biddoc.pdf

Request for Proposals

2026-288 Waste Hauling Services for City Facilities

Due Date: 2:00 PM MDT, October 30th, 2026.

427 Rio Grande Place Aspen, CO 81611 https://aspen.gov/ https://aspen.gov/

City of Aspen

REQUEST FOR PROPOSALS

Sealed proposals will be received by the City of Aspen Purchasing Department through the Bidnet Direct website, www.bidnetdirect.com, until 2:00 p.m. MDT, October 30th 2026, at which time the proposals will be opened and reviewed, for the following City of Aspen project:

2026-288 Trash and Recycling Services for City of Aspen Facilities

The project will include but is not limited to trash and recycling removal from compactors, dumpsters, and various smaller waste containers at all the locations specified in this proposal.

All services must be done in accordance with Title 12. Solid Waste of the City of Aspen’s Municipal Code. This includes providing bear-resistant containers, keeping surrounding container areas clean, providing regular services to avoid overflows, and fixing or replacing containers within 24 hours as needed. This also includes working with the Environmental Health and Sustainability Department to reduce waste hauler greenhouse gas emissions by improving waste collection vehicle (WCV) operations and find ways of tracking and measuring municipal waste generation for the purposes of the Municipal Green House Gas Emissions Inventory.

The City of Aspen has implemented different waste diversion goals, from reducing food waste, to diverting construction waste, and implementing waste minimization practices. The waste hauler serving the City of Aspen’s facilities must further these goals by keeping regular communications with the Environmental Health and Sustainability department, diverting material from the landfill, transporting all recycling to a recycling processing facility, and providing an annual report with waste diversion practices improvements, recommendations, vehicle operations efficiency and route optimization.

A non-mandatory pre-proposal meeting will be held via Microsoft Teams on Wednesday, October 7th at 9:30AM MDT.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/215439172476050?p=eWUI49noviTVyXpOsl Meeting ID: 215 439 172 476 050 Passcode: 69Qa7AH9

Complete proposal packages are available to download or from www.bidnetdirect.com Vendors must be registered to view the bid packages. There is no charge to register. Call 1-800-835-4603 if you need assistance registering.

To submit, an electronic copy of the Proposal as a PDF or Word file must be uploaded to the Bidnet Direct website, www.bidnetdirect.com. The file name must include the City’s project number and offeror’s name.

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or http://www.bidnetdirect.com/ https://teams.microsoft.com/meet/215439172476050?p=eWUI49noviTVyXpOsl http://www.bidnetdirect.com/ other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

Accessibility Vendor acknowledges the City is subject to Title II of the Americans with Disabilities Act (“ADA”) and other laws that prohibit public entities from excluding from participation in, denying the benefits of, or discriminating against qualified individuals with disabilities on the basis of disability in the entity’s services, programs, and activities and agrees to comply with the following requirements as applicable to the goods or services that are the subject of this Agreement.

1. Videos for public dissemination must be captioned. This non-inclusive list could include training program videos for the public, for web content or even a museum setting. If the goods or services that are the subject of this Agreement are being purchased by the City to enhance or augment a City program, service, or activity, then the materials must be captioned.

2. Digital documents must be properly formatted and accessible. Digital documents intended for public use must meet accessibility guidelines as it now exists or is amended, (examples include: doc, .docx, .xlsx, .pptx, .pdf, .jpg).

Non-Discrimination Policy Any business that enters into a contract for goods or services with the City of Aspen or any of its boards, agencies, or departments shall:

(a) Implement an employment nondiscrimination policy prohibiting discrimination in hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(b) Not discriminate in the performance of the contract on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

(c) Incorporate the foregoing provisions in all subcontracts hereunder.

Diversity and Inclusion The City shall acquire its goods and services in a manner that integrates fiscal responsibility, social equity, women and minority business opportunity, and environmental stewardship.

Bidders should provide any additional information and or certifications describing the above.

Sustainability Considerations One of the City of Aspen’s values is stewardship, and the City has taken significant strides in embedding sustainable practices into our operations. In 2022, Aspen City Council set new greenhouse gas reduction goals (science-based targets) of 63% by 2030 and 100% by 2050 based on 2017 emissions levels. While not a requirement for this contract (unless otherwise stated in the scope of work or criteria list), the City encourages all vendors to share in their proposals how their products and services are supporting the City’s climate initiatives and goals.

