UB 24JLS0201 - Sustainable Waste Managment Addendum 1.pdf

Procurement Department

Crofts Hall, Buffalo, NY 14260-7013

Tel: (716) 645-2676 Fax: (716) 645-2687 Web: www.buffalo.edu/procurement

UB - Sustainable Waste Management Services / UB 24JLS0201 Addendum # 1

To all Bidders:

Key event/date updates:

2nd Round of Q&A: Questions due by August 8, 2025, at 1:00PM EST.

(Questions to be submitted via the Q&A board within the ShopBlue sourcing system)

Bid Responses Due: August 26, 2025, by 2:30PM EST.

Phase II Presentation Dates: October 1, 2025 and/or October 2, 2025.

Updated container counts in the following document found under Buyer Attachments:

• Sustainable Waste Management_Service Locations2.0.pdf.

Item pricing in bid has been updated to reflect updated container counts

Answers to questions asked during the bid walkthrough on 7/16/25:

1. Question - Are you looking to award all lots of the bid to one vendor?

Answer - Yes, that is the plan. It will be awarded by lots only if needed.

2. Question - Would that include organics?

Answer – Yes, bid is for zero waste and will proceed through phases.

3. Question - For organics, are you thinking totes?

Answer - Currently we are using totes, but we are open to vendor suggestions.

4. Question - For confidential document boxes, is it 100 boxes aggregate?

Answer - It varies.

5. Question - At what point is recycling being bagged?

Answer - Bags are used in containers all throughout campus. For desk side bins, items are emptied into larger containers and the bags are only changed as needed.

6. Question - What is the Resource Manager’s role? Is it managing/creating? What support will be available from campus?

Answer - We are looking for direction and ideas. We are looking for boots on the ground that can figure out problems at the source.

7. Question - Will the Resource Manager be housed on campus?

Answer - They will have an office on campus

8. Question - How many mattresses?

Answer - Approximately 700/yr

9. Question - Is anything being done during orientation to educate students of waste management programs?

Answer - Not formally at this time. It is a topic discussed at Residential Life meetings.

10. Question - Do you have consistent recycling containers and labeling throughout campus?

Answer - Not at this time, but we are currently working on the procurement of containers and labeling that will be consistent.

11. Question - Are you still trying to secure funding for containers?

Answer - No, we have funding in place for containers

12. Question - What class of students are housed at Governors?

Answer - Sophomores

13. Question - At Governors - to meet waste management goals, have you looked into other options?

Answer - We are looking for suggestions. This area has capacity issues with limited space which requires using smaller trucks.

14. Question - What class of students are housed at Ellicott Complex?

Answer - Freshman

15. Question - Are there elevators that can be used at Ellicott? How is waste taken out?

Answer - Rolling totes are used. Buckets are used to transfer organics into totes.

16. Question - Regarding the Dual Trash Compactor at One World, would it be feasible to use additional dock space for alternative options?

Answer – Probably, since only one space has a dock plate, it currently is the only space being used. The other area is currently not being used.

17. Question - At One World Café, how many totes of organics?

Answer - When school is in session, 30 totes are picked up 3 times a week.

18. Question - At One World Café, is the cutlery plastic?

Answer - No, it is compostable.

19. Question - Is everything at One World Café compostable?

Answer - No, we still have some single use disposable containers, such as beverage containers, sushi containers, and food items that are brought in from outside sources.

20. Question - At Alumni, is there tailgating before football games and if so, how is the waste managed?

Answer - Yes, there is tailgating before football game. To manage the waste, barrels are staged throughout the parking lots. The barrels are then offloaded at Beane yards.

21. Question - At Parker, is the sawdust contaminated?

Answer - We are not sure. The sawdust will depend on the projects the School of Architecture is working on.

Answers to questions asked during 1st Q&A period of bid:

General Questions

Q1: Can UB provide haul frequencies (weekly, monthly, or annually) for each of the compactors on site?

Per our updated pricing page (Items), the University estimates 800 total pickups annually.

COMPACTORS

Pick Up Point Additional Buildings Utilizing Equip. Campus Compactor Frequency

(weekly/monthly)

Natural Science Math, Computing, Fronzcak, North YES 2-3x/month

Hochstetter Hochstetter, Cooke, Dorsheimer Greenhouse North YES 2-3x/month

Park Park, Jacobs, Alferio, O'Brian, North YES 2-3x/month

Lockwood Lockwood, Baldy, North YES 3-4x/month

Alumni Alumni, CFA, Stadium, Morris, Fieldhouse, N. Childcare, Bissel, Mail North YES 3-4x/month

Student Union Student Union North YES They call it in

Clemens Baird, Slee, back up for Lockwood North YES 3-4x/month

Beane

Beane, Crofts, Statler, Sustainability Center, Helm, Chemical Storage, Lib.

