Residential Solid Waste Collection and Disposal Services

REQUEST FOR PROPOSAL
FOR
RESIDENTIAL SOLID WASTE COLLECTION AND DISPOSAL SERVICES
CITY OF CALUMET CITY, ILLINOIS
JUNE 30, 2026
BIDS DUE: AUGUST 07, 2026, at 11:00 A.M.

PUBLIC NOTICE
REQUEST FOR PROPOSAL (RFP)
BY
CITY OF CALUMET CITY, ILLINOIS
FOR
RESIDENTIAL SOLID WASTE COLLECTION AND DISPOSAL SERVICES
NOTICE IS HEREBY GIVEN that the City of Calumet City will accept sealed proposals for providing
all labor, equipment, vehicles, materials and related services necessary for the collection of residential
solid waste and landscape waste / food scraps at all residential dwellings not exceeding four units as well
as the collection of refuse from designated City collection sites. The proposed initial term of the
agreement will begin on January 01, 2027, and end at midnight on December 31, 2029.
All information regarding this RFP will be posted and available on the homepage and Bids/Request for
Proposals page of the Calumet City website at www.calumetcity.org no later than Tuesday, June 30,
2026, at 9:00 a.m. Hard copies of the RFP will also be available for pick up in the Clerk's Department
located at City Hall, 204 Pulaski Road, Calumet City, IL.
An optional Pre-Proposal meeting will be held at 10:00 a.m. on Friday, July 10, 2026. The meeting will
be held in person at the City of Calumet City - City Hall, 204 Pulaski Road, Calumet City, IL.
Questions regarding the RFP must be submitted to Public Works Commissioner Jerico Thomas by 3:00
p.m. on Friday, July 31, 2026, via email to jthomas@calumetcity.org.
Proposals are to be sealed and labeled "Residential Solid Waste Collection and Disposal Services RFP"
and received by 11:00 a.m. on Friday, August 07, 2026, to:
ATTN: City of Calumet City
Mayor's Office (2nd Floor)
204 Pulaski Road
Calumet City, IL 60409
The Mayor, City, and City Clerk reserve the right to accept or reject any or all Proposals or any part
thereof; waive any minor defects, irregularities or informalities; and to decide not to award any contract;
or award a contract deemed to be in the best interests of the City of Calumet City.
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TABLE OF CONTENTS
ARTICLE I. INTRODUCTION ................................................................................................. 1
ARTICLE II. DESCRIPTION OF SERVICES ........................................................................... 2
Section 2.1 Project Background................................................................................................ 2
Section 2.2 Scope of Services ................................................................................................... 2
ARTICLE III. INSTRUCTIONS TO PROPOSERS ..................................................................... 3
Section 3.1 Introduction ............................................................................................................ 3
Section 3.2 Optional Pre-Proposal Conference ........................................................................ 3
Section 3.3 Addenda and Interpretation ................................................................................... 3
Section 3.4 Submittal of Proposals ........................................................................................... 4
Section 3.5 Modification and Withdrawal Prior to Opening .................................................... 5
Section 3.6 Evaluation and Selection Process .......................................................................... 5
Section 3.7 Ownership of Proposals ......................................................................................... 6
Section 3.8 Costs ...................................................................................................................... 6
Section 3.9 Compliance with Laws .......................................................................................... 6
Section 3.10 Taxes and Benefits ................................................................................................. 6
Section 3.11 Permits and Licenses ............................................................................................. 6
Section 3.12 Disqualification of Proposers ................................................................................. 7
Section 3.13 Award of Contract ................................................................................................. 7
Section 3.14 Notice of Award; Effective Date of Award ........................................................... 7
Section 3.15 Closing of Final Agreement ................................................................................... 7
Section 3.16 Failure to Close ...................................................................................................... 8
Section 3.17 Confidentiality ....................................................................................................... 8
ARTICLE IV - EVALUATION CRITERIA ................................................................................................ 9
ARTICLE V - SUBMITTAL REQUIREMENTS ...................................................................................... 10
Section 5.1 Format .................................................................................................................. 10
