Request for Proposals (RFP) for Electronics Recycling

Request for Proposals (RFP) for
Electronics Recycling
RFP release date: 08/24/2026
Submission due date: 09/24/2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: (651) 430-6000 | F: 651-430-6730 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ........................................................................................................................................................... 4
1.1. Background Information ................................................................................................................................. 4
1.2. Schedule .......................................................................................................................................................... 5
1.3. County Authorized Representative ................................................................................................................. 5
2. Scope of Services ............................................................................................................................................... 5
2.1. General Requirements .................................................................................................................................... 5
2.2. Transportation ................................................................................................................................................ 6
2.3. Management and Disposal ............................................................................................................................. 7
2.4. Containers and Supplies ............................................................................................................................... 10
2.5. Waste Tracking ............................................................................................................................................. 10
2.6. Additional Related Services .......................................................................................................................... 11
2.7. Payment For Services .................................................................................................................................... 11
2.8. Nonexclusive Agreement .............................................................................................................................. 12
2.9. Cooperative Purchasing ................................................................................................................................ 12
2.10. General Terms, Conditions, and Warranty ................................................................................................. 12
2.11. Collection Site Conduct and Protection of Persons and Property .............................................................. 13
2.12. Auditing and Authorization of Transporters and Facilities ......................................................................... 14
2.13. Minnesota Statute 115A.1318, Subd. 2 Compliance ............................................................................... 15
3. Proposal Content ............................................................................................................................................. 15
3.1. Cover Letter .................................................................................................................................................. 16
3.2. Qualifications, Experience, and List of References ....................................................................................... 16
3.3. Statement of Environmental Outcome ......................................................................................................... 16
3.4. Electronics Management Plan ...................................................................................................................... 16
3.5. Transportation Plan ...................................................................................................................................... 16
3.6. Subcontractor Information ........................................................................................................................... 16
3.7. County's Standard Terms and Conditions..................................................................................................... 16
3.8. Price Proposal Form ...................................................................................................................................... 17
3.9. Facility Audit Forms ...................................................................................................................................... 17
3.10. Example Invoice Form ................................................................................................................................. 17
3.11. Example Certificates of Conversion, Reuse, Recycling, Disposal or Destruction ........................................ 17
3.12. Example Waste Tracking Spreadsheet ........................................................................................................ 17
3.13. Conflict of Interest ...................................................................................................................................... 17
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Request For Proposals (RFP) for Electronics Recycling
4. Proposal Submittal ........................................................................................................................................... 17
4.1. General ........................................................................................................................................................17
4.2. Proposal Submissions ................................................................................................................................... 17
5. Proposal Evaluation and Selection................................................................................................................... 17
5.1. Evaluation Committee .................................................................................................................................. 18
5.2. Evaluation Criteria ........................................................................................................................................ 18
5.3. Final Selection ............................................................................................................................................... 18
5.4. Conditions of this RFP ................................................................................................................................... 18
6. Proposal Questions .......................................................................................................................................... 19
7. Appendix List .................................................................................................................................................... 19
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Request For Proposals (RFP) for Electronics Recycling
1. Introduction
This Request for Proposals (RFP) has been prepared by Washington County, Minnesota (The County) to seek
a contractor for collection, transportation, and recycling services of covered and non-covered electronic
devices.
The County is seeking a 2-year contract that will automatically renew for up to 3 additional 1-year terms.
These services will go through the RFP solicitation process every five (5) years at minimum.
1.1. Background Information
The County operates two household hazardous waste facilities that are open four days a week year-round
(except for County-observed holidays). The two household hazardous waste facilities are collectively
referred to as the Washington County Environmental Centers but individually are known as the South
Environmental Center (SEC) and the North Environmental Center (NEC). In 2025, they collectively received
1,091,591 pounds of electronics.
The locations, hours, and electronics recycling statistics are as follows:
Facility Name South Environmental Center (SEC) North Environmental Center (NEC)
4039 Cottage Grove Dr. 6065 Headwaters Pkwy.
Address
Woodbury, MN 55129 Forest Lake, MN 55025
Tuesday: 11 a.m. - 7 p.m. Monday: 11 a.m. - 7 p.m.