Annex, CFT, Baker Chilled Water, GRoW North YES 2-3x/month

One World Café Talbert, Capen, Norton, Knox, Bonner North YES

2x/week during semesters (3- 4x/month other)

Davis Davis, Ketter, Jarvis, Furnas, Bell, Bonner North YES 2-3x/month

South Childcare Childcare, Kimball, Michael, South YES 2-3x/month

Parker

Abbott, Diefendorf, Crosby, Hayes Hall, Hayes Annex's, Wende, Beck, Acheson, Townsend South YES 3-4x/month

Squire Allen, BRB, Harriman, (Foster) South YES 3-4x/month

Pharmacy Pharmacy, Winspear 220/250, Clark, Howe, MacKay South YES 3-4x/month

Goodyear Residential Custodial South YES 3-4x/month

BEB BEB, Cary, Farber, Sherman South YES 2-3x/month

Jacobs School 955 Main St. Downtown YES 2-3x/month

UB Downtown Gateway Educational Opportunity Center Downtown YES 2-3x/month

Q2: During the walk through, there were a few locations that had front-load trash services, however, it appears that these services may be missing from the service/equipment listing.

Please advise.

See updated document Sustainable+Waste+ManagementService+Location2.0.pdf under the Buyer Attachments tab.

Q2.1: Does Hadley have any front load trash or tote recycling? 1 yard dock dumpsters, where are they listed?

See updated document Sustainable+Waste+ManagementService+Location2.0.pdf under the Buyer Attachments tab.

Q3: Is there a plan to include portable toilets and/or grease trap services?

Portable toilets are not considered a sustainable waste service.

Grease trap services are currently being provided via our Pest Control Services.

Q4: Will UB split services, or will this be awarded to a single vendor?

Per document Bid Submission Requirements, General Information, Terms and Conditions, Section B – Method of Award, #5, The University at Buffalo reserves the right to award the bid in whole or in part to one bidder at the University's sole discretion, based on the best interests of the University.

Q5: What happens if a piece of equipment is damaged due to user negligence, who is responsible to repair?

If the damage is caused by the contractor or their subcontractors, it is their responsibility to repair it. However, any damage resulting from normal wear and tear or caused by University personnel or students will be the responsibility of the University.

Q27: Due to the size and scope of this RFP, would the University delay the submission date by a month and allow for two rounds of questions as to solicit the most comprehensive proposals?

The University has received your request, and we will be extending the bid submission date by 3 weeks with all proposals due by August 26, 2025 by 2:30PM EST. The University will also allow for a second round of questions to take place from until August 8, 2025 at 1:00PM EST, with responses from the University by August 13th.

Group 1 – Waste Hauling Questions

Q24 (Group 1 – Waste Hauling, #1): Are the Objectives under Group 1 a "wish list", or a hard and fast requirement? We fear that some of these items simply cannot be complied with by any vendor due to end site locations or gaps in current industry technologies.

Per document Group+1+Waste+Hauling, it is the intent of the University that the winning bidder will be able to provide all services listed in Group 1 Objectives.

However, Group 1 Objectives, f. Acceptable Material List, the University does understand that not all 13 waste streams listed in section 2 have an established program, as noted by the asterisk, but it is the intent that the winning bidder work to establish a diversion program as part of phase II of this contract.

Q23 (Group 1 – Waste Hauling, #1.a): Is this something to be worked toward, or on day one of the contract?

It is the University’s intent that the awarded vendor will be able to provide documentation and transparency at the start of the contract.

Q22 (Group 1 – Waste Hauling, #1.d): Would weight tickets that demonstrate tipping satisfy this requirement?

It is the University’s intent to have the contractor provide chain of custody documentation/map for all material streams. Weight tickets alone, do not satisfy this requirement.

Q21 (Group 1 – Waste Hauling, #1.g): Is the signage to be provided by the University or the vendor?

It is the intent of the University that the contractor will be providing all container labeling with the approval of the University.

Q20 (Group 1 – Waste Hauling, #1.h): To maintain safety standards, would this be a scheduled time during business hours?

Per document Group 1 – Waste Hauling pdf, #6.c Service Response and Communication.

All services are expected to happen during regular business hours Monday-Friday 7:30am- 4pm.

