RFP 2026-05 - Solid Waste and Recycling Collection Services

REQUEST FOR
PROPOSAL SOLID WASTE
AND RECYCLING
COLLECTION SERVICES
RFP NO. 2026-05
SUBMITTALS DUE SEPTEMBER 16, 2026, BY 2PM CST

City of Glenn Heights
RFP No. 2026-05
Table of Contents
Preliminary Schedule of Events ...................................................................................... 7
Current Demographics .................................................................................................. 7
5-Year Estimated Demographics .................................................................................... 7
1.0 INTRODUCTION ................................................................................................. 8
1.1 Overview ........................................................................................................ 8
1.2 Draft Agreement .............................................................................................. 8
1.3 Agreement Term .............................................................................................. 9
1.4 Overview of Stages of Procurement and Implementation ................................... 9
2.0 DEFINITIONS .................................................................................................... 10
3.0 BACKGROUND ................................................................................................. 12
3.1 Verification of Information.............................................................................. 12
3.2 City Information ............................................................................................ 12
3.3 Existing Residential Curbside Collection Services ........................................... 13
3.3.1 Estimated Curbside Residential Households ........................................... 14
3.3.2 Residential Curbside Tonnage ................................................................ 14
3.3.3 Alley Services ......................................................................................... 15
3.3.4 Disabled Carry-out Service .................................................................... 15
3. 4 Existing Commercial Collection Services ............................................................ 15
3.4.1 Commercial Front End Load Tonnage ............................................................ 15
3.4.2 Commercial Cart Service ....................................................................... 16
3.4.3 Front Load Commercial Service .............................................................. 16
3.4.4 Commercial Roll-Off Service .................................................................. 17
3.5 City Facilities ................................................................................................ 17
3.5.1 City Facilities ......................................................................................... 17
3.6 City Events and Special Projects .................................................................... 18
4.0 GENERAL CONDITIONS OF RFP PROCESS AND TERMS OF CONTRACT ................ 19
4.1 Proposal Submission ..................................................................................... 19
4.2 Late Proposals .............................................................................................. 20
4.3 Withdrawal of Proposals ................................................................................ 20
4.4 Amendment of Proposals .............................................................................. 20
4.5 Proposal Irrevocability ................................................................................... 20
Page 1 of 94

City of Glenn Heights
RFP No. 2026-05
4.6 Authorized Signatures.................................................................................... 20
4.7 Proposer Costs ............................................................................................. 21
4.8 Tax Exempt Status ......................................................................................... 21
4.9 Proprietary Data ............................................................................................ 21
4.10 Waiver of Claims ........................................................................................... 22
4.11 Compliance with Federal, State, County, and Local Laws ................................. 22
4.12 Purchase Orders and Payment ....................................................................... 22
4.13 Letter of Credit or Performance Bond .............................................................. 22
4.14 Agreement Incorporation ............................................................................... 23
4.15 Cooperative Purchasing ................................................................................. 23
4.16 Invoicing ....................................................................................................... 23
4.17 Venue ........................................................................................................... 24
4.18 Exclusive Franchise and Franchise Fee ........................................................... 24
4.19 Termination .................................................................................................. 24
4.20 Change Orders .............................................................................................. 24
4.21 Invalid, Illegal, or Unenforceable Provisions .................................................... 25
4.22 Injuries or Damages Resulting from Negligence ............................................... 25
4.23 Conflict of Interest ........................................................................................ 25
4.24 Certificate of Interested Parties (Form 1295) ................................................... 26
4.25 Insurance Requirements ................................................................................ 27
5.0 RFP PROCESS AND EVALUATION CRITERIA ........................................................ 28
5.1 Schedule of Events ........................................................................................ 28
Link to Teams meeting: ............................................................................................ 28
5.2 RFP Documents and Document Distribution ................................................... 29
5.3 Addenda to the RFP Documents ..................................................................... 30
5.4 RFP Procedural and Content Clarifications ..................................................... 30
5.5 Proposer to Make Own Examination ............................................................... 31
5.6 Errors or Omissions ....................................................................................... 32
5.7 The City's Clarification and Verification of Proposals ........................................ 32
5.8 Proposal Acceptance Period .......................................................................... 32
5.9 Communication Restrictions ......................................................................... 33
5.10 Exceptions to the RFP Documents .................................................................. 33
Page 2 of 94

