RFQ Yard Waste DPW 10.2.26.pdf

Request for Qualifications (RFQ) Yard Waste Disposal & Processing Services

October 2, 2026

The Department of Public Works, Streets & Sanitation Division is soliciting proposals for qualified, licensed organic waste management and composting vendors to provide comprehensive yard waste disposal, hauling, or processing services for the City of Buffalo. The goal of this RFQ is to establish a contract with a reliable partner ensuring environmentally compliant, cost-effective disposal of seasonal organic waste. The initial contract period is anticipated to be a five-year base term with an optional two-year renewal. However, the City welcomes professional recommendations. Proposers are encouraged to propose an alternative timeline if they believe a different time frame would better optimize project outcomes, resource allocation, or cost efficiencies.

Submit questions or requests for information to jjacobs@buffalony.gov. by Friday, October 9, 2026, 10:00 A.M.

Deadline for response submission is Friday, October 23, 2026, at 1:00 P.M. Submit electronic files of less than 20MB to: jjacobs@buffalony.gov, or deliver on portable media to: Department of Public Works, City Hall Room 502, 65 Niagara Square, Buffalo, NY 14202.

TABLE OF CONTENTS:

Scope of Work/Terms of Service Overview ................................................................................................... Page 1 Detailed Scope of Work .............................................................................................................................. Page 2 RFQ Response Requirements ..................................................................................................................... Page 3 Contract Compliance Requirements .......................................................................................................... Page 4 Evaluation .................................................................................................................................................. Page 4 Schedules .................................................................................................................................................. Page 5

LIST OF SCHEDULES:

Schedule A: City of Buffalo Insurance Requirements Schedule B: Fee Proposal Form

SCOPE OF WORK

The Department of Public Works, Streets & Sanitation Division is seeking competitive flat-rate proposals for the consolidation, hauling, processing, and environmental disposal of organic yard waste generated within the City of Buffalo. All processing operations must fully comply with New York State Department of Environmental Conservation (NYSDEC) Part 360 regulations for organic waste management facilities.

The selected vendor will be responsible for handling organic yard waste, which includes but is not limited to: leaves, brush, tree branches, limbs, and stumps. Specific tasks include:

Acceptance / Collection: Provide open facility access for drop-offs originating from the City of Buffalo.

Processing & Composting: Ensure 100% compliant organic processing (composting, mulching, or biomass conversion) avoiding standard landfill disposal where possible.

Regulations: Comply with all New York State Department of Environmental Conservation (NYSDEC) Part 360 solid waste management regulations.

Reporting: Deliver monthly volume reports (measured in tons or cubic yards) detailing total waste processed.

DETAILED SCOPE OF WORK

It is the intent and purpose of this RFQ to receive proposals to assure the composting of yard waste during the contract period of up to approximately 10,000 tons per year of yard waste. Yard Waste shall mean yard waste collected by or on behalf of the City of Buffalo ("City") and received at the Contractors and/or the City's facility that is composed of the following items:

• Plant cuttings, roots, and leaves.

• Hedge and shrub trimmings, brush cuttings, twigs and branches.

• Trees.

• Brush.

• Any other item designated as yard waste as reasonably determined by the Commissioner of

Public Works.

• All material shall be either loose or in plastic bags or paper bags.

The quantity identified in this proposal is not a guarantee by the City for delivery or generation. The sole purpose of supplying these volumes is strictly for the proposal evaluation and comparison to determine award. The City makes no minimum or maximum unit quantity guarantee, either written or implied to the Contractor. The Contractor is required to handle variations in the volume of yard waste to be accepted and/or removed. However, the Contractor must be prepared to accept the maximum amount of yard waste available from the City of Buffalo during the contractual term. The City shall also have the right to unilaterally terminate this Agreement, with or without cause, at any time with 30 days written notice.

The City anticipates working with the selected proposer in two potential options as defined below. The City will have at least one site where the contractor, under Option 1, will be required to designate a site where the City crews/residents will be able to direct-haul yard waste materials for drop off. Under Option 2, the Contractor will be required to pick up yard waste collected by the City.

Option 1. Contractor Compost Site

The City will have the option of delivering yard waste to the Contractor's site. Contractor will provide a scale for City trucks to use or provide the City with a mutually agreed upon method for estimating tonnage. The Contractor will be required to submit weight slips with invoices. Also, City residents shall have the ability to drop off yard waste to Contractor’s site for no additional charge. Weight slips will be required to be submitted with invoices for the tonnage for residential drop-offs.

