848282recyRvra.pdf

Roanoke Valley Resource AuthorityRFP-2026-01 | Alternative Waste Recycling Program — Batteries, Electronics, and Plastics

1020 Hollins Road NE, Roanoke, VA 24012 | Page 1 of 11

ROANOKE VALLEY RESOURCE AUTHORITY

REQUEST FOR PROPOSALS

ALTERNATIVE WASTE RECYCLING PROGRAM

BATTERIES, ELECTRONICS, AND PLASTICS

September 29, 2026 | RFP# RFP-2026-01

Issuing Authority Roanoke Valley Resource Authority

Mailing Address 1020 Hollins Road NE, Roanoke, VA 24012

Primary Program Site Tinker Creek Transfer Station, 1020 Hollins Road NE, Roanoke, VA 24012

Alternate Sites (Offeror may propose)

Salem Transfer Station and/or Smith Gap Landfill (8484 Bradshaw Road, Salem, VA 24153)

Contact Person Jeremy Garrett, Director of Operations

Contact Email jgarrett@rvra.net

Advertisement Date September 29, 2026

Pre-Proposal Site Visit October 13, 2026, 10:00 AM (Non-Mandatory) — Tinker Creek Transfer Station, 1020 Hollins Road NE, Roanoke, VA 24012

Questions Deadline October 23, 2026, 4:00 PM (submit in writing via email; no oral inquiries accepted)

Addendum Posted By October 26, 2026 via Authority website and eVA (eva.virginia.gov)

Proposal Due Date November 6, 2026, 2:00 PM

Proposal Delivery IF PROPOSALS ARE SUBMITTED ELECTRONICALLY, SUBMIT THROUGH eVA (eva.virginia.gov); IF MAILED, SEND DIRECTLY TO: Roanoke Valley Resource Authority, 1020 Hollins Road NE, Roanoke, VA 24012; IF HAND DELIVERED, DELIVER TO: Jeremy Garrett, Director of Operations, Roanoke Valley Resource Authority, 1020 Hollins Road NE, Roanoke, VA 24012.

Anticipated Award On or about November 20, 2026

Contract Term One (1) year from execution, with up to four (4) additional one-year renewal terms by mutual agreement

Section I. Overview and Purpose

The Roanoke Valley Resource Authority (“Authority” or “RVRA”) requests proposals from qualified firms to establish and operate an Alternative Waste Recycling Program for the collection, removal, transportation, and lawful recycling of batteries, electronics (e-waste), and plastics generated at or delivered to Authority facilities. The successful Offeror (the “Contractor”) will furnish and service all collection containers, be fully responsible for all aspects of program operation, and share revenue with the Authority as proposed in its response to this Request for Proposals.

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This Request for Proposals (“RFP”) is issued in accordance with the Virginia Public Procurement Act, Va. Code § 2.2-4300 et seq., using the competitive negotiation process for the procurement of nonprofessional services set forth in Va. Code § 2.2-4302.2, and the Roanoke Valley Resource Authority Procurement Policy. Award will be made to the responsible Offeror whose proposal, following evaluation and any negotiations, is determined to be the best value to the Authority, considering the evaluation criteria set forth in Section VI. The Authority reserves the right to reject any and all proposals, to waive informalities, and to make the award deemed to be in the best interest of the Authority.

The Authority's objectives for this program are to: (1) divert batteries, electronics, and plastics from the landfill waste stream into responsible, documented recycling channels; (2) transfer full operational and regulatory responsibility for these materials to a qualified private-sector Contractor; and (3) generate revenue for the Authority from the recovered value of these materials. Offerors are encouraged to propose innovative approaches that advance these objectives.

All questions and official responses will be issued by written addendum and posted on the Authority's website and through eVA (eva.virginia.gov). No oral inquiries will be accepted, and oral statements by Authority representatives are not binding.

Section II. Scope of Work

The Contractor shall furnish all labor, materials, containers, equipment, transportation, permits, and incidentals necessary to establish and operate the Alternative Waste Recycling Program described in this RFP. The Contractor shall be fully and solely responsible for all aspects of program operation, including all downstream handling, processing, recycling, and disposal of collected materials, and for compliance with all applicable federal, state, and local laws and regulations. The scope of Work includes, but is not limited to:

• Program Materials. Collection and lawful recycling of the following material streams: (a) batteries, including household, lithium-ion, and lead-acid batteries; (b) electronics (e-waste), including but not limited to computers, monitors, televisions, printers, cell phones, and small electronic appliances;

and (c) plastics diverted from the solid waste stream. The Authority may add or remove material streams by mutual written agreement during the contract term.

