Waste_Audit_RFI_and_SOW.pdf

Simplified Draft - Waste Minimization and Recycling Audit Services

COMMONWEALTH OF PENNSYLVANIA

Request for Information Waste Minimization and Recycling Audit Services

Issuing Office: Department of General Services | RFI No.: 6100066670 | Due Date: Thursday October 9, 2026

Part 1 - Request for Information

1. Purpose The Commonwealth is considering an Invitation to Qualify (ITQ) for companies that can perform waste minimization and recycling audits at Commonwealth facilities across Pennsylvania. The audits will provide practical technical assistance to agencies, test whether existing recycling practices are working, identify opportunities to reduce or divert waste, and produce consistent information for the Commonwealth Agency Recycling Office (CARO).

2. Anticipated Work

• Most assignments are expected to be approximately $15,000 to $25,000.

• Assignments may occur at offices, parks, museums, courts, hospitals, correctional facilities, maintenance facilities, and other Commonwealth locations.

• Work will normally include document review, a site interview, a site visit, a focused waste characterization, recommendations, and a concise final report.

• The Commonwealth expects to use common audit forms and reporting categories so that results are repeatable and comparable.

• No minimum number of assignments is guaranteed.

3. Information Requested from Companies Responses should be concise. The Commonwealth recommends a maximum of 8 pages, excluding one sample work product. A company may respond using the table below rather than preparing a separate narrative proposal.

Item Requested Information

Company and contact Company name, address, contact information, and a short description of the business.

Service area Pennsylvania counties or regions the company can serve, office or staff locations, and normal travel approach.

RFI Notice This RFI is for planning and market research only. It is not a solicitation, does not result in an award, and does not obligate the Commonwealth to issue an ITQ or purchase services.

Item Requested Information

Relevant experience Up to three similar audits or projects. Include facility type, scope, location, approximate value, and client contact if available.

Audit approach

Describe the company’s ability to conduct waste audits in accordance with the Commonwealth’s established audit process, as directed through Sustainable Solutions, to ensure consistency and standardization. Identify any anticipated limitations or concerns by following the established process. Reference Attachment A, Attachment B, and Attachment C.

Repeatability and quality

Explain how the company would use common forms, calculations, review steps, and data definitions so that findings are consistent from site to site.

Local market knowledge Explain how the company identifies local haulers, recycling or composting outlets, accepted materials, contamination limits, and other local conditions.

Availability Typical time needed to begin work after notice and typical time to complete a standard audit.

Pricing

Based on the audit requirements described in this RFI, provide an estimate price or price range for completing a standard audit. Describe the pricing structure the company would typically recommend for this time of work (e.g., fixed price, not-to-exceed, or other structure). Identify key assumptions, exclusions, and variables that could materially affect the cost of an audit.

ITQ feedback Identify any proposed requirement that would discourage participation or unnecessarily increase cost. Suggest a simpler alternative.

Qualifications

Identify training, certifications, relevant experience, and other qualifications that are typically necessary for a business to successfully perform the services described in this RFI. Include any recommended minimum qualifications, such as years of relevant experience or industry-specific certifications.

Two-person waste sort Indicate whether a minimum of two staff members is necessary for on-site physical waste sorting activities and identify any circumstances or safety measures that may support an alternative staffing approach.

Pricing Structure Describe the pricing approach typically used for waste audit services, including how differences in project size, complexity, and scope are addressed.

Independence and Conflicts of Interest

Describe industry standards or best practices regarding auditor independence and conflicts of interest. Identify whether entities such as waste processors, wholesalers, or other companies that could financially benefit from audit recommendations should be eligible to perform waste audits and, if so, what disclosures or safeguards are appropriate.

4. Optional Sample A respondent may include one redacted sample report, audit summary, or similar work product. The sample should be no more than 15 pages. The Commonwealth does not request multiple samples, detailed resumes, or extensive corporate literature.

5. Supporting Documentation

• Attachement A – Green Gov Waste Site Aduit Form o This is an example of what a possible site audit form would look

• Attachment B – Green Gov Waste Audit Plan o In-depth look at the Aduit Plan

• Attachment C – PowerPoint

6. RFI Submission

• Submit by email in searchable PDF or Microsoft Word format, providing answers to the requested information in Section 3.

• Questions due: October 6, 2026

• Response due: October 13, 2026

• Submit to: Jess Wisniewski at jessiwisni@pa.gov

• The Commonwealth may hold a brief industry discussion after reviewing responses.

mailto:jessiwisni@pa.gov