City of Glenn Heights
RFP No. 2026-05
5.11 Proposer Interviews ....................................................................................... 33
5.12 Evaluation Criteria ......................................................................................... 34
5.12.1 Minimum Requirements ......................................................................... 34
5.12.2 Experience and Qualifications ................................................................. 35
5.12.3 Proposed Approach ................................................................................ 35
5.12.4 Financial Capacity .................................................................................. 35
5.12.5 Financial Proposal .................................................................................. 35
5.13 Evaluation Committee and Advisors ............................................................... 36
5.14 Steps in the Evaluation Process ...................................................................... 36
5.14.1 Step 1 - Compliance of Proposals ........................................................... 36
5.14.2 Step 2 - Review and Scoring of the Technical Criteria ................................ 36
5.14.3 Step 3 - Review and Scoring of the Financial Proposal ............................... 37
5.14.4 Step 4 - Short List ................................................................................... 37
5.14.5 Step 5 - Interviews and Best and Final Offers ............................................ 37
5.14.6 Step 6 - Negotiation and Contract Award ................................................. 37
5.15 General Evaluation and Disqualification Provisions ......................................... 38
5.15.1 The City's Discretion in Determining Compliance, Scoring and Ranking ...... 38
5.15.2 Disqualification ...................................................................................... 38
5.15.3 Dispute Resolution ................................................................................. 39
6.0 SCOPE OF WORK ............................................................................................. 40
6.1 Cost Adjustments ......................................................................................... 40
6.2 Recordkeeping and Reporting ........................................................................ 41
6.3 Contingency Plan .......................................................................................... 41
6.4 Transition Plan .............................................................................................. 41
6.5 City's Responsibilities ................................................................................... 42
6.6 Inspection Rights .......................................................................................... 42
6.7 Days and Hours of Operation ......................................................................... 42
6.8 Holidays ....................................................................................................... 42
6.9 Personnel Standards ..................................................................................... 43
6.10 Nuisance Control .......................................................................................... 43
6.11 Property Damage .......................................................................................... 43
6.12 Liquidated Damages ..................................................................................... 43
Page 3 of 94

City of Glenn Heights
RFP No. 2026-05
6.13 Customer Service and Communications......................................................... 43
6.14 Residential Trash Collection Services ............................................................. 44
6.15 Residential Recycling Collection Services ....................................................... 44
6.16 Yard, Brush, and Bulky Waste Collection Services ........................................... 45
6.17 Additional Yard, Brush, and Bulky Waste Collection Services ........................... 46
6.18 Household Hazardous Waste Collection Services ........................................... 46
6.19 Commercial Collection ................................................................................. 47
6.20 Cart Purchase Service ................................................................................... 47
6.21 City Facilities ................................................................................................ 48
6.22 City Events and Special Projects .................................................................... 48
6.23 Collection Location ....................................................................................... 48
6.24 Waste Disposal Sites ..................................................................................... 49
6.25 Recyclable Material Facility ........................................................................... 49
6.26 Transfer Stations ........................................................................................... 50
6.27 Household Hazardous Waste Processing Facility............................................. 50
6.28 Commingling of Materials .............................................................................. 50
6.29 Unaccepted Set-Outs .................................................................................... 50
6.30 Carts and Containers .................................................................................... 50
6.31 Missed Collection ......................................................................................... 51
6.32 Storm and Disaster Debris Management ......................................................... 52
6.33 Education and Outreach ................................................................................ 52
6.34 Vehicle and Equipment Standards .................................................................. 53
6.35 Customer Billing or Option to Bill Customer .................................................... 53
7.0 PROPOSAL FORMAT ......................................................................................... 54
7.1 General Instructions ...................................................................................... 54
7.2 Signatures .................................................................................................... 54
7.3 Typed or Inked Corrections ............................................................................ 55
7.4 Proposal Format............................................................................................ 55
7.5 Letter of Intent .............................................................................................. 55
7.6 Company History and Ownership ................................................................... 56
7.7 Statement of Organization ............................................................................. 56
7.8 Company Experience .................................................................................... 56
Page 4 of 94

