Electronic Equipment Recycling Services; RFP 001-027

REQUEST FOR PROPOSAL
ELECTRONIC EQUIPMENT RECYCLING SERVICES
RFP NO. 001-027
NOTICE
The Liberty Public School District #53 (District) will accept proposals for Electronic Equipment Recycling Services as
described in this RFP. Qualified organizations (Respondent) are invited to submit one (1) unbound original marked
"Original", and one (1) flash drive in PDF format enclosed which contain the Respondent's entire response. Each original
must be marked with all appropriate tabs.
PROPOSAL SHALL BE LABELED:
"PROPOSAL-ELECTRONIC EQUIPMENT RECYCLING SERVICES"
AND ADDRESSED TO:
Rachel Naumann, Purchasing Manager
Liberty Public School District #53
1142 Southview Dr
Liberty, MO 64068
PROPOSAL MUST BE RECEIVED BY:
2:00 PM CST, TUESDAY, OCTOBER 6, 2026
Questions may be directed to Rachel Naumann, Purchasing Manager
email to: bids@lps53.org
General District Information
www.lps53.org
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TABLE OF CONTENTS
Certification Form
Part I: Introduction
Purpose
Information About the District
Timeline for Process
Selection Criteria
Review Process
Agreement Term
Rights Reserved
Part II: Instructions to Respondents
1. Proposal Requirements and Format of Responses
Part III: Scope of Work
1. Scope of Work
Part IV: Required Forms
Felony Conviction Notification
Federal Work Authorization Program (E-Verify) Addendum
Federal work Authorization Program Affidavit
Part V: Service Contract
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LIBERTY PUBLIC SCHOOL DISTRICT NO. 53
REQUEST FOR PROPOSAL
ELECTRONIC EQUIPMENT RECYCLING SERVICES
RFP NO. 001-027
CERTIFICATION FORM
The Liberty Public School District #53 (District) will accept proposals for Electronic Equipment Recycling Services as
described in this RFP. Qualified organizations (Respondent) are invited to submit one (1) unbound original marked
"Original", and one (1) flash drive in PDF format enclosed which contain the Respondent's entire response. Each original
must be marked with all appropriate tabs.
PROPOSAL SHALL BE LABELED:
"PROPOSAL-ELECTRONIC EQUIPMENT RECYCLING SERVICES"
AND ADDRESSED TO:
Rachel Naumann, Purchasing Manager
Liberty Public School District #53
1142 Southview Dr
Liberty, MO 64068
PROPOSAL MUST BE RECEIVED BY:
2:00 PM CST, TUESDAY, OCTOBER 6, 2026
The Liberty Public School District reserves the right to reject any and all proposals, to waive technical defects, and to select
the proposal deemed most advantageous to the district.
The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the service or
commodity in accordance with all terms and conditions specified herein. Please type or print the information below.
Respondent is required to complete, sign and return this form with the proposal.
Company Name Print Name
Street/City/State/Zip Signature
Telephone # Date Tax ID#
E-Mail Entity Type
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PART 1: INTRODUCTION
1. PURPOSE
To identify a service provider that will provide logistic services in terms of labor, materials and vehicles to collect, remove,
transport, and warehouse the Liberty Public School District's end of cycle equipment as identified by the district.
Furthermore, the service provider will provide remarketing services for the School District through various means which
include but are not limited to submitting bid invitations to additional asset disposition vendors, direct marketing, or e-
commerce for the purpose of yielding the highest return. Items identified as having no resale market or broken are to be de-
manufactured and recycled in a matter consistent with all applicable laws. The successful vendor will track and market parts
or combine parts in any effort mutually agreed to be in the best interest of the district to return a higher yield.
Since the nature of our replacements is year-round and our ability to store items awaiting pickup is limited, we are seeking
service providers that offer the greatest flexibility in providing multiple pickups from our District Distribution Center as
requested.
The district is seeking a one-year contract term with the option to renew for four additional one-year terms by amendment
signed by both parties. Both parties have the right to cancel the contract with 30 days written notice at any time. In the event
of notice being given or the end of the contract term, the successful vendor will make a final offer for unsold items and if
not accepted will return the items to the District. The account must be settled by the last day of the agreement.
The District reserves the right to reject any or all proposals received if such action is considered to be in the best interest of
the District. This request does not oblige the District to pay any costs incurred by vendors related to submission of proposals
in response to this RFP.
2. INFORMATION ABOUT THE DISTRICT
Liberty Public Schools, located within an 85-square-mile area of Clay County, Missouri, serves more than 11,600 K-12
students and 241 pre-K students across 19 campuses, including 11 elementary schools, four middle schools, two high
schools, an early childhood center, and an alternative school.
District Mission: Inspire and equip all learners to discover their voice and unlimited potential.
District Vision: A future-focused community with a passion for lifelong learning.
