Request for Proposals (RFP) for Washington County Yard Waste Site Staffing

Request for Proposals (RFP) for
Washington County Yard Waste
Site Staffing
RFP release date: 09/14/2026
Submission due date: 10/16/2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | 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 .......................................................................................................................................................... 4
1.3. County Authorized Representative ................................................................................................................. 4
2. Scope of Services ............................................................................................................................................... 4
2.1. Staffing ............................................................................................................................................................ 5
Central Yard Waste Site Staffing ........................................................................................................................ 5
North Yard Waste Site Staffing .......................................................................................................................... 5
2.2. Site Locations .................................................................................................................................................. 5
2.3. Site Hours ........................................................................................................................................................ 6
Central Yard Waste Site ..................................................................................................................................... 6
North Yard Waste Site ....................................................................................................................................... 6
2.4. Training ........................................................................................................................................................... 7
2.5. Customer Service ............................................................................................................................................ 7
2.6. Housekeeping and Litter Control .................................................................................................................... 7
2.7. Compliance ..................................................................................................................................................... 7
2.8. Reporting and Communication ....................................................................................................................... 8
2.9. Optional Services ............................................................................................................................................ 8
Heavy Equipment Operator ............................................................................................................................... 8
3. Proposal Content ............................................................................................................................................... 8
3.1. Cover Letter .................................................................................................................................................... 8
3.2. Qualifications and Experience ........................................................................................................................ 9
Scope of services ................................................................................................................................................ 9
Staffing ............................................................................................................................................................... 9
Customer Service ............................................................................................................................................... 9
Compliance ........................................................................................................................................................ 9
3.3. Conflict of Interest .......................................................................................................................................... 9
3.4. Appendix A - County's Standard Terms and Conditions .............................................................................. 10
3.5. Appendix B - References .............................................................................................................................. 10
3.6. Appendix C - Cost Proposal .......................................................................................................................... 10
Staffing Rates ................................................................................................................................................... 10
Optional Services .............................................................................................................................................. 10
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RFP for Washington County Yard Waste Site Staffing
Rate Adjustments ............................................................................................................................................. 10
Additional Costs ............................................................................................................................................... 10
3.7. Appendix D - Vendor/Contractor Information Technology Usage Agreement ........................................... 10
4. Proposal Submittal ........................................................................................................................................... 11
5. Proposal Evaluation and Selection ................................................................................................................... 11
5.1. Evaluation Committee .................................................................................................................................. 11
5.2. Evaluation Criteria......................................................................................................................................... 11
5.3. Shortlist/Interviews/Presentations ............................................................................................................... 11
5.4. Final Selection ............................................................................................................................................... 11
5.5. Conditions of this RFP ................................................................................................................................... 12
6. Proposal Questions .......................................................................................................................................... 12
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RFP for Washington County Yard Waste Site Staffing
1. Introduction
The purpose of this Request for Proposals (RFP) is for Washington County (the County) to secure staffing
services for its yard waste sites.
The initial term of the resulting contract will be for the period of January 1, 2027, through December 31,
2029. The contract may auto-renew for up to two (2) additional one-year terms with written consent of both
parties unless notice of termination is given. Solicitation process will occur approximately every five years.
1.1. Background Information
The County currently owns and operates one yard waste facility, the North Yard Waste Site, located at 6065
Headwaters Parkway, Forest Lake, MN 55025. In 2025, the facility received 1,386 tons of wood waste and
recorded 36,488 visits from residents dropping off wood waste, leaves, grass clippings, and food scraps.
To improve equity for residents in the central and southern portions of the County, the County is developing
a second facility, the Central Yard Waste Site, in the City of Afton.
The County has received the required Conditional Use Permit for the project and completed the 90% design
review on July 15, 2026. Final project development is underway, with the facility tentatively scheduled to
open between late 2026 and early 2027.
1.2. Schedule
The County anticipates the following schedule:
Schedule Due Date
RFP Release Date 09/14/2026
Questions Due 09/28/2026
Addendum Release Date 10/05/2026
Proposals Due 10/16/2026
Notification of Award 11/16/2026
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 below. 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.
