Residential Solid Waste and Recyclables Collection and Transportation Services
| Location: | Kansas |
|---|---|
| Posted: | May 1, 2026 |
| Due: | Jun 2, 2026 |
| Agency: | City of Derby |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-015 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2026-015
|
| Bid Title: |
Residential Solid Waste and Recyclables Collection and Transportation Services
|
| Category: | Specialized Equipment & Services |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
#2026-015
RESIDENTIAL SOLID WASTE AND RECYCLABLES COLLECTION
AND TRANSPORTATION SERVICES
FOR THE CITY OF DERBY, KANSAS
May 1, 2026
The City of Derby, Kansas (hereinafter referred to as the “City”) invites proposals from qualified vendors
to provide residential solid waste and recyclables collection and transportation services in the City of
Derby, Kansas.
Please carefully review this document. If you are interested in making a proposal consistent with the
conditions, instructions, requirements, and specifications contained herein, submit three (3) copies of the
Proposal Response Form together with attachments in a sealed envelope no later than 12:00 p.m. Tuesday,
June 2, 2026. The outside of the envelope should be clearly marked with the Proposer’s name and address
and identified as “Submission of Proposal— Residential Solid Waste and
Recyclables Collection.” The sealed envelope should be addressed as follows:
City of Derby
Assistant to the City Manager
611 N. Mulberry Road, Suite 300
Derby, KS 67037
RFP # 2026-015
All proposals must be valid for 120 days. It is the sole responsibility of the proposer to see that its
response and the appropriate documents are delivered on time. Any response received after the
scheduled closing time for receiving proposals will be returned to the proposer unopened and will not
be considered. It is the responsibility of the proposer to check Derby’s website for information and
updates and acknowledge all addenda in its response.
Proposed pricing and contract terms of service may be disclosed at a public meeting during the review and
approval process. Other information provided in your response will be considered proprietary and will not be
divulged during the proposal review process unless otherwise required by law. Part or all of the successful
proposal, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open
Records Act. Prior to acceptance of a proposal, the information contained in each proposal will be used for
evaluating the proposer’s ability to handle the scope of services and, unless otherwise required by law, will
not be shared with persons not involved in the evaluation of proposals.
1. ABOUT THIS DOCUMENT
This document is a Request for Proposals. It differs from a Request for Bids/Quotations in that the City is
inviting proposals for residential trash and recycling services that are most advantageous to Derby, in Derby’s
sole.
This is not a bid/quotation meeting firm specifications for the lowest price, and as such, the lowest price
proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated
based upon criteria formulated around the most important features of the service(s), of which quality,
references, availability or capability, may be overriding factors.
Proposal evaluation criteria will be used as standards by which to measure how well a proposer’s approach
addresses Derby’s objectives and needs. Criteria that will be considered in evaluating proposals are set forth
in this RFP. Derby will thoroughly review all proposals received by the deadline and may conduct an
interview process for top proposals and to further discuss services and pricing. A proposer’s initial offer should
therefore be based on the most favorable terms available from a price and technical standpoint. Derby reserves
the right to conduct discussion or negotiation with any proposer regarding any proposal Derby deems
competitive. Derby may also request best and final offers from any proposers and make an award or conduct
negotiations thereafter. Derby reserves the right to select and recommend for award the proposal which best
meets its required objectives and needs, in the sole discretion of Derby, or to reject all proposals.
2. BACKGROUND
The City of Derby is a fast-growing, progressive community located 10 minutes south of Wichita. The City
of Derby has approximately 26,000, 8,584 residential trash customers (and growing), and is a full-service city
providing water, sewer, police, fire and other municipal services in the metropolitan area of south-central
Kansas. The City of Derby is served by two major north/south traffic corridors. The City operates under a
mayor/council/manager form of government.
3. PROJECT OVERVIEW
Broadly stated, the City is desirous of receiving proposals from qualified contractors capable of providing
required services associated with all labor, equipment, and materials necessary to serve as an exclusive
provider of residential municipal solid waste (“MSW”) and recyclables collection and disposal. The City is
seeking a long-term partner—not simply a service provider—who can deliver reliable, cost-effective, and
customer-focused waste and recycling services that reflect the expectations of a growing community. The
City places a high value on responsiveness, transparency, and continuous improvement. City priorities and
goals for a franchise trash service include the following:
• Cost stability and predictability for residents
• High customer satisfaction (quick response time for issues)
• Scalable service for growth
• Operational transparency and data reporting
• Sustaining clean, well-maintained neighborhoods
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Proposals will be evaluated on experience, quality, price, and turnaround time, as well as criteria outlined in
Section 9 – Selection Criteria. The City desires a contract with a service provider with an initial contract term
of 7 years with the potential for three optional 1-year extensions based on acceptable performance.
GENERAL INFORMATION
Starting December 1, 2009, Derby has contracted for curbside recycling and trash pickup services to serve
residents of the entire City. The current contract with Waste Connections of Kansas, Inc. ends on
December 31, 2026. Copies of the current agreement are attached in Appendix A. Priorities for Derby
continue to include that residents have the option of at least two trash cart sizes and rates so residents who
produce less trash can pay less for pick-up service. Key information related to the current contract includes
the following:
Trash: 8,584 customers as of April 1, 2026
2025 Trash totaled 8927.75 tons
Routes cover a total of 10.29 square miles, are picked up weekly and run Monday through Friday (See
Appendix B for route information). Three trash cart sizes are available, and Derby residents are not subject
to fuel surcharges. All rates include bi-weekly recycling.