Core Values: Excellence, Integrity, Collaboration, Innovation, Growth.
For more information about the District, visit our website www.lps53.org
3. TIMELINE FOR PROCESS
The timeline listed below is the District's estimation of time required to complete the process. All efforts shall be made to
abide by this schedule, however, it is subject to change if necessary.
Request for Proposals Issued Tuesday, September 22, 2026
Vendor Questions due to District Thursday, October 1, 2026, by 3:00 PM CST
Proposals Due Tuesday, October 6, 2026, by 2:00 PM CST
Potential Interviews TBD (If Needed)
Proposed Recommendation to Board Tuesday, October 20, 2026
Proposed Notice of Award Wednesday, October 21, 2026
Contract Start Date October 21, 2026
Communication with Board members and/or other District staff to influence the outcome of the RFP selection process is
prohibited and will result in rejection of the Vendor's proposal.
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The deadline for submitting the response shall be in accordance with the notice. Proposals received after this date and time
will not be considered. Telephone, facsimile, electronic or electronic delivery of proposals will not be considered. The
District is not responsible for lateness or non-delivery by the United States Postal Service or other carrier to the District.
The time and date recorded by the District shall be the official time of receipt. Proposals are to be prepared at no cost to the
District and will remain the District's property.
4. SELECTION CRITERIA
All proposals will be evaluated on the following criteria:
* Data Security, Environmental Compliance & Industry Certifications
* Organizational Capacity, Experience & Personnel Qualifications
* Reporting and Audit Capabilities
* Operational Approach, Logistics & Remarketing Strategy
* Cost Structure and Revenue Share
Proposals will be evaluated to determine which firm best meets the needs of the District. While cost and revenue share are
significant factors, cost will not be the sole dominant factor in the award determination. Evaluation considerations will
include all selection criteria listed above to ensure full compliance, maximum security, and optimal financial return.
5. REVIEW PROCESS
Following the deadline, the selection committee shall evaluate the proposals. The period of evaluation of the proposals may
be extended. Firms will be evaluated according to their response to the RFP.
The committee may create a short list of firms and may invite the selected firms to a presentation. Each team would be
allowed 45 minutes for the interview and questions and answers. Thirty minutes will be allotted for transition between
interviews. The order of the interviews will be determined by random selection. This is only necessary if the evaluation
team decides interviews are needed to better evaluate vendor responses.
6. AGREEMENT TERM
The term of this agreement shall be for one year starting on October 21, 2026. This agreement shall be subject to renewal
for (4) consecutive one-year periods after the initial contract period, pending mutual agreement between vendor and the
Liberty Public School District.
7. RIGHTS RESERVED
This contract is non-exclusive. The Liberty Public School District reserves the right to sell any district surplus technology
equipment (including student and staff devices) via RFP process, online or at public auction at its sole discretion at any time
during the life of the agreement. Specifically, this contract excludes major periodic student and staff device refreshes
(including multi-year Apple iPad/MacBook device refreshes), which are managed under separate RFP processes and
agreements. All proceeds from the direct sale of surplus technology equipment through means, other than the awarded
vendor to this RFP, is solely due to the Liberty Public School District.
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PART II: INSTRUCTIONS TO RESPONDENTS
1. PROPOSAL REQUIREMENTS AND FORMAT OF RESPONSES
Requirements
Vendors are to reply with information in the following order behind a tab with the following labels; 1a. Organization, 1b.
Experience, 1c. Marketing, 1d. Personnel, 1e. Warehouse, 2. Approach, 3. Cost Proposal, 4. Reports & Audit, 5.
Requirements, and 6. Documentation. (See section B Format for instructions on pricing information.)
1. Service Provider's Capability:
Organization: State the full name and address of your organization, include the name, address and
telephone number of the person in your organization who has primary responsibility for developing this
proposal and to whom technical questions may be addressed. How many years the business has operated
under this name and location.
Experience: Proposals shall include a description of the Service Provider's overall experience in handling
projects similar in character or scope to this project. A list of not fewer than three different references listing
the organization's name, address, telephone number, and contact person shall be included within the
proposal. References for other school districts in the Kansas City region are preferred.
Marketing: Include general information about the distribution channels that you have used in the last 12
months, the number of entities that purchased from your company in the last year, and annual dollars in
sales.
Personnel: Proposals shall identify each member of the proposer's staff who will work on our district's
account and the role they will be performing.
Warehouse: Proposal shall include a description of the Service Provider's warehouse. Please include
location and dimensions and a description of how the Liberty Public School District's assets will be securely
stored and accounted for.
2. Approach:
Based upon information contained in this Request for Proposal, prospective service providers shall prepare a
preliminary work plan identifying point by point the specific tasks they believe to be necessary to accomplish
or exceed the objectives / scope of work of the Liberty Public School District. The plan shall detail in a simple
and straightforward manner the step-by-step approach the service provider proposes and the rationale for
selecting this particular methodology. Provide the expected timeline for remarketing assets once picked up from
the District and specific ways your company plans to maximize returns for the District.
