26-002-A_RFP_Solid_Waste_Transportation_and_Disposal_Services_Package.pdf

RFP SU0-26-002-A Page 1 of 22 Solid Waste Transportation and Disposal Services FAS Rev: 02/17/2026; SPU Rev: 04/03/2026

City of Seattle

REQUEST FOR PROPOSALS (RFP)

SU0-26-002-A

Title: Solid Waste Transportation and Disposal Services

Procurement Schedule

Table 1: Procurement Schedule Schedule of Events Date/Time Solicitation Release May 27, 2026

Optional Pre-Submittal Conference Microsoft Teams Meeting ID: p88hd65H

Meeting Passcode: 259 352 422 940 092 Meeting URL:

https://teams.microsoft.com/meet/259352422940092?p=fDytcOe1l9qgvU9YFl Join by Phone:

+1-206-686-8357 United States, Seattle Phone Conference ID: 791 502 137#

June 9, 2026 1:00 PM to 1:45 PM

Pacific Time

Deadline for Questions June 16, 2026 By 3:00 PM

Solicitation Response Deadline July 29, 2026 By 1:00 PM Pacific Time

Interviews Week of August 31, 2026

Announcement of Successful Proposer(s) Week of September 21, 2026

Anticipated Negotiation Schedule September- November 2026

Contract Execution March 2027

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

https://teams.microsoft.com/meet/259352422940092?p=fDytcOe1l9qgvU9YFl

RFP SU0-26-002-A Page 2 of 22

Procurement Contact Information Contract Administrator: Sherry Shaffer, sherry.shaffer@seattle.gov

Submittal Delivery Address The City is requiring all submittals to be received electronically uploaded to the City’s Procurement Portal: https://procurement.opengov.com/portal/seattle. If you have not previously done so, register then subscribe to the City’s Procurement Portal. Notify the Contract Administrator named above if you are unable to comply.

Unless authorized by the Contract Administrator, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

Table of Contents

RFP OVERVIEW

BACKGROUND

PERFORMANCE SCHEDULE

CONTRACT

PROCUREMENT INSTRUCTIONS

RESPONSE MATERIALS AND SUBMITTALS

EVALUATION & SELECTION PROCESS

AWARD AND CONTRACT EXECUTION

APPENDICES:

mailto:sherry.shaffer@seattle.gov https://procurement.opengov.com/portal/seattle

RFP SU0-26-002-A Page 3 of 22

RFP OVERVIEW

The City of Seattle (“the City”), through its Seattle Public Utilities (“SPU”), is issuing this Request for Proposals (RFP) to select a contractor to provide long-haul transportation and disposal services for non-recycled Solid Waste generated in the City (residential and nonresidential). The resulting services contract will replace SPU’s current long-haul and disposal contract.

The selected contractor will receive compacted, containerized garbage from SPU’s transfer stations and other City-authorized customers, transport the material to an approved disposal facility, and return empty containers to maintain required inventory levels. Services must be reliable, fully permitted, protective of public health and safety, and aligned with the City’s long-term solid waste management strategies.

SPU seeks proposals that provide cost-effective, environmentally responsible, and operationally reliable solutions that maintain capacity for projected tonnage growth and support flexibility as regional landfill and infrastructure conditions evolve.

The City estimates the total value of the Contract resulting from this solicitation to be between $350,000,000 and $450,000,000 over the full Contract term. This estimate is provided for general planning purposes only and does not constitute a guarantee of any minimum or maximum amount of work or compensation.

All technical requirements for this solicitation are contained exclusively in the Contract (Appendix A). The RFP body does not restate technical content. Proposers must rely on Appendix A when preparing all responses to the Evaluation Criteria in Section 7.

The City welcomes innovative approaches and beneficial alternatives that support the City Priorities described in this solicitation. Detailed instructions for submitting Alternative Proposals are provided in Section 6.

CITY PRIORITIES

This RFP supports key City priorities including:

• Low net system costs

• Reliable, safe, and efficient long-haul and disposal operations

• Fair and predictable pricing with transparent adjustment mechanisms (e.g., CPI indexing)

• Environmental stewardship, including minimizing emissions and ensuring disposal at compliant, well-managed landfills

• Strong Proposer performance, comprehensive reporting, and auditable operations

• Robust contingency capabilities to ensure uninterrupted Solid Waste movement

• Alignment with SPU’s Solid Waste Management Plan, climate goals, and applicable regulatory requirements

RFP SU0-26-002-A Page 4 of 22

• Safe and reliable operations with experienced staff

SERVICE SCOPE SUMMARY

The Contractor will be responsible for:

• Providing and operating a fully permitted intermodal receiving facility

• Accepting containerized solid waste for disposal from SPU, City-Contracted Haulers, and other City Customers required by the City Code to utilize the City System.