Thursday: 8 a.m. - 4:30 p.m. Wednesday: 8 a.m. - 4:30 p.m.
Hours
Friday: 8 a.m. - 4:30 p.m. Friday: 8 a.m. - 4:30 p.m.
Saturday: 8 a.m. - 2 p.m. Saturday: 8 a.m. - 2 p.m.
Consumer Electronics
793,247 298,344
Received in 2025 (lbs)
The Washington County Environmental Centers accept all electronics defined in the Minnesota Electronics
Recycling Act including televisions, computers (central processing units, monitors, and laptops), computer
keyboards, mice, speakers, printers, other computer peripherals, VCRs, DVD players, and fax machines.
Other electronics accepted include but are not limited to radios, stereos, phones, cell phones, handheld
electronic devices, and small appliances.
The successful Contractor will:
* Collect, transport, and recycle electronics from the above locations,
* Collect, transport, and recycle electronics at one-day collection events,
* Special drop-off events located anywhere within Washington County, and
* Demonstrate a strong commitment to managing them according to the Solid Waste Management
Hierarchy outlined in the 2024-2042 Washington County Solid Waste Management Plan (SWMP).
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Request For Proposals (RFP) for Electronics Recycling
1.2. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 08/24/2026
Questions Due 09/07/2026
Addendum Release Date 09/14/2026
Proposals Due 09/24/2026
Notification of Award 10/26/2026
Contract Start Date 01/01/2027
1.3. County Authorized Representative
The County Authorized Representative for this RFP is:
Stephanie Holt
Stephanie.Holt@washingtoncountymn.gov
2. Scope of Services
The successful Contractor will have the ability to perform all the functions contained herein. Contractors
who cannot provide the full range of requested services may submit a proposal but must clearly note any
services listed in this request which would not be provided. Contractors are also encouraged to highlight any
services for which they possess particularly notable qualifications. The County reserves the right to select
more than one Contractor based on pricing for specific items.
2.1. General Requirements
1. The Contractor shall provide for the pickup, transportation, and processing of covered and non-covered
electronic devices. The County will separate covered electronic devices from non-covered electronic
devices and pack them to Contractor's specifications.
a. "Electronic waste" shall refer to computers, network equipment, printers, televisions (including
Cathode Ray Tubes), audio equipment, telephones, peripherals, batteries, and other small
electronics and appliances without refrigerant, including microwaves.
b. "Covered" shall refer to electronics with special regulatory or security classifications.
c. "Non-covered" shall refer to standard consumer electronics.
2. The Contractor shall provide collection, transportation, and processing services at one-day collection
events located within the County as requested throughout the year, with location details provided at
least 10 business days in advance. Collection services include providing supplies, equipment (Forklift),
and labor for events.
a. These events may be hosted by The County, or in collaboration with other cities, municipalities,
or entities within Washington County.
3. The Contractor will supply boxes, pallets, shrink wrap, and any other packaging or shipping supplies
needed to transport materials. Supplies should arrive at locations in semi-trailers that will remain onsite
to be filled with electronic waste.
4. The Contractor shall use one electronics processing facility, up to four transporters, and all other
collection, processing, end market or electronic, component or process residual management facilities
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to complete the requirements of the Agreement. These facilities and transporter(s) include the
processing facility operated by the Contractor. The Contractor shall be required to use authorized
facilities and transporter(s).
5. Electronics storage and processing facilities must be licensed, permitted or otherwise approved by the
appropriate regulatory authority and must possess financial assurance in an amount that will allow for
proper materials and residuals management and facility cleanup and closure.
6. The Contractor shall provide information written and, if requested, oral instructions to the County for
the safe removal, handling, packaging, labeling, emergency spill response, transportation, storage, and
management of electronics and components.
2.2. Transportation
1. The County may request the Contractor to provide transport services anywhere in the County.
2. Transport service prices shall include all labor, mileage and other associated costs (e.g., per diems) for a
single vehicle, transportation-related supplies and appropriate staff to perform the requested services.
