2026-005 Consultant Services for Transfer Station Operations

Requests for Qualifications
Consulting Services for
Transfer Station Operations
RFP 2026-005
Town of Salem NH
SALEM PURCHASING
Gia Faccadio, Purchasing Agent
Nicole McGee, Finance Director
Joseph R. Devine Jr., Town Manager
603-890-2120
jdevine@salemnh.gov

REQUEST FOR QUALIFICATIONS
RFP 2026-005
CONSULTING SERVICES FOR TRANSFER STATION OPERATIONS
You are cordially invited to submit qualifications in accordance with the specifications, terms, and
conditions listed in RFP 2026-005 Consulting Services for the contract preparation for Solid Waste
/Transfer Station Operations for the Town of Salem which can be obtained at
https://www.salemnh.gov/bids. The Town of Salem NH is accepting proposals from qualified
consultants for consulting services in drafting an RFP for the operations of the Town of Salem's
Solid Waste / Transfer Station. The Owner intends to select a consultant based on the evaluation
criteria herein which will accomplish the objectives of the project while incorporating best practice,
permit compliance, and most cost-effective for the Town. The successful Consultant will be
responsible for remaining on established schedules for all services rendered to meet the proposed
schedule for the project deliverable(s). All proposals must be received by
W e d n e s d a y , June 10, 2026, at 9:30 AM EST. Late proposals will not be considered. A
pre-proposal meeting will not be conducted. Seven (7) copies of the proposal package must be
submitted in a sealed envelope, plainly marked:
Town of Salem NH
ATTN: Purchasing Division
RFP 2026-005
Consulting Services
Transfer Station Operations
33 Geremonty Drive
Salem, NH 03079
The Town reserves the right to reject any or all proposals and/or to limit this procurement to a portion
based on the availability of funds and/or as deemed in the best interest of the Town.
INTRODUCTION
The Town of Salem, NH is in Rockingham County. The Town's current Transfer Station Operations,
Loading and Hauling and Solid Waste Disposal agreement will be expiring on December 31, 2026.
The Town intends to bid a new contract in late summer of 2026 that meets the needs of the Town,
adheres to all permit conditions, and has the most cost-effective means possible. The Town seeks a
consultant with experience preparing such a contract and has knowledge and experience with the
operations of a municipal operated transfer station.
SCOPE OF SERVICES
The Town of Salem, NH requests proposals from consultation firms to provide services pertaining to
the contract preparation and issuing a request for proposals (RFP's) for the Transfer Station Operations,
Loading and Hauling and Solid Waste Disposal contract. The firm shall submit final Town approved
RFP no later than 5pm on Friday July 31, 2026.
See Appendix B for sample scope of services. Firms are welcome and encouraged to develop and
submit their own proposed detailed scope of services.
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Minimum Qualification Requirements
The following are the minimum qualification requirements for this RFP. Proposals that fail to meet
these requirements will be rejected.
1. Proposal must be lawfully authorized to perform the specific services for which they
are proposing in the State of New Hampshire.
2. Proposer must have at least three years' experience with creating an RFP for Solid
Waste / Transfer Station Operations for Municipalities.
3. Proposer must have experience and knowledge of NHDES permitting as it relates to
operating a transfer station and landfill.
Cover Letter/Letter of Interest (2 pages max): Each vendor statement must include a cover letter
/ letter of interest identifying the vendor, their place of business, the name, email address, and
telephone number of the person to contact about the statement and the subject RFP. The email
address provided will be used to schedule the in-person or remote presentation (if deemed necessary).
Experience, Qualifications, and Project Team (Individual)
1. Briefly describe your firm, its history, and its organizational structure. State how long your
firm has been consulting.
2. What proportion of your firm's overall business relates to consultation services?
3. Describe your firm's experience with municipal transfer station operations, solid waste
management and DES permitting and indicate whether and which of your firm's
employees focus on such assignments.
4. Please list the municipal clients that your firm has consulted on RFPs for transfer station
operations, solid waste management, and DES Permitting.
5. Please list the municipal clients that your firm has consulted with municipal transfer station
operations, solid waste management, and DES permitting.
6. Does or has your firm provided these types of services for municipalities in New
Hampshire, and if so, how many?
7. Introduce your team or individual to be assigned to this project. Provide a quick snapshot of
your team's or individual's experience in preparing such a contract. The description should
include background, experience, and strengths of each member or individual. Please include
a one-page resume for each member of your staff to be assigned this project. Please indicate
who will be the project manager.