For more information on the City’s sustainability efforts and the Aspen Sustainability Action Plan, visit www.aspen.gov/climate.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

Discussion may be conducted with responsible Offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City:

• Demonstrated responsiveness to City’s waste and greenhouse gas reduction goals (20%)

• Environmental responsibility in providing these services (15%)

• Qualifications and experience of the firm and/or principals (20%)

• Level of understanding of the City’s objectives for these services (15%)

• Cost and value of services offered (30%)

BY ORDER OF THE CITY OF ASPEN, COLORADO

Asal Vojdani, Purchasing http://www.aspen.gov/climate

1.0 Introduction

The purpose of this Request for Proposals (RFP) is to solicit professional services for trash and recycling services for City of Aspen Facilities. The City of Aspen has facilities at various locations and with a variety of container types, sizes, and frequency needs for trash and recycling services. Exhibit A lists the specific needs of each location and the addresses to be serviced.

The City of Aspen is seeking trash and recycling services from a vendor that can support these actions by ensuring the recyclable material is properly transferred to a recycling processing facility and by working with staff to find ways to further reduce landfill waste and reduce WCV greenhouse gas emissions.

1.1 Project Description and Background

1.2 Project Goals Objectives

As part of the City of Aspen’s Sustainability Action Plan, and the Science Based targets and waste diversion goals adopted by City Council in 2022, it is important to continually capitalize on waste reduction and diversion opportunities.

The City of Aspen aims to:

- Reduce all solid waste from going to the landfill by 70% by 2050

- Reduce organic materials from going to the landfill by 100% by 2050

- Reduce construction and demolition debris from going to the landfill by 50% by 2030 and by 80% by 2050.

The waste hauler servicing the City of Aspen’s facilities must be able to respond to changing needs and expedite needed repairs in a timely manner.

The waste hauler servicing the City of Aspen’s facilities is expected to communicate with the Environmental Health Department on a regular basis to report contamination, improvement opportunities and changes to agreed services at the different locations.

The waste hauler servicing the City of Aspen’s facilities is expected to work with the Environmental Health and Sustainability Department to reduce waste hauler greenhouse gas emissions by improving WCV operations and find ways of tracking and measuring municipal waste generation for the purposes of the Municipal Green House Gas Emissions Inventory.

The contract will be for a period of 5 years beginning on March 1, 2027, and ending on February 28, 2032.

2.0 RFP Process

2.1 Communication

Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information.

Vendors may contact Procurement at procurement@aspen.gov or 720-589-4943 for questions regarding the procurement process or uploading proposals.

https://aspen.gov/DocumentCenter/View/17038/ASAP-2026-FINAL mailto:procurement@aspen.gov

2.2 Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held via Microsoft Teams on Wednesday, October 7th at 9:30AM MDT.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/215439172476050?p=eWUI49noviTVyXpOsl Meeting ID: 215 439 172 476 050 Passcode: 69Qa7AH9

2.3 Proposal Submission

Electronic submission is to be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The electronic submission must be compiled into a single pdf or Word document. The name of the document must contain the City project number and firm’s name.

The deadline for submitting responses to this RFP is 2:00pm, October 30th.

2.4 Schedule

The proposal, evaluation and selection schedule is as follows:

• Non-Mandatory Pre-Proposal Meeting October 7th, 2026 at 9:30AM MDT via Microsoft Teams

• Final Questions Due by October 21st, 2026

• Proposal packages due by 2:00PM MDT October 30th, 2026

2.5 Selection Criteria

The criteria for selection shall include but may not be limited to the following:

Demonstrated responsiveness to City’s waste and greenhouse gas reduction goals (20%) o The practices in place to ensure waste diversion and proper disposal.

o How the company perceives the waste needs of the City of Aspen and how the organization can meet those needs.

o How the organization is tracking waste hauler greenhouse gas emissions, and how they approach improvements to WCV operations. (This can be examples from other municipalities) o How the organization is using technology to track and measure waste disposed of by type and weight. (This can be examples from other municipalities)

Environmental responsibility in providing these services (15%) o Include environmental goals of the company and how these goals meet the environmental values of the City of Aspen.

o Include the process for identifying recycling contamination and how it’s communicated to the customer.

o Include the process for identifying route optimization.

