Waste Disposal Mandatory Site Visit Wednesday, May 13, 2026 at 9:30am

Proposal Submission Deadline:

Rockingham County Facilities Operations Thursday, May 28, 2026, at 7:30 a.
116 North Road kauatine
Brentwood, NH 03833 *Proposal Opening is noted on page 2

Jude Gates/Director of Facilities, Planning & IT
603-679-9375

j Mandatory Site Visit:
igates@co.rockingham.nh.us Wednesday, May 13, 2026, at 9:30AM

Meet at the Rockingham County
Facilities Office 116 North Road,
Brentwood NH 03833

REQUEST FOR PROPOSALS
WASTE DISPOSAL
FACILITIES OPERATIONS
MAY 4, 2026

You (ORGANIZATION) are hereby invited to submit a proposal in accordance with the specifications
outlined in this Request for Proposal (RFP). All necessary information required to complete your
submission is contained within this document. Please refrain from adding our e-mail addresses to
your marketing or distribution lists. Failure to comply may result in your domain being blocked, which
could hinder the receipt of future proposals or communications from you.

Rockingham County, New Hampshire (Rockingham County) is a public entity composed of various
departments, including general administrative offices, a nursing home, an assisted living facility, a
correctional facility, facilities operations, and offices of Elected Officials such as the Commissioners,
the Delegation, County Attorney, High Sheriff, Register of Deeds, and Treasurer.

QUESTIONS?

For questions specific to the product or service listed in this RFP, please direct inquiries to the contact listed in
the upper-left corner of this page. For questions regarding the proposal submission process, please send an
email to the RFP submission email listed below.

Please note: Any alteration or modification of documents or proposal forms downloaded from
Rockingham County or Public Purchase is strictly prohibited. Such actions may result in
disqualification from the proposal process.

INSTRUCTIONS

Proposals can be submitted through one of the following methods:

1. Hard Copy Submission

Submit two (2) copies, or one (1) copy along with a thumb drive, in a sealed envelope labeled "RFP -
(Waste Disposal)". Deliver to:

Rockingham County Commissioners

94 North Road

Brentwood, NH 03833

2. Email Submission

Email your proposal as a PDF attachment to rfp@co.rockingham.nh.us. Ensure that no submissions
are sent to any other Rockingham County email address, as this may result in disqualification. File
attachments must not exceed 20 MB in total. If your attachments exceed this limit, send multiple
emails as needed. You will receive a confirmation email within one business day. If you do not receive
confirmation, please contact the individual listed in the upper-left corner of this document.

3. Online Submission

Proposals may also be submitted online via Public Purchase. Account registration is free, but please
allow 24 hours for activation. Visit the Public Purchase: Rockingham County Home Page, or
Wwww.rockinghamcountynh.org/rfpbidding for more information and the submission link.

Submission must include:
e Organization legal name with DBA if applicable.
e = =Tax ID.
e Physical address and mailing address (if different).
e Organization representative name and contact information (phone, fax, and email).
e Itemized pricing (including shipping or freight, if applicable).
e Cut sheets, specifications, brochures, etc. for all products quoted, if applicable.

e Equivalents must be clearly identified, with all variations from the specification annotated and are
subject to approval.

e Complete details about warranty and service availability.
The proposed start and completion time schedule for after bid has been awarded.

e Insurance requirements, non-appropriations and indemnification obligations.

Proposal Openings

Authorization to open proposals will be given during the regularly scheduled Rockingham County
Board of Commissioners meeting on 05/28/2026. Please note that proposals will not be reviewed
during this meeting. Instead, they will be forwarded to the respective department that issued the
RFP for thorough review after the meeting. Proposals will be awarded or rejected once
Rockingham County has completed a comprehensive evaluation and comparison of all
submissions.

Meetings are conducted in the Lobby Conference Room at the Rockingham County Municipal
Building, located at 94 North Road, Brentwood, NH. Remote attendance is available via Zoom. To
register for virtual access, please contact the Commissioners' Office at 603-679-9350 at least 24
hours prior to the meeting.

Please note that meeting schedules are subject to change. For the most up-to-date information,

visit: www.rockinghamcountynh.org/events.

Proposal Award
Proposals will be formally awarded and publicly announced at a regular scheduled Rockingham County

Board of Commissioners meeting. Following the announcement, formal notification of the award decision
will be provided.

Pricing

Proposal prices must remain valid for a period of sixty (60) days from the proposal opening date and must
remain firm once the proposal is awarded to the successful organization(s).

Vendors holding a state bid/contract are encouraged to offer the corresponding pricing.

If any variations, such as discounts or penalty clauses, may affect the proposed price, please specify
them clearly in your submission.

Additional Materials
Organizations may be invited to participate in the final selection process following the review and

screening of all proposals. This process may include providing additional information, such as cost
adjustments or other clarifications, as requested by Rockingham County.