8. Please provide a list of three (3) references for clients that you have assisted / perform similar
services for. Municipal clients are preferred.
Performance and Implementation
1. Describe your firm's process for researching, preparation and working with clients to create
a scope of work for an RFP for solid waste / transfer station operations.
2. Describe your firm's process for bid review and contractor selection.
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Selection Criteria
Proposals that do not meet the minimum requirements may not be evaluated by the selection committee. The
Town is not required to accept the proposal that includes the lowest cost estimate and will be ranked and rated by
the selection panel based on the following criteria:
* Completeness and timeliness of consultant's submission
* Experience, references, and qualifications.
* Project understanding and professionalism.
* Cost competitiveness and thoroughness of fees and cost estimate
Proposals deemed to meet the requirements shall be evaluated by a Selection Committee and will be scored for
each of the following areas.
1. Scope of Services
2. Experience, Qualifications, and Project Team
3. Performance and Implementation
4. Cost Proposal (submitted in a separate, sealed envelope)
5. Oral Interviews (conducted only if necessary)
The selection criteria for the "written evaluation" are listed above in 1-3 and shall be the basis for an award of the
determination for the Consultants to be short-listed for an Oral interview or basis for award on the written evaluation.
Proposal Submission and Format
Proposals shall be submitted in a sealed envelope to the Town of Salem, NH. Electronic submissions
will not be accepted. Information within the RFP response shall be presented in a quality manner that
is clear and concise.
Contents shall be placed in separate sections, properly organized in order by category as listed with
each individual section having a section divider page, clearly labeled as indicated for each section.
Proposal contents shall not exceed a total of forty (40) single-sided pages. The total proposal content
pages allowed exclude the front cover, section divider pages, items required in the appendix section,
and other items listed as not included towards the maximum page count. Please include in a separate
sealed envelope a cost proposal, this does not count towards the maximum page count.
Rejection of Proposals
The Town reserves the right to reject any or all proposals and/or to limit this study to a portion based
on the availability of funds and/or as deemed in the best interest of the Town. Any proposal determined
to be non-responsive to any of the minimum evaluation criteria of this RFP will be automatically
disqualified. The Town may determine that the non-responsiveness is not substantial and can be
clarified. In such cases, the Town will allow the VENDOR to make minor corrections and apply the
change in the evaluation.
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Any of the following reasons may be considered as being sufficient for the disqualification of
VENDOR and the rejection of his proposal(s):
1. Failure to adhere to one or more of the provisions established in the RFP.
2. Failure to submit all required information as requested in the specifications by the deadline.
3. Failure to submit the proposal at the time or in the format specified herein or to supply the
minimum information requested herein.
4. Failure to meet the minimum evaluation criteria specified in this RFP.
5. Failure to submit its proposal to the required address on or before the deadline date
established by the Town.
6. Misrepresentation of services, experience, and personnel by providing demonstrably false
information in its proposal or failure to provide material information.
7. Failure to submit the cost on the enclosed Cost Proposal.
8. Refusal of a reasonable request for an interview.
9. Refusal to provide clarification requested by the Town.
10. Evidence of collusion.
11. Failure to provide truthful and accurate information in its proposal or misrepresents its
product.
Execution of Contract
Upon the acceptance of VENDOR'S proposal, the Town will prepare and submit an award letter to
the successful VENDOR for ordering. In the event that the successful VENDOR fails, neglects, or
refuses to execute the contract within fourteen (14) days after receiving a notice of award from the
Town, the Town may at its option terminate and cancel its action in awarding the bid and the selection
of the VENDOR shall become null and void and of no effect.
Incorporated by reference into the contract, which is to be entered into, by the Town and the
successful VENDOR pursuant to this RFP will be:
1. All the information presented in or with this RFP and the VENDOR'S response thereto.
2. All written communication between the Town and the successful VENDOR whose
proposal is accepted. A designated official of the VENDOR and the Town of Salem shall
execute the contract.
Payment
This is a lump sum contract. The Firm will be paid upon final deliverable acceptance and RFP award.
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GENERAL TERMS AND CONDITIONS
*These are General Terms and Conditions for all Request for Bids, and some items
thereof may not be applicable to this bid.
PREPARATIONS OF BIDS/PROPOSALS: Proposals shall be submitted on the forms provided
and must be signed by the Bidder or his authorized representative. The person signing the proposal
shall initial any corrections to entries made on the attached forms.