3. The Contractor shall provide transportation equipment that can accommodate the various
transportation options. For locations without loading docks, trucks with lift gates or forklifts shall be
provided by the Contractor at the request of the County.
4. The Contractor shall provide semi-trailers for electronics collection that remain onsite at the NEC and
SEC.
a. When a semi-trailer is full, the Contractor will bring an empty trailer with any requested supplies
and swap it with the full semi-trailer.
5. The Contractor shall provide transportation for these materials from the collection site to processing
facilities in accordance with all State and Federal DOT requirements.
a. If electronics or components are transported out of state, the shipment must comply with the
requirements of all states the shipment passes through.
b. If the Contractor uses a subcontractor to transport electronics, components or process
residuals, the Contractor shall ensure that the subcontractor comply with all State and federal
DOT requirements.
6. The Contractor shall provide and complete all shipping papers, markings and labels for shipping and
storage that are required by law. The Contractor shall provide specific transportation pricing on a Price
Proposal Form (Appendix B) including all mobilization fees, equipment, tools, materials and labor
charges it anticipates using to meet the various transportation needs of the County.
7. The Contractor shall be able to provide the following additional electronics transportation services as
requested:
a. Transportation of electronics or components from the County's location to the processing
facility or Contractor's facility via a dedicated shipment.
b. Mobilization of a vehicle to a site anywhere in the County to pick up electronics or components
for transportation to the Contractor's facility.
c. Related electronic, component and process residual transportation services, which include but
are not limited to: checking containers, loading, completing paperwork, labeling, placarding,
transporting the electronics and components from the site to an authorized processing facility,
and all subsequent transportation of electronics, components and process residuals through
final disposition.
d. Transportation service within 2 business days of being notified. If the Contractor is unable to do
so, they must arrange other transportation options.
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Request For Proposals (RFP) for Electronics Recycling
8. The Contractor shall manage all electronics, components and process residuals in accordance with a
Transportation Plan for all transportation options. In the Transportation Plan, the Contractor shall
include:
a. A description of how service will be provided to County sites without loading docks.
b. Details about mobilizing vehicles anywhere in the County for the purpose of performing contract
services.
c. An outline of the process to request transport services from the Contractor and the expected
response time for requested services.
d. Specific packaging and pre-transportation requirements as applicable.
2.3. Management and Disposal
1. The Contractor shall manage all electronics, components and process residuals in accordance with an
Electronics Management Plan. In the Electronics Management Plan, the Contractor shall include:
a. A description of its ability to manage the electronic material and its process residuals in
accordance with the requirements of the Scope of Services listed herein. For each electronic,
component or process residual, there shall be a description of the management steps for each
material, from the County's site to the point of reclamation, use, reuse, recycling or disposal of
the electronics, components and all process residuals.
b. A list of all facilities, transporters and subcontractors along with: their roles in the management
of electronics, address, contact person's telephone number, e-mail address, fax number, and
the EPA ID number and DOT transporter number if applicable.
c. A description of how it will calculate the net weight of the electronics and components shipped
from the County.
d. A list of certified environmental management standards such as ISO14001 or ISO9001 if
applicable.
e. A description of Contractor participation in any U.S. electronics recycling standards.
f. A description of the Contractor's employee health and safety program(s) and how the
program(s) meets or exceeds applicable federal, State and local laws, ordinances, codes,
regulations and guidelines for all employees in the Plan.
g. A description of the Contractor's data security capabilities that comply with all data privacy and
security regulations and how they will be employed to service this Contract.
2. The Contractor must take adequate measures from the time the electronics and components leave the
possession of the County until the time the electronics, components and process residuals are recycled
or disposed of as waste, to ensure that no hazardous constituents are released. If a release occurs, the
Contractor shall immediately execute plans for recovery of released materials.
3. Weights of electronics and components shall be obtained on a scale, approved by the State of
Minnesota, Division of Weights and Measures (or an equivalent State agency if the scale is located in
another state), meeting all specifications, tolerances, and technical requirements as required by State
law. The scale shall be inspected annually, and documentation of the inspection shall be presented to
the County upon request.