Section 5.2 Contents ............................................................................................................... 10
Section 5.2.1 Cover Letter ......................................................................................................... 10
Section 5.2.2 Executive Summary ............................................................................................. 10
Section 5.2.3 Operational Approach .......................................................................................... 10
Section 5.2.4 Organizational Plan and Chart ............................................................................. 11
Section 5.2.5 Qualifications of Personnel .................................................................................. 11
Section 5.2.6 Cost Proposals ..................................................................................................... 11
Section 5.2.7 Alternative Proposals ........................................................................................... 11
Section 5.2.8 Alternative Fuels and/or Trucks........................................................................... 11
Section 5.2.9 References ............................................................................................................ 11
Section 5.2.10 Financial Capability ............................................................................................ 12
Section 5.2.11 Litigation .............................................................................................................. 12
Section 5.2.12 Assumptions, Deviations and Exceptions ............................................................ 12
Section 5.2.13 Proposal Security ................................................................................................ 12
Section 5.2.14 Insurance .............................................................................................................. 13
Section 5.2.15 Performance Bond .............................................................................................. 13
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ARTICLE VI - INQUIRIES AND SUBMISSION OF PROPOSAL ......................................................... 14
APPENDICES
APPENDIX A CONTRACTOR'S COST PROPOSAL AND SWORN STATEMENT
APPENDIX B FORM OF PROPOSAL BOND
APPENDIX C CURRENT RESIDENTIAL WASTE COLLECTION FEES & CHARGES
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ARTICLE I
INTRODUCTION
The City of Calumet City (the "City") hereby invites firms to submit proposals ("Proposals") in
accordance with the requirements of this Request for Proposal ("RFP") for residential solid waste
collection and disposal services. The City is simultaneously issuing an RFP for commercial solid waste
collection services, and it may decide to award both the residential and commercial collection agreements
to the same Contractor. Proposers should take note that Appendix A ("Cost Proposal") asks the Proposer
to provide information on what cost savings the Proposer would be willing to offer if awarded both
collection agreements.
The City will evaluate Proposals in accordance with the evaluation criteria set forth in Article IV
(the "Evaluation Criteria") and the submittal requirements set forth in Article V (the "Submittal
Requirements") of this Request for Proposal. At the conclusion of this evaluation process and following
negotiations with one or more of the Proposers, the City anticipates that it will select one Proposer
("Successful Proposer") to provide the services for the City. The evaluation and selection process is
described in more detail in Article III (Instructions to Proposers) of this Request for Proposal.
The Successful Proposer selected by the City must enter into an agreement to provide the
Services, or specified elements thereof for a three (3) year term, beginning January 01, 2027 and ending at
midnight on December 31, 2029, at their proposed prices and pursuant to the other terms and conditions
established pursuant to this Request for Proposal process. Upon mutual consent of the City and the
Successful Proposer this Agreement can be extended for up to five one-year renewal terms.
Sealed proposals shall be submitted no later than 11:00 a.m. on August 07, 2026. The evaluation
and selection processes are described in more detail in later sections of this RFP. See Article VI of this
RFP for details on whom to contact at the City for inquiries and submission of Proposals.
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ARTICLE II.
DESCRIPTION OF SERVICES
Section 2.1 Project Background.
The City is seeking proposals with the intent of selecting a single waste hauler (the "Contractor"
or "Proposer") to provide the services outlined in this RFP. Upon completion of the RFP process, it is the
goal of the City to award a three (3) year agreement to one Contractor for collection, transportation, and
disposal of Municipal Waste and Landscape Waste and Food Scraps from all residential family dwellings
with four units or less as well as City Collection Sites. The anticipated commencement date of the
contract is January 01, 2027, with a termination date of midnight on December 31, 2029.
The City has an estimated 8,979 dwelling units which will be included in the residential hauling
franchise. The dwelling units consist principally of single-family residences, 2-flat, 3-flat, and 4-flat
multi-family dwellings.
