RFP Specifications.pdf

Board of Regents for the Oklahoma Agricultural and Mechanical Colleges OSUA&M-RFP-001831-2026

1. INTRODUCTION / BACKGROUND

1.1. Oklahoma State University is seeking proposals for Hazardous Waste Disposal according to the requirements provided below.

2. PURPOSE / OBJECTIVE

2.1. It is the intent to award a contract(s) to supplier(s) that best meets the requirements described in sections 8 and 9 below. The A&M Office of Central Procurement (OCP) reserves the right to award to one, multiple, or none based on a determination of what is in the best interest of the College/University.

3. BID INQUIRIES

3.1. All questions regarding the solicitation and evaluation process should be directed to the buyer of record:

3.1.1. Matt Wessel, CPO

Senior Buyer The Office of Central Procurement 1224 N. Boomer Road Stillwater, OK 74078 405-744-5984 (phone) 405-744-5187 (fax) matt.wessel@okstate.edu

3.2. Questions directly related to the specifications should be submitted using the “Q&A Board” located in this e-bid. Questions must be submitted prior to the question’s deadline. Bidders are encouraged to continuously monitor the Q&A Board for all questions and answers related to this solicitation.

Any attempt to contact any end user or department other than The Office of Central Procurement during the solicitation and evaluation process may result in the disqualification of your bid.

4. CONTRACT TERM

4.1. The contract term shall be from date of award through June 30, 2027, with the option to renew annually for up to four (4) additional one-year periods upon mutual agreement.

4.2. Both parties reserve the right to terminate the resulting contract by providing the other party 30 days written notice prior to intended termination.

5. TERMS AND CONDITIONS

5.1. It is important to note the general terms and conditions of the Oklahoma A&M System are attached as a separate document to this electronic bid event. The T&C apply to this procurement unless overruled within this set of specifications.

6. AUTHORIZED USERS

6.1. As authorized by 74 O.S. 1004, it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. In the event a contract between the University and bidder(s) results from this RFP, the bidder (supplier) may offer the same prices, terms, conditions, and all other particulars mailto:matt.wessel@okstate.edu herein to all other public institutions within the State of Oklahoma. As a result, in submitting a proposal, bidder(s) should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP.

6.1.1. Bidders should be aware that if other Oklahoma public agencies elect to utilize the contract(s) awarded as a result of this solicitation they may have different administrative or delivery requirements. It will be the responsibility of the participating institutions to negotiate specific clauses with the bidder (supplier). The modifications should not impair or substantially change the original contract.

6.1.2. If authorized by the supplier, the resultant contract may be extended to public entities to purchase at contract prices in accordance with contract terms. The Supplier shall notify the Oklahoma A&M Office of Central Procurement (OCP) in writing of any such entities accessing the contract.

6.1.3. The Contractor will provide annual usage reports for all entities accessing the Contract.

Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer use of the contract to include contractual disputes, invoicing, and payments without direct administration from OCP.

6.1.4. The Board of Regents for the Oklahoma Agricultural and Mechanical Colleges nor any of the agencies under its governance (A&M System) shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the supplier to utilize the contract. It is understood and agreed that the A&M System is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

6.1.5. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as they determine necessary. During the term of this contract, any State Entity, or Interlocal Entity, may utilize this contract. Under this contract, the Oklahoma A&M System bears no liability for the State or Interlocal Entities actions, and the privies of contract exist solely between the Supplier and the State or Interlocal Entity.

7. PRE-AWARD PRESENTATION / DEMONSTRATIONS

7.1. The A&M Office of Central Procurement (OCP) reserves the right to request demonstrations from any or all-responding Bidders. As part of the evaluation process presentations may be required from the highest ranked respondents. During these presentations, providers may be asked to provide additional data including product demonstrations.

7.1.1. If the University requires such a presentation, the buyer of record (listed in #3 above) will schedule the time and place of such an event. Each firm should be prepared to discuss and substantiate any of the areas of the proposal.

8. SCOPE OF WORK / SPECIFICATIONS

8.1. General requirements:

8.1.1. The University seeks suppliers that can reliably supply labor, manifesting, marking, labeling, packaging, removal, transporting, storage, treatment, recycling and disposal of hazardous waste.

8.2. SPECIFICATIONS FOR HAZARDOUS WASTE DISPOSAL:

8.2.1. Contracted supplier shall be permitted, licensed and/or approved for this type of work by all applicable federal and state authorities.

8.2.2. Contracted shall furnish copies of container contents sheets and completed manifests for each shipment.

8.2.3. OSU's preferences for methods of disposal are:

8.2.3.1. Recycle/reuse

8.2.3.2. Fuels substitution

8.2.3.3. Incineration

8.2.3.4. Wastewater treatment

8.2.3.5. Landfill

8.2.3.6. Contracted supplier should utilize technologies that consolidate wastes off-site in order to take advantage of economies of scale where applicable.