Option 2. City Selected Site(s) - Contractor Collection

The Contractor will be required to collect and process yard debris at a location within the City limits as determined by the Commissioner of Public Works ("Commissioner"). The City may require additional collection at two additional sites in the City during specific seasons (Fall leaf pick up, Christmas tree collection, storm damage collection, etc.) at no additional charge to the City. The Contractor is required to collect yard waste at the City designated location within one week of being contacted by the City unless prior arrangements are made with the Commissioner or assigned representative of his choosing.

Yard waste will be loaded by Contractor equipment and crews into Contractor-provided container(s). Yard waste will then be transported by the Contractor to the Contractors site. The Contractor will be required to submit weight slips with invoices.

Liquidated Damages

Under Option 2 , if volume of yard waste stored at the City site remains on site after one week from the date of the request of the removal, City may impose liquidated damages in the amount of $500/day.

RFQ RESPONSE REQUIREMENTS

General: Maximum response length is up to 10 sheets, double sided (20 pages total). Label the response envelope:

Qualifications: Yard Waste Disposal & Processing Services

Response format:

Cover Page, including the primary contact’s name and email address for the Contractor.

Letter of Interest (Cover Letter) Table of Contents, responding to items 1 through 3 below.

The following will count toward the total page limitation:

1. Relevant Experience/References: including ideally five (5) references where your company provides or has provided services comparable to those contained in your proposal.

2. Project Approach: including an understanding of the City’s needs and goals for each scope being pursued, the steps the proposer will take to deliver each scope, the proposers quality review process, and any unique capabilities to achieve the scope.

3. Diversity commitment: including percentages of the overall contract value to be completed by M/WBE subcontractors, company policies that support diversity, workforce diversity, and community involvement.

The Contractor should provide (Does not count toward the page total):

1. Schedule B: A completed fee proposal for each scope option.

2. Professional recommendations if applicable.

3. Proposers are encouraged to propose an alternative timeline if they believe a different timeframe would better optimize project outcomes, resource allocation, or cost efficiencies.

CONTRACT COMPLIANCE REQUIREMENTS

1. Insurance requirements according to Schedule A.

2. The MWBE program requires that economic opportunities associated with City of Buffalo projects prioritize the meaningful participation of Minority- and Women-Owned Business Enterprises (M/WBEs). The prime contractor must, to the greatest extent feasible, make good-faith efforts to achieve the established MBE and WBE participation goals. The benchmark goals for each project are as follows: 25% of the total contract value shall be performed by MBE certified firms, and 5% shall be performed by WBE certified firms, for a combined total of 30% of the project.

EVALUATION

The objective of this solicitation is to enable the City to select a respondent capable of delivering best-value services to the residents of Buffalo. The City will consider proposals from respondents that, in its judgment, demonstrate the capability and commitment to provide high-quality services in response to the scope outlined in this RFQ.

Qualification Statements will be evaluated based on, among other factors, the experience of the company and its proposed team. The final evaluation will consider:

1. Relevant Experience / References 40%

2. Project Approach / Availability of Staff 30%

3. Minority Women Business Opportunities/Diversity Commitment 20%

4. Quality Control Process 10%

5. Fee and Rate Schedules: used in the consideration of the review but not factored into the scoring matrix.

Other factors that may be considered will include:

Minority and Female Employment and Business Opportunities: Pursuant to the Mayor’s Executive Order #17-03, Contractors shall provide any relevant information with respect to action taken to attract, recruit, retain and promote minority and female employees, partners and associates as well as actions taken to subcontract with Minority or Women Owned Business Enterprises (M/WBEs) as needed.

Firm Policies: Respondents should describe any procurement policies or practices they have adopted that provide M/WBE suppliers or services business opportunities. The City maintains a goal of contracting with firms that subcontract to minority-owned businesses in the amount of 25% of total contract price or more and female-owned businesses in the amount of 5% of total contract price or more.

Workforce Diversity: Respondents should describe any programs or actions they undertake to attract, recruit, train, retain and promote minority and female employees, partners and associates, including direct hire programs, youth hiring programs or mentorship programs, and current representation of minority and female employees.

Community Involvement: Respondents should describe any programs or initiatives they sponsor or support that further the development of minority or women-owned business enterprises or increased minority/female workforce in the City of Buffalo.

Selection will be based on the Qualifications Statements deemed most advantageous, considering the totality of the evaluation factors outlined above. Award(s) will be made in the best interest of the City. Proposals must meet the objectives and requirements detailed in this RFQ. Successful respondents will be determined through a comprehensive evaluation of the submitted proposals. The City reserves the right to reject any or all responses.