• Meeting defined Turntime, Queuing time, and Priority Access requirements

• Transporting loaded containers to an approved final disposal facility

• Returning empty containers to Seattle in compliance with container inventory requirements

• Providing and maintaining containers, intermodal infrastructure interfaces, and any required equipment

• Disposing of City’s Waste in compliance with federal, state, and local regulations

• Providing on-call support services as detailed in the Contract

• Preparing required operational, performance, and financial reports

SINGLE AWARD

The City intends to award one (1) Contract under this RFP. The awarded Proposer will receive 100 percent (100%) of City’s Waste tonnage, subject to the terms and conditions of the Contract. No partial‑award or multiple‑award scenarios are contemplated under this procurement.

SPU’S OBJECTIVE

SPU aims to establish a long-haul and disposal services contract that:

• Ensures uninterrupted movement of Seattle’s Solid Waste

• Provides predictable long-term cost structures

• Ensures high-performing, well-managed intermodal receiving and final disposal facilities

• Minimizes environmental and community impacts

• Protects public health and safety

• Supports SPU’s strategic planning horizon for post-2030 Solid Waste system needs

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BACKGROUND

THE CITY’S LONG-HAUL AND DISPOSAL SYSTEM

Under the City’s current long-haul and disposal contract1, the contractor receives containerized solid waste generated within Seattle and delivered to the designated intermodal receiving facility and transports the material by rail to a regional landfill for final disposal. This system has been in place for almost 40 years and has served as a critical component of Seattle’s Solid Waste management infrastructure.

The City’s existing long-haul and disposal contract expires March 31, 2028.Through this RFP, SPU is soliciting proposals for the next long-haul transportation and disposal services contract to ensure continued, reliable, and environmentally responsible transport and disposal of the City’s Waste.

Collected residential and non-residential garbage and self-haul waste delivered for disposal is consolidated at the City’s North Transfer Station (NTS) and South Transfer Station (STS) and compacted into intermodal containers. SPU hauls these full containers to the designated Intermodal Receiving Facility, where the long-haul contractor assumes responsibility for transport and disposal. In addition, Contamination/Residuals from organics or recycling processing activities, Nonrecycled Construction, Demolition and Landclearing (CDL) Waste, and some Special Wastes also enter the City System. All these solid waste streams must be accommodated in the long-haul solution to provide continued service.

CITY’S WASTE TONNAGE PROJECTIONS

City’s Waste tonnage has increased modestly over the past decade, driven by population growth and increased self-haul activity2. Analysis of 2018 to 2025 Solid Waste data indicates that overall disposed waste tonnage has historically grown at an average annual rate of approximately 2%; however, self-haul tonnage has exhibited higher and more variable growth, ranging from approximately 4.5% to 6.2% annually in recent years. Nonrecycled CDL Waste has also shown higher growth characteristics, with an assumed long-term growth rate of approximately 4%.

For purposes of developing City’s Waste projections, a single integrated projection has been developed. While the projection is presented as a unified total, different growth assumptions are applied within the model to reflect the distinct behavior of key waste components. Specifically, three growth scenarios were applied to the self-haul waste component only to account for its higher variability and sensitivity. These include a low-growth scenario at approximately 2% annually (consistent with overall system growth), a moderate-growth scenario at approximately 4.5%, and a high-growth scenario at approximately 6.2%. The low-growth scenario also assumes implementation of anticipated diversion programs beginning in 2027, resulting in a one-time reduction in self-haul tonnage (approximately 25%) prior to resuming long-term growth.

1 City’s Waste contracts can be accessed using this link: https://www.seattle.gov/utilities/about/solid-waste-contracts 2 Historical data on City’s Waste tonnage can be accessed using this link: Solid Waste Reports - Utilities | seattle.gov https://www.seattle.gov/utilities/about/solid-waste-contracts https://www.seattle.gov/utilities/about/reports/solid-waste https://www.seattle.gov/utilities/about/reports/solid-waste

RFP SU0-26-002-A Page 6 of 22

All other garbage streams, including collected residential and nonresidential MSW and contamination/residual materials from recycling and organics processing, are assumed to grow at a steady rate of approximately 2% annually, consistent with historical trends. Nonrecycled CDL Waste is projected separately within the unified total using an assumed growth rate of approximately 4% annually.

Using these combined assumptions, total City’s Waste projections were developed and aggregated into a single projection for planning purposes. Figure 1 presents the projected total disposed garbage tonnage for the period from 2025 through 2040 under the defined growth scenarios.