3. Cost Proposal:
Provide details of all costs and fees that will be applicable for the district based on the list of typical electronic
devices recycled by the District (included in Scope of Work). The District strongly prefers a predictable,
standard flat-fee pricing structure (e.g., one fixed rate per item regardless of device type). Vendors must
explicitly address the following in their cost proposal:
a. Standard Flat Fee - State your standard flat rate per unit.
A standard flat fee would be assumed to include the following: loading, transportation, fuel, warehouse
handling, inventory/audit, data sanitization, asset tag removal, reporting, remarketing, recycling and
Certificates of Recycling/Destruction
a. Identify any exceptions to the assumed inclusions above.
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b. All-Inclusive & Ancillary Fees - All-inclusive flat rate pricing is strongly preferred but if impossible,
please itemize any potential costs not included in the primary flat rate, including transportation, fuel,
data sanitization, recycling and Certificates of Recycling/Destruction, etc.
c. Alternative Pricing Justification - If a flat-rate model is not feasible for your firm, explicitly explain
why and provide a comprehensive, itemized fee schedule by device category.
d. Remarketing Revenue/Commission - State the percentage of gross sale proceeds retained by the
vendor and the percentage remitted to the District. Identify any additional fees deducted from the gross
sale proceeds before payment to the District.
4. Reports & Audit
Please include a sample of an audit report (as detailed in Scope of Work). If the service provider has a secure
web portal to which the District would have access, please provide details about what reports and other
functionality that web portal provides. Proposal must include information on how records will be made
accessible to the district on the sale of goods (purchaser and transaction info) and protection of monies owed to
the District. The District reserves the right to request support information during the life of the contract and up
to three years after the contract end date
5. Requirements
The level of assistance and involvement of the Liberty Public School District staff and the space/facility
requirements necessary to perform the work should be described in detail.
6. Documentation
Submissions must explicitly confirm active Responsible Recycling (R2) or e-Stewards certification, NAID
AAA certification, and NIST SP 800-88 standards compliance. Proposers must provide verifiable
documentation - including copies of current certificates, facility locations, certificate numbers, and expiration
dates - for R2 or e-Stewards and for NAID AAA certification. Bidders must submit a sample Certificate of
Destruction and software-generated erasure log to confirm compliance with NIST SP 800-88 data sanitization
standards.
a. Responsible Recycling (R2) [Must hold R2 or e-Stewards]: Managed by SERI (Sustainable
Electronics Recycling International), the R2 Standard is the global standard for responsible used
electronics management across the reverse supply chain, from first use to end-of-life.
b. E-Stewards Certification [Must hold R2 or e-Stewards]: Created by Basel Action Network, e-
Stewards is an accredited, third-party audited certification program for electronics recyclers,
refurbishers, and asset managers, based on the e-Stewards Standard which defines best practices for
ethical and responsible used electronic equipment management.
c. NAID AAA Certification: NAID (National Association for Information Destruction), created the
AAA Certification program that is now managed by i-SIGMA (International Secure Information
Governance and Management Association). This standard for secure information destruction and IT
asset disposition ensures a provider's operational compliance. The program independently audits
employee background screening, physical facility security, chain of custody tracking, and technical
media destruction processes through both scheduled and unannounced forensic audits.
d. NIST SP 800-88: Federal government publication outlining the exact technical methods required to
wipe or physically shred different types of data storage hardware.
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PART III: SCOPE OF WORK
Equipment List:
The equipment list below illustrates typical District e-waste but is not exhaustive. Vendors must explicitly state in their
proposal any listed equipment, materials, or device categories that they cannot manage or accept. Units may or may not
have all peripherals (e.g., cords, mice) accompanying them.
* Computer Monitors
* Televisions, all sizes
* Scanners
* Printers
* CPU Towers
* Media Players
* PDA/Cell Phones
* Peripherals/All Computer Parts
* Modems/Routers/Network Equipment
* Power Supplies
* Power Cords
* Business Telephones
* Laptops
* Hard Drives
* AV Equipment (speakers, mixers, sound consoles, etc)
Scope of Work:
The following is intended to illustrate the types of services that will be required of the service provider. It is not intended
to eliminate other services that the service provider believes to be necessary and is able to provide. The actual scope of the
work will be determined upon selection of the service provider and shall be mutually agreed upon by both parties.
Required baseline services include the following: loading, transportation, fuel, warehouse handling, inventory/audit, data
sanitization, asset tag removal and destruction/de-identification, reporting, remarketing, recycling and Certificates of
Recycling/Destruction. These are expanded upon below.
