emphasis on how effectively each proposed solution addresses the University’s operational, regulatory, data security, and sustainability requirements, including responsible recycling practices, downstream transparency, landfill diversion, and accurate reporting.

All pricing submitted must remain firm for a minimum of one (1) year from the start of the contract period, should the vendor be selected. The University makes no guarantee of service volume under this or any future solicitation.

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SECTION 3: CONTENT OF PROPOSALS, EVALUATION, AND CONTRACT AWARD

3.1 CONTENT OF PROPOSALS

To be considered responsive, each proposal must include all required components identified in this Solicitation and the Workday Strategic Sourcing (WSS) event.

The proposal response consists of two parts: (1) All required questions, responses, affirmations, forms, worksheets, and uploads completed or submitted in the WSS event; and (2) A written proposal narrative uploaded as a single Word or PDF file (PDF preferred).

1. Workday Strategic Sourcing Requirements

a. Respondents must complete all required questions, responses, affirmations, forms, worksheets, and uploads in the WSS event.

b. Items submitted through the WSS event may be reviewed as pass/fail responsiveness requirements and should not be duplicated in the written proposal narrative unless specifically requested

c. Required documents, forms, worksheets, and attachments must be uploaded in the designated upload area of the WSS event. Documents submitted outside the designated upload area, submitted as additional or supplemental documents or attachments, or not specifically requested by the Solicitation or WSS event will not be reviewed or considered as part of the proposal.

d. Do not submit marketing materials or other information that is not specifically requested in the Solicitation or WSS event.

e. Any Forms to be filled out must be returned in their original file format (i.e., An Excel file must be uploaded as an Excel file.)

2. Written Proposal Narrative Requirements Proposals that do not fulfill these requirements will result in your proposal being deemed non-responsive and will not be…