Figure 1: City’s Waste Tonnage Projection (2026 – 2040)

INTERMODAL CONTAINER USAGE

Under the City’s current long-haul and disposal contract, containerized waste (including City’s Waste and certain Special Wastes) is loaded into standardized intermodal containers and transported to the Designated Intermodal Receiving Facility. At the Designated Intermodal Receiving Facility, containers are weighed, documented, staged, and transferred to dedicated long-haul transportation equipment for movement to the regional landfill. Following delivery, containers are unloaded using hydraulic tippers, inspected, and cleaned or repaired as necessary before being returned empty through the intermodal network to SPU for redeployment within the City System.

Based on SPU’s operational experience, 40-foot closed-top containers represent the majority of container usage, accounting for approximately 80 to 90 percent of the total containers used by

RFP SU0-26-002-A Page 7 of 22

SPU on an annual basis, with the remaining containers comprised primarily of 48-foot open-top and 20-foot closed-top configurations. The exact mix of container types may vary based on facility operations, waste composition, and logistical requirements.

SEATTLE’S SOLID WASTE POLICIES & REQUIREMENTS

All City Solid Waste programs and services are guided by Seattle’s Solid Waste municipal code (Title 21, Subtitle III), and by Seattle’s current Solid Waste Plan (posted at www.seattle.gov/util/Documents/Plans/SolidWastePlans). The City’s Solid Waste services and programs are also specified, funded, and implemented under the guidance of the Seattle Public Utilities Strategic Business Plan, the City’s Race and Social Justice Initiative, and the City’s Climate Action Plan, along with other City social, environmental, and financial commitments and priorities.

SPU reviews all services and decisions in a framework of a comprehensive Asset Management approach that focuses on delivering agreed service levels through investments that produce optimal life-cycle costs (including financial, environmental, and social impacts).

PERFORMANCE SCHEDULE

The following schedule provides proposers with SPU’s anticipated contract performance period for planning and proposal‑development purposes. Final dates will be established in the executed Contract.

Milestone Anticipated Date Anticipated Contract Execution Upon completion of negotiations and Council approval Anticipated Service Commencement April 1, 2028 at 12:00 a.m. PST Anticipated End of Initial Term March 31, 2038 at 11:59 p.m. PST Optional Extension Term 1 Five (5) years, at City discretion Optional Extension Term 2 Five (5) years, at City discretion Pricing During Initial Term Firm and fixed Pricing During Extension Terms May be adjusted upon exercise of an extension

Fee & Credit Adjustments Adjusted per the Contract during any Extension Term unless otherwise agreed

CONTRACT

All performance requirements, technical specifications, and scope of work for this solicitation are contained in the Contract (Appendix A). Proposers must base their proposals and pricing on the terms, conditions, and scope described in the Contract.

The Contract represents the City’s intended contract terms and will form the basis of the final agreement. Proposers should not assume that any contract language is open for revision.

https://library.municode.com/wa/seattle/codes/municipal_code/226077?nodeId=TIT21UT_SUBTITLE_IIISOWA_CH21.36SOWACO_SUBCHAPTER_IISOWACO http://www.seattle.gov/util/Documents/Plans/SolidWastePlans/index.htm

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PROCUREMENT INSTRUCTIONS

This Section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Proposer response that fails to comply with the instructions.

REGISTRATION INTO THE CITY'S PROCUREMENT PORTAL

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

PRE-SUBMITTAL CONFERENCE

The City offers an optional Pre-submittal Conference at the time, date, and location on page 1.

Proposers are highly encouraged to attend but not required to attend to be eligible to propose.

The meeting answers questions about the solicitation and clarifies issues. This also allows Proposers to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this Pre-proposal Conference.

QUESTIONS

Proposers may submit questions in Bonfire under the Vendor Discussions section until the deadline stated on page 1. The City prefers that Proposers submit questions in Bonfire but may email questions to the Contract Administrator until the deadline stated on page 1. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Proposer of responsibilities under any subsequent contract. It is the responsibility of the interested Proposer to ensure they receive responses to questions if any are issued.

Questions and responses will be uploaded under the Public Notices section in Bonfire in the respective procurement opportunity.

CHANGES TO THE RFP

The City may make changes to this RFP if, in the sole judgment of the City, the change will not compromise the City’s objectives in this solicitation. Any change to this RFP will be made by formal written addendum issued by the City and shall become part of this RFP.

RECEIVING ADDENDA AND/OR QUESTION AND ANSWERS

It is the obligation and responsibility of the Proposer to learn of addenda, responses, or notices issued by the City. Some third-party services independently post City of Seattle solicitations on

RFP SU0-26-002-A Page 9 of 22 their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the Proposer that any and all addenda was received and incorporated into their response.

However, the Contract Administrator reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

CONFIDENTIALITY / PUBLIC DISCLOSURE

Proposals submitted to the City become public records subject to disclosure under the Washington State Public Records Act (RCW 42.56). The City will not disclose proposal materials until after the City announces the apparent successful Proposer.