The City desires to obtain cost proposals in the form of Appendix A, proposing monthly fees for
various levels of service which are described in this RFP. Under the Agreement, the City would designate
and pay a single waste hauler as the exclusive entity in the City to provide the services described therein.
The rates provided in Contractor's Cost Proposal (Appendix A) are to be the sole basis of payment and
no annual cost increases, fuel surcharges, administrative fees, environmental fees, recycling
contamination fees or other costs are to be included.
The City seeks a Contractor who can provide the Residential Material collection services and the
other services described in this RFP at a reasonable cost; in a clean, courteous, and professional manner;
with uninterrupted and continuous service; and efficiently executed.
Section 2.2 Scope of Services.
The City is seeking one qualified firm to provide a variety of solid waste collection, and disposal
services for Residential Customers located in the City. Summarized generally, the services for which the
City seeks cost proposals are:
(1) Municipal Waste. Once-per-week limited curbside service for collection, transportation
and disposal of Municipal Waste. Residential Customers will be provided with a 95-gallon
wheeled cart, to be furnished and maintained by the Contractor.
(2) Bulk Item Collection. The Contractor shall collect one (1) Bulk Item from each
Residential Customer per week on the regular collection day for Municipal Waste.
(3) Landscape Waste and Food Scraps. Once-per-week curbside, unlimited collection of
Landscape Waste and Food Scraps. Beginning October 15, or an agreed upon start data, the
Contractor will collect an unlimited number of bagged leaves for a period of six weeks at no
additional charge. Christmas tree collection is also included.
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(4) Emergency Services. The Contractor, upon receipt of a notice from the City, shall
provide any or all Residential Customer(s) in the City a special emergency pick-up for Municipal
Waste and Landscape Waste in circumstances requiring prompt disposition of the waste materials
and where a delay in pick-up until the next regularly scheduled pick-up day would or might be
injurious or detrimental to the health or welfare of the community.
(5) Billing. The Contractor shall bill the City of Calumet City for all services.
(6) Collection Schedule. The City prefers to keep its existing collection schedule of once per
week. The Contractor shall indicate which day or days it is proposing in its proposal. Collection
services may not begin prior to 7 a.m. and must conclude prior to 5 p.m. each day. All collections
from a single Residential Customer (Municipal Waste, Landscape Waste) shall occur on the same
collection day but the Contractor may divide the City into zones for collection on separate days.
ARTICLE III
INSTRUCTION TO PROPOSERS
Section 3.1 Introduction.
The City desires to select the successful Proposer who, in the City's opinion, will best be able to
provide the Services as summarized in Article II of this RFP.
The City will evaluate each Proposal using the Evaluation Criteria and will make its final
decision based on which Proposer, on balance, fulfills the Evaluation Criteria in a way that is in the best
interest of the City.
No Proposer or any third party shall be entitled to any written justification or administrative appeal of
the City's selection process.
Section 3.2 Optional Pre-Proposal Conference.
The City will conduct an optional pre-proposal conference on July 10, 2026, at 10:00 a.m. The
meeting will be held in person at the City Hall at 204 Pulaski Road, Calumet City, Illinois. Nothing
stated at the pre-proposal conference shall change any such document unless an Addendum is issued
therefore pursuant to Section 3.3 of this RFP. Proposers are encouraged to submit any questions in
writing to the City sufficiently in advance of the scheduled pre-proposal conference to ensure that all
questions can be responded to at the pre-proposal conference. Attendance at the pre-proposal conference
is optional but highly encouraged.
Section 3.3 Addenda and Interpretation.
3.3.1 Addenda. No modification or interpretation of the RFP will be made except by a written
Addendum duly issued by the City. Only interpretations contained in an Addendum shall be valid
or have any force or affect whatever. All Addenda issued prior to the opening of Proposals shall
become a part of the Proposal and must be acknowledged by Proposers on the face of their
Proposal.