4. The Contractor shall be capable of managing the County's electronics, components and process
residuals in a manner that best protects or preserves the land, air, water, and other natural resources
and the public health; and in a manner appropriate to the characteristics of the waste stream. For the
materials managed through this Agreement, the following management methods are listed in order of
preference:
a. reuse and/or refurbishment;
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b. recycling of electronics, components and process residuals for material recovery;
c. management of components or process residuals for energy recovery;
d. incineration of hazardous components (PCB capacitors); and
e. incineration or land disposal of process residuals.
5. The County prefers that recycling techniques be used to the full extent practicable, recognizing technical
and economic feasibility, in an effort to minimize incineration and land disposal of electronics and
components.
6. Where incineration or land disposal is unavoidable, the County requires that consideration first be given
to whether the electronics, components or process residuals have value for energy recovery. For certain
residuals, such as plastics, incineration with energy recovery is preferable over incineration without
energy recovery or landfill. For residuals that have value for energy recovery, but for which energy
recovery is infeasible, the County requires that a reasonable case of infeasibility be made.
7. The Contractor shall manage all electronics, components and process residuals at facilities that are fully
licensed for storage, recycling, treatment and disposal purposes by all appropriate governing authorities.
8. The Contractor shall comply with all applicable international, federal, state and local requirements
pertaining to the transport, processing and management of electronics, components, process residuals
and value-enhanced commodities.
9. The Contractor shall employ appropriate security measures at its facility for electronics, components,
and process residuals.
10. The Contractor shall provide data security for electronics, components and process residuals that
contain private, confidential or secret information on various types of data storage media.
11. The Contractor shall, provide the following data sanitation and destruction services for all electronics
received:
a. Sanitize or destroy data on hard drives and other data storage devices.
i. Adhere to the data sanitization or destruction practices described in the NIST Guidelines
for Media Sanitation: Special Publication 800-88 or another current generally accepted
standard or is certified by the National Association for Information Destruction (NAID)
unless otherwise requested in writing by the customer.
b. The Contractor shall provide the County with a signed certificate of destruction that shows the
dates that the data were destroyed. The certificate of destruction shall accompany the invoice
to the County. The Contractor shall immediately notify the County of any material use or
disclosure of the County's confidential information.
12. All electronics, components and process residuals managed under this Agreement shall be restricted in
international markets as follows:
a. The County reserves the right, solely at the County's discretion, to allow the processing, use,
reuse, reclamation, or disposal of electronics, components or process residuals outside of
Mexico, Canada, or the United States. This allowance will only be made if the County can at
reasonable cost assure itself of proper environmental management and limited environmental
risk to the County. Such overseas electronic, component or process residual management shall
be by approval in writing by the County of specific electronics, components or process residuals
and of subcontractor and specific overseas locations prior to management of these materials
overseas.
b. The County prefers that as much of the electronics, components and process residuals are
reused, recycled or processed domestically when possible. If it is determined that the sale or
movement of the electronics, components or process residuals approved for export is life
threatening, causes damage to public health or safety or the environment, is an environmental
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hazard or if the method is inappropriate, the County will reconsider the approved sale or
movement of some or all of the electronics, components or process residuals allowed to be
exported.
c. All solid waste and hazardous waste and recyclable material generated from the management
and processing of the electronics and components shall be managed in the United States,
Canada, or Mexico. Exceptions may be approved on a case-by-case basis.
d. All shipments of electronics, components and process residuals must be prescreened to meet
legitimate refurbishment specifications.
e. Unscreened shipments for evaluation of refurbishment or reuse potential and shipments which
contain equipment that can and cannot be refurbished or reused, are not allowed.
f. The County prefers that working electronics (such as monitors, CPUs, phones) and components
or process residuals (such as integrated circuit chips, power supplies, drives, keyboards) be sold
for reuse in the United States, Canada, or Mexico. They may be marketed internationally in
accordance with the Contractor's approved Electronics Management Plan.
g. Shipments of electronics, components and process residuals shall be prescreened and certified
to meet legitimate reuse specifications.