If a Proposer believes that portions of its proposal contain trade secrets or proprietary information exempt from disclosure, the Proposer must:

1. Clearly mark each specific page or item as “Confidential”;

2. Provide a brief written explanation of the basis for the exemption;

3. Submit a redacted version of the proposal suitable for public release; and

4. Complete the “City Non-Disclosure Request” section of the Vendor Questionnaire

(Appendix B), identifying each specific statement or item claimed as exempt and the corresponding RCW citation.

The City will rely on the Proposer’s completed City Non-Disclosure Request form to determine which portions of the proposal may be subject to notice prior to release. Blanket confidentiality statements or generic markings (e.g., “confidential,” “proprietary,” or “trade secret” footers) are insufficient.

The City will make its own determination regarding disclosure and will not be liable for releasing materials in accordance with the Public Records Act. If a Proposer seeks to prevent disclosure, the Proposer shall indemnify and hold the City harmless from all costs, including attorneys’ fees, arising from such action.

PUBLIC RECORDS ACT INSTRUCTIONS FOR PROPOSERS

The City will comply with the Washington State Public Records Act (RCW 42.56) when responding to requests for records related to this solicitation. Proposers are advised that:

• All materials submitted in response to this RFP are considered public records.

• The City must release records upon request unless an exemption applies.

• The City may provide the Proposer an opportunity to identify specific exemptions before release, but only for items properly listed in the City Non-Disclosure Request section of the Vendor Questionnaire (Appendix B).

RFP SU0-26-002-A Page 10 of 22

• The City will first release the Proposer’s redacted version, if provided, but requestors may challenge any claimed exemptions.

• The City is not responsible for protecting information that is not specifically identified and justified in the Vendor Questionnaire.

Proposers are responsible for understanding their obligations under the Public Records Act and for completing the City Non-Disclosure Request form accurately and thoroughly.

PROPOSAL SUBMITTAL

a. Proposals must be received by the City no later than the date and time on page 1 except as revised by Addenda.

b. All pages are to be 8.5 x 11 inch, numbered sequentially and closely follow the requested formats.

c. The City does have page limits specified in the submittal instructions section. Any pages that exceed the page limit will be excised from the document for purposes of evaluation.

d. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline may be rejected unless waived as immaterial by the City given specific fact-based circumstances.

ELECTRONIC SUBMITTAL

The City requires electronic submittal.

a. Upload your submission to the respective procurement opportunity online at https://procurement.opengov.com/portal/seattle by the submittal deadline. We recommend you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

b. Do not embed any documents within your uploaded files, as they will not be accessible or evaluated. Please see the Attachments section for specifications and attachments.

c. Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL.

d. Responses to the solicitation will not be visible to the city until after the solicitation closing time.

e. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

f. You will receive an email confirmation once you finalize your submission.

g. OpenGov Procurement works with the latest versions of Chrome, Firefox, Microsoft Edge, and Safari for Mac.

h. OpenGov Procurement does not work with the following versions of Internet Explorer, Google Chrome <54, Microsoft Edge <14, Safari <10.1, and Firefox <47

i. Any risks associated with an electronic submittal are borne by the Proposer.

RFP SU0-26-002-A Page 11 of 22

j. The City uses OpenGov Procurement for accepting and evaluating proposals electronically.

For software support, contract OpenGov. Live support is available 4am to 7pm Pacific Time, Monday through Friday, excluding holidays.

o Chat: Click the chat bubble on OpenGov o Phone: (650) 336-7167 o Email: procurement-support@opengov.com o Self-service (available 24/7): OpenGov Help Center

(https://opengov.my.site.com/support/s/)

PROPOSER RESPONSIBILITY TO PROVIDE FULL RESPONSE

It is the Proposer’s responsibility to respond in a manner that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms, and information. The Proposer is to ensure the materials submitted properly and accurately reflect the Proposer’s offering. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP/RFQ deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the Proposer), or to seek clarifications as needed.

PROHIBITED CONTACTS

Proposers shall not interfere in any way to discourage other potential and/or prospective proposers from proposing or considering a proposal process. Prohibited contact includes but is not limited to any contact, whether direct or indirect (i.e., in writing, by phone, email or other, and by the Proposer or another person acting on behalf of the Proposer) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and to the sole discretion of the City department, the Proposer that initiates such contacts may be rejected from the process.

NO GUARANTEED UTILIZATION

The City does not guarantee utilization of any contract(s) awarded through this RFP process.