1. The service provider is responsible for scheduling a pickup with reasonable notice of 5 working days. Requests
for pickup will come from our Purchasing and Distribution Department and to a lessor frequency the
Technology Department. Items will be gathered within the Distribution Center in a central location(s) and in
nearly all cases will packed, palletized, and ready for transport.
2. The service provider will be responsible for disposal and recycling services of any item deemed salvage in
accordance with all local, state and federal guidelines. For items being recycled we require the proposer to be
current with either their Responsible Recycling (R2) or e-Stewards certification and maintain the certification
throughout the life of the contract.
3. The service provider will be responsible for properly sanitizing any and all data from magnetic media (Fixed
Disk) by performing a National Institute for Standards and Technology's then-current version of NIST SP 800-
88 wipe or another mutually agreed upon standard on each item containing magnetic media that comes in with
the exception of those drives which are physically damaged or no longer functional and require physical
destruction and/or shredding. The service provider will be required to identify the sanitization method used
(Clear, Purge or Destroy, as applicable).
4. The service provider will be responsible for cleansing data on cell phones provided.
5. The service provider shall remove and permanently destroy all District asset tags, property tags, serial/inventory
labels, barcodes, and any other physical or visual markings identifiable as having belonged to the District
(including logos, stickers, and custom property markings) prior to remarketing, transfer, or recycling. The
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service provider shall confirm in each monthly disposition report that all District ownership identifiers have
been completely eradicated.
6. On the first business day of each month, the service provider shall submit a single, comprehensive monthly
report via email to the Purchasing and Distribution Department at purchasing@lps53.org detailing all activity
from the preceding month. The monthly report must include an executive cover page summary categorized by
asset type (e.g., monitors, CPU towers, laptops, network equipment, printers, cell phones, AV equipment, and
parts) and provide itemized line-item details for all equipment handled, including:
a. Asset Identification & Specifications: Date of pickup, District asset tag number, serial number,
equipment type, manufacturer, model, and hardware specifications (RAM, processor/processor type,
media drives, and hard drive capacity).
b. Chain of Custody Documentation: Complete chain of custody logs, including pickup date, total unit
counts, transport logs, facility receipt confirmation, and handler signatures.
c. Data Sanitization & Final Disposition: Date audited/processed, validation of data destruction, exact
NIST SP 800-88 sanitization method applied (Clear, Purge, or Destroy), and final disposition status
(sold, recycled, or destroyed). Copies of auditable Certificates of Data Sanitization and Recycling must
accompany the report.
d. Financial Accounting: Gross sale price per item, applicable standard flat-fee deductions, agreed
percentage commission split, and net remittance due to the District.
7. The service provider will provide remarketing services through various means which include but are not limited
to submitting bid invitations to additional asset disposition vendors, direct marketing, or e-commerce.
8. The service provider is expected to salvage parts out of non-functioning devices to make other devices whole
or to market the parts if a market exists to provide the greatest return for the District.
9. The service provider agrees to pay the District, upon completion of the sale, gross less commission and fees.
Net remittance to the District must follow the percentage commission rate and fee schedule submitted in the
vendor's Cost Proposal (outlined in Part II). The District reserves the right to request payment on any
balance owed at any time. Payment is to be made within thirty (30) business days of request.
10. The service provider is responsible for collecting and remitting any sales tax related to the sale of the property
provided by the District. The District is not responsible for sales taxes of any kind.
11. Vendor shall provide auditable Certificates of Data Destruction identifying applicable serialized assets and
Certificates of Recycling/Final Disposition for recycled equipment.
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PART IV: REQUIRED FORMS
FELONY CONVICTION NOTIFICATION FORM
The person or business entity that enters into an agreement with this school district must give advance notice to the
District if the person or owner or operator of the business entity has been convicted of a felony. The notice must
include a general description of the conduct resulting in the conviction of a felony.
The district may terminate this agreement with a person or business entity if the District determines that the person
or business entity failed to give notice by the next preceding subsection or misrepresented the conduct resulting in
the conviction. The District will compensate the person or business entity for services performed before the
termination of the agreement".
By submitting this offer and signing this certificate, this bidder:
Certifies that the owner/operator has not been convicted of a felony, except as indicated on a separate
attachment to this offer, and
Certifies that no employee who will enter school buildings or potentially have contact with school children
has been convicted of any felony or a misdemeanor involving violence or sexual contact or sexual abuse. It
shall be the duty of the vendor to conduct the appropriate background checks on its employees and vendor
agrees to share this information with the District upon request.
Vendor Name: ________________________________________________________________________________
Vendor Address: ______________________________________________________________________________
Vendor E-mail Address: ________________________________________________________________________
Vendor Telephone: ____________________________________________________________________________
Authorized Company Official's Name: ___________________________________________ (Printed)
Signature of Company Official: __________________________________________________________________
Date: ______________________
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