• Collection Containers. Furnishing, placement, and maintenance of appropriate weatherproof collection containers (e.g., roll-off containers, gaylord boxes, drums, or lockable cabinets as suited to each stream) at the program site. Containers shall be clearly labeled by material type, kept in clean and serviceable condition, and sized and configured to safely segregate materials in accordance with all applicable regulations. Batteries shall be collected and stored in containers meeting U.S. Department of Transportation (DOT) and Universal Waste (40 CFR Part 273) requirements for the applicable battery chemistry.

• Site of Operation. The primary program site is the Authority's Tinker Creek Transfer Station, 1020 Hollins Road NE, Roanoke, VA 24012. Offerors may, in the alternative or in addition, propose to operate all or part of the program at the Salem Transfer Station and/or the Smith Gap Landfill, 8484 Bradshaw Road, Salem, VA 24153. Offerors shall clearly identify in their proposal which site(s) they propose to use and the container configuration at each. The Authority will make reasonable space available at the selected site(s); the Contractor shall be responsible for the safe, orderly, and compliant use of that space.

• Full Operational Responsibility. The Contractor shall be responsible for all aspects of operation, including scheduling, loading, hauling, transportation, processing, recycling, and final disposition of all collected materials, as well as spill prevention and response, housekeeping, and container security. The Authority's role is limited to providing site access and space and notifying the Contractor when service is required.

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• Title and Liability. Collected materials shall become the property of the Contractor upon removal from Authority property. Any expense, fine, fee, penalty, or legal action arising from improper transportation, handling, processing, recycling, or disposal shall be the sole responsibility of the Contractor. The Authority assumes no responsibility or liability for the Contractor's handling of any material collected under this program.

• Response Time. The Contractor shall provide collection, hauling, and container-swap services on an as-needed, on-call basis. Authority personnel will notify the Contractor when a container is full or service is otherwise required, and the Contractor shall empty or exchange the container within seventy-two (72) business hours of notification. The Contractor may, at its own expense and convenience, stage additional containers on site so that collection can continue uninterrupted while a full container awaits service.

• Revenue to the Authority. The Contractor shall pay the Authority for the recovered value of collected materials in accordance with the revenue structure proposed on the Revenue Proposal Sheet (Attachment A). Revenue may be structured as a per-ton or per-unit payment, a percentage share of market value, a flat periodic payment, or a combination, as proposed by the Offeror and refined through negotiation. The Contractor shall remit payment and a supporting reconciliation to the Authority on a monthly basis.

• Weighing and Documentation. Where materials are weighed, the certified truck scales located at the Authority's facilities shall be used to determine billable/recoverable weight, and the Contractor shall provide the Authority with weight tickets and downstream recycling documentation for every load removed.

• Reporting. The Contractor shall provide the Authority with monthly reports documenting quantities collected by material stream, destination and downstream recycler for each stream, revenue due to the Authority, and certificates of recycling/destruction (including certificates of data destruction for electronics, where applicable).

Section III. Program Requirements and Technical Specifications

The Contractor's operations shall meet or exceed the following minimum requirements. Where these requirements are silent, current industry standards and applicable codes and regulations shall govern.

A. Regulatory Compliance

• The Contractor shall document compliance with all applicable environmental laws, regulations, and permits, including but not limited to the federal Resource Conservation and Recovery Act (RCRA), the Universal Waste Rule (40 CFR Part 273), U.S. Department of Transportation hazardous materials regulations (49 CFR Parts 171–180) for the transportation of batteries and other regulated materials, the Virginia Solid Waste Management Regulations (9VAC20-81), U.S. Environmental Protection Agency (EPA) requirements, Virginia Department of Environmental Quality (DEQ) requirements, and all applicable federal, state, and local policies and regulations.

• The Contractor's methods of transportation, processing, recycling, and disposal shall at all times conform to the above authorities. The Contractor shall maintain, and provide to the Authority upon request, copies of all permits, licenses, and registrations required to lawfully perform the Work.

B. Batteries

• Batteries shall be collected, sorted, packaged, and transported by chemistry (e.g., alkaline, lithium-ion, lead-acid, nickel-based) in accordance with DOT packaging and labeling requirements and Universal Waste standards. Lithium-ion batteries shall be managed with terminal protection and fire-mitigation practices consistent with current industry and DOT guidance.

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• The Contractor shall recycle batteries through permitted battery recyclers and shall provide certificates of recycling for each shipment. Improperly managed batteries and any resulting fire, release, or regulatory action shall be the sole responsibility of the Contractor.