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RFP for Washington County Yard Waste Site Staffing
2.1. Staffing
The County requires the Contractor to provide yard waste attendant staff trained in accordance with all
applicable environmental, health, and safety laws, regulations, and standards related to facility operations.
The Contractor shall ensure all personnel are qualified to perform their assigned duties and maintain
compliance with all applicable requirements throughout the contract term.
The Contractor shall provide staffing levels sufficient to safely and efficiently operate the facility and provide
high-quality customer service in accordance with Section 2.4 during all hours of operation. The Contractor
shall also make reasonable efforts to detect and prevent contamination through routine screening of
incoming materials.
To promote operational consistency and quality customer service, the Contractor shall make reasonable
efforts to assign consistent personnel to the facility throughout the contract term and minimize frequent
day-to-day changes in on-site staff.
The Contractor shall be responsible for providing additional staffing as necessary to meet operational,
safety, and customer service needs. Staffing levels and hours may be adjusted by the County based on
operational needs, customer demand, weather conditions, or other factors. The County reserves the right to
alter staffing usage and requirements at its discretion and to utilize labor from other sources.
Except in the case of emergencies, the County will provide the Contractor with at least thirty-calendar days'
notice of changes to staffing requirements.
Central Yard Waste Site Staffing
The County anticipates that two staff members will typically be required on site while the facility is open
to the public, as listed in section 2.3. One attendant shall generally be assigned to the attendant booth
to greet customers, verify residency by scanning driver's licenses or other approved identification,
screen incoming loads for acceptable materials, and provide customer assistance. The second attendant
shall generally be assigned to the yard to manage traffic, monitor unloading activities, inspect materials,
assist customers as needed, and maintain safe facility operations.
North Yard Waste Site Staffing
The County anticipates that one staff member will typically be required on site while the facility is open
to the public, as listed in section 2.3. This staff member shall generally be assigned to the yard to
manage traffic, monitor unloading activities, inspect materials, assist customers as needed, and
maintain safe facility operations.
2.2. Site Locations
The contractor shall provide staffing and operational services for the following locations:
Central Yard Waste Site North Yard Waste Site
14386 Hudson Road S 6065 Headwaters Parkway
Afton, MN 55001 Forest Lake, MN 55025
The County may add, delete, or adjust locations to meet the needs of the County yard waste program.
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RFP for Washington County Yard Waste Site Staffing
2.3. Site Hours
The County will provide the Contractor with a finalized operating schedule no less than thirty calendar days
prior to the commencement of facility operations. The Contractor shall staff the facility in accordance with
the finalized schedule provided by the County.
Locations are scheduled to be closed on major holidays such as New Year's Day, Martin Luther King Jr. Day,
Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day,
Day after Thanksgiving, and Christmas Day. Hours and days may be modified at the sole discretion of the
County.
Contractor personnel shall be present on site before the facility opens to the public and shall remain on site
after the scheduled closing time as necessary to complete operational duties. Staff shall not leave the facility
until all members of the public have departed and the site has been properly secured. Estimated weekly
staffing hours are based on scheduled operating hours as the minimum, with up to one additional hour per
operating day included to account for pre-opening and post-closing duties.
Central Yard Waste Site
The County is currently evaluating operational models for the Central Yard Waste Site. The following
operating hours provide a likely schedule for proposal estimating purposes only and are not intended to
represent the final facility operating schedule. The Contractor shall assume staffing of two attendants
during all scheduled facility operating hours.
Summer Hours: April 1 - November 30 Winter Hours: December 1 - March 31
o Tuesday: 11:00 a.m. - 7:00 p.m. (or dusk) o Tuesday: 11:00 a.m. - 7:00 p.m. (or dusk)
o Thursday: 8:00 a.m. - 4:30 p.m. o Thursday: 8:00 a.m. - 4:30 p.m.
o Friday: 8:00 a.m. - 4:30 p.m. o Friday: 8:00 a.m. - 4:30 p.m.
o Saturday: 8:00 a.m. - 4:30 p.m. o Saturday: 8:00 a.m. - 2:00 p.m.
o Sunday: 12:00 p.m. - 4:30 p.m.
