2026-02 RFP Solid Waste and Recycling.doc

City of Prairie du Chien Municipal Offices

214 East Blackhawk Avenue, PO Box 324, Prairie du Chien, WI 53821

Phone: (608) 326-6406 Fax: (608) 326-8182

REQUEST FOR PROPOSAL

Solid Waste and Recycling Collection Services City of Prairie du Chien, Wisconsin

June 15, 2026 The City of Prairie du Chien, Wisconsin will be receiving proposals for the above noted service until 4 PM, Thursday July 16, 2026. Proposals must be submitted in sealed envelopes clearly identifying the request for proposal title. No faxed or electronic proposals will be accepted. Proposal documents can be found on the Prairie du Chien website at www.cityofpdc.com Mail or Deliver Proposals to:

City of Prairie du Chine

City Hall

214 East Blackhawk Avenue

PO BOX 324

Prairie du Chien, Wisconsin 53821 The City of Prairie du Chien reserves the right to reject any and all proposals not judged to be in the best interest of the City.

Questions or further information on this RFP may be directed to:

Chad Abram

City Administrator

Prairie du Chien City Hall

214 East Blackhawk Avenue

Prairie du Chien, WI 53821

608-326-6406 cabram@prairieduchien-wi.gov

REQUEST FOR PROPOSALS

Solid Waste and Recycling Services Date of Request:

June 15, 2026 Project Title:

Solid Waste and Recycling Services Submittal Due:

4 PM Local Time, Thursday, July 16, 2026. There will not be a public opening for this RFP.

Late Proposals:

Any proposal received by the City after the exact time and date specified will not be considered. Proposers are responsible to assure delivery prior to the deadline. Do not assume that a guarantee by a mailing service will ensure that the proposal is received by the deadline.

Required Submittal:

Two (2) bound copies are to be submitted for evaluation by the City. No faxed or electronic submittals will be accepted. The proposal shall be labeled on the outside “City of Prairie du Chien Solid Waste/Recycle Collection.”

City of Prairie du Chien City Hall

214 East Blackhawk Avenue

PO Box 324 Prairie du Chien, Wisconsin 53821

Withdrawal of Proposals: Proposals may be withdrawn by written notice received at any time prior to the proposal closing date and time. Proposals may also be withdrawn in person by an officer or by a representative of the firm, provided that the representative signs a receipt for return of the proposal.

Contact Person:

Chad Abram

City Administrator

Prairie du Chien City Hall

214 East Blackhawk Avenue

608-326-6406 cabram@prairieduchien-wi.gov Inquiries: Questions/clarifications regarding this RFP must be in writing and sent via the U.S. Mail, Fax, or e-mail to the City Administrator up to three (3) days before the proposal is due. After this date questions involving the content or intent of the proposal will not be answered. All questions will be responded to in writing, provided to all parties requesting an RFP for which the City has contact information, and treated as an addendum to the proposal packet.

Proposer Responsibility: Interested proposers have the responsibility of understanding what is required by this solicitation. The City shall not be held responsible for any firm’s lack of understanding. The City shall not be liable for any costs incurred to prepare or submit a proposal for this project.

Non-Discrimination Statement: The City of Prairie du Chien does not discriminate on the basis of race, color, religion, age, marital or veterans’ status, sex, national origin, disability, or any other legally protected status in the admission or access to, or treatment or employment in, its services, programs or activities.

Right to Reject Proposals and Negotiate Contract Terms: The contract may be awarded to the most responsible firm whose proposal will be, on an overall basis, the most advantageous to the City of Prairie du Chien. Qualifications, experience, performance, and cost factors will be considered as elements of a responsible proposal at the sole discretion of the City of Prairie du Chien. Cost alone shall not be the determining factor. The City’s decision shall be final and not subject to recourse by any firm, person, or corporation. The City of Prairie du Chien reserves the right to reject any and all proposals and/or waive non-substantive deficiencies. No contract shall be in effect until the City executes a signed contract agreement.

Lobbying: Vendors are not to contact members of the Prairie du Chien Common Council, Mayor, other elected and appointed officials, or the review committee. Any lobbying by vendors during the RFP process will result in disqualification from consideration.

1. INTRODUCTION

The City of Prairie du Chien, Wisconsin is requesting proposals from qualified waste management firms to provide residential solid waste and recycling collection services for a three-year period beginning January 1, 2027 and ending December 31, 2029.