Q19 (Group 1 – Waste Hauling, #2.i): What if there are no end site facilities to handle this material today?

It is the intent that the winning bidder work to establish a diversion program as part of phase II of this contract.

Q18 (Group 1 – Waste Hauling, #2.j): Would the University simply consider mulching ground debris at the source?

It is the intent of the University to work with the contractor to create a process and procedure to address all ground debris.

Q17 (Group 1 – Waste Hauling, #2.l): Can the University certify that each lab glass and plastic is non-hazardous?

Yes

Q16 (Group 1 – Waste Hauling, #3): Prior to contract award, can the chosen vendor do an inspection of each compactor and provide a list of repairs that should be completed before the new contract commences?

After the contract is awarded, the awarded vendor may coordinate with University personnel to schedule inspections of each compactor.

Q15 (Group 1 – Waste Hauling, #3.a.ii): Should this language be assumed that the request is scheduled within 2 hours or completed within two hours? Completed within two hours would most likely be unrealistic.

It is the intent of the University that the request be scheduled within 2 hours.

Q14 (Group 1 – Waste Hauling, #4.b): Is the expectation that all vendor vehicles be outfitted with scales and sensors? This is not currently available by any vendor in this market. Is a subsequent methodology for accurate weights acceptable?

The expectation is the vendor will take all necessary steps in order to provide UB with actual data at the building level.

Q13 (Group 1 – Waste Hauling, #5.a): Is the equipment in this section referring to containers?

Per Section 5.a, Signage and Standards is referring to all equipment provided by the vendor.

Q12 (Group 1 – Waste Hauling, #7.a): Can the University define cost savings? Is this to be accomplished through diversion or through commodity sales on mixed recycling? Is the University looking to receive rebates based on mixed recycling?

The University is not seeking rebates. UB is seeking transparency in terms of the value of material streams and a vendor who will work with the university to develop a strategic approach to help the university continuously expand diversion programs by leveraging markets.

Q11 (Group 1 – Waste Hauling, #7.b): Are well crafted, informed assumptions related to estimates acceptable?

The University at Buffalo will not accept blind, static assumptions related to estimates. If estimates are used, the vendor(s) must document assumptions regarding density of materials and estimated volume of material serviced.

Q10 (Group 1 – Waste Hauling, #7.b): What is the University looking for in the form of photographs? Are these to be taken at the point of service?

In any instance where actual data is not available, the vendor must submit photographs of material in containers which can be used to visually confirm the estimate provided. As actual data is a requirement of this bid, UB has developed this requirement to serve as a backup.

Q9 (Group 1 – Waste Hauling, #7.c): What if these are unavailable in the current market?

Weight sensors have historically been inconsistent across the northeast as they tend to experience failure, especially in the winter months due to weather exposure.

The expectation is the vendor will take all necessary steps in order to provide UB with actual data at the building level. The vendor is encouraged to conduct research to identify the required technology. It is imperative that the university have actual data.

Q8 (Group 1 – Waste Hauling, #7.f): It it anticipated that the Resource Manager conduct these meetings?

Yes, it is the intention of the University that the contractor will be largely responsible for facilitating these meetings.

Q7 (Group 1 – Waste Hauling, #7.g): Would a platform that provides access to this information be acceptable?

No, the University does require electronic copies of the monthly, quarterly, and annual reports.

Q6 (Group 1 – Waste Hauling, #7 Reporting): It is unclear how this can be accomplished at the granular detail that the University is asking for. Can the University elaborate?

It is the University’s intent to receive detailed data tracking and reporting for all waste streams.

Group 2 – Resource Manager Questions

Q28 (Group 2 – Resource Manager): We understand that the rfp mistakenly mentioned live on site as oppose to work on site. Will the university furnish the working area for the resource manager? Is there cost associated with the working space?

It is the intent of the University that the Resource Manager will be on-site in which the University will provide a workspace. The contractor will provide a phone, laptop, monitors, keyboards, cords, power strips, office supplies, etc.

Q25 (Group 2 – Resource Manager): Has the University explored the option of hiring a Resource Manager directly?

Not at this time.

Group 3 – Program Implementation Questions

Q26 (Group 3 – Program Implementation): Should it be assumed that the University is interested in continual initiatives and not just those developed in Phase I?

The University has a goal to achieve 90% diversion of all waste and welcomes a vendor who will provide strategic approaches to achieving this goal, we recognize the vendor may have ideas which are not included in this scope of work that would be worthy of pursuit.

All bids are due by August 26, 2025, and are to be submitted via the University’s sourcing platform – ShopBlue (Jaggaer)