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3.3.2 Informal Responses. The City will not give oral answers to any inquiries regarding the
meaning of the RFP or provide Proposers with oral instructions prior to the award of the
Agreement. Any such oral answer or instruction shall not be binding, shall be deemed to be
unauthorized and given informally for the convenience of prospective Proposers, shall not be
guaranteed, and shall not be relied upon by any prospective Proposer. By submitting a Proposal,
each Proposer shall be deemed to have agreed that such information has not been used as a basis
of its Proposal and that the giving of any such information does not entitle such Proposer to assert
any claim or demand against the City or its respective officers, employees, agents, or attorneys on
account thereof.
3.3.3 Inquiries. All Addenda issued prior to the opening of Proposals shall become a part of
this RFP. Each prospective Contractor shall be responsible for inquiring from time to time as to
the availability of Addenda. The City shall use its best efforts to issue Addenda in response to all
valid, appropriate, and timely inquiries, but accepts no responsibility for doing so. The failure of
any Proposer to receive any such addendum or interpretation shall not relieve such Proposer from
any obligation under its Proposal as submitted. All inquiries shall be made in written form,
addressed to the person identified in Article VI, and submitted by no later than 3:00 p.m. on July
31, 2026. Inquiries not answered by Addenda shall be considered invalid, inappropriate, or
untimely inquiries.
Section 3.4 Submittal of Proposals.
In submitting a Proposal, each Proposer states and agrees that the Proposal is submitted in strict
accordance and compliance with the requirements, scope and intent set forth in this RFP. Each Proposer
shall, before submitting its Proposal, carefully examine this Request for Proposal.
The Proposer whose Proposal is accepted will be responsible for all errors in its Proposal, including
those resulting from (i) its failure or neglect to make a thorough examination and investigation of this
Request for Proposal, or (ii) its failure to comply with the instructions set forth in this Request for Proposal.
The Successful Proposer shall bear all damages and costs associated therewith, arising therefrom, or resulting
from matters or conditions first discovered during the provision of the Services, including, but not limited to,
damages or costs resulting from, arising out of, or in any way related to increases in time-related costs;
increases in costs of labor, equipment, materials, or supplies; costs of additional personnel; costs of additional
equipment; costs of additional premium time for personnel or equipment; increase in costs for Bond or
insurance premiums; lower labor productivity; lost profits or alternative income; effects on other agreements;
and costs of demobilization and remobilization.
Where Proposals are signed by an agent of the Proposer, evidence of his or her authority to act as
such agent shall accompany the Proposal.
Cost Proposals shall be made only on the blank Cost Proposal forms furnished by the City and
included in this Request for Proposal. Entries on the Cost Proposal forms shall be typed or legibly written in
ink.
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Section 3.5 Modification and Withdrawal Prior to Opening.
Written modifications or requests for withdrawal of Proposals must be in writing and sent by
mail, or email, directed to the person identified in Article VI. However, any such request must be received
prior to the time fixed for the Proposal opening; and provided that written confirmation of any email
withdrawal over the signature of an authorized representative of the Proposer is placed in the mail and
postmarked prior to the time set for Proposal opening. All modifications, corrections or requests for
withdrawal must be clearly identified as such. No verbal requests will be accepted. The withdrawal of a
Proposal prior to the time set for Proposal opening shall not prejudice the right of a Proposer to timely file
a new Proposal.
Section 3.6 Evaluation and Selection Process.
An Evaluation Committee, comprised of City staff and consultants and any persons selected by
the City, will review Proposals in accordance with the Evaluation Criteria. The Evaluation Committee
will evaluate the Proposals and report to the City Council. As part of its review, the Evaluation
Committee may request that one more of the Proposers answer written questions and requests for
additional information or attend interviews to be conducted by the Evaluation Committee.
It is expected that the Evaluation Committee will then identify one or more Proposers with which
to conduct negotiations and discussions regarding their Proposals to identify the Proposer that best meets
the objectives of the City and is most advantageous to the City and its residents. Presentations or
negotiations, if conducted, will occur only after the due date for the Proposals. During this evaluation and
negotiation period, Proposers so identified may be asked to submit new or revised cost proposals and
make presentations. Any such revised cost proposal shall be no less favorable to the City than those cost
proposals initially submitted to the City.