Vendors must provide pricing on all items appearing on the bid forms unless specific directions in the
advertisement, on the bid form or in the special provisions allowed for partial bids. Failure to provide
pricing on all items may disqualify the bid. Alternative bids will be considered, unless otherwise stated,
only if the alternate is described completely, including, but not limited to, sample, if requested and
specifications sufficient so that a comparison to the request can be made.
Any questions or inquiries must be submitted in writing and must be received by the Purchasing
Division no later than seven (7) calendar days before the Request for Proposal due date to be
considered. Any changes to the Request for Proposal will be provided to all bidders of record.
The name of manufacturer, trade name, or catalog number mentioned in this request for bid description
is for the purpose of designating a minimum standard of quality and type. Such references are not
intended to be restrictive, although specified color, type of material and specified measurements may
be mandatory.
Proposals will be considered for any brand that meets or exceeds the quality of the specifications listed.
On all such proposals, the bidder shall specify the product they are proposing and shall supply
sufficient data to enable a comparison to be made with the particular brand or manufacturer specified.
Failure to submit the above may be sufficient grounds for rejection of the proposal.
SUBMITED BIDS/PROPOSALS: Proposals must be submitted as directed in the Notice to
Qualified Firms, and on the forms provided unless otherwise specified. Proposals must be typewritten
or printed in ink. Proposals must be mailed or delivered in person. Proposals that are faxed or emailed
will not be accepted.
WITHDRAWING BIDS/PROPOSALS: Proposals may be withdrawn prior to the opening date and
time upon written request of the Proposer. Negligence on the part of the Proposer in preparing his/her
proposal shall not constitute a right to withdraw a proposal subsequent to the proposal opening.
PROPOSAL EVALUATION: The Town reserves the right to reject any and all proposals received
for the following reasons including but not limited to:
* Fails to adhere to one or more of the provisions established in the proposal.
* Fails to submit its proposal at the time or in the format specified herein or to supply the
minimum information requested herein.
* Fails to meet the minimum evaluation criteria specified in this proposal.
* Fails to submit its proposal to the required address on or before the deadline date established
by the Town.
* Misrepresents its services, experience, and personnel by providing demonstrably false
information in its proposal or fails to provide material information.
* Fails to submit its cost on the enclosed bid form.
* Refuses a reasonable request for an interview.
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* Refuses to provide clarification requested by the Town.
RECEIPT AND OPENING OF PROPOSALS:
Proposals shall be submitted prior to the time fixed in the Request for Sealed Bids / RFP.
Proposals received after the time so indicated shall be returned unopened.
PROPOSAL RESULTS:
All sealed bids received will be considered confidential and not available for public review until
after the bid opening is conducted. Bid and RFP openings will be scheduled and opened accordingly.
Results will not be given over the phone. Please send your request in writing or send an email to
gfaccadio@salemnh.gov to receive results after the public opening. All Bids, RFP's, and RFQ's will
remain unofficial and if applicable confidential until the award has been posted on the Town website.
KNOWLEDGE AND EXPERIENCE: If and as requested per document, provide a description of
the firm's knowledge and experience in the industry. Highlight your company's experience in
providing the highest quality and effective product and reliable service and support.
REFERENCES: If and as requested per document, projects within the past ten years best illustrating
current qualifications for this project.
AWARD OF CONTRACT: It is the policy of the Town of Salem, NH that contracts are awarded
only to responsible bidders. In order to qualify as responsible, a prospective vendor must meet the
following standards as they relate to this request:
* Have adequate financial resources for performance or have the ability to obtain such
resources as required during performance.
* Have the necessary experience, organization, technical and professional qualifications, skills,
and facilities.
* Be able to comply with the proposed or required time of completion or performance schedule;
and
* Have a demonstrated satisfactory record of performance.
* Adhere to the specifications of this bid and provide all documentation required of this bid.
The contract will be awarded to a responsive & responsible bidder based on best (lowest)
cost first understanding the qualifications and experience of the bidder, the quality of the
equipment/ product /materials/services to be provided and the support that the bidder offers
during the duration of the contract terms.
EXECUTION OF AGREEMENT: The successful proposer shall sign (execute) the necessary
agreements for entering into the contract and return such signed agreements to the town within ten
(10) calendar days from the date mailed or otherwise delivered to the successful Proposer.
APPROVAL OF AGREEMENT: Upon receipt of the agreement that has been fully executed by the
proposer, the owner will complete the execution of the agreement and return the agreement to the
contractor. The Agreement accompanied by a Town issued purchase order will be delivered to the
contractor and will constitute a mutual approval and agreement by both parties to abide by the terms
and conditions of the agreement.