8.2.4. Types of hazardous waste. (The EPA Waste Codes are non-inclusive.) Any exceptions to handling these items shall be clearly indicated in bidder’s proposal.

8.2.4.1. Flammable Liquids and Solids (EPA Waste Codes D001, F001 through F005, D018 through D043, P-Listed and U-Listed Wastes).

8.2.4.2. Oxidizers (EPA Waste Code D001).

8.2.4.3. Corrosives, acidic and basic, organic and inorganic (EPA Waste Code D002).

8.2.4.4. Toxics, Poisons, and Acutely Hazardous Wastes (EPA Waste Codes D004 through D011, P-Listed and U-Listed Wastes).

8.2.4.5. Sulfides and Cyanides (EPA Waste Codes D003, Various P-Listed Wastes).

8.2.4.6. Metallic Mercury, Mercury Contaminated Wastes, Inorganic Mercury Compounds, Organic Mercury Compounds (EPA Waste Codes D009, U151).

8.2.4.7. Pesticides and Herbicides (D-Listed, P-Listed and U-Listed EPA Waste Codes).

8.2.4.8. Reactives, including, but not limited to, pyrophoric wastes, water reactive wastes and organic peroxides (EPA Waste Code D003).

8.2.4.9. Pressurized Containers, primarily lecture bottles and pressurized cans (D-Listed and U-

Listed EPA Waste Codes).

8.2.4.10. Solvents used as Scintillation Counting Fluids that contain Nuclear Regulatory

Commission deregulated (or exempted) amounts of radioactive isotopes (EPA Waste Codes D001, F003, F005).

8.2.4.11. Non-Regulated and/or Non-Hazardous waste that the University, at its discretion, offers to contracted supplier for disposal.

8.2.4.12. Solvents used in parts washers and carburetor cleaners that are currently serviced by an outside contractor may be specifically excluded from this Bid Contract.

8.2.4.13. Radioactive wastes, except as defined in Paragraph II.I.10. are specifically excluded from this Bid Contract.

8.2.4.14. Silver recovery from photographic/x-ray processes may be specifically excluded from this Bid Contract.

8.2.5. Evidence of Destruction/Recycling/Disposal:

8.2.5.1. Contracted supplier should provide written confirmation to the University (including date, type of treatment, recycling and/or disposal, location, EPA ID number, process code, and system code) of disposal of all items within fifteen (15) working days of final disposal, recycling and/or treatment.

8.2.6. Invoices will not be paid until a TSD Facility signed manifest copy is received by the University.

(See Paragraph XIII for addresses.) However, Contracted supplier should not wait to mail the manifest copy with the invoice.

8.2.7. Contracted supplier should have in place an Over-the-Road Spill Response Program and TSD Facility Spill Prevention Control Plan. Contracted supplier should also have developed security plans and conduct required training for all employees handling and transporting hazardous waste in accordance with 49 CFR 172, “Hazardous Material Security Requirements for Offerers and Transporters of Hazardous Materials (Final Rule), March 25, 2003”. Contracted supplier should provide a copy of their Transportation Security Plan in accordance with 49 CFR 172, Subpart 1.

8.2.8. Uniform Hazardous Waste Manifests should be completed using pounds for the unit quantity.

8.2.9. The University reserves the right to require multi-invoicing (separate invoicing) per waste shipment. Typically, one to two invoices would be required.

8.2.10. Packaging, marking, labeling, manifesting and transportation of hazardous waste should be accomplished within each service trip i.e. only one service trip per each servicing. Waste will be picked up and shipped together as a unit with each servicing.

8.2.11. The contracted supplier should provide consultation services for the University regarding proper and safe segregation and classifications of wastes per all applicable federal, state and local rules and regulations including applicable state waste codes at no charge. Contracted supplier, at no cost to the University, should also provide waste stream profile assistance as necessary.

8.2.12. Bidder should also provide information on any other value-added services that can be offered to the University.

8.3. Estimated Quantity of Waste:

8.3.1. Estimated Annual Requirements for removal, hauling and disposal of hazardous waste is 375 drums of various sizes as listed below (packed according to applicable regulations).

8.3.1.1. 55-gallon drums 200

8.3.1.2. 30-gallon drums 40

8.3.1.3. 15-gallon drums 50

8.3.1.4. 5-gallon drums 85

8.3.2. Actual quantities disposed of may be more or less than estimated quantities depending on quantities of hazardous waste generated by the University. No minimum or maximum quantities are guaranteed.

8.4. Please include a list of other value-added services (with pricing) you can offer the University with your proposal.

8.5. Information on how you plan to meet these requirements should be included in your proposal to be uploaded to question 3.1 of the “Questions” section of the online solicitation.