Notwithstanding the process described above, Proposers are expected to submit their best cost
proposal in their initial Proposal. The City prefers to award a contract based on the initial proposal
submission. It should not be assumed that there will be a subsequent opportunity during which price
proposals can be modified. At the sole option of the City and for the purpose of obtaining the best and
final offers, negotiations may be conducted with either the Proposer with the highest ranked proposal; or
with Proposers who have submitted Proposals that are within the established competitive range; or with
all Proposers. Upon completion of negotiations, if any, the City may, at its discretion, call for "best and
final offers".
In addition to the requirements of this RFP, each Proposer will provide, upon written request
from the City, such additional information as may be required by the City to establish, verify and confirm
the Proposer's competence, resources, and ability to perform the Services.
No Proposal may be withdrawn without the consent of City for a period of 180 days after the
opening of any Proposal. Any Proposal may be withdrawn at any time following the expiration of said
180-day period, provided that a request in writing, executed by Proposer for the withdrawal of such
Proposal is filed with City after said 180-day period. If no such request is filed, the date for
acceptance of such Proposal shall be deemed to be extended until such a request is filed or until
City awards the contract or until the City affirmatively and in writing rejects such Proposal. At the
completion of this negotiation process, the Evaluation Committee will recommend the selection of a
successful Proposer to the City Council. The City Council will then select a successful Proposer who will
be required to execute an agreement to provide the Services bid.
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The City may select a replacement Proposer and replace any selected Proposer with this
replacement Proposer if any selected Proposer fails to comply with the Conditions Precedent to Closing
set forth in Section 3.15 of this RFP. Proposers failing to close on the agreement after receiving the award
will be subject to the Liquidated Damages provisions set forth in Section 5.2.13 of this RFP.
Section 3.7 Ownership of Proposals.
The City will retain full title and ownership of all submitted materials. Proposals will not be
returned to Proposers.
Each Proposer, by submitting its Proposal, acknowledges and consents to the use by the City of
information submitted in the Proposal. The Proposer further agrees that the City shall have the right to
incorporate any aspect of its Proposal into the final agreement irrespective of the identity of the successful
Proposer with whom the City enters into the final agreement.
Section 3.8 Costs.
All costs that each Proposer incurs in preparing and submitting its Proposal are the sole
responsibility of the Proposer and will in no event be paid or reimbursed by the City.
Section 3.9 Compliance with Laws.
The successful Proposer shall be required and shall agree to comply with all laws, statutes,
ordinances and regulations of any governmental body, including, but not limited to the City and federal
and state and local governments, that are applicable to or in any manner may affect the services
performed under the final agreement, including nondiscrimination and equal employment opportunity
requirements.
Section 3.10 Taxes and Benefits.
The City is exempt from state and local sales, use and excise taxes. No Proposal shall include any
such taxes. A letter of exemption will be provided to the Successful Proposer, if necessary. The City will not
reimburse, nor assist the Successful Proposer in obtaining reimbursement for, any state or local sales, use, or
excise taxes paid by the Successful Proposer. The Successful Proposer shall be required to reimburse the City
for any such taxes paid.
Each Proposal shall include all other applicable federal, state, and local taxes of every kind and
nature applicable to the provision of the collection services, as well as all taxes, contributions, and premiums
for unemployment insurance, old age or retirement benefits, pensions, annuities, or other similar benefits. It
shall be the sole responsibility of each prospective Proposer to determine the applicability and amount of such
taxes, contributions, and premiums. No extra compensation shall be paid by the City for the Successful
Proposer's failure to include these costs in its Proposal.
Section 3.11 Permits and Licenses.
The Proposal shall include the cost of obtaining all permits, licenses, and other approvals and
authorizations required by law for the provision of the Services. It shall be the sole responsibility of each
prospective Proposer to determine the applicable permits, licenses, and other approvals and authorizations.
No extra compensation shall be paid by the City for the Successful Proposer's failure to include these costs in
its Proposal. The Successful Proposer shall be required to display all permits, licenses and other approvals
and authorizations as required by law.
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