FAILURE TO EXECUTE AGREEMENT: Failure of the successful proposer to execute the
agreement at the date and time agreed upon by the Town and the successful Proposer shall be just
cause for cancellation of the award and forfeiture of all deposits.
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CONTRACT TERMINATION: If at any time the proposer fails to provide proper services during
the contract period, the Town of Salem, NH, will have the option to terminate the contract at any
time without notice.
INSURANCE CERTIFICATES:
Prior to award of this contract, the Contractor shall submit insurance certificates indicating coverage
for all vehicles, public liability, and property damage in the following amounts:
Comprehensive General $ 1,000,000 / $ 1,000,000
Liability
Auto Liability: Property $ 1,000,000 / $ 1,000,000
Damage
Personal Injury $ 1,000,000 / $ 2,000,000
Workmen's Compensation as required by the State of New Hampshire
PRICING: Unless otherwise specified all prices listed are firm for the term of the contract. All prices
should include all labor and material costs, and any discounts offered. All fuel surcharges, delivery
charges and miscellaneous charges that are not part of the terms and conditions of this contract will
only hold up payment if they are added to the submitted invoice.
INVOICING:
Invoices must be physically mailed and/or submitted (emailed invoices unacceptable) to
Accounts Payable at:
Town of Salem
c/o Accounts Payable
33 Geremonty Drive
Salem NH 03079
The invoice must include an itemization of all items, supplies, repairs, labor furnished, including unit
list pricing, and net pricing, as identified in the bid award. The total amount due should be clear and
apparent on the invoice for proper payment. Payment terms are net thirty (30) days from the date of
the invoice. General terms as allowable: Invoices received before the twentieth of each month should
be processed for said month with payment available through said month's check disbursement.
TAX: The Town is exempt from all sales and federal excise taxes. Our exemption number is
026000817 Please Invoice less these taxes.
DELIVERY: Deliveries are to be made only to the department or division indicated on the order and
in accordance with accepted commercial practices, without extra charge for packing or containers.
GUARANTEES AND WARRANTIES: All parts and labor related to agreements must be
guaranteed and include a warranty. If any work is unable to be guaranteed, the contractor must inform
the Town, in writing, prior to the delivery of an item or any work being performed.
FORCE MAJEURE: Neither party shall be liable for any inability to perform its' obligations under
any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake,
storm, or any other act of God.
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Appendix A
Please sign and include the following:
* Non-Collusion Statement
* Indemnification Agreement
* Affirmative Action Statement
* Cost Proposal Statement
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Appendix B
Sample Scope of Services
The Town of Salem, NH, request proposals from consultation firms to provide services pertaining to the
preparation of a comprehensive RFP document for Solid Waste / Transfer Station Operations.
1. Introduction meeting with the firm to discuss the project with town staff. (Remote)
2. Conduct site visit with the firm of the Salem Transfer Station with town staff and observe operations to
obtain better comprehension of the actual operations.
3. The firm shall review important documentation to assist with the understanding and preparation of the
Transfer Station Operations, Loading and Hauling and Solid Waste Disposal RFP. These documents
include but not limited to.
i. Three previous Solid Waste Transfer Station contracts dated April 18, 2012, November 6,
2017, and April 21, 2022
ii. Salem Municipal Code 409 Solid Waste.
iii. Type II Permit Mod. To Solid Waste Management Facility Update to Operating and
Closure Plans.
4. The firm shall interview town staff to gain in depth details relating to the current operations and future
expectations of the Transfer Station. No greater than eight town staff interviews. Can be done in small
groups. (Remote)
5. The firm shall review similar transfer station operation contracts from other municipalities to gain a better
understanding of standard practices and procedures.
6. The firm shall prepare draft RFP.
7. The firm shall submit a draft RFP to the Town for review.
8. The firm shall meet with town staff to review draft. (Remote)
9. The firm shall revise RFP from the Town's comments and submit them to the Town for review. This may
take a few revisions and follow-up remote conversations.
10. The firm shall meet with town staff to review final draft of RFP. (Remote)
11. The firm may be requested to make final revisions. (Remote)
12. The firm shall submit final RFP no later than 5pm on Friday July 31, 2026, to the Town for approval.
13. Once RFP is approved by the Town, the firm may be requested to assist the Town Procurement Agent
with procurement documentation and procedures. (Remote)
14. Once RFP is issued, the firm may be asked to review proposals and make recommendations to the Town.
(Remote)