• $55.04/quarter for 95-gallon cart, with up to 10 extra bags free (6,811 customers)
• $48.55/quarter for 65-gallon cart, plus $1 per extra bag (1,279 customers)
• $42.05/quarter for 35-gallon cart, plus $1 per extra bag (494 customers)
Single Stream Recycling: 7,369 customers as of April 1, 2026
2025 Recycling totaled 1199.08 tons
Recycling routes are picked up bi-weekly, and all items go into one 95-gallon cart.
• Cardboard and books
• Office paper, newsprint, paper bags
• Glass bottles & jars (rinse)
• Plastics #1-4
• Junk mail, magazines, phone books
• Cans: steel, tin, aluminum, aerosol
Two free bulky waste services each year per customer
• Customers are provided either two bulky item curbside collections or one curbside collection
and one pickup truck load taken to the transfer station. Scheduling is arranged by the customer
contacting WCI.
Free roll-out (carry out) service for disabled or elderly individuals ages 65+
• Customers who qualify for free roll-out service bring their Driver's License to City Hall to be
scanned and sent to Waste Connections.
• A total of 256 trash customers are currently utilizing rollout services. Of these, 241 are disabled
or elderly, and the remaining fifteen (15) are paying an extra 50% for the service.
Free Service for City-owned facilities (see Appendix C for list of city facilities)
Service Expectations:
• The City of Derby expects services to proceed smoothly, including billing, distributing carts,
providing replacement containers, changing pickup days, changing the scope of services, and
responding to customer complaints and inquiries. . Missed trash or recycling pickup services
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should be rectified within 24-48 hours.
• The contractor will, at all times, provide courteous service to customers and shall promptly and
thoroughly investigate and resolve complaints alleging discourteous behavior by its employees or
agents.
• The contractor will keep accurate and complete records of all services provided and commit to
timely submission of required reports, as well as inspections or audits by the City, including
franchise fee audits.
• The contractor will keep City staff informed in a timely manner of anticipated delays in
service.
The City of Derby will provide:
• Consumer Education Support: The City of Derby uses its monthly Derby News insert in all
water bills, as well as its website and social media platforms to keep residents informed.
Educational content related to free bulky waste services, rollout services, holidays, recycling or
other aspects of the contract may be published at no charge.
• Rollout Service Review: Customers requesting rollout services will visit City Hall, where staff will
evaluate eligibility for free rollout requests and handle scanning and copying of Driver’s Licenses.
• Contract Management: The City of Derby will appoint a staff member as a liaison for questions
or concerns that may arise in the course of carrying out this contract. Currently, Assistant to the
City Manager Hannah Baker is the appointed staff liaison.
Additional Information:
• Additional documents and information may be located in the Appendices of this document and on
the City of Derby website.
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4. MINIMUM QUALIFICATIONS
Respondents must possess the following minimum qualifications:
1. At least two (2) Key Personnel, each with at least 5 years of experience in MSW collection services.
2. At least 5 years of experience in residential curbside refuse and recyclables collection similar to the
program described herein.
3. No administrative or judicial sanctions by Sedgwick County, any other Kansas county, or the State
of Kansas or any of its agencies within the last 3 years for violation of a law or regulation pertaining
to collection, transportation or disposal of solid waste.
4. Ability to provide a performance bond or other required financial security acceptable to the City (see
Section 25 of Appendix A for more information).
If the City determines that a Respondent does not meet these minimum qualifications, the City need not
further review such Respondent’s proposal.
5. CONFIDENTIAL MATTERS
Anyone submitting a proposal agrees that all data, records and information which proposer, its agents and
employees obtain access to, create, and which are the subject of this proposal, remain at all times
exclusively the property of Derby. Anyone submitting a proposal also agrees that all such data, records and
information constitute, at all times, proprietary information of the City and that proposer will not disclose,
provide or make available any such proprietary information in any form to any person or entity.
In addition, anyone submitting a proposal agrees that it will not use any names or addresses contained in
such data, records, and information for the purpose of selling or offering for sale any property or service to
any person or entity who resides at any such address in such data; that it will not sell, give or otherwise
make available to any person or entity any names or addresses contained in or derived from such data,
records or information for the purpose of allowing such person to sell or offer for sale any property or
service to any person or entity named in such data. Anyone submitting a proposal further agrees that it will
take reasonable steps and the same protective precautions to protect Derby’s proprietary information from
disclosure to third parties as with the proposer’s own proprietary and confidential information and that all
data, regardless of form, that is generated as a result of this RFP is the property of Derby.
6. MANDATORY REQUIREMENTS
This section is provided to assist participating proposers in forming a thorough response for services
outlined in this document. Proposals submitted must reflect in detail the inclusion of these items as well as
the degree to which they can be provided. The successful proposal shall:
1. Submit the name of the lead person from your firm who will be responsible for managing this work
for Derby together with a brief biography detailing experience of said person and general
information about proposer’s company.
2. Provide a statement of the respondent's background, experience, and understanding of services
required. If available, submit examples of experience with similar projects for municipal
governments, including contact information.
3. Submit a statement describing the proposer’s present and projected workload, staffing, and ability
to provide prompt, quality services at competitive rates.
4. Disclose all fees or other compensation to be paid to or on behalf of the proposer by Derby for
services and/or goods provided.
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