C. Electronics (E-Waste)

• The Contractor shall recycle all collected electronics through a facility certified to R2 (Responsible Recycling) and/or e-Stewards standards, or shall document an equivalent certified, auditable downstream recycling chain. The Authority reserves the right to request the certification and the identity of the downstream processor.

• The Contractor shall provide certificates of recycling and, for any data-bearing devices, certificates of data destruction performed in accordance with NIST SP 800-88 or an equivalent recognized standard. No collected electronics shall be exported or disposed of in a manner inconsistent with applicable law or the certifications above.

D. Plastics

• The Contractor shall identify in its proposal the resin grades and forms of plastic it will accept (e.g., rigid plastics by resin code, film, or specific commodity grades) and the end markets or reclaimers to which the material will be delivered. Collected plastics shall be delivered to legitimate recycling/reclamation markets, and the Contractor shall document the downstream destination for each load.

E. Containers, Site Operations, and Housekeeping

• Containers shall be furnished and maintained by the Contractor, clearly labeled by material type, weatherproof as appropriate to the stream, and kept in a clean, safe, and serviceable condition. The Contractor shall promptly remove any overflow, spillage, or litter attributable to its operation.

• The Contractor shall not load material higher than the top of any open container and shall comply with all vehicle weight limits. The Contractor shall be responsible for any fines or penalties arising from overloading or overweight vehicles.

• The Contractor shall coordinate all site activity with Authority operations staff and shall conduct its operations so as not to interfere with the Authority's transfer station and landfill operations. The Contractor shall maintain a spill response capability appropriate to the materials handled.

F. Term and Renewal

The term of any contract resulting from this solicitation shall be for one (1) year from the execution date, with the option to renew for up to four (4) additional one-year terms upon mutual written agreement of the parties and subject to satisfactory performance and continued appropriation.

Section IV. Non-Mandatory Pre-Proposal Site Visit

A non-mandatory pre-proposal site visit will be held on October 13, 2026, at 10:00 AM at the Tinker Creek Transfer Station, 1020 Hollins Road NE, Roanoke, VA 24012. Offerors interested in the alternate sites may request to view the Salem Transfer Station and/or the Smith Gap Landfill during the same visit.

The purpose of the site visit is to allow prospective Offerors to inspect the proposed program site(s), observe existing site conditions and available space, and ask questions of Authority staff. Attendance is strongly encouraged but not required for proposal submission.

Prospective Offerors wishing to attend shall notify Jeremy Garrett by email at jgarrett@rvra.net no later than October 9, 2026 at 4:00 PM. Walk-in attendance is permitted but pre-registration is encouraged so that adequate site personnel can be available. Oral statements made at the site visit are not binding;

any clarifications or modifications to the RFP will be issued by written addendum only.

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Offerors who do not attend the site visit are not relieved of the responsibility to fully understand the site conditions and requirements prior to submitting a proposal.

Section V. Proposal Submission Requirements

Proposals must be received by the Authority no later than 2:00 PM on November 6, 2026. Proposals received after the deadline will not be accepted. Proposals shall be submitted in a sealed envelope or submitted electronically through eVA, clearly marked:

PROPOSAL — RFP-2026-01 — ALTERNATIVE WASTE RECYCLING PROGRAM

IF PROPOSALS ARE SUBMITTED ELECTRONICALLY, SUBMIT THROUGH eVA (eva.virginia.gov);

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO: Roanoke Valley Resource Authority, 1020 Hollins Road NE, Roanoke, VA 24012; IF PROPOSALS ARE HAND DELIVERED, DELIVER TO:

Jeremy Garrett, Director of Operations, Roanoke Valley Resource Authority, 1020 Hollins Road NE, Roanoke, VA 24012.

Each proposal shall include the following. Proposals that are materially incomplete may be deemed non-responsive:

• Completed and signed Revenue Proposal Sheet (Attachment A), stating the proposed revenue to the Authority by material stream and the proposed revenue structure.

• Operational Plan: A written description of the proposed program operation, including proposed site(s) of operation (Tinker Creek Transfer Station and/or alternate sites), container types and configuration for each material stream, collection and hauling schedule and on-call response approach, downstream processing and recycling chain for each stream (batteries, electronics, plastics), and the identity and location of the downstream recyclers/end markets.

• Regulatory and Certification Documentation: Copies of applicable permits, licenses, and registrations; identification of R2 and/or e-Stewards certified electronics recycler(s); DOT/Universal Waste handling approach for batteries; and a description of data-destruction practices for electronics.