The solicitation may provide estimates of utilization; such information is for Proposer convenience and not a usage guarantee. The City reserves the right to multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Proposer pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

EFFECTIVE DATES OF OFFER

Solicitation responses are valid until the City completes award. By submitting a proposal, the Proposer agrees that its offer, pricing, commitments, and representations shall remain binding and may not be withdrawn or modified during this period unless expressly permitted by the City in writing. Should any Proposer object to this condition, the Proposer must object prior to the Q&A deadline on page 1.

mailto:procurement-support@opengov.com https://procurement.opengov.com/governments/12/projects/111841/builder/create/OpenGov%20Help%20Center https://opengov.my.site.com/support/s/

RFP SU0-26-002-A Page 12 of 22

COST OF PREPARING PROPOSALS

The City is not liable for costs incurred by the Proposer to prepare, submit and present proposals, interviews and/or demonstrations.

READABILITY

The City’s ability to evaluate proposals is influenced by the organization, detail, comprehensive material, and readable format of the response.

CHANGES OR CORRECTIONS TO PROPOSAL SUBMITTAL

Prior to the submittal due date, a Proposer may change its proposal by unsubmitting their previously submitted proposal using the instructions at https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-. No changes are allowed after the closing date and time.

ERRORS IN PROPOSALS

Proposers are responsible for errors and omissions in their proposals. No error or omission shall diminish the Proposer’s obligations to the City.

WITHDRAWAL OF PROPOSAL

Prior to the submittal due date, a proposer may withdraw its proposal by unsubmitting their previously submitted proposal by following the instructions at https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission- /. After the closing date and time, the submittal may be withdrawn by written request of the submitter to the Contract Administrator.

REJECTION OF PROPOSALS

The City may reject any or all proposals with no penalty. The City may waive immaterial defects and minor irregularities in any submitted proposal.

EQUAL BENEFITS

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Proposer Questionnaire Form requested in the Submittal instructions includes materials to designate your equal benefits status.

WOMEN AND MINORITY SUBCONTRACTING

The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority- and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42 and seek meaningful subcontracting opportunities with WMBE firms. The City requires a plan for including minority- and women-owned firms, which becomes a material part of the contract. The Inclusion Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-%20/ https://vendorsupport.gobonfire.com/hc/en-us/articles/6848514343447-Can-I-revise-my-submission-%20/

RFP SU0-26-002-A Page 13 of 22 subcontracting work. The City reserves the right to improve the Plan with the winning Proposer before contract execution. Proposers should use selection methods and strategies sufficiently effective for successful WMBE participation. At City request, Proposers must furnish evidence such as copies of agreements with WMBE subcontractors either before contract execution or during contract performance. The winning Proposer must request written approval for changes to the Inclusion Plan once it is agreed upon. This includes changes to goals, subcontractor awards and efforts.

WMBE firms need not be state certified to meet the City's WMBE definition. The City defines WMBE firms as at least 51% (percent) owned by women and/or minority. To be recognized as a WMBE, register and subscribe to the on the City’s Procurement Portal at https://procurement.opengov.com/portal/seattle. Federally funded transportation projects require a Disadvantaged Business Enterprises (DBE) program; for that program, firms must be certified by the Washington State Office of Minority and Women Business Enterprises (OMWBE)http://www.omwbe.wa.gov/certification/certification_dbe.shtml.

NO GIFTS AND GRATUITIES

Proposers shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, favors, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Proposer. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Proposers.

INVOLVEMENT OF CURRENT AND FORMER CITY EMPLOYEES

The Proposer Questionnaire within your submittal documents prompts you to disclose any current or former City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

NO CONFLICT OF INTEREST

Proposer (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Proposer performance. The City shall make sole determination as to compliance.

CAMPAIGN CONTRIBUTIONS (INITIATIVE MEASURE NO. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two (2) years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122 or contact the Seattle Ethics and Elections Commission with questions at EthicsAndElections@seattle.gov.

https://procurement.opengov.com/portal/seattle https://omwbe.wa.gov/directory-certified-firms https://omwbe.wa.gov/directory-certified-firms http://www.omwbe.wa.gov/certification/certification_dbe.shtml mailto:EthicsAndElections@seattle.gov

RFP SU0-26-002-A Page 14 of 22

RESERVED RIGHTS OF THE CITY

The City reserves the right, at its sole discretion, to take any of the following actions at any time during this solicitation:

1. Reject any or all proposals, in whole or in part, without penalty.

2. Waive immaterial defects, informalities, or irregularities in any proposal.

3. Modify, suspend, or cancel this RFP at any time.

4. Extend or revise the procurement schedule.

5. Request clarifications or additional information from any Proposer.

6. Conduct interviews, site visits, reference checks, or other evaluations as deemed necessary.

7. Request Best and Final Offers (BAFOs).

8. Negotiate with the highest-ranked Proposer(s) to finalize the Contract.

9. Award a Contract without interviews or further discussions.

10. Obtain services from other sources if deemed in the City’s best interest.

No action taken by the City under this Section shall be grounds for any claim or protest by a Proposer.