Performance Clause

In the event that the successful organization or Rockingham County defaults on any stipulations outlined
the RFP, and such default is not corrected within thirty (30) days of receiving written notice, either party
may opt to cancel the agreement.

Contractual Obligations

Should the proposal require contracts for the provision of materials, equipment, or services, the
Rockingham County Board of Commissioners reserves the right to review and amend these contracts to
ensure compliance with county legal requirements. All agreements or contracts requiring our signature
must be submitted in Microsoft Word format to facilitate efficient review and tracking. All contracts must
include Non-Appropriation and Indemnification clauses, as specified in the RFP. Sample language for
these clauses is provided below.

Non-Approp! n

Rockingham County is obligated to pay only such contract amounts that can lawfully be made from funds
budgeted and appropriate for that purpose during Rockingham County's then current fiscal year, subject to
annual approval by the Rockingham County Delegation. Should Rockingham County fail to budget,
appropriately, or otherwise make available funds to make payments under this contract, such contract
shall be deemed terminated at the end of the then current term. Rockingham County agrees to deliver
prompt notification after any decision to non-appropriation is made, but failure to give such notice will not
extend the term beyond such Original or Renewal Term.

Indemnification

To the fullest extent permitted by law, (ORGANIZATION) shall protect, indemnify, save, defend and hold
harmless Rockingham County, including its officials, agents, volunteers and employees, ("Indemnified
Parties"), from and against any and all liabilities, obligations, claims, damages, penalties, causes of action,
costs, interest and expenses, including but not limited to reasonable attorney and paralegal fees, which
Indemnified Parties may become obligated or suffer by reason of any accident, bodily injury, personal
injury, death of person, or loss of or damage to property, arising indirectly or directly under, out of, in
connection with, or as a result of this Contract or the activities of (ORGANIZATION) or its agents,
employees, contractors or subcontractors, and even if caused in whole or in part by any negligent or
intentional act or omission of Indemnified Parties.

In addition, and regardless of respective fault, (ORGANIZATION) shall defend, indemnify and hold
harmless the Indemnified Parties for any costs, expenses and liabilities arising out of a claim, charge or
determination that (ORGANIZATION) officers, employees, contractors, subcontractors or agents are
employees of the Indemnified Parties, including but not limited to claims or charges for benefits, wages,
fees, penalties, withholdings, damages or taxes brought in connection with laws governing workers
compensation, unemployment compensation, social security, Medicare, state or federal taxation, and/or
any other similar obligation associated with an employment relationship.

(ORGANIZATION'S) obligations to defend, indemnify and hold harmless the Indemnified Parties
hereunder shall survive the term of this Contract.

Rockingham County shall not be required to defend or indemnify (ORGANIZATION) or its agents,
employees, contractors or subcontractors or any professional service provider.

Insurance Requirements

The organization shall maintain insurance coverage throughout the duration of this proposal.
Subcontractors engaged by the organization must also maintain the required coverage. Any requests for
modifications to these insurance requirements must be submitted in writing with the proposal and will be
subject to evaluation.

1. Coverage Requirements

The organization must have professional liability/errors and omissions insurance with limits of no less
than $1,000,000 per occurrence. The insurance certificate and coverage must be issued by a carrier
authorized to conduct business in the State of New Hampshire, with an A.M. Best Company rating of
"A" or better.

2. Workers' Compensation Insurance
The organization shall carry workers' compensation insurance as mandated by the State of New
Hampshire.

3. Comprehensive General Liability Insurance
The organization must maintain a comprehensive general liability insurance policy, including
contractual liability coverage, with limits of no less than $1,000,000 per occurrence.

4. Motor Vehicle Insurance

The organization must carry motor vehicle insurance, including coverage for bodily injury, property
damage, and uninsured motorists, with a combined single limit of no less than $1,000,000 per
accident.

5. Insurance Certificate

The organization shall provide an insurance certificate confirming the required coverage. Certificates
must be filed with Rockingham County and included with the proposal submission. A 30-day notice is
required for cancellation or material changes to coverage, and notices must be sent directly to the
Rockingham County Commissioners' Office, 94 North Road, Brentwood, NH 03833.

NOTICE:

1.

The Rockingham County Board of Commissioners reserves the right to accept or reject any proposals or
parts thereof, select the proposal deemed to be in the best interest of Rockingham County, and waive any
formalities in the bidding process.

Proposals are subject to public review and cannot include proprietary, confidential, or restricted
information that conflicts with New Hampshire's Right to Know law.

The information provided in this RFP is solely for the purpose of preparing proposals detailing costs and
services for Rockingham County. Organizations are expected to carefully review these specifications.
Failure to meet specified conditions may result in invalidation.

Although believed to be accurate, the information provided herein is not warranted and should be verified
independently.

Rockingham County reserves the right to award contracts to multiple providers.
All modifications to the specifications must receive prior approval from Rockingham County.

Any variations, including discounts or penalty clauses, that may affect pricing, must be clearly specified in
the proposal.

Payment for satisfactory work completion or product delivery is subject to Rockingham County's standard
accounts payable process.