• Qualifications and Experience: A description of the Offeror's experience operating comparable material-recovery or recycling programs, including years in business and relevant professional affiliations.

• References: Minimum of three (3) references from comparable public-sector or commercial recycling programs, including client name, contact information, and a brief description of the services provided. References must be verifiable.

• Reporting Sample: A sample of the monthly reporting the Offeror will provide (quantities by stream, downstream destination, revenue reconciliation, certificates of recycling/destruction).

• Proof of Insurability: Confirmation from the Offeror that insurance coverage at the levels required under Section VII.D can be obtained. Final certificates of insurance naming the Roanoke Valley Resource Authority as an additional insured shall be provided prior to commencement of Work.

• Signature of Authorized Representative (Attachment A).

Questions: All questions must be submitted in writing by email to jgarrett@rvra.net no later than October 23, 2026, at 4:00 PM. No oral inquiries will be accepted. Responses will be issued by written addendum and posted on the Authority's website and through eVA (eva.virginia.gov) no later than October 26, 2026.

Section VI. Evaluation and Award

A. Evaluation Process

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This RFP will be evaluated using the competitive negotiation process for nonprofessional services under Va. Code § 2.2-4302.2. An evaluation committee will review all responsive proposals against the criteria below. The Authority may, at its discretion, request clarifications, conduct interviews or oral presentations, and select two or more Offerors deemed to be fully qualified and best suited for negotiations. Negotiations may address the scope of services, the revenue structure, and the terms of a resulting contract.

B. Evaluation Criteria

Proposals will be evaluated and scored on the following criteria:

Evaluation Criterion Maximum Points

Revenue to the Authority — proposed revenue structure and value returned to the Authority across all material streams

Operational Plan and Approach — container plan, collection/response approach, site utilization, and overall program design

Qualifications, Experience, and References — demonstrated ability to perform comparable programs

Regulatory Compliance and Downstream Recycling — permits, R2/e-Stewards certification, battery/DOT handling, and documentation/reporting

Financial Responsibility and Stability 5

TOTAL — 100 POINTS

C. Award

Following evaluation and any negotiations, award will be made to the responsible Offeror whose proposal is determined to be the best value to the Authority. The Authority reserves the right to negotiate the final revenue structure and contract terms with the selected Offeror, to reject any and all proposals, to waive informalities, and to make no award if it determines that to be in the Authority's best interest. The successful Offeror shall enter into a written contract with the Authority before commencing any Work; the Contractor shall not commence Work until a written Notice to Proceed has been issued.

Section VII. Terms and Conditions

A. Independent Contractor

The Contractor shall perform all Work as an independent contractor, not as an employee or agent of the Authority. The Contractor shall be solely responsible for the means, methods, sequences, and procedures of the Work, and for all safety precautions and programs.

B. Permits and Licenses

The Contractor shall obtain and pay for all permits, licenses, registrations, inspections, and approvals required to perform the Work, including all environmental and transportation authorizations required to lawfully collect, transport, process, and recycle the program materials. Copies shall be provided to the Authority upon request.

C. Site Safety

All Work shall be performed in compliance with OSHA 29 CFR 1910/1926 and all applicable Virginia occupational safety regulations. The Contractor shall be solely responsible for the safety of its

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D. Insurance Requirements

The Contractor shall maintain the following insurance during the entire performance of this Contract:

Coverage Minimum Limits

Workers' Compensation Statutory (Virginia); Employer's Liability: $100,000 per occurrence

Commercial General Liability

$1,000,000 per occurrence / $2,000,000 aggregate

Automobile Liability $1,000,000 combined single limit (owned, non-owned, hired)

Umbrella / Excess Liability

$5,000,000 (excess over underlying CGL and Auto)

Contractor's Pollution / Environmental Liability

$1,000,000 per occurrence (transportation and handling of collected materials)

The Roanoke Valley Resource Authority and its officers, employees, and agents shall be named as additional insureds on all liability policies. All policies shall be primary and non-contributory. Final certificates of insurance shall be provided prior to commencement of Work.

E. Payment and Revenue Remittance

The Contractor shall remit revenue due to the Authority, together with a supporting reconciliation and all weight tickets and downstream recycling documentation, on a monthly basis. Any amounts due from the Authority to the Contractor, if applicable, shall be paid within thirty (30) days of receipt of a proper invoice and Authority acceptance. The Authority reserves the right to withhold or offset amounts for services or documentation not provided in accordance with the Contract.

F. Anti-Discrimination

During performance, the Contractor shall not discriminate against any subcontractor, employee, or applicant for employment on the basis of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by applicable state or federal law.