9. SCHEDULE & TIMING

9.1. Contracted supplier should come to the University's facility at approximately eighty-five (85) day intervals, or sooner if notified, to pick up the accumulated waste.

9.1.1. Your proposed schedule and how you will meet this requirement should be include in your proposal to be uploaded to question 3.1 in the “Questions” section of the online

10. COST PROPOSAL

10.1. An Excel file (Services Pricing Sheet) with estimated annual totals of most common disposal services needed by the University is attached to questions 3.2 in the “Questions” section of the online solicitation. Please download and fill in the requested information (yellow fields) and upload the completed sheet as the answer to question 3.2 in the “Questions” section of the online

11. EXPERIENCE/COMPLIANCE/ REFERENCES

11.1. Bidder should include information demonstrating a history of competency and successful experience in providing these types of services to other institutions of similar size and scope of Oklahoma State University.

11.2. Bidder should submit with their proposal a complete history of federal and state regulatory compliance for the proceeding forty-eight (48) months. This history includes copies of EPA, DOT, OSHA (state & federal) notices of violation including current status. Any serious outstanding deficiencies shall be cleared by Bid Closing.

11.3. Provide a list of at least 4 references of similar size and scope to Oklahoma State University that can speak to your competence and experience providing these services. Please include contact information including contact name, phone number and email address.

11.4. Experience information, regulatory compliance history, and references should be included in your proposal to be uploaded to question 3.1 in the “Questions” section of the online

12. BID SUBMISSION

12.1. Bidder should prepare a proposal that addresses each section in the specifications, numbered and in order. Please describe how your proposed solution meets or exceeds the University’s needs as described in the specifications.

12.2. The proposal should be uploaded to question 3.1 in the “Questions” section of the online

13. METHOD OF AWARD / EVALUATION

13.1. Evaluation methodology - will be “Best Value” as defined in the terms and conditions.

13.2. Proposal Clarification – OCP reserves the right, at its sole discretion, to request clarifications of technical Bids or to conduct discussions for the purpose of clarification with any or all bidders. The purpose of any such discussions shall be to ensure full understanding of the bid. If clarifications are made because of such discussion, the bidder(s) shall put such clarifications in writing. The clarification shall not alter or supplement the bid.

13.3. Competitive Negotiations - OCP reserves the right to negotiate with one, selected, all or none of the

Bidders responding to this solicitation in order to obtain the best value. Negotiations could entail discussions on products, services, pricing, contract terminology or any other issue material to an award decision or that may mitigate institutional risks. OCP shall consider all issues negotiable and will not be artificially constrained by internal corporate policies. Negotiation may be with one or more Bidders, for one or all items in the Bid. Bidders that contend that they lack flexibility because of their corporate policy on a negotiation item shall face a significant disadvantage and may not be considered.

13.4. Negotiations may be conducted in person, in writing, or by telephone.

13.5. Negotiations shall only be conducted with potentially acceptable bids. OCP reserves the right to limit negotiations to those bids that received the highest rankings during the initial evaluation phase.

13.6. Terms, conditions, prices, methodology, or other features of the bid may be subject to negotiations and subsequent revision. As part of the negotiations, the bidder may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the bid.

13.7. The requirements of this solicitation shall not be negotiable and shall remain unchanged unless the

OCP Chief Procurement Officer determines that a change in such requirements is in the best interest of the A&M System.

13.8. BEST and FINAL – OCP may request best and final bids if deemed necessary and shall determine the scope and subject of any best and final request. However, the bidder should not expect an opportunity to strengthen its bid and should submit its best bid based on the terms and conditions set forth in this solicitation.

14. EVALUATION CRITERIA

14.1. Cost Evaluation (section 12)

14.1.1. The average of all bids (pricing provided on the Services Pricing Sheet uploaded to question

3.2 in the “Questions” section of the online solicitation) will be utilized to determine a baseline and establish a competitive range. The cost component will be evaluated utilizing the competitive range. The top scoring bid, based on qualitative evaluation metrics, will be compared to the competitive range. If the bid price is within the competitive range or is justified with performance information, the award process continues to the highest qualitative score. If performance metrics and information do not support an award, the evaluation process will continue to the next highest qualitative score.

14.1.2. Your proposal should include all relevant information about your pricing to justify the cost.

Suppliers who do not show dominant information of performance, cost, time, etc. to prove their cost proposal is valid and justifiable are eliminated from consideration due to their pricing not being within the competitive range.

14.2. Qualitative Evaluation Criteria

14.2.1. Scope of Work Proposed/Ability to Meet Specifications (Section 8)

14.2.2. Experience/ Compliance/References (Section 11)

14.2.3. Schedule and Timing (Section 9)

14.2.4. Value-added

*END OF DOCUMENT*