City of Glenn Heights
RFP No. 2026-05
7.9 Proof of Satisfaction of Minimum Requirements .............................................. 56
7.10 Method of Approach ...................................................................................... 57
7.10.1 Service Plan ........................................................................................... 57
7.10.2 Yard Waste and Brush Collection ............................................................. 58
7.10.3 Residential Household Hazardous Waste Collection ................................ 58
7.10.4 Delivery Facilities ................................................................................... 59
7.10.5 Collection Vehicles ................................................................................ 59
7.10.6 Residential Collection Schedule and Route Maps ..................................... 60
7.10.7 Cart Maintenance .................................................................................. 60
7.10.8 Personnel .............................................................................................. 60
7.10.9 Unaccepted Set-outs ............................................................................. 60
7.10.10 Missed Collection ............................................................................... 61
7.10.11 Storm and Disaster Debris ................................................................... 61
7.10.12 Program Recyclable Materials to be Collected ...................................... 61
7.10.13 Customer Service and Communication ................................................ 61
7.10.14 Cart Purchase Service ......................................................................... 62
7.11 Financial Statements ..................................................................................... 62
7.12 Required Planning Documents ....................................................................... 63
7.13 Key Personnel ............................................................................................... 64
7.14 Contractor's Representative .......................................................................... 64
7.15 Legal Terms and Conditions ........................................................................... 64
7.15.1 Financial Disclosure and Auditing ............................................................ 64
7.15.2 Litigation, Regulatory Actions, and Liquidated Damages History ................ 64
7.15.3 Compliance Records .............................................................................. 65
7.16 Financial Proposal ......................................................................................... 65
7.17 Forms ........................................................................................................... 65
Forms ........................................................................................................................ 66
Form 1 .................................................................................................................... 67
Statement of Organization ...................................................................................... 67
Form 2 .................................................................................................................... 68
Project References and Experience ........................................................................... 68
FORM 3 ................................................................................................................... 72
Page 5 of 94

City of Glenn Heights
RFP No. 2026-05
FINANCIAL PROPOSAL ............................................................................................ 72
FORM 4 ................................................................................................................... 83
DISCOUNT FOR 7 YEAR INITIAL TERM FOR CONTRACT .............................................. 83
FORM 5 ................................................................................................................... 84
ANNUAL FINANCIAL CONTRIBUTION ....................................................................... 84
Form 6 .................................................................................................................... 85
CERTIFICATE OF INSURABILITY ................................................................................ 85
Form 7 .................................................................................................................... 86
ACKNOWLEDGEMENT OF ADDENDA ........................................................................ 86
Form 8 .................................................................................................................... 87
NON-COLLUSION ACKNOWLEDGEMENT ................................................................. 87
Form 9 .................................................................................................................... 88
EXCEPTION FORM ................................................................................................... 88
Form 10 .................................................................................................................. 89
SUSPENSION OR DEBARMENT CERTIFICATE ............................................................. 89
Form 11 .................................................................................................................. 90
RELEASE AND INDEMNIFICATION ............................................................................ 90
Form 12 .................................................................................................................. 91
SIGNATURE FORM ................................................................................................... 91
Exhibit A ..................................................................................................................... 92
City Map ..................................................................................................................... 92
Map 1 ..................................................................................................................... 93
Street Map .............................................................................................................. 93
Exhibit B ..................................................................................................................... 94
Draft Agreement ......................................................................................................... 94
Page 6 of 94

City of Glenn Heights
RFP No. 2026-05
Preliminary Schedule of Events
Event Date
Issue Date Thursday, August 20, 2026, by COB
Pre-proposal Conference Monday, August 31, 2026, at 2PM
Question Submission Deadline Wednesday, September 2, 2026, by COB
Deadline to Issue Addenda Monday, September 7, 2026, COB
Submission Deadline Wednesday, September 16, 2026, 2PM
Proposal Opening Date Wednesday, September 16, 2026, 2PM
Interview of Bidders Tuesday, November 17, 2026, 7PM
Negotiations November 17 - December 1, 2026
Contract Awarded Tuesday, January 5, 2027, 7PM
Notification to Finalist Wednesday, January 6, 2027, by COB
Finalist Presentation to City Council Tuesday, February 2, 2027, 7PM
Contract Beginning Date Tuesday, June 1, 2027
Current Demographics
Description Amount
Population Served 21,600
Residential Units 6,439
Mutli - Family Units 1,500
Commercial Units 48
5-Year Estimated Demographics
Description Amount
Population Served 25,350
Residential Units 8,600
Multi - Family Units 1,750
Commercial Units 60
Page 7 of 94