Schedule A: City of Buffalo Insurance Requirements

The CONTRACTOR shall secure policies of Workman's Compensation & NYS Disability, Professional Liability, General and Automobile Liability Insurance, and maintain said policies in force during the life of this contract in the limits set forth:

Workman's Compensation Insurance & NYS Disability:

This contract shall be void and of no effect unless the CONTRACTOR shall secure Workman's Compensation Insurance for the benefit of, and keep insured during the life of this contract, such employees as are necessary to be insured in compliance with the provisions of the State of New York Workmen's Compensation Law.

General Liability:

With respect to all operations the CONTRACTOR shall carry Commercial General Liability insurance providing for a minimum limit of two million dollars ($2,000,000) per occurrence and aggregate for all damages arising out of bodily injury, personal injury, property damage, products/completed operations, and contractual liability coverage for the indemnification provided under this contract.

Automobile Insurance:

With respect to any owned, non-owned, or hired vehicles the CONTRACTOR shall carry Automobile Liability insurance providing for a minimum limit of one million dollars ($1,000,000) per accident for bodily injury and property damage.

All policies of insurance required by this contract shall be provided and maintained at no cost or expense to the CITY and shall name the City of Buffalo as an Additional Insured and Certificate Holder with respect to the Contractor’s activities. NYS Workmen's Compensation and NYS Disability Insurance shall name the City of Buffalo as a Certificate Holder.

All policies of insurance shall be provided by a company or companies authorized to do business in the State of New York. Before commencing the work, the CONTRACTOR shall furnish to the CITY a certificate of insurance, and shall thereafter provide renewal certificates, as appropriate, evidencing such coverage written by a company or companies acceptable to the CITY. All certificates of insurance shall be subject to the approval of the Corporation Counsel of the City as to form and of the Comptroller of the City as to sufficiency. Such certificates and renewal certificates shall provide for a notice of cancellation, change, lapse or restrictive amendment by certified or registered mail at least thirty (30) days.

Any contractor or subcontractor performing work under this contract shall procure and maintain statutory insurance and other insurance as determined by the CONTRACTOR so as to properly cover the liability of the CONTRACTOR and subcontractor(s). The policy limits shall be the same as required of the CONTRACTOR and the certificates of insurance shall be delivered to the CONTRACTOR.

NOTES

All Certificates MUST indicate and spell out City of Buffalo as additional insured where indicated and spell out the Address as 65 Niagara Square, ROOM 502 Certificates MUST be submitted within (1) week of contract award letter.

Schedule B: Fee Proposal Form

Proposer shall state below the all-inclusive fee per ton for the collection, hauling, processing, and disposal of municipal yard waste for the 5-year initial term and the 2-year option period. This fee must include all labor, equipment, fuel, permits, tipping fees, and overhead.

PRICE ESCALATION CONSTRAINT:

Annual price adjustments are capped at a maximum of three percent (3%) per year over the immediate previous year's rate. Proposer must calculate and input their maximum contract rates below utilizing the full 3% cap for financial evaluation purposes.

OPTION #1 – CONTRACTOR SITE - INITIAL 5-YEAR BASE TERM FEES + 2 YEAR RENEWAL OPTION

Contract Year Escalation Constraint Proposed Rate per Ton ($)

Year 1 Rate Base Rate (Fixed) $ __________________ Year 2 Rate Maximum 3% increase over Year 1 $ __________________ Year 3 Rate Maximum 3% increase over Year 2 $ __________________ Year 4 Rate Maximum 3% increase over Year 3 $ __________________ Year 5 Rate Maximum 3% increase over Year 4 $ __________________ Year 6 Rate (Option Year 1) Maximum 3% increase over Year 5 $ __________________ Year 7 Rate (Option Year 2) Maximum 3% increase over Year 6 $ __________________

OPTION #2 – CITY SELECTED SITE(S) - INITIAL 5-YEAR BASE TERM FEES + 2 YEAR RENEWAL OPTION

Contract Year Escalation Constraint Proposed Rate per Ton ($)

Year 1 Rate Base Rate (Fixed) $ __________________ Year 2 Rate Maximum 3% increase over Year 1 $ __________________ Year 3 Rate Maximum 3% increase over Year 2 $ __________________ Year 4 Rate Maximum 3% increase over Year 3 $ __________________ Year 5 Rate Maximum 3% increase over Year 4 $ __________________ Year 6 Rate (Option Year 1) Maximum 3% increase over Year 5 $ __________________ Year 7 Rate (Option Year 2) Maximum 3% increase over Year 6 $ __________________

Proposers that wish to submit an alternative term and/or contract structure shall submit the fee in a similar layout as defined in Schedule B.