RESPONSE MATERIALS AND SUBMITTALS

Prepare your response as follows. Submit all required materials through the City’s Procurement Portal (https://procurement.opengov.com/portal/seattle) and upload each document into the appropriate submittal box designated for that item. Use the required formats and provide all attachments. Failure to provide all requested information on the proper forms and in the order specified, or failure to upload documents into the correct OpenGov submittal boxes, may cause the City to reject your response.

1. Mandatory – Technical Proposal

Upload your Technical Proposal into the designated OpenGov submittal box. The Technical Proposal must be based solely on the requirements, specifications, and performance standards contained in the Contract (Appendix A). Proposers are responsible for reviewing Appendix A in full when preparing all responses to the Evaluation Criteria in Section 7.

2. Mandatory – Vendor Questionnaire Form – (Appendix B)

Download the form from the City’s Procurement Portal, complete it, and upload the finished document into the designated OpenGov submittal box.

RFP SU0-26-002-A Page 15 of 22

3. Mandatory – Inclusion Plan – (Appendix C) document into the designated OpenGov submittal box.

4. Mandatory – Services Fees – (Appendix D)

Download the form from the City’s Procurement Portal, complete it, and upload the finished document into the designated OpenGov submittal box. Proposers must submit all pricing information as required in Appendix D.

5. Mandatory – Surety Intent Form – (Appendix E) document into the designated OpenGov submittal box. Proposers must submit a completed Surety Intent Form (Appendix F) with their proposal. The Surety Intent Form must be signed by an authorized representative of a surety company that is:

• licensed to do business in the State of Washington; and

• listed on the U.S. Department of the Treasury’s Circular 570 as an acceptable surety.

By submitting the Surety Intent Form, the surety confirms that it has reviewed this RFP and the Contract and that, if the Proposer is selected for award, the surety intends to issue the required Performance Bond in the amount and form specified in the Contract.

Failure to submit a completed Surety Intent Form may result in the City deeming the proposal nonresponsive.

ALTERNATIVE PROPOSALS (OPTIONAL)

The City encourages Alternative Proposals for transport and disposal services that support the City Priorities described in Section 1. Alternatives may range from minor modifications to operational or processing approaches to major system changes. The City encourages revisions to the base services or Contract specifications that lower costs, enhance services, reduce environmental or community impacts, or otherwise advance the City Priorities.

Examples include, but are not limited to:

• Modifications to terms or specifications that provide a lower price or better service

• Changes to the method of payment or other financial incentives

• Longer or shorter contract length or different service start years

• Alternative fleets or fuels for all or part of Contractor operations

• Fleet and equipment replacement strategies that incorporate evolving alternative fuels or technologies

Upload your Alternative Proposal into the designated OpenGov submittal box. Alternative Proposals must be submitted in addition to a fully compliant Base Proposal and must be clearly labeled and sufficiently detailed for evaluation. The City may consider Alternatives during the Best Value Tradeoff if they demonstrably improve value to the City; however, the City is under

RFP SU0-26-002-A Page 16 of 22 no obligation to accept any Alternative, and the Base Proposal will remain the foundation for evaluation and award.

EVALUATION & SELECTION PROCESS.

INITIAL SCREENING

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan, satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

BEST VALUE TRADEOFF EVALUATION METHOD

Seattle Public Utilities will evaluate proposals using a Best Value Tradeoff Process. Under this method, the City will consider the optimal combination of price/cost, quality, service performance, experience, sustainability, and other factors identified in this RFP.

The City may award the Contract to a Proposer whose proposal is not the lowest price if the higher‑priced proposal is determined to provide superior value to the City based on the evaluation criteria.

Conversely, the City may select a lower‑priced proposal if the price advantage is determined to outweigh differences in non‑price factors.

Evaluation Factors and Relative Importance The evaluation factors and their associated point values are listed below and reflect their relative importance in determining Best Value:

Non‑price factors, when combined, are more important than price. However, price remains a significant factor in the overall Best Value determination.

Tradeoff Decision During the final evaluation, the City will compare the strengths, weaknesses, and risks of each proposal relative to its price. The City may make tradeoffs among the evaluation factors to determine which proposal represents the Best Value.

The City’s decision will be based on documented rationale demonstrating why the selected proposal provides the greatest overall benefit to the City. Any Alternative Proposals submitted will be considered only during the final Best Value Tradeoff and will not receive separate scores or weighting.