The City intends to enter into an agreement with a contractor capable of providing reliable, efficient, and environmentally responsible collection services consistent with Wisconsin Department of Natural Resources recycling requirements.

2. COMMUNITY OVERVIEW

The City of Prairie du Chien is located in Crawford County, Wisconsin.

Approximate service information:

· Population: ~5,500 residents

· Households served: Approximately 2,300 – 2,600 residential units

· Service area: Entire corporate limits of the City of Prairie du Chien

· Housing types: Primarily single-family homes, duplexes, and small multi-family residences

Commercial and industrial waste collection is not included in this RFP unless specifically requested by the property owner.

3. SCOPE OF SERVICES

The selected contractor shall provide the following services:

A. Residential Solid Waste Collection

Contractor shall provide weekly collection of residential garbage within the City limits.

Services shall include:

· Collection from curbside containers

· Transportation and disposal at a licensed facility

· Compliance with all state and federal waste regulations

· Maintenance of clean collection practices

B. Recycling Collection

Contractor shall provide curbside recycling collection for residential units.

Recycling services shall comply with Wisconsin recycling requirements including but not limited to materials identified by the Wisconsin DNR.

Typical materials include:

· Paper and cardboard

· Glass containers

· Aluminum and steel cans

· Plastic containers (#1 and #2 minimum)

· Other materials required under Wisconsin recycling law

Contractor shall specify whether recycling collection will occur:

· Weekly or

· Bi-weekly

C. Containers

Proposals shall specify whether the contractor will provide:

· Automated carts

· Semi-automated containers

· Manual containers

· Provide totes and dumpsters at all city owned facilities (approx. 70 totes, 16- 2 yard dumpsters 2- 6 yard dumpsters)

If carts are provided, the proposal must include:

· Cart size options (prefer 96 gallon)

· Replacement policies

· Maintenance responsibilities

D. Bulk Item Collection

Proposals shall include procedures and pricing for collection of:

· Furniture

· Appliances

· Mattresses

· Other large items

The City may request:

· Scheduled bulk pickup days door to door once in the spring and once in the fall in conjunction with city wide clean up.

· On-call bulk collection services

E. Yard Waste

The proposal shall identify whether the contractor offers:

· Seasonal yard waste collection

· Drop-off programs

· Optional yard waste subscription services

F. Missed Pickups

Contractor shall establish procedures to address missed collections within 24 hours of notification.

G. Customer Service

Contractor shall provide a customer service contact available during normal business hours to address resident inquiries, service requests, and complaints.

4. CONTRACT TERM

The contract term shall be three (3) years, beginning:

January 1, 2027 – December 31, 2029 The City may request optional two (2) one-year extensions upon mutual agreement.

5. PROPOSAL REQUIREMENTS

Proposals must include the following information:

A. Company Information

· Company name and address

· Primary contact person

· Years in business

· Description of experience providing municipal collection services

B. Service Plan

Proposer shall describe:

· Collection methods

· Equipment used

· Staffing levels

· Route planning

· Recycling processing

C. Pricing

Provide detailed pricing including:

· Monthly residential service rate

· Annual cost to the City

· Cart costs (if applicable)

· Bulk item pricing

· Yard waste pricing (if offered)

Proposals should clearly identify:

· Any fuel surcharges

· Escalation clauses

· Additional service costs

D. References

Provide at least three municipal references where similar services are currently provided.

E. Insurance

Contractor shall provide proof of insurance including:

· General liability insurance

· Automobile liability

· Workers compensation

Coverage limits shall meet or exceed municipal standards.

6. EVALUATION CRITERIA

Proposals will be evaluated based on:

· Cost of services

· Contractor experience

· Service reliability

· Recycling program effectiveness

· Equipment and technology

· References from other municipalities

The City reserves the right to request interviews with proposers.

7. PROPOSAL SUBMISSION

Proposals must be submitted no later than:

July 16, 2026 at 4 PM Submit proposals to:

City Administrator City of Prairie du Chien 214 East Blackhawk Avenue

Proposals may also be submitted electronically if permitted by the City.

8. RESERVATION OF RIGHTS

The City of Prairie du Chien reserves the right to:

· Reject any or all proposals

· Waive minor irregularities

· Request additional information

· Negotiate contract terms with the selected proposer

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