REQUEST FOR PROPOSALS
FOR
RESIDENTIAL SOLID WASTE COLLECTION
AND DISPOSAL
RFP-26-003
Proposal Due Date and Time:
September 7th, 2026 @ 2:00 p.m.
I. INTRODUCTION & OVERVIEW
The City of Springfield is soliciting proposals from qualified companies experienced in and able to perform municipal
Residential Solid Waste Collection and Disposal Services within the City. The City of Springfield is expectedto ensure
waste management and trash removal and does so through service contracted with a responsible and responsive
company or other governmental entity.
This Request for Proposals is an invitation by the City of Springfield for companies to submit an offer, which shall be
subject to evaluation and subsequent discussion(s). All prospective companies will be afforded full opportunity to
submit responses to this Request for Proposals (RFP) by submitting in the form and manner as indicated in this RFP
their interests, complete details on how they would provide the services, statements of experience and costs to
provide the services, along with other requested information.
Submittal of a proposal does not create any right or expectation to a Contract with the City of Springfield. The City
reserves the right to reject any or all proposals and the City further declares that it will incur no financial obligations
for any costs by any company in preparation of their proposal. The current solid waste contract held by the city is
set to renew or expire on 3/31/2027 based on the outcome of this proposal.
All respondents to this RFP in order to be considered shall acknowledge and commit to the City’s Equal Employment
and Non-Discrimination policies. The City is an Equal Employment Opportunity (“EEO”) employer committed to
providing equal opportunity in all of our employment practices, including but not limited to, recruitment, selection,
hiring, assignment, re-assignment, promotion, transfer, and compensation, discipline and termination. The City
prohibits discrimination, harassment, and/or retaliation in employment based upon race; color; religion; national
origin; sex (including same sex); sexual orientation, pregnancy, childbirth, or related medical conditions; age;
disability or handicap; citizenship status; service member status; public assistance status; or any other category
protected by federal, state or local law.
This policy applies to all of the City’s employees, elected officials, member of boards and commissions, volunteer
firefighters, police reserve and other personnel as well as consultants rendering professional services to the City
and any contractor delivering services including but not limited to the waste management services described in this
RFP.
This RFP may use several words in an interchangeable manner and for purposes of this document are meant to have
the same meaning:
• Company, Potential Proposer, or Offeror are used to reference the private and/or governmental entities
who are invited to submit a proposal in response to this RFP.
• City and City of Springfield are used to reference the same entity issuing this RFP.
Questions related to this RFP should be submitted in writing to Lauren Eargle, City Manager via email (NO PHONE
CALLS) to leargle@springfieldga.org and must be received by Monday, August 31st, 2026 at 10:00 a.m. at which
time the City will compile all the answers and issue an addendum by Tuesday, September 1st, 2026 before close of
business. Please include the RFP number, page and paragraph number in question in order to ensure that questions
asked are responded to correctly. The only official answers or positions of the City will be stated in writing and all
answers will be sent to all offerors. Firms are advised that from the date of the release of this RFP until award of
the contract, NO contact with City personnel or City officials is permitted, except as authorized by the contact
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person listed above. Any suchunauthorized contact will result in the disqualification of the firm’s submittal.
Companies wishing to bid must submit complete and concise proposals. Proposal packages must be sent in a sealed
package, which shall be clearly marked “SEALED PROPOSAL - RFP-26-003 Residential Solid Waste”, as well as
includeother information as required in Section 3.2 of this RFP. Within the proposal package, companies shall
submit one (1) hard copy and one (1) digital copy on a flash drive of its technical proposal and its cost proposal; both
preparedaccording to the instructions provided in this RFP. The City will evaluate all technical proposals first and
then evaluate the cost proposals. An offeror may be eliminated on the basis of its technical and/or cost proposal if
deemed unresponsive at the sole discretion of the City.
The City must receive proposal packages no later than 2:00 pm, September 7th, 2026. The City will not consider
proposals received after the time and date specified for the opening; the City will discard late proposals unopened.
Furthermore, proposals are legal and binding when submitted. Proposals will not be accepted if sent by e-mail.
Proposal packages must be mailed or hand delivered to:
City of Springfield
Attn: Lauren Eargle
130 S. Laurel Street
Springfield, GA 31329
The City, at its sole discretion, may short-list companies that the City deems best meet the requirements, taking
into consideration all criteria listed in the RFP. The City may, at its sole discretion, ask for formal presentations from
all of the responsive and responsible companies, or only from those companies that are short-listed.
All proposals at an appropriate time may be subject to public inspection under Georgia law. All proposals submitted
in response to this RFP will become the property of the City of Springfield and a matter of public record. Companies
must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that it claims is
exempt from disclosure. Any company claiming such an exemption must also state in its proposal that the company
agrees to hold harmless, indemnify and defend the City and its agents, officials and employees in any action or claim
brought against the City for its refusal to disclose such materials, trade secrets or other proprietary information to
any party making a request. Any company failing to include such a statement shall be deemed to have waived its
right to an exemption from disclosure.
If awarded, the company awarded the Contract must provide proof of liability insurance, along with any other
required insurance coverage and evidence of a business or occupational license, as outlined in the RFP.