G. Ethics in Public Contracting

The Contractor certifies compliance with Virginia public procurement ethics laws, Va. Code § 2.2-4367 et seq., and that no improper inducements have been offered or accepted in connection with this procurement.

H. Authorization to Transact Business in Virginia

Pursuant to Va. Code § 2.2-4311.2, the Contractor must be authorized to transact business in the Commonwealth of Virginia at the time of proposal submission and at the time of award.

I. Employment of Unauthorized Aliens Prohibited

The Contractor shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986 during performance of this Contract.

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J. Governing Law

This procurement and any resulting contract shall be governed by the laws of the Commonwealth of Virginia. Disputes shall be resolved in a court of competent jurisdiction in the City of Roanoke, Virginia, or the United States District Court for the Western District of Virginia, Roanoke Division.

K. Claims

Contractual claims by the Contractor shall be submitted in writing no later than ten (10) calendar days after the occurrence giving rise to the claim, with written notice of intent to file given within five (5) calendar days. The Authority shall issue a written decision within thirty (30) days of receiving the claim and supporting documentation.

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ATTACHMENT A — REVENUE PROPOSAL SHEET

RFP-2026-01 | Alternative Waste Recycling Program — Batteries, Electronics, and Plastics

State the revenue the Offeror proposes to pay the Authority for each material stream, and the structure on which it is based (per ton, per unit, percentage of market value, flat periodic payment, or a combination). If the Offeror proposes to charge the Authority for any stream or service, list it in the lower section. The proposed revenue structure is subject to negotiation prior to award.

Offeror/Firm Name

Address

Phone

Email

FEIN

Virginia Vendor ID / eVA

Proposed Program Site(s)

Tinker Creek Transfer Station Salem Transfer Station Smith Gap Landfill

Material Stream Revenue Structure (e.g.

$/ton, $/unit, % of market, flat)

Proposed Revenue to Authority

REVENUE TO THE AUTHORITY BY MATERIAL STREAM

Batteries (by chemistry)

Electronics (E-Waste)

Plastics

Other proposed stream (specify): ______________

ANY CHARGES TO THE AUTHORITY, IF APPLICABLE (list stream and basis)

Stream / service:

By signing below, the Offeror certifies that: (1) this proposal is genuine and has not been prepared in collusion with any other Offeror; (2) the Offeror has read and understands all requirements of this RFP;

(3) the Offeror is authorized to transact business in Virginia; (4) all information submitted is accurate and complete; and (5) the Offeror will operate the program in full compliance with all applicable federal, state, and local laws and regulations.

Authorized Signature Printed Name and Title

Company Name Date

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ATTACHMENT B — PROPOSAL SUBMISSION CHECKLIST

RFP-2026-01 | Alternative Waste Recycling Program — Batteries, Electronics, and Plastics

Complete this checklist and include it with your proposal. Place a checkmark in the Included column for each item enclosed. Proposals materially missing required items may be deemed non-responsive.

# Required Submission Item Included (check)

1 Completed and signed Revenue Proposal Sheet (Attachment A), including proposed site(s) and revenue by stream

2 Operational Plan: site(s), container plan by stream, collection/response schedule, and downstream recycling chain for batteries, electronics, and plastics

3 Regulatory and certification documentation: permits/licenses, R2 and/or e-Stewards certification, DOT/Universal Waste battery handling, data-destruction practices

4 Qualifications and experience summary: years in business, comparable programs

5 Minimum three (3) verifiable references with contact information

6 Sample monthly report (quantities by stream, downstream destination, revenue reconciliation, certificates of recycling/destruction)

7 Confirmation of insurability at required coverage levels (final certificate required prior to Work commencement)

8 Signed proposal certification (bottom of Attachment A)

9 Completed Addendum Acknowledgment Form (Attachment C)

Offeror Name: ______________________________________________ Date: ________________

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ATTACHMENT C — ADDENDUM ACKNOWLEDGMENT FORM

RFP-2026-01 | Alternative Waste Recycling Program — Batteries, Electronics, and Plastics

All Offerors MUST complete and return this form with their proposal. Failure to acknowledge all addenda issued during the open period may render a proposal non-responsive. If no addenda were issued, check the box below and sign.

Addendum # Addendum Date Date Received Source (eVA / Email / Website)

No addenda were issued during the open solicitation period for RFP-2026-01.

By signing below, the undersigned hereby certifies that all addenda listed above have been received, reviewed, and incorporated into this proposal.

Authorized Signature Date

Printed Name and Title Company Name