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DETAILED EVALUATION CRITERIA AND REQUIRED PROPOSAL

RESPONSES

The City will evaluate proposals using the criteria below. Responses will be evaluated, scored and ranked. All technical requirements for this solicitation are contained exclusively in the Contract (Appendix A). The RFP body does not restate technical content. Proposers must rely on Appendix A when preparing all responses to the following Evaluation Criteria.

Proposed Approach (30 Points) Evaluation Criteria The City will evaluate the Proposer’s approach to receiving, transportation, and disposal services, including:

• Priority Access operations, queuing and turntime performance, traffic flow, staging, and scalability under peak conditions

• Facility location, layout, access, and operational reliability

• Transportation modes, drayage, intermodal interfaces, equipment availability, redundancy, and continuity of service

• Container management systems, inventory controls, repair processes, and circulation sufficiency

• End-to-end integration across receiving, transportation, and disposal

• Disposal facility compliance, capacity, environmental controls, and constraints

• Environmental impact mitigation and sustainability practices

• Transition readiness and operational startup capability

• Scale/weighing systems and chain-of-custody controls

Required Proposal Responses Proposers must respond to the following:

1. Facility Information – Provide details on primary and contingency facilities, including location, capacity, and last three years of throughput.

2. Provide a comprehensive plan describing the proposed receiving, transportation, and disposal system, including Priority Access implementation, queuing/turntime methodology, traffic flow, staging, scalability, and performance monitoring following the Operations Plan details outlined in the Contract (Appendix A Section 3.1.6). Proposer may omit or summarize elements that require coordination with the City.

3. Container Management – Describe container availability, circulation, inventory controls, repair processes, and strategies to prevent shortages.

4. Environmental Controls – Identify actions taken to prevent or reduce noise, odor, dust, and litter impacts at designated and contingency facilities.

5. Surrounding Area Map – Provide a map showing zoning and nearby sensitive uses.

6. Sustainability Practices – Describe sustainability practices including landfill gas reuse, alternative fuels, and other environmental strategies.

7. Transition Readiness – Describe transition approach, readiness verification, and pre-start obligations.

8. Scale and Records System – Describe scale availability, weighing systems, and weight ticket format.

9. Chain of Custody – Describe chain-of-custody from City dispatch through transfer of ownership, including seals and transaction documentation.

RFP SU0-26-002-A Page 18 of 22

10. Proposal Strengths – Highlight key strengths of the proposed system.

11. New Facility Development (if applicable) – Provide ownership status, development schedule, zoning documentation, and proposed contract language addressing delays or failure to obtain permits.

Vendor Experience, Past Performance, Financial Resources & Site Readiness (20 Points)

Evaluation Criteria The City will evaluate:

• Relevant experience providing long-haul, receiving, and disposal services of similar scale

• Performance history, regulatory compliance, and resolution of operational or environmental challenges

• Organizational structure, key personnel qualifications, and subcontractor relationships

• Contingency and continuity of operations, including alternate facilities and emergency response

• IT infrastructure reliability and cybersecurity practices

• Financial stability, legal standing, and ability to deliver on long-term commitments

• Permit status, compliance history, and readiness of proposed facilities

Proposers must respond to the following:

1. Complete Appendix B – Vendor Questionnaire.

2. Complete Appendix F – Surety Intent.

3. Provide principal officers, key personnel, subcontractors, and an organizational chart.

4. Describe experience with large-scale long-haul disposal operations, including innovative technologies.

5. Provide permit status and attach all relevant solid waste, stormwater, air, building, SEPA, and other permits.

6. Describe regulatory complaints, violations, and resolutions within the last seven years.

7. Describe litigation within the last seven years related to performance, environmental violations, antitrust, corruption, or regulatory issues.

8. Identify any periods in the last seven years when the Proposer was unable to receive, transport, or dispose of waste for key customers.

9. Provide at least three references from current key customers.

Workforce Success & Environmental Sustainability (10 Points) Evaluation Criteria The City will evaluate:

• Worker health and safety programs, training, and safety record

• Container inspection and repair practices

• Employee compensation, benefits, and workforce support programs

• Compliance with anti-discrimination laws

• Environmental performance, including fire suppression, air quality, odor, leachate, and stormwater controls

• Greenhouse gas reduction strategies and sustainable business practices

RFP SU0-26-002-A Page 19 of 22

• Community acceptance, engagement, and investment

Proposers must respond to the following:

1. Describe safety and training plans at all facilities.

2. Describe container inspection and repair practices.

3. Provide health and safety record for the last three years, including L&I claims and investigations.

4. Provide wage and benefit packages for relevant employees.

5. List additional employee benefit programs.

6. Describe findings and resolutions of anti-discrimination non-compliance.

7. Describe opportunities to reduce fuel use, GHG emissions, and other impacts during the contract term.

8. Describe other sustainable business practices.

9. Provide evidence of neighborhood and community acceptance.

10. Describe community investment and support activities.

Services Fees (30 Points) Evaluation Criteria The City will evaluate:

• Per-ton fees for receiving, transportation, disposal, and on-call services

• Clarity and defensibility of pricing assumptions

• Internal consistency across all fee forms

• Compliance with RFP requirements, including:

o Fees for a 10-year term with two 5-year extensions o Fees for 100% of the City’s Waste o Use of Appendix D Services Fee o No prohibited contingencies

Proposers must complete Appendix D – Services Fee in full.