DETAIL OF ITEM(S), SCOPE OF SERVICE(S), SERVICES

A. SPECIFICATIONS
Attachment A
B. PRICE SHEET

An itemized price proposal is required with submission unless otherwise noted

Cc. GENERAL

Sincerely,

a -, of Facilities, Planning/IT

JG/dsr

RFP-WASTE DISPOSAL
MAY 4, 2026
Page 1 of 3
Attachment A

L General Requirement for Proposing and Instructions to Providers
A. INTRODUCTION AND BACKGROUND

Rockingham County Complex (Rockingham) is a public entity composed of general administrative
offices, a nursing home, and a correctional facility.

Rockingham is seeking written proposals from qualified professionals to enter a contract with the
purpose of supplying such services as noted in section B commencing 01 July 2026. Please quote
tyr, 2yr and 3yr options.

B. SPECIFICATIONS:
You are hereby invited to submit a sealed proposal to supply all labor, materials, equipment, and
expertise necessary to complete waste removal and recycling for the following locations and
containers.

1. Rockingham County Nursing Home, 117 North Road, Brentwood, NH___03833

1 35-yard compactor emptied one time weekly.
. Container must be functional under any weather and temperature conditions.
. Container provided must be new or completely newly refurbished with side door for
ground level disposal.
. Temporary containers must be put in place when equipment is down.
. Average tonnage per month: 23 +/- tons

3 10-yard zero recycle container, emptied one time weekly.

2. Rockingham County Maintenance Department, 116 North Road, Brentwood, NH__03833

Administration Building, 111 North Road

1 6-yard container, emptied one time weekly

Facilities Operations, 116 North Road
41 30 yard roll off, emptied as needed "tons 9 +/- Per Qtr.
41 6-yard zero sort container, emptied as needed

Wastewater Treatment Plant, 99 North Road
1 4-yard container, emptied one time weekly

Water Treatment Plant, 116 North Road
1 4-yard container, emptied one time weekly

Department of Corrections, 99 North Road

1 35-yard roll off compactor, disposal from ground level, empty one time weekly
. Temporary containers must be put in place when equipment is down.
. Average tonnage per month: 9 +/- tons

1 10-yard front load zero recycle container, empty one time weekly.

Municipal Building, North Road

1 40-yard roll off compactor, disposal from ground level, empty Bi-weekly
. Temporary containers must be put in place when equipment is down.
. Average tonnage per month: 9 +/- tons

1 8-yard front load zero recycle container, empty one time weekly.

RFP-WASTE DISPOSAL

MAY 4, 2026
Page 2 of 3

Attachment A, Page 2

1. Food Waste Recycling: Please provide information on the process of food recycling, containers
provided, and all costs and/or associated fees.

2. Please provide information and all costs associated with handling and disposal of waste.
Please state the location of site for waste disposal.

3. Please provide the following information:

Outline the number of customer service representatives on staff and describe
hours of operation of your customer service call center.

What is your average response time to your customer service call center?

Describe your account management team. Does your organization have dedicated account
managers?

Does your organization provide its customers with a written service guarantee? If so, please
provide a copy of that service guarantee.

In the event of a missed pickup, does your company have a formalized recovery process?
Please describe this process and how it is measured against established goals.

What is the average age of your organization's existing power fleet (trucks)?

How does dispatch communicate with fleet drivers on a daily basis? Describe any tracking
and/or route auditing processes that are conducted by your organization's operations team to
ensure timely and safe deliveries and pickups.

Describe the preventative maintenance program (PM) for your organization's local and
regional fleet(s). Are there performance metrics established for this process? If so, please
include a copy of these metrics.

Describe your organization's documented safety philosophy and how it is applied in day-to-
day operations. Is there a dedicated Safety Manager?

Does your organization require background checks for its driver workforce? If so, please
describe the level of detail involved in this process.

Describe the safety training and orientation your organization's delivery drivers receive at hire.
How are the results of this training audited on an on-going basis?

What is your organization's DOT training (Conditional, Satisfactory, etc)? Please provide
written proof of your most recent DOT audit rating.

Describe the process your organization observes in conducting both scheduled and
unscheduled maintenance on containers and compactors on-site. Does this maintenance
include a safety audit?

In the event an unexpected pick-up is required in addition to the scheduled pick-up what is the
process and timeframe required to accomplish this and associated costs?

RFP-WASTE DISPOSAL
MAY 4, 2026
Page 3 of 3

Attachment A

c. NOTICE

Information provided in these specifications is to be used only for the purpose of preparing a proposal
detailing costs and services to be provided to Rockingham County. It is expected that each provider
will read these specifications with care. Failure to meet certain conditions may invalidate proposals.

The information contained herein is believed to be accurate but should not be considered as
warranted in any way. Questions or requests for additional information should be directed to:

Jude Gates, Director of Facilities, Planning & IT
Facilities Operations

(603) 679-9375 or jgates@co.rockingham.nh.us.