Sustainable Waste Management Services

University at Buffalo Request for Proposal #: 24JLS0201

SUSTAINABLE WASTE MANAGEMENT SERVICES

Responses Due: August 5, 2025; 2:30PM EST August 26, 2025, 2:30PM EST (updated, see attached Addendum)

The University at Buffalo (UB) seeks a vendor to provide Sustainable Waste Management Services. In addition to traditional container servicing, hauling, processing of recyclables and organics, and disposal services, the University at Buffalo requests a vendor who will be proactive in helping the university manage all waste and recyclables more cost effectively and achieve our Zero Waste goals. The University at Buffalo defines Zero Waste as 90% diversion of materials from landfill and/or incineration and has recently completed a strategic plan which developed 10 priorities with implementation plans to guide this work. UB would like to develop a partnership with an expert who will assist the university and manage and measure services to eliminate, reduce, reuse and divert materials currently going to landfill or being processed as waste-to-energy. It is intended that the successful bidder will be the driving force behind increased diversion, working in partnership with University at Buffalo staff and custodial personnel. The successful bidder must take over existing service levels for these materials and recommend programmatic improvements related to the types of services the University at Buffalo is requesting. The successful bidder will need to increase the scope of materials collected on campus and may not decrease UB's collection programs. Vendors will be required to provide, in writing, details regarding how individual materials are processed, and assurance that materials are redirected as intended. The successful bidder will have a proven track record on university campuses of comparable size and scope and have the technical staff positioned to help the University at Buffalo achieve its objectives. The successful bidder will have an outstanding record of customer service and will be proactive in all communications and in helping to ensure deadlines are consistently met.

DESIGNATED CAMPUS CONTACTS

In accordance with the requirements of New York State Finance Law Sections 139j and 139k ("Lobbying Law"), the restricted period for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through the State University of New York's designated contacts only. Any violation of this condition may result in Bidder being considered non-compliant and ineligible for award. Under no circumstances may any potential Bidder/Bidder or its representative contact any employee or representative of the University including members of the Facilities Department regarding the RFP other than as provided in this section.

Purchasing Primary Purchasing Secondary

Jessica Smith Tricia Kandler

Procurement Services Procurement Services

224 Crofts Hall 224 Crofts Hall

University at Buffalo University at Buffalo

Buffalo, NY 14260 Buffalo, NY 14260

(716) 645-1833 (716) 645-4544

smith68@buffalo.edu tkandler@buffalo.edu

MANDATORY PRE-BID SITE VISIT OF UNIVERSITY AT BUFFALO THREE CAMPUSES

Failure to attend the pre-bid site visit WILL result in the rejection of your bid. The purpose of the conference is to tour our three campuses and answer questions. It is required to attend both days.

Date: July 16 & 17, 2025, If an additional day is required, 7/18/25 will be used.
Time: 8:00 AM - 4:00 PM EST
Meeting Place: University at Buffalo North Campus
Beane Service Center, Conference Room 116
15 Sprague Rd, Amherst, NY 14228

RSVP to Jessica Smith at smith68@buffalo.eduand indicate the number of people attending no later than 7/15/25 at 1:00 PM EST. Subject of email should be: "RFP#24JLS0201 -Site Visit RSVP" to ensure delivery.

Any questions regarding the Pre-Bid Site Visit should be directed to Jessica Smith at smith68@buffalo.edu. Subject of email should be: "RFP#2JLS0201 -Site Visit Questions"

QUESTION & ANSWER

Any questions that arise as a result of a review of this RFP are to be submitted in the Q & A board of the bid, located in the Tools section. Questions must be submitted by July 22, 2025, at 1:00 PM EST.
(updated, see attached Addendum) A second round of questions was added. 2nd round of questions must be submitted by August 8, 2025, at 1:00PM EST.

PRESENTATION DATES

Any bidders who move on to Phase 2 shall be available for 1-hour presentation.

Date: Week of September 8th, 2025 October 1, 2025 or October 2, 2025 (updated, see attached Addendum)
Time: Between the hours of 9:00 AM and 3:00 PM EST
Place: Virtual (Zoom)

ACCESSING THE BID
In order to access the bid documents, you will need to register your company on our web-based solution powered by Jaggaer:

• Tutorial Video on registration process
• Jaggaer Supplier Registration
• SUNY Public Bid Site

BID SUBMISSION REQUIREMENTS

Proposals should be prepared in such a way as to provide straightforward, concise and specific information about the scope of services your agency is able and willing to provide. Emphasis should be placed on responsiveness to the University's desired services and goals. Each response should reference the number of the corresponding question.

Proposals may be withdrawn or modified by written request from the bidder at any time prior to the deadline for receipt of proposals.

Upon notice of award, the awarded bidder may be required to provide original, wet signatures for all applicable documents. The University and the awarded bidder will coordinate logistics if this is applicable. The University reserves the right to negotiate with a bidder within the bid's requirements, to best serve the interests of the University.

By submitting a proposal, the firm agrees that it will neither make any claims for nor assert any right to, damages because of any misunderstandings or lack of information. Questions that rise as a result of this request are to be submitted via the Q & A Board in the Tools section of the RFP by the listed deadline.

Service-Disabled Veteran-Owned Set Aside: No

Minority Owned Sub-Contracting Goal: 16%

Women Owned Sub-Contracting Goal: 14%

Service-Disabled Veteran-Owned Business Contracting Goal: 6%

Due date:08/26/2025 2:30 PM

Mandatory Walkthrough on 7/16 & 7/17

Contract term: 5 years

County(ies): Erie

Location: University at Buffalo

Business entities awarded an identical or substantially similar procurement contract within the past five years:

None