13. For electronics, components or process residuals that are directed to refurbishment or reuse, the
County requires that:
a. All items in the shipment meet legitimate reuse/refurbishment specifications.
b. All items in the shipment meet the specifications of the consignee.
c. All items in the shipment are packaged to preserve the used equipment for refurbishment or
reuse; that is, the packaging protects the used equipment in storage and transport, such that
the value of the used equipment for refurbishment or reuse is not diminished.
d. Proper business records are kept that document the transfer of the used electronics,
components and process residuals to the consignee for refurbishment or reuse, including:
i. Name and address of consignee.
ii. Description of shipment content and conformance with consignee product
specifications.
iii. Product specifications of consignee.
iv. Amount paid for the consigned electronics or components.
v. Transboundary transfer documentation.
e. The County may refuse to have electronics or components managed for reuse/refurbishment by
informing the Contractor.
14. Value enhanced commodities may be marketed internationally as a feedstock.
15. The Contractor is required to keep business records that document:
a. Compliance with all applicable laws and rules.
b. Regulations meeting consignee specifications.
c. Legitimate use.
16. The Contractor shall conduct and document due diligence assessments of all transporter and facilities
used to manage electronics, components and process residuals under this Agreement. All electronics,
components and process residuals that are directed to processing, refurbishing, or recycling shall be
processed by facilities that meet the terms of this Agreement. Records shall be kept that demonstrate
that all downstream processing and recycling operations, including smelters, that receive electronics,
components or process residuals, use practices that comply with the terms of the Agreement. For any
processing, recycling and disposal facilities, domestic or foreign, that receive electronics, components or
process residuals, the Contractor shall ensure that:
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a. Facilities are fully licensed by all applicable governing authorities.
b. Facilities have a written plan describing the facility's risk management objectives for
environmental, health and safety performance and compliance and its plans for attaining these
objectives.
c. Facilities shall take sufficient measures to safeguard occupational and environmental health and
safety. Such measures may be indicated by local, state, national and international regulations,
agreements, principles and standards, as well as by industry standards and guidelines. Except as
noted below, such measures for all facilities shall include:
i. Environmental Health and Safety training of personnel.
ii. An up to date, written hazardous materials identification and management plan that
specifically addresses at least the following: lead, mercury, beryllium, cadmium,
batteries, toner, phosphor compounds, PCBs, and brominated flame retardants and
other halogenated materials, with particular focus on possible generation of by-product
dioxins and furans.
iii. Personal protective devices for workers, pollution control equipment or a combination
of these measures.
iv. An up-to-date, written plan for reporting and responding to releases that could impact
human health or the environment, including emergencies such as accidents, spills, fires,
and explosions.
v. Liability insurance for releases, accidents and other emergencies.
vi. Completion of an Environmental Health and Safety audit, preferably by a qualified
independent auditor, on an annual basis.
vii. Facilities have an on-going and documented monitoring and recordkeeping program
that tracks key process parameters, compliance with relevant safety procedures,
effluents and emissions, and incoming, stored and outgoing electronics, components
and process residuals.
viii. Facilities have adequate plans for closure. The adequacy of closure plans and financial
guarantees is determined by local, state, national and international regulations,
agreements, principles and standards, as well as by industry standards and guidelines,
considering the level of risk.
2.4. Containers and Supplies
1. The Contractor shall be equipped to provide containers and supplies to the County. All supplies ordered
from the Contractor shall be shipped Free-On-Board (FOB) destination. The County may provide its own
containers and supplies.
2. Containers must be suitable for storage and shipment. Containers shall meet Minnesota and federal
Department of Transportation (DOT) standards for transporting the materials being transported.
3. The Contractor shall make available the option of reusable/returnable packaging for electronics.
4. The Contractor shall exchange gaylords on pallets or other containers at no cost at the time of shipment.
5. Prices for containers and other related supplies shall be listed in the Price Proposal Form (Appendix B).
2.5. Waste Tracking
1. The following shall be provided to The County with the required invoice or within thirty (30) days of the
conversion, recycling, reuse, disposal or destruction of the waste material.
a. Shipping Papers
b. Certificates of Conversion, Reuse, Recycling, Disposal or Destruction
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