Qualifications and experience of the firm and/or principals (20%) o Identification of and resumes for key individuals who will have responsibilities and authority for this undertaking.

o Previous experience the organization and key individuals have with providing these services to public agencies.

Level of understanding of the City’s objectives for these services (15%) https://teams.microsoft.com/meet/215439172476050?p=eWUI49noviTVyXpOsl o What are the customer service hours for departments to have their questions and concerns addressed? (i.e., trash or recycling not picked up, invoicing questions, damaged receptacles, etc.)

o The location and phone number of the local customer service office.

o The amount of time from complaint received to complaint remedied or addressed.

o Examples of previous resolutions to customer complaints including what type of complaint was received, how it was resolved and the time it took to reach resolution.

Cost and value of services offered (30%) o Total cost of contract per year o Itemized cost of services for each location listed in Exhibit A o Estimated costs of additional services not listed in the contract (reference to

Section 4.0 Proposal Format under Section 5).

Diversity and Inclusion. Bidders should provide any additional information and or certifications describing the above.

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

3.0 Scope of Work

Exhibit A lists the size, type, and frequency of service required for the City of Aspen facilities.

Each location requires the trash and recycling containers to be approved and functioning bear-resistant containers and serviced frequently enough to prevent overflow. The services shall include: Aspen Animal Shelter, Aspen Country Inn, Aspen City Hall, Aspen Recreation Center, Aspen Ice Garden, Marolt Ranch Housing, Parks Department, Police Department, Rio Grande Parking Garage, Rio Grande Recycle Center, Smuggler Housing, Streets Department, Truscott Housing, Water Department, Wheeler Opera House, Yellow Brick, 630 W Main St.

Project Management and Coordination:

- Monthly invoices and special charges.

- Provide scheduled trash and recycling collection services for designated City facilities.

- Furnish, maintain, repair, and replace collection containers as needed. All containers must be bear-resistant containers pre-approved by the City of Aspen Enforcement Officer.

- Coordinate service schedules and respond to requests for service modifications.

- Provide on-call services, including extra pickups, container swaps, and roll-off services.

- Monitor waste streams for contamination and notify the Environmental Health and

Sustainability Department of contamination issues.

- Support the City's waste diversion and greenhouse gas reduction goals.

- Assist with tracking and reporting waste generation data for sustainability and greenhouse gas inventory purposes.

- Provide special event waste, recycling, and compost collection services upon request.

- Communicate with the Environmental Health and Sustainability Department on a regular basis about contamination, improvement proposal, and service changes requests.

4.0 Proposal Format

All proposals will follow the format as outlined below. Failure to do so may result in disqualification.

Section 1 Introduction Introduce firm and key staff who would be assigned to this project.

Include contact person name, phone number and email address for purposes of this procurement process.

Section 2 Qualifications and Experience

List firm’s previous experience with similar experience. Include the name, address and email for outside consultants who will be retained to work on this project with you.

Section 3 Approach to Project

Include a complete scope of work and schedule that includes special considerations for the trash and recycling needs for the City of Aspen Facilities. Be sure to include all of the information included in the evaluation criteria. (Section 2.5)

Section 4 References

Include a minimum of five references that include project name, year work on completed, contact name, phone number and email address.

Section 5 Fee Proposal and Schedule

Include estimated costs and project schedule for each location detailing weekly schedule. Include pricing for on-demand services such as Special Event recycling and trash roll-offs and containers, container fixture, container swap, fees for contamination, and on demand extra pick-ups.

5.0 Legal

5.1 The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

5.3 In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit B Instructions for Offerors of Professional Services

5.4 By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

6.0 Exhibits

The following files are attached for your use and reference as needed to properly respond to the RFP request:

• Exhibit A – Locations for City of Aspen waste services

• Exhibit B – Instructions to Offerors of Professional Services