City of Glenn Heights
RFP No. 2026-05
1.0 INTRODUCTION
1.1 Overview
The City of Glenn Heights, Texas (the City) is seeking proposals from qualified waste
management firms to provide Solid Waste and Recycling Collection to residents and
businesses. Services to be provided include:
* Residential Trash Collection Services
* Residential Recycling Collection Services
* Residential Yard, Brush, and Bulky Waste Collection Services
* Residential Household Hazardous Waste Collection Services
* Commercial Trash Collection Services
* Commercial Recycling Collection Services
* Cart Purchase Service
* City Facilities
* City Events and Special Projects
The Contractor shall have the exclusive right to provide Collection Services within the
City except as otherwise stated in this Request for Proposals (RFP).
The purpose of this section is to provide Proposers with an overview of the requested
scope of services. The Proposer shall carefully review in their entirety this Request for
Proposals (RFP), the Forms and the draft Agreement provided as Exhibit B, and all
other information contained herein for the complete scope of services and RFP process.
Services performed will be in accordance with the final Agreement as negotiated
between the City and the Proposer selected for contact award. The draft Agreement
may be adjusted at the City's sole discretion to reflect the specific services to be
provided by the Contractor to achieve the best overall value for the City. Based on its
evaluation of submittals, City staff shall seek City Council authorization to enter into an
Agreement. The City reserves the right to cancel the RFP at any time and to award no
contract without further obligation to Proposers.
1.2 Draft Agreement
Exhibit B to the RFP provides a draft Agreement that may be awarded as a result of this
RFP. It is the intention of the City for the final Agreement terms to be the same or better
than those provided in the draft Agreement. However, terms of the final Agreement may
be modified based upon negotiation and agreement by the City and Selected Proposer.
The City reserves the right to waive negotiations and award an Agreement based on
initial proposals received without further negotiation. Therefore, initial proposals should
contain the Proposer's best terms.
It is the responsibility of the Proposer to carefully review the RFP and Agreement in their
entirety to understand the complete scope of services and contract requirements.
Page 8 of 94

City of Glenn Heights
RFP No. 2026-05
1.3 Agreement Term
The City is considering an initial term of five (5) or seven (7) years. In Form 4,
Proposers are asked to identify the discount if the City elects a seven (7) year initial
term. Unless earlier terminated in accordance with Section 42.0 of the Agreement, the
Initial Term shall be for a five (5) or seven (7) year period commencing on June 1, 2027,
and remaining in effect through May 31, 2032, or May 31, 2034.
The City may, at its sole discretion, specify one or more Optional Renewal Term(s) with
a combined total length of not more than five (5) or seven (7) years such that the
combined total Agreement Term including the Initial Term and the Optional Renewal
Terms(s) shall not exceed twelve (12) years. The City shall notify the Contractor in
writing of any Optional Renewal Term at least one hundred eighty (180) days prior to the
commencement date of the Optional Renewal Term. Unless otherwise agreed in writing,
the Optional Renewal Term(s) shall be on the same terms and conditions as the original
Agreement, as amended.
[Reference: Section 7.0 of the Agreement]
1.4 Overview of Stages of Procurement and Implementation
The City will carry out the procurement and implementation of the Services in
accordance with the following stages.
Stage 1 - RFP Procurement Process
The RFP procurement process is the competitive procurement process by which the
City will receive and review Proposals, rank the submittals and seek to negotiate an
Agreement with a Selected Proposer.
Stage 2 - Implementation of the Service Agreement
At the completion of Stage 1, the City will request final authority from City Council to
execute an Agreement with the Selected Proposer on final terms and conditions as
approved by City Council.
Page 9 of 94