Inclusion Plan (10 Points) Evaluation Criteria The City will evaluate:

• Good-faith efforts and meaningful aspirational goals

• Integration of WMBE firms into core and value-added work

• Past performance using effective inclusion models

• Evidence of mentoring, training, and capacity-building

Proposers must complete Appendix C – Inclusion Plan.

RFP SU0-26-002-A Page 20 of 22

INTERVIEWS

The City may interview top ranked firms that are most competitive. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and proposal submittals. Proposers invited to interview are to bring the assigned Project Manager named by the Proposer in the Proposal and may bring other key personnel named in the Proposal. The Proposer shall not bring individuals who do not work for the Proposer or are not on the project team without advance authorization by the Contract Administrator. If interviews are conducted, they will be worth 100 additional points.

REFERENCES

The City may contact one or more references. The City may use references named or not named by the Proposer. The City may also consider the results of performance evaluations issued by the City on past projects.

CONTRACT NEGOTIATIONS

The highest-ranked Proposer will be asked to bring forward a fee schedule and pricing proposal for negotiation and discussion with the City. The City may negotiate any aspect of the proposal or the solicitation. The City cannot modify contract provisions mandated by Federal, State or City law: Equal Benefits, Audit (Review of Vendor records), WMBE and EEO, Confidentiality, Debarment, or mutual indemnification. See Attachments Section, Attachment 1.

RIGHT TO AWARD TO NEXT RANKED PROPOSER

If a contract is executed resulting from this solicitation and is terminated within 90 days, the City may return to the solicitation process to award to the next highest ranked responsive Proposer by mutual agreement with such Proposer. New awards thereafter are also extended this right.

REPEAT OF EVALUATION

If no Proposer is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

AWARD AND CONTRACT EXECUTION

The Contract Administrator will provide timely notice of an intent to award to all Proposers responding to the Solicitation.

PROTESTS

Interested parties that wish to protest any aspect of this RFP selection process shall provide written notice to the designated Contract Administrator.

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PROTESTS – PURCHASING AND CONTRACTING

The City has rules to govern the rights and obligations of interested parties that desire to submit a complaint or protest to this process. See the City website at https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols. Interested parties have the obligation to know of and understand these rules, and to seek clarification from the City. Note there are time limits on protests, and submitters have final responsibility to learn of results in sufficient time for such protests to be filed in a timely manner.

LIMITED DEBRIEFS

The City issues results and award decisions to all bidders. The City provides debriefing on a limited basis for the purpose of allowing bidders to understand how they may improve in future bidding opportunities.

INSTRUCTIONS TO THE APPARENTLY SUCCESSFUL PROPOSER(S)

The Apparent Successful Proposer(s) will receive a Notice of Intent to Award from SPU’s Contracts & Procurement Division notifying the Proposer after award decisions are made by the City. The Notice of Intent to Award will include instructions for final submittals due prior to execution of the contract. The Proposer must provide all requested documents within 10 (ten) business days of intent to award. This includes obtaining a Seattle Business License, payment of associated taxes due, and providing proof of insurance.

Once the contract is issued, the Proposer has 5 (five) business days to sign and return it to the City; if the Proposer fails to execute the contract with all documents within the 5-day time frame, the City may cancel the award and proceed to the next ranked Proposer or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

CHECKLIST OF REQUIREMENTS PRIOR TO AWARD

The Proposer(s) should anticipate the Notice of Intent to Award will require at least the following. Proposers are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License (ensure current and all taxes due have been paid)

• State of Washington Business License

• Evidence of Insurance (if required)

• Special Licenses (if any)

TAXPAYER IDENTIFICATION NUMBER AND W-9

Unless the Proposer has already submitted a Taxpayer Identification Number and Certification Request Form (W-9 http://www.irs.gov/pub/irs-pdf/fw9.pdf) to the City, the Proposer must execute and submit this form prior to the contract execution date.

INSURANCE REQUIREMENTS

Proof of insurance is required prior to contract execution as detailed in Appendix A.

https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols http://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP SU0-26-002-A Page 22 of 22

APPENDICES:

Appendix A – Contract Appendix B – Vendor Questionnaire Appendix C – Inclusion Plan Appendix D – Services Fees Form Appendix E…