City Trash Collection Project

City of North College Hill

Request for Proposals

Residential Trash Collection and Recycling Services

I. Introduction and Procurement Authority

The City of North College Hill is soliciting sealed proposals from qualified and experienced firms to provide residential trash collection and recycling services, with an anticipated contract start date of March or April 2026.

The City is a municipality of approximately 10,000 residents within 1.5 square miles. This procurement shall be conducted in accordance with applicable provisions of the Ohio Revised Code and City requirements governing competitive bidding and contracting for municipal services.

The City intends to award a contract to the lowest and best, most responsive and responsible bidder, as determined by the City, based upon the evaluation criteria set forth in this RFP. Price, service quality, experience, operational capacity, and compliance with all requirements will be considered in determining the most competitive proposal.

The City reserves the right to:

• Reject any or all proposals

• Waive informalities or minor irregularities

• Request clarification or additional information

• Award a contract in the best interest of the City

All questions regarding this RFP and or potential contracts must be submitted in writing to:

cityadministrator@northcollegehill.org

II. Scope of Services

The successful proposer shall provide comprehensive residential solid waste and recycling collection services for all eligible residential properties within the City of North College Hill. Services shall include, but are not limited to, the following:

A. Residential Trash Collection

• Weekly curbside collection of household solid waste for all residential units

• Collection services shall be provided on a consistent schedule approved by the City

• Contractor shall supply collection vehicles, labor, fuel, equipment, and supervision

• Waste shall be transported and disposed of at properly licensed facilities in compliance with all federal, state, and local regulations

B. Residential Recycling Collection

• Weekly or bi-weekly curbside collection of recyclable materials (as defined by the City and applicable regulations)

• Contractor shall ensure recyclable materials are delivered to authorized recycling facilities

• Contractor shall comply with all Ohio EPA requirements related to recycling handling and reporting

C. Containers and Equipment

• Proposers shall specify whether carts/containers are provided, maintained, repaired, or replaced by the contractor

• Contractor shall be responsible for damaged or malfunctioning City- or contractor-provided containers as outlined in the final agreement

D. Customer Service and Communications

• Contractor shall maintain a customer service system to address resident inquiries, complaints, missed pickups, and service requests

• Contractor shall coordinate service notices, holiday schedules, and disruptions with the City

• Contractor shall respond to service complaints within a timeframe established in the contract

E. Service Standards and Performance

• Collection services shall be performed in a professional, safe, and efficient manner

• Contractor shall minimize spillage, noise, and traffic disruption

• Contractor shall promptly correct missed or incomplete collections

F. Compliance and Reporting

• Contractor shall comply with all applicable federal, state, and local laws, including Ohio EPA regulations

• Contractor shall provide reports as required by the City, including service performance and tonnage data if requested

• Contractor shall maintain required licenses, permits, insurance, and bonding

III. Mandatory Bidder Qualifications

To be considered responsive and responsible, proposers must meet the following minimum qualifications:

• Demonstrated experience providing residential trash collection and recycling services to municipalities of comparable size and scope

• Possession of all required federal, state, and local licenses and permits necessary to perform the services described in this RFP

• Compliance with all applicable provisions of the Ohio Revised Code and Ohio EPA regulations

• Ability to provide adequate staffing, equipment, vehicles, and operational capacity to meet service requirements

• Good standing with the State of Ohio and no unresolved findings of non-compliance, default, or breach on prior municipal contracts

• Ability to meet all insurance, bonding, and indemnification requirements outlined herein

Failure to meet these qualifications may result in proposal disqualification.

IV. Proposal Submission Requirements

Proposals must include, at a minimum, the following components:

1. Cover Letter
Signed by an authorized representative of the firm, acknowledging receipt of all RFP requirements.

2. Company Profile and Experience
Including years in business, ownership structure, and relevant municipal experience.

3. Proposed Scope of Services
A detailed description of how the proposer will meet or exceed the Scope of Services outlined in this RFP.

4. Pricing Proposal
Clear, itemized pricing for all services, including any optional or additional services.

5. Operational Plan
Including collection schedules, staffing plan, equipment description, and customer service approach.

6. References
At least three (3) municipal references for comparable services performed within the past five (5) years.

7. Required Certifications and Documentation
Including proof of insurance, licenses, and any required disclosures.

Proposals must be submitted in accordance with the instructions and deadlines stated in this RFP. Late or incomplete submissions may be rejected.

V. Evaluation Criteria and Scoring Matrix

Proposals will be evaluated by the City based on the following criteria. The City reserves the right to determine final scoring and weighting in the best interest of the City.

Evaluation Criteria	Maximum Points
Cost and Pricing Structure	40 points
Experience and Qualifications	20 points
Operational Plan and Service Approach	20 points
Customer Service and Responsiveness	10 points
Compliance with RFP Requirements	10 points
Total Possible Points	100 points

The City intends to award the contract to the lowest and best, most responsive and responsible proposer, as determined by the evaluation process.

VI. Insurance, Bonding, and Indemnification

A. Insurance Requirements

The successful proposer shall maintain, at its own expense, insurance coverage including but not limited to:

• Commercial General Liability

• Automobile Liability

• Workers’ Compensation (as required by Ohio law)

• Employer’s Liability

Coverage limits shall be acceptable to the City and evidenced by certificates of insurance naming the City of North College Hill as an additional insured where applicable.

B. Bonding

The City may require the successful proposer to furnish a performance bond and/or other financial security prior to contract execution, in an amount determined by the City.

C. Indemnification

The contractor shall indemnify, defend, and hold harmless the City of North College Hill, its elected officials, officers, employees, and agents from any and all claims, damages, losses, or expenses arising out of or resulting from the contractor’s performance of the contract.

VII. Term, Renewal, and Termination

A. Term

The initial term of the contract shall commence in March or April 2026, for a period specified in the final agreement.

B. Renewal

The contract may include renewal options, subject to mutual agreement, satisfactory performance, and approval by City Council.

C. Termination

The City reserves the right to terminate the contract:

• For convenience, with written notice as specified in the contract

• For cause, including failure to perform, non-compliance, or breach of contract

Termination provisions shall be fully detailed in the final contract.