Estimated weekly summer staffing hours (2 attendants): 76 - 86 hours
Estimated weekly winter staffing hours (2 attendants): 62 - 70 hours
North Yard Waste Site
The current operating schedule for the North Yard Waste Site is as follows. The Contractor shall assume
staffing of one attendant during all scheduled facility operating hours.
Summer Hours: April 1 - November 30 Winter Hours: December 1 - March 31
o Monday: 11:00 a.m. - 7:00 p.m. (or dusk) o Monday: 11:00 a.m. - 7:00 p.m. (or dusk)
o Wednesday: 8:00 a.m. - 4:30 p.m. o Wednesday: 8:00 a.m. - 4:30 p.m.
o Friday: 8:00 a.m. - 4:30 p.m. o Friday: 8:00 a.m. - 4:30 p.m.
o Saturday: 8:00 a.m. - 4:30 p.m. o Saturday: 8:00 a.m. - 2:00 p.m.
o Sunday: 11:00 a.m. - 4:30 p.m.
Estimated weekly summer staffing hours (1 attendant): 39 - 44 hours
Estimated weekly contractor winter staffing hours (1 attendant): 31 - 35 hours
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RFP for Washington County Yard Waste Site Staffing
2.4. Training
Prior to beginning operations, the Contractor shall ensure all assigned yard waste attendant staff participate
in pre-opening training coordinated with the County. The purpose of this training is to familiarize Contractor
personnel with site-specific procedures, operational expectations, and documentation requirements.
Pre-opening training shall include, at a minimum, operating procedures, staff roles and responsibilities,
customer service expectations, residency verification procedures, acceptable material requirements, load
screening procedures, safety practices, and documentation requirements.
2.5. Customer Service
The County requires a high standard of customer service for its residents. All customers shall be treated with
courtesy, professionalism, and respect. Contractor personnel shall make reasonable efforts to answer
customer questions and support the County's public education and outreach objectives.
The Contractor shall staff and operate the facility in a manner that promotes safe and efficient operations
while minimizing customer wait times. The County reserves the right to require Contractor personnel to
attend County-provided customer service training.
2.6. Housekeeping and Litter Control
The Contractor shall maintain the facility buildings, grounds, containers, traffic areas, and customer service
areas in a clean, safe, and orderly condition at all times. Housekeeping activities shall comply with applicable
requirements of Washington County Policy 1016, General Housekeeping & Acceptable Appliances.
Housekeeping and litter control are critical components of site safety, compliance, and customer service.
The Contractor shall provide and implement a housekeeping and litter-control plan sufficient to prevent the
accumulation of litter, debris, and other materials throughout the facility.
Contractor personnel shall perform routine housekeeping activities throughout each operating day and shall
complete any necessary cleanup activities prior to leaving the site. The Contractor shall promptly address
any conditions that may create safety hazards, negatively impact customer experience, or detract from the
professional appearance of the facility.
The Contractor shall keep the attendant booth clean, orderly, and sanitary, including routinely cleaning the
refrigerator and other Contractor-used amenities. This responsibility is limited to housekeeping and does
not include building maintenance or repairs.
The Contractor shall comply with applicable requirements of Washington County Policy 1908, Art-In-Public-
Places, regarding artwork and displays in County facilities. The Contractor shall obtain County approval prior
to displaying or installing artwork, decorations, or other non-operational materials in areas accessible to the
public. The County reserves the right to require removal of unauthorized or inappropriate materials.
2.7. Compliance
The Contractor shall comply with all applicable environmental, health, and safety laws, regulations, and
standards related to facility operations.
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RFP for Washington County Yard Waste Site Staffing
The County may hold the selected Contractor responsible through contract penalties for any violations cited
by inspectors and/or other applicable regulatory agencies, when such violations are attributable to the
Contractor's actions or omissions.
Compliance also includes having a site-specific Operations Manual. The County will develop the manual prior
to the commencement of the contract. The Contractor shall review the manual and may provide comments
or recommendations for the County's consideration.