The City reserves the right to waive any informalities or irregularities of proposals, to request clarification or
information submitted in any proposal, to request additional information from any company, or to reject any or all
proposals and to re-advertise for proposals. The City also reserves the right to extend the date or time scheduled
for the opening of proposals.
To ensure the proper and fair evaluation of proposals, except as expressly authorized herein, the City prohibits any
communication regarding this solicitation, initiated by a proposer or its agent with a City elected official or employee
of the City evaluating or considering the proposal during the period of time following the issuance of the RFP, the
opening of proposals and prior to the time a final decision has been made with respect to the Contract award.
Unauthorized communication by a proposer may disqualify the proposer from consideration.
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Thank you in advance for your interest in providing services to the City of Springfield, Georgia.
2.1 Objective of the RFP
II. SCOPE OF WORK REQUESTED
The selected company shall provide Residential Solid Waste Collection and Disposal Services to the City.
2.2 Specific Services Requested
Scope of Service
At a minimum, the Offeror must achieve and maintain the performance outcomes listed below, and consistent with
performance standards agreed to by all parties through a contract as a result of the RFP. Offerors may also propose
additional performance outcomes beyond those minimally required.
A. The work and services to be provided under the contract shall consist of providing all the equipment and
labor for once per week residential solid waste collection. All containers provided should be brand new. No
used containers will be accepted. The city should be provided with two cardboard dumpsters for public use
and three City use solid waste dumpsters to be emptied weekly.
a. Solid Waste collection will also include SIDE/BACK DOOR pickup for elderly/disabled senior citizens
through a request to the City.
B. All solid waste shall be disposed of in designated fully permitted, Subtitle D Municipal Solid Waste landfill. The
Offeror shall be responsible for all disposal cost of residential solid waste. The Offeror must provide monthly
to the City a detailed measurement of the amount and composition of solid waste and recycled materials
generated by the City. These amounts must be reported to the City by the 15th of each month for the previous
month’s collections.
C. Program and Continuous Improvement Efforts
a. Provide suggestions and recommendations for revisions to existing practices, local codes, ways to
enhance the quality of neighborhoods through the collection and disposal of residential solid waste
and recyclables to keep communities in good condition.
b. Identify and bring to the attention of the City state-of-the-art practices waste management
programs.
c. Provide information on the Offeror’s environmental protection policies and practices and describe
any program it will conduct Springfield or at its landfill and recycle location to protect the
environmental and enhance natural resources.
d. Provide voluntary corporate events to promote the elimination of litter and blight from the city such
as, but not mandated, educational programs, printed materials and community cleanup days.
3.1 Proposal Submission
III. INSTRUCTIONS TO COMPANIES
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Each proposal shall be prepared simply and economically, providing straightforward and concise delineation of the
Company’s capabilities to satisfy the requirements of this RFP. Emphasis in each proposal must be on completeness
and clarity of content. To expedite the evaluation of proposals, it is essential that companies follow the format and
instructions contained herein. The City factors the proposal itself when considering the Company’s ability to deliver
high quality services.
All prospective proposers shall thoroughly examine and become familiar with this RFP and carefully note the items,
which must be submitted with the Proposal. Submission of a Proposal shall constitute an acknowledgment that the
Proposer has read and understands the required Proposal Documents. The failure or neglect of an offeror to receive
an addendum or examine fully the RFP Document shall in no way relieve it from any proposal submission
requirements.
3.2 Proposal Format
The outside of the proposal envelope must be clearly labeled with the Company’s name, address, contact
information and labeled “SEALED PROPOSAL - RFP-26-003 Residential Solid Waste”. The proposal envelope must
only contain one (1) hard copy and one (1) digital copy on a flash drive of the Company’s response.
The City expects proposals to be well organized. Companies shall use tabs clearly marking the section headings of
the proposal. The proposal must include a Table of Contents and list and number the sections in the sequence as
indicated below. Failure to follow the proposal format and content requested by this RFP may result in proposal
disqualification.
A. Technical Portion
Section I. Transmittal Letter
A letter of transmittal that provides the following information must accompany the technical proposal:
• Identify the submitting organization. All Proposals must contain the name and business address of the
individual, company, corporation, or other business entity submitting the Proposal and shall be subscribed
by either the individual, a general partner, a member of a member-managed LLC, a manager of a manager-
managed LLC, or an authorized officer or agent of a Corporation or business entity, and should be properly
witnessed or attested. If any officer or agent other than the signatories described in the preceding sentence
shall sign any Contract Document on behalf of the Proposer, the City should be furnished with satisfactory
evidence of such officer’s or agent's authority to bind the Proposer with respect to the contents of the
subject Proposal Documents so signed by him or her. If the Proposer is an LLC, the Proposer should submit
with its Proposal its Articles of Organization or other evidence satisfactory to the City, indicating whether
the LLC is member-managed or manager-managed, and indicating that the person executing the Proposal
is authorized to bind the LLC.
If the Proposer is a partnership, joint venture, or sole proprietorship, the City, reserves the right to require
the Proposer to submit to the City at any time the name and business address of each owner, principal,
partner, or member of the Proposer having an ownership or management position with the Proposer.
If the Proposer is a corporation or other state-chartered business entity, the City reserves the right to
require the Proposer to submit to the City at any time, the name and business address of each officer,
director, and holder of ten percent (10%) or more of the stock or other ownership interests of such
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