2.8. Reporting and Communication
The Contractor shall complete and maintain records necessary to document facility operations, including,
but not limited to:
Resident driver's license scan data
Employee timesheets
Completed daily opening and closing checklists
Dump trailer permit applications
Forms of attesting
The Contractor shall promptly notify the County of any incidents that may affect facility operations, public
safety, employee safety, regulatory compliance, or the County's reputation within 24 hours of becoming
aware of the incident. Such incidents may include, but are not limited to, injuries, property damage,
equipment failures, customer complaints, regulatory inspections, spills, unauthorized disposal activities, or
other unusual occurrences.
The Contractor shall designate a primary point of contact responsible for communication with County staff
regarding facility operations. The Contractor shall respond to County inquiries and requests in a timely
manner and shall participate in meetings as reasonably requested by the County.
2.9. Optional Services
Heavy Equipment Operator
The Contractor may provide optional services, upon request by the County, including a qualified heavy
equipment operator to perform yard waste pile management activities. Optional services shall be
requested and authorized by the County on an as-needed basis.
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
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RFP for Washington County Yard Waste Site Staffing
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience that proves the ability to perform the services and
meet the requirements of this RFP. Include the following:
Scope of services
Describe your ability to provide the full scope of services detailed in Section 2, addressing both required
and optional services. If you are unable to provide a portion of the services, describe what can be
provided.
Staffing
Describe your company's ability to provide staff at the Yard Waste Sites by providing the following
information:
1. Describe your proposed staffing plan, including position descriptions, job duties, and training.
2. Hourly rate for each position.
3. Information on staff availability to fulfill the requirements of this contract.
4. Describe your training program; what it includes and how it is implemented and maintained.
5. If unable to currently provide enough staff to meet the needs at the Yard Waste Sites, provide
information on how you would provide labor and a projected hiring schedule.
Customer Service
Describe your procedures for assisting customers and responding to the following situations:
1. General customer service, including safety, traffic flow, and site operations
2. Disgruntled customer
3. Customer with an unaccepted item such as a root ball
4. Customer suspected of delivering waste from a non-residential source
5. Customer with a question
6. Customer wanting to drop off waste during closed hours
7. Customer with a medical emergency
Compliance
Describe how your company will ensure compliance with Washington County requirements. Include
policies and procedures for:
1. Health and safety
2. Emergency response
3. Opening and closing procedures
4. Housekeeping and equipment maintenance
3.3. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
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RFP for Washington County Yard Waste Site Staffing
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
at the County's discretion, require withdrawal or rejection of the Contractor's proposal.
3.4. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A, as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein.
3.5. Appendix B - References
Submit a completed Appendix B, which includes three references for organizations currently utilizing your
services that are similar in size and with similar needs as Washington County.
3.6. Appendix C - Cost Proposal
Provide a complete cost proposal for all services described in Section 2, using the format provided in
Appendix C - Cost Proposal. The cost proposal must be itemized as follows:
Staffing Rates
Provide an hourly rate for each staffing position identified in your proposed staffing plan, broken out by
site:
Central Yard Waste Site (attendant booth position)
Central Yard Waste Site (yard position)
North Yard Waste Site
Hourly rates must reflect the Contractor's fully burdened cost, including wages, benefits, payroll taxes,
insurance, supervision, and overhead. Rates should not include mileage, fuel, or other reimbursable
charges, as those may not be billed separately per Appendix A.
Optional Services
Provide an hourly rate for the optional heavy equipment operator service described in Section 2.9, if
applicable.
Rate Adjustments
State whether proposed rates are fixed for the contract term or subject to annual adjustment. If
adjustment is proposed, describe the method (e.g., CPI-based, fixed percentage) and provide the
maximum expected annual increase.
Additional Costs
Identify any other costs associated with performing the services in Section 2 that are not captured
above, including but not limited to mobilization or startup costs, training costs, or costs associated with
the pre-opening training described in Section 2.4.
3.7. Appendix D - Vendor/Contractor Information Technology Usage Agreement
Submit